Newbury date hold

[Sam Phippen]

Hi Everyone,

I want to be absolutely clear about this: this is not a confirmation that we have a venue for the competition.

We have a hold placed on Newbury Racecourse for the 25th and 26th of April. A hold means that they will ask us if
we still want to have the event and to pay a deposit if somebody else wants the venue on those days.

There are a number of things to do before this becomes a confirmed booking:

* Fill out paperwork with the venue
* Ensure they can provide internet/first aid
* Ensure we can find tape that won’t be a problem for them
* Hand them the deposit - this is waiting on the motorola money

Blueshirts: Please do not give this date to teams because it is not 100% that
the competition will happen on this date

Teams reading this list: do not assume this is the date/location of the competition
because it’s not 100% the competition will happen on this date.

However, progress has occurred and all going well this is where/when the competition
will happen.

Thanks
—
Sam Phippen

[Lila Fisch]

Hi,

I want to be absolutely clear about this: this is not a confirmation that we have a venue for the competition.

We have a hold placed on Newbury Racecourse for the 25th and 26th of April. A hold means that they will ask us if
we still want to have the event and to pay a deposit if somebody else wants the venue on those days.

Well, that's a step forwards.
 

There are a number of things to do before this becomes a confirmed booking:

* Fill out paperwork with the venue
* Ensure they can provide internet/first aid
* Ensure we can find tape that won’t be a problem for them
* Hand them the deposit - this is waiting on the motorola money

Since working out the budget is not listed:

Does this mean the budget will work out? Will it still include the budget line for blueshirts staying the night in Newbury?

cheers

lilafisch

[Peter Law]

Hi,

Sam wrote:
> We have a hold placed on Newbury Racecourse for the 25th and 26th of April.

Cool, thanks for doing this (and for announcing it!).

> There are a number of things to do before this becomes a confirmed booking:
>
> * Fill out paperwork with the venue
> * Ensure they can provide internet/first aid

From what I recall, we ended up getting first aid cover from them last
year. Would this be the plan from the start this year, or would you
still suggest going with St John's Ambulance?

Separately, I think there was something about getting a
super-high-speed internet from them last year, but this didn't work
out for some reason. Are you therefore hoping to get this
super-high-speed connection this year, or are you simply talking about
an ordinary ADSL connection?

> * Ensure we can find tape that won't be a problem for them

I wasn't aware there a problem with the tape last year -- could you
expand on this? Is this an area which someone could pick up to share
the work around?

> * Hand them the deposit - this is waiting on the motorola money

Because I've a memory like a sieve, please could you remind us what
stage of the funding cycle we're in with Motorola? (rough times/dates
would be useful too)

In fact, it would be really handy if we had a link to an explanation
of that cycle from one of our budgeting pages on trac.

Many thanks for handling this,

Peter

[Murray Colpman]

On 20/01/15 20:18, Peter Law wrote:
> I wasn't aware there a problem with the tape last year -- could you
> expand on this? Is this an area which someone could pick up to share
> the work around?

It was the tape used when laying the carpet protection, it left a mark
despite being the tape they suggested that was NEC-cleared.

Murray.

[Giorgos Karatziolas]

On Tuesday, January 20, 2015 at 8:28:25 PM UTC, Murray Colpman wrote:

It was the tape used when laying the carpet protection, it left a mark
despite being the tape they suggested that was NEC-cleared.

 I thought the problematic tape was the tape used to secure the arena carpeting.
When the carpet came up, the tape left big sticky lines across the ground floor of the venue!

Giorgos

[Peter Law]

> * Ensure we can find tape that won’t be a problem for them

> It was the tape used when laying the carpet protection, it left a mark
> despite being the tape they suggested that was NEC-cleared.

D'oh. How could we possibly have missed that Newbury isn't the NEC‽

:P

[Alistair Lynn]

Hi Peter–

> From what I recall, we ended up getting first aid cover from them last
> year. Would this be the plan from the start this year, or would you
> still suggest going with St John's Ambulance?

They brought in a local company called M&S Ambulance Service who gave
me (and Sam?) a business card and suggested we get in touch with them
for this year. Given their track record (i.e. that they actually
turned up) I'd say going with them again would be a good plan.

Alistair

[Alistair Lynn]

Hi Giorgos–

> I thought the problematic tape was the tape used to secure the arena
> carpeting.
> When the carpet came up, the tape left big sticky lines across the ground
> floor of the venue!

The same problem occurred on the top floor. This may have been because
we used the same tape.

Alistair

[Tyler Ward]

Have you also placed a hold for the set-up time before the event?

Tyler

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[Sam Phippen]

yes, we have one day for sure, they might allow us in for one extra day day before
the set up day before at no extra cost (I think, I’ll have to double check) if the venue is otherwise empty.

Thanks
—
Sam Phippen

[Lila Fisch]

Hi,

its nice that we have a reservation now, especially good to hear that we might have an extra setup day.
However, the main problem of the situation is that we need to announce a date to schools and students sooner rather than later,
so besides a todo list I am quite interested in some sort of a timeline and how some off the less specific points will be achieved.

* Fill out paperwork with the venue

-> I am guessing this is straightforward and done by sam

 

* Ensure they can provide internet/first aid

-> I assume 'they' is Newbury - is this just a call to Newbury? Are we just waiting to hear back from them? To accelerate it, should we look at alternatives?

 

* Ensure we can find tape that won’t be a problem for them

-> Is there existing work on this from last year? Again are we already waiting for recommendations from Newbury? Do you need people to volunteer work? I found #2394, #2393 and #2389 related but neither contains more information than the final part orders.

* Hand them the deposit - this is waiting on the motorola money

Why am I so pushy about this?
We saw last year that the failure of the french team to turn up at the competition was detrimental for the french branch.
I see unnecessary delays not only as a regrettable lack of information, it is a risk for the German branch and a direct increase in their cost for attendance. I put a lot of my energy into this branch and it hurts me very much to watch this. If there is anything I can do to speed things up I will happily do so.

For reference, last year the competition date was clear by the 20th of January.

cheers

lilafisch