Event:2017/12/07 Commons

Omni Commons Commons Working Group Meeting - Thursday 7 December 2017 (5pm-6:30pm)

Agenda

 * Introductions (10 min)
 * Open Discussion (10 min)
 * Pending Event Requests (30 min)
 * Recurring Events (5 min)
 * Commons Finances (5 min)

Attendees/roles
Identify if willing to be notetaker, timekeeper and facilitator
 * Laura, Katrina, Almaz, Robb
 * notetaker Katrina
 * timekeeper
 * facilitator - Laura
 * other attendees -

Open discussion
1. Booking the public calendar appropriately so that groups aren’t overlapping because set up and clean up times were not indicated 2.  Charging renters for all the time they are using the room, not just the event time. 3. How to indicate set up/clean up times on the public calendar so others can correctly schedule new events while making sure the actual event time is also clear on the calendar for potential attendees.
 * PA system report back from Robb: We're unusually broke, so not now.
 * Dealing with set-up times in the calendar
 * Lynn made a report with issues and options
 * Issues are

Determining whether set up/clean up time is needed The point person has to specifically ask the renter about whether any set up or clean up time is needed. Based on experience, we know that there are some rentals that don’t really need either eg small committee or private meetings, some small rehearsals. However we know that most actual events will need some set up time to bring in their gear, find chairs and tables, arrange the room, sound and lights, put up signs, etc. And similarly we know that time is needed after the event to take out gear and trash, turn off or disconnect sound and lights, clean up after people and food, sweep, return the bathrooms to a clean and fully stocked state. The bigger and more complex (people, food, alcohol, live music, custom lighting etc) the event, the longer the set up/clean up times will be. The novice renter may not realize all of this, so it’s our job to clarify it in conversation and the contract and to invoice them for the entire time.

Indicating set up/clean up times on the calendar: It is possible to put the Actual Event Time in the title of the event, but even if we do, the description has a date/time based on the whole time booked – so that would be very confusing to the public.

Or, we can set up separate events for set up and clean up but that is time consuming (basically you are setting up calendar events)

Or, booking people/point persons must always assume that an hour is needed between most events and that for bigger events, must check the contract for the set up and clean up times.

Standard contract language: Total time needed including load-in, actual event, and load-out: Event timeframe: Set-up and load-out timeframe: (Note that depending on how late the event ends, load-outs may be requested the following day, in order to ease potential noise concerns of our neighbors.


 * Proposal based on group discussion
 * always post entire time in the calendar (including setup and cleanup) - either as part of the event or as sepearate event
 * when event start time is significantly different from begin of setup, make separate event for setup
 * otherwise assuming event organizers can deal with occasional early arrivals
 * Can also put "Door at Xtime" in the title

For the ballroom: $500 per 5 hour rental, Monday through Thursday ($100/hour) $1000 per 5 hour rental, Friday, Saturday, and Sunday ($200/hour) Lease time includes setup and cleanup. If the event goes substantially over time a fee of $200 per hour should be billed. For the other spaces $40 per hour for rehearsals or meetings $50 per hour for classes $100 per hour for performances
 * Laura made a report on rental fee policy (partially pasted below). We discussed it but didn't come to to a conclusion about guidelines for what to charge. There are different levels of comfort with the fuzziness of the sliding scale.
 * Within the Commons working group, I think we should be asking for the following minimum rates from non-charitable or wealthy non-profit groups holding basic events:

When dealing with politically aligned groups with a low ability to pay, the point person should use their best judgement to decide on a price by balancing that with: -the amount of work the event will be, and that you are wiling to do as the point person, -the benefit to the community, -the benefit to the Omni, -how much they will bring in at the event. If you have any doubts, consult the rest of the group.

We agreed that being able to discuss the rates in the meeting is helpful to make consistent decisions. This has broken down becasue we haven't been meeting very regularly. We did agree that if we are not going to book within the scale we should check with the group, either in person or by email with "NEED FEEDBACK" in the header.

Pending Event Requests

 * Labor Notes scholarship fundraiser
 * Katrina contacted 12 days ago, didn't hear back - deleted


 * private event - Nov.5
 * way past .. deleted


 * music practice
 * PP:Robb ... will continue convo


 * dance rehearsal, solo o=and or eith one other person. will use recorded music, iis that amplified sound? :)
 * Abby Crain submitted multiple events .. Jenny was talking to .. checking back
 * emailed to check in, they used the space twice and are unsure if they will continue moving forward - holiday travels etc. asked that she make a donation via the website rather than retro drafting a contract / invoice for ~$15 and low-impact space usage...


 * Private Video Shoot
 * way past .. deleted


 * birthday celebration
 * way past .. deleted


 * a meeting of an ongoing working group regarding disaster preparedness
 * PP Laura - not proceeding - deleted


 * Rehearsal
 * Robb checked back, no response, deleted


 * dance rehearsal two people
 * Abby Crain submitted multiple events .. Jenny was talking to ..
 * emailed to check in, they used the space twice and are unsure if they will continue moving forward - holiday travels etc. asked that she make a donation via the website rather than retro drafting a contract / invoice for ~$15 and low-impact space usage...


 * Life After Techshop
 * Yar said safe to delete


 * Salsa Saturdays
 * Katrina talked to - didn't come back with updated request - deleted


 * coffee not cops meeting
 * happened - deleted


 * Life After Techshop
 * deleted (see above)

Infant, Toddler and Preschool teachers’ Participatory Action Research session
 * past - Katrina wrote back - deleted


 * Auditions for our show
 * Came in 11/21
 * Katrina will email that request came in too late and are welcome to rerequest


 * Friends of The Library Volunteer Appreciation Brunch
 * Former member request, Jenny replied - no reply, so assuming their original space worked out


 * Total Rhythm Holiday Party
 * checking back with Jenny
 * deleted. reply 12/8: "We had to stick with the date we initially wanted, and found another place to host our event this time around. But I will be in touch in the future for other events. Good to know you guys are there!"


 * Prettys 18th birthday!
 * Late request for large event. Katrina messaging


 * Termination Shock Rehearsal
 * two requests, Katrina talking to them about January one... they found space. Deleted.


 * Spokes Council Meeting
 * APTP found other space when asked to pay the $200 that they offered


 * Dec.10 village meeting
 * checking back with Joe


 * Dec.15 #GiftThePeople
 * PP:Laura, Robb could do .. though last minute
 * Laura emailed to set up time to talk. could do on 12/22 or 23


 * Dec.31 New Year’s Eve Service
 * 1500 people .. Laura responded .. deleted


 * Teen Support Groups
 * checking back with Jenny
 * dropped this ball, sorry. emailed to check in 12/11


 * Weekly campaign meetings
 * checking back with Joe


 * Jan.13 It takes a village baby shower
 * Katrina talked to in October - no repsonse - Almaz taking over, will offer smaller room at lower fee


 * Jan.14 First Networking Event
 * PP:Laura


 * Ballroom Clean up Following Classy Prom
 * checking back with Lynn


 * JVP Artist Council: West Coast Convening
 * Laura is communicating


 * Performance Showcase
 * Katrina responded and never heard back - deleted


 * Sweetheart Hustle Ball
 * Katrina will respond - commons decision to prioritize JVP


 * Black panther party news paper exibition
 * checking back with Joe


 * 2018 Musicians’ and DIY Electronics Swap Meet
 * PP:Robb


 * Bay Area Arts Mixer (Formerly Mixed Media Mixer)
 * PP:Katrina


 * SAIC Day
 * Katrina tried to email but mis-addressed. They found different space - deleted


 * Senior Prom
 * Laura talking to them


 * Wedding
 * Laura talking to them - need more people because it's in June when she probably will be out of town.


 * 23rd Bay Area Anarchist Book Fair
 * PP:Laura

Last Meeting Notes
https://omnicommons.org/wiki/Event:2017/11/25_Commons