March 11 Action Items for Logistics Committee from Sponsorship Committee: - What do we have for a facility o We need commitment ASAP in order to move forward with sponsorships o Contingency plan if the W2 space falls through o When will we get layout - Rental – are we renting the place out at night/what are we doing with the space o If we are what are we going to need/want from the sponsors - What is the space - List of what you are going to need from sponsors - When will we get layout - All operation items – need a detailed list o Lighting o Electricity o Internet/ Telecommunication – TELUS o Cameras – potential through Eric o Staff – cleaners, helpers, volunteers o First aid o Catering/serving it right o Food/drink permits Facility - Main Woodward’s space – 14,000 sq ft 2, 3, 4 floors with street level retail access - 112 west Hastings – 10,000 square feet open ghetto lofty art gallery space 1 & 2 floors - Need to figure out the costs that we will incur to occupy the space o Will have costs associated with Woodward’s space and obtain a layout of the space o Assigned to Evan, will contact Irwin tomorrow - No contingency plan thus far - Jenn to follow up with Greg from Rennie Marketing re: possible space in security zone Dates Propose to run the space from Feb 1 to March 5th and 6 – 28th scaled back version. Ideally occupy space from Jan 1st. Roles - Staffing Director - Programming/ Scheduling Director - Tech Director - Food and Beverage Director - Security Lead – possibly through sponsorship committee - Logistics Manager – move in move out etc - Event Project Manager - Advisor/mentor with previous event experience - CFO – Evan may know someone - Legal Rental of Space at Night - Center will operate 24 hours - We will approach groups to put on events in the evening. To be determined at a future date o As part of sponsorship package, we can include a night that they can throw an event or sponsor a night event. Operations List of what we will need o Lighting o Electricity o Internet/ Telecommunication – TELUS o Cameras – potential through Eric o Staff – cleaners, helpers, volunteers o First aid o Catering/serving it right o Food/drink permits o Security o Shuttles/ transportation o Lawyer o Bank To do list for Logistics Committee - Master Schedule - Master Budget - Talk about committee honorariums - Create an organizational chart o Create master org chart from all the committees To do list for the sponsorship committee - List of saleable assets o Name o Discrete spaces within the space o Sponsor events § Press conference § Concerts § Networking receptions § Wine and cheese § Etc o Signage o Web sponsorship - Create an organizational chart - Would like to have money to hire a project manager closer to the start of the games - Talk about committee honorariums - Create fundraising event through the Vancouver social media scene? To Do List for Communications Committee - Reach out when roles that need to be filled are identified - Cultural Ethnographer – someone who documents everything and the cultural impact of what we’re doing - Communications plan and when it will be delivered - Create an organizational chart - Talk about committee honorariums Key things for next meeting - Talk to Irwin re: space and floor plan - Evan - Find events oriented person that’s done something like this before that can mentor us - Nadia - Create legal entity – non profit society (need to wait for lawyer) - Talk to someone from Building opp with business (BOB) – Kris - Think about a back up plan if Woodward’s falls through |