Event:2014/09/03 Ballroom Working Group

Ballroom Working Group
Attending: Maryanna, Bri, Jeremy, Oscar, Olive, Kevin

Permit and money update
 * the Omni won't get the permits until we do ADA and fire code // once we have those we can reapply for permits
 * We don't have the money to do the improvements
 * We need to rent out the ballroom to private events to generate this capital
 * We should proceed as if we have permits, but not to abuse them.
 * We don't have a permit for alcohol yet (we can't sell booze, it can only be by donation)

Process for scheduling the ballroom:
 * If someone wants exclusive/uninterrupted use of the ballroom, they can contact the OMNI ballroom address (Jer is setting it up)
 * Ballroom WG schedules the event on the OMNI Calendar on wiki (Olive is going to keep an eye on the calendar)

Criteria:
 * rental events prioritized over free events, until we have the permits / enough capital to do improvements

Ballroom WG:
 * weekly meeting on Wednesday from 4-6pm events are discussed and scheduled and put on the calendar
 * one rotating point person per month that checks the email and handles communication about events

if it is an omni-sponsored event, someone from a collective needs to be there If it is an outside group, a house manager from the Ballroom WG will be there

Maryanna is going to make a tab on the omni website that will have rental information and tell people to contact us Oscar is going to work on business cards for the ballroom

General Ballroom guidelines -
 * It is a multipurpose space.
 * In the event that nothing is formally scheduled in the space (check the calendar if this is the case), be willing to share the space and negotiate sound needs. Actively check in with the other people that may be in the space.
 * Quiet hours - 10pm - 10am (when John and Mary are still in the space)
 * Does the piano need to be in ballroom? Is there another space the piano could live? What is the best way to negotiate people's desires to play the piano (which acoustically commands the space) and the other people that may be using the space?

What are the plans for the spaces adjacent to the ballroom?: the green room, the stage, the mezzanine, the ticket booth

Improvements:
 * lights are burning out of the chandeliers - Oscar is looking into finding replacements
 * Maryanna is inquiring about the status of painting the angels

Ballroom Rentals (for non-OMNI events)
 * $50 flat rate; out by 10pm (for events occurring pre-November 1st)
 * once we get equipment, rates will be revisited and will probably go up
 * We need to draft a standard contract
 * Maryanna found three contracts that we can use for reference
 * for events that we want to offer low cost space to, we can ask them to split the door with us

Ballroom Tech Needs
 * sound - PA system (big and good)
 * lights and light board
 * projector
 * mic - 2 mics and mic stands and cables (at least)
 * chairs - 118 currently have
 * tables - 3 folding tables, 3 large, heavy tables
 * Kevin thinks all of this can come to the OMNI in time - bottom lining
 * Kevin is interested in making the acoustics more effective - adding strategic fabric panels (?) to help the sound

Current Point People
 * Getting a house management system going - Maryanna
 * Schedule - olive
 * Email for events - Jeremy