Project/Starhawk Event 2009

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This has been agreed among those involved by unanimous consent on 20090501.
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Contents

Project ID: 106

Project steward

James Cowan

Need

EcoReality has a mandate for doing public events. There is an opportunity to do a large event on Salt Spring with a well known presenter. This could give EcoReality some huge public awareness and build a relationship with someone very inspiring.

Description

Do a public event in October 2009 off site at one of the venues available for rent on Salt Spring. It would start at 7:00pm and be finished by 9:30-10:00pm

Goal or deliverable

Produce and promote a large scale public event.

Timeline, schedule, or end date

  • Confirm speaker and date May 2.
  • Confirm venue by May 15
  • Start minor marketing June 1 (email lists, newsletter, word of mouth)
  • Start major marketing August 1 (Posters, ads in papers, online advertising etc)

Plan

  • The proposed team is:
    • James- Logistics, venue setup, speaker liaising, travel arrangements, cashflow management.
    • Jan- Marketing & Publicity.
    • Justin- MC, marketing content finder, Vancouver marketing.
    • Others- physical setup of venue, postering, concession at venue, working the door.
    • Venue is TBD. Options are: Artspring, Gospel Chapel, Fulford Hall, Mahon Hall, Beaver Point Hall. These are in semi-priority order.

Financial budget

  • Expenses
    • Venue rental - $500
    • Sound & lights & operators - $750
    • Speaker guarantee - $1000
    • Additional speaker split (60/40 of gross Speaker/EcoReality) at 200 tickets sold - $2900
    • Honourarium for advance logistics work - $250
    • Honourarium for advance marketing & PR work - $250
    • TOTAL EXPENSES - $5,650.00
  • Revenue
    • 150 tickets sold in advance ($30 each) - $4500
    • 50 tickets sold at door ($40 each) - $2000
    • TOTAL REVENUE - $6500
      • NOTE- In this model EcoReality would make $850. If the venue can hold more people and we sell more tickets both parties will make more money.

Labor budget

how many people are needed for how long, including specific people or specific skill-sets

  • James- advance/post work and logistics- 30 hours
  • James- on site show management- 10 hours
  • Jan- Advance PR & marketing- 20 hours
  • Jan- on site show help- 6 hours
  • Justin- Advance work and on site help- 12 hours
  • Door person- 2 people at 5 hours each
  • Concession- 2 people at 5 hours each
  • Other on site help from members, advisors friends, 4 people at 5 hours each


Cash Outlay

IDAccountTotalFirstLast
5010000Education$872.542009-10-14 00:00:002009-11-16 00:00:03
4010002Event$2,915.052009-10-03 00:00:002009-10-15 00:00:00
1010011ISCU Chequing$4,426.662009-09-02 00:00:122009-10-30 00:00:12
6820030Taxes, Sales, GST$21.882009-10-06 00:00:022009-10-15 00:00:01
6820030TOTAL:$8,236.132009-09-02 00:00:122009-11-16 00:00:03

Labour, by person

IDWhoTimeCost%
4Carol Wagner9.517.3%
2Jan Steinman45.382.7%
2TOTAL:54.8100.0%

Labour, by activity

IDActivityTimeCost%
12Buying1.12.0%
16Corresponding2.23.9%
39Delivering0.30.5%
34Editing3.66.5%
33Entering Data1.12.1%
19Hospitalitizing6.511.9%
22Marketing20.837.9%
43Organizing6.010.9%
7Planning0.50.9%
13Producing6.211.3%
8Public Relating4.99.0%
9Traveling1.83.3%
9TOTAL:54.8100.0%

Vehicle Use

"Vehicles" with no odometer, such as tractors or stationary equipment, are in tenths of an hour, rather than kilometres.

IDVehicleDistance
1Blue Jetta31 km
2Erica40 km
3Sunshine32 km
3TOTAL:103 km

Records

WhoVehicleDateDist/TimeCostPurposeNotesPaid
Jan SteinmanSunshine2009-10-0221 km$15.960EcoRealitydrop off Starhawk at seaportyes
Susie Anne BartschErica2009-10-0133 km$30.690EcoRealityGanges + ferry pickup C+W for Starhawkyes
Jan SteinmanSunshine2009-10-0111 km$8.360EcoRealitypick up Starhawk, to/from eventyes
Susie Anne BartschErica2009-09-287 km$6.510EcoRealityStarhawk posteringyes
Jan SteinmanBlue Jetta2009-08-0731 km$13.640EcoRealityStarhawkyes


Final accounting

One or more vendors have asked that we not disclose their fees, so final accounting includes only aggregate income and outflow. Contact the Finance Steward if you need specific information about this project's final figures.

Category Income Outflow
Sales $4,230.00
Expenses $3,372.07
GST $201.43
To land purchase fund $500.00
To General Fund $156.50
Total $4,230.00 $4,230.00

† As agreed in the 30 November 2009 Members' Meeting.

Budget vs Actual

Category Income Outflow Return on Expense
Budget $6,500.00 $5,650.00
Projected Revenue $850.00 13.0%
Actual $4,230.00 $3,573.50
Actual Revenue $656.50 15.5%

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