Update Night Tonight #116

Re:

-       Halloween Event

-       Community Space

-       Next Dinner

*Halloween Event

Wow!! It’s happening!!! This event is going to be a big one folks!!! Nothing like ever before.. seriously… Personally, I haven’t been to an event like the one we are creating… It is very exciting!!!

However, we want to do it right! And we are learning how to do it right. I believe that the first thing we want to keep in mind before anything… is communication. I encourage everyone to engage to the project.  This is very important for our community to move forward.

Click the link below. There is list of staff members so far. If your name is missing. Please feel free to contact me. Remember if you don’t contact me I will end up contacting you personally or Teao. This is a Set Up crew list. A schedule for bartenders, door and other shifts will be posted soon…

Staff Halloween 2012 

This is a structure to follow in order to create this event. If you feel to change, add or take out something…? Please feel free to contact me directly…

Bar

A bar already exists at the venue, relatively small. Located upstairs in the main dance room. For downstairs, we need a main bar, which needs to be built out of wood or find an existing bar we can borrow. This bar is important to have.

In order to create the bar, we need:

• Calculate how many drinks for the event
• What kind of drinks: Vodka, Whisky, Rum, Sodas, limes, etc…
• What supplies do we need:  Recycle bins, washable towels,  compostable cups, etc…
• Create estimate of costs as accurate as possible
• Buy all items except ice
• Reserve a accurate # of ice bags from a store to pick up day of the event
• Find Ice Containers: Bus-tubs, Coolers,
• Find refrigerators to store beer
• Find transportation for all items
• Create and after-party disposable plan in order to ensure a clean venue
• Storage for the bar and other bar supplies

Wood Work

• Live Stage (We might have one that was delivered to the venue)
• 3 DJ stages (2 of them, we might be able to barrow from Sand Box)
• Runway Stage
• Photo Booth Stage
• Live Paint Stage

In order to built these stages we need to:

• Take measurements at the venue
• Design the stages
• Find or Buy Wood
• Find Transportation for the stages to Venue
• Have a Storage Space for after the event

Decoration

Decoration is what makes the event jump in one foot… It creates a nice feeling when you walk in to a unknown venue..  we might not have that much budget for it, $ we estimated $200.. though we can be very creative with it..

What we can use:

• Fabrics… al kinds of fabrics..
• Halloween items. not too Halloweeny.. some products wont last for one event..
• Mirrors / lots of mirrors / if everyone can bring one.. that would be cool.. all sizes..
• Etc..

Sound/Light

We need lots of sound. We have some, or most… though we need to make sure this event has quality sound… therefore, I am preparing a list of items that we have and what we need…

Though roughly, this is what we will use: (Subject to change)

• 5 PA’s
• 5 Subs
• 4 Dj Set
• 4 Dj mixers
• Main mixer
• Lots of XLR cables

Transportation

We need trasnporation for everything. Roundtrip. And definitely we want to make one trip for everything. I believe we will load everything the day before by 4pm. Make sure we sleep by 5pm. Wake up by 4am, have a huge breakfast and start driving over to the venue to arrive at 6am. At this point we wont stop working until the next day where we will have everything done. No responsabilities regarding the event what so ever. We will have all equipment and items returned where it is from, all recycle and compost to its centers and everything taken care of so we can all go sleep in one piece… Therefore, keep in mind that this is an event that we are creating, that we are expressing with, which we want to make sure it runs well and there is no problems… so then, we are working responsibly…  This is not an event to volunteer in order to get a free entrance and then to party hard, in which some cases the “staff” is the one that ends up being a problem for the event…  I speak from previous experiences and wanted to share…

Promotion

This is the most important department of them all. Our entire event, all our funds, all energy, all the time spent… depends from this department… which means we all need to take part from it. And give 100% if not 1000%.. we need to work our asses off for this one…  plus, it’s not hard to invite people to an event that is so much fun, it is conscious, it is very affordable, it is community builder, it is a 3 stage experiment, it has amazing artists… plus all the beautiful & loving people we know that will be there,,.  And lets not forget, that this is a big step for us in order to have our own warehouse space which will gives us all the opportunity to express and create more…

So, in order to promote our asses off we need to:

• Text, Call
• Weekly Email Blast
• At least one FB post every day
• With the flyers. Please meet the people you are giving the flyer to…
• Every where you go, talk about it (Each flyer is a $5 discnt. coupon)
• Remind everyone to sale tickets

Brake Down / Clean up Strategy

As soon as the event ends, 6am. We have 4 hours to leave the place shining.

In order to make this happen we will apply:

• Leave no trace concept all night long by staff giving the example to guests.
• Recycle and compostable bins throughout the venue
• Sweeping and Mopping will apply
• Transportation for everything
• Take all recycle and compostable items to Recycling Center

*Community Space

There is a beautiful warehouse for rent in downtown Oakland. 7300 sq feet. $6500. That means less than a dollar a sq foot. Very hard to find something like it.. I say lets do it.. 4 couples will get it started. Some of us went to check it las week… it is huge. The landlord is so cool, mid 30’s. She said we can build anything we want. We can make as much noise as we want. It is near bart, near free way, near Lake Merrit, near downtown.. it’s a calm neighborhood…  I think we should do it now… !

I will follow up with you later…

* Next Dinner

Monday, October 8th

1666 27th Ave Between Moraga an Lawton

6pm – 10pm

We will apply:

• Planting Seeds
• Organic and sustainable products
• Family healing exercise
• Align our projects
• Halloween Production