Capitol Hill Community Council
Arts & Events Committee Meeting
Seattle Gay News Break Room
May 31, 2009: 7-9pm
In Attendance: 13 community members including officers (Justin Carder, Charlette LeFevre & Hong Chhuor).
Meeting Facilitator: Kami Bodily
Welcome & Introductions
The current financial breakdown is as follows (Secretary’s notes, not discussed at meeting):
$1552.32 Funds Deposited as of 5/28/09
($460.00) City of Seattle Special Events Permit Fee
($433.60) Cost of Event Insurance
$658.72 Total Funds Remaining
These figures do not take into account the Unpaving Paradise booth, for which an application has been submitted to make the June 1st deadline; the $50 booth fee will be transferred from the Unpaving Paradise ledger to the Pride Festival ledger.
Also, the figures above do not take into account any funds received at Panache or via the Council PO box received since 5/28/09 – these will be deposited on June 2nd, so that all registrations received after June 1st will have the new rates applied to them.
Booth Vendor Update
Carl Medeiros provided an update on the number of booths for which we’ve received both an application and payment; to-date, we have completed registration materials for 28 out of 108 possible booths. He reported that he had been having trouble working out an arrangement with the Broadway Grill (BG) and announced that plans will move forward despite not being able to reach an agreement with them regarding logistics for the booths in front of the restaurant. He had hoped to put Swank (a DJ group) near the BG, but may have to look into an alternative space so that they have access to electricity.
Carl plans to provide a ‘map’ of booth assignments in the days leading up to the Festival as it will be in constant flux until we have a better idea of our vendors. He plans to send out a letter on 6/10 to the Broadway restaurants reminding them of the rules, regulations and obligations that specifically apply to them as a food establishment. On 6/12, he will email all registered vendors with ‘day-of’ information with details on set-up, break-down and “FAQs.” After the Festival, he is planning on a review & evaluation process whereby we can solicit feedback on the vendors’ experience so that we may take them into account for next year.
At this point, Magenta Spinningwind, as a representative of PNW Native artist community, introduced herself and explained why she was at the meeting. At Carl’s request, she attended Folklife and handed out fliers and encouraged various vendors to consider getting a booth at the Pride Festival. She believes she can bring in at least $1000 to the Festival via booth registrations alone and is seeking a number of spaces for the artists she represents at a discounted price.
Carl then reiterated that we are focused as much as possible on not giving any booths away for free at this time. We can certainly maintain a ‘free list,’ but we should focus on selling as many as possible and if there are any spaces left in the days leading up to the Festival, we can revisit the issue at that time.
Charlette mentioned that she was working with the city of Seattle & Jose Cervantes to obtain an outreach grant ($700); the committee members agree that in the interest of time, we should postpone further discussion about this until we actually receive the funds.
Charlette then commented that we should also follow-up on Sound Transit’s previous commitment towards providing some financial support. Justin Carder confirms that via his communications with Jeff Munnoch, this money is a go and good to depend on and Sound Transit will require a booth. Hong Chhuor asked if they will be submitting a formal application and writing us a check – Justin will be following up on this.
Marketing & Poster Update/Distribution
There is no detailed marketing plan in place at this point in time.
However, Carl is the point person regarding the poster. He expects that the posters will arrive in the next week or so. He will be taking enough copies to distribute at least two copies to each of the business in the affected two blocks. Carl also announced that through a business relationship, he has secured $500 that he would like to specifically earmark for advertising.
Kami Bodily and Jennifer Power have volunteered their time to help with postering once we have them. Jen will also be following up with the Unpaving Paradise volunteer listserv to see if any of them can help poster as well as help staff the event.
Reverend Ray Neal of Metropolitan Community Church has been appointed to be one of the Festival’s spokespersons. This is an update insofar as Mark Finley has stepped down from this role. Also assisting primarily through email is Teresa Hugel of the University Street Fair. Lee Serrano, manager of the Casa Del Rey apartments on Broadway next to Chase Bank and Vivace Espresso, who was in attendance at the meeting announced that he will do his part to assist and hopes to get the businesses at the base of his building to come on board to help with raising funds for the Festival. He hopes to get between $500-$1000 for us and possibly the use of electricity in case the Broadway Grill plan falls through.
We then discussed the action plans for before the event, during the event and afterwards:
Action Plan – Before Event
Charlette: quotes from at least 2-3 different companies for barricades, port-a-potties, orange vests, no-parking signs & contacting the Sisters of Perpetual Indulgence re: helping us with collecting donations; a suggestion was made that we share some of the proceeds with their organization for helping us collect funds – by Tuesday, June 2nd.
Phil: possibility looking into the feasibility of donation boxes as a contingency plan in case the Sisters do not agree or are unable to assist – Thursday, June 4th.
Jen: contact CleanScapes regarding trash situation and determine how much it would cost for their services as well as looking into the provision of recycling bins – by Thursday, June 4th.
Carl: communication with & coordination of vendors and collection of funds & applications – ongoing.
Hong: documentation/handling of payments and booth registrations and maintenance of an official event file for CHCC records – ongoing.
Action Plan – During Event
TBD: Staffing of the CHCC Community Table, security, trash review.
Carl: blue-taping booth spaces the night before the event.
Action Plan – After Event
TBD: sweeping/breakdown, collection of vendor funds, securing donation boxes, festival review.
All actions taken and questions answered by city agencies and representatives of companies from which we are requesting quotes will be documented in e-mails by copying the CHCC Officers email address (moc.liamg|sreciffo.cchc#moc.liamg|sreciffo.cchc).
Carl noted that he is available to help until 11am on Festival Day, at which point, he will solely be focusing his time and attention on the booths paid for & being operated by his businesses.
Items that need further discussion/follow-up…
We still need an answer as to whether or not there is a cost associated with metro bus re-routing & whether the Festival will need to cover the lost parking meter revenue due to the city – Jen
We still need to determine if the Council needs to obtain a City of Seattle Business Permit – Charlette
Creation of volunteer tasks and sign-up information – Charlette
Possibility of seeking last minute corporate sponsors – Carl