DJs update

I've spoke to a friend of mine who have done a few shows at kiss radio, and do DJ at clubs as part time.

He love our idea, and would like to help out for the event, but he has many big events on hands since September till the end of the year.

I've told him about the date and venue, he said he'll go back and check his schedule, will confirm with me by earli next week. And he also mentioned that if he can't make it for the night, he will mixed music to couple of cds to play on the night.

After he offered that making cds for us, I also think that we don't really need a DJ, as long as someone to play the music throughout the night should be okay. How do you guys think about the DJ thing?

Joy

Telephone(03) 9639 8444
Fax (03) 96398433

Just ring up and ask for Gayle.

Kim

Invites

Hi boys,

Would one of you be able to send me the completed Invite by email!!

Thanks,
Justine.

Hey Kim,

Just wondering if you could give me Gayle's number. I spoke to Liquor Licencing Victoria today and the law is that any minors accompanied by an adult (that is grandparent, parent, or resposible adult acting as a minder) are allowed in a licenced premises. He just said some pubs have their own 'house rules' but it's pretty stupid and they should let them in. So i'm just going to have a chat with her and see if I can talk her around, cos i think it's really disappointing. I know you've spoken to her about it but i'd just like to as well, just in case.

Thanks,
Justine.

regarding DJ

Yup that's about right Ryan. Just with regards to the DJ thing, the reason why Gayle wants to talk to the DJs before the night is because they've just replaced a new set of speakers. She's worried that if we get some 'inexperienced' DJs it might blow up the speakers etc. But if we do get experienced ones, than that's not gonna be a problem.

She also did mention that they have a system with 10,000+ songs in it. If we can't manage to get a DJ, we could just choose songs from there which can then be played throughout the whole place. That's with no extra cost.

But, yea if we could get hold of a DJ asap, it would be great as well.

Kim

Facebook MySpace

Just updated Facebook and MySpace. Kim, Ryan and I went to the Elephant and Wheelbarrow today. With regards to the food we only need to let Gail know the week before, that will give us time to see what kind of numbers we are getting. With MCs and Djs they will need to let Gail know a couple of days before the event if they are going to need gear. Gail also mentioned the whole under 18 thing as well as the need for proper ID. I have placed the whole age and ID thing on the sites. If anyone has ideas on how to make it real obvious let me know. Unless anyone who adds us as friends we send them a message just letting them know. Posters will go up next week and Kate also said she will send a poster email around PeterMac. Did I cover everything Ryan and Kim?

Ryan S

DJs

Hi again,

Does anyone have an update on what's happening with a DJ?

Justine.

MCs

Hi,

The proposal has also been sent to:

Tom Williams
Bobby Morley
Jules Lund
Ryan Shelton

I also have someone from publicity at each of Channel 7, 9 and 10 sending proposals out to anyone they think may be interested. My brother also spoke to Luke Dennehy from the Herald Sun at the Brownlow the other night and he may be interested in coming, just need to send him a press release as soon as we get more names, would be good to get the onTrac name out there.

Darren at Channel 7 publicity is sending a proposal to Sonia Kruger, Corinne Grant, Daniel MacPherson and Andrew O'Keefe. May still speak to Pater Mac PR girl about David Hobson, but not sure what the venue would be like for doing his dance?

Justine.

Hi,

Just letting you know that I've sent out some proposals for MCs today. Thought maybe now we have a location, date and headline act the event might appeal to others. THis is who I've sent it to:

Shane Bourne
Dave O'Neil
Kate Langbroek
James Brayshaw
Glenn Robins

Gab

photos of elephant bar

Hey, justine

sorry, I don't have chance to use the internet untill now because the internet connection at my place is still not connect yet :(
so the time i use internet will be a bit limited.



Here's the little stage with lighting and the curtain in the back. sorry again for the poor lighting, was a bit dark at that time.

the other photos i took just couldn't be uploaded, don't know why. I'll keep trying .

Joy

Justine's question

There;s a lift in the venue, so wheelchair access is good. 100 people sitting down but with less seating it can hold upto 200 people. If more people than that come I guess it's bad luck. There's $100 deposit. And per head depends on how much finger food we have. We have to make an initial order before the night. Say ten platters which would cater for 100 people. If more people come or we find this isn't enough we just order more on the night. It would roughly come to $4 per head depending on how basic the platters are. At the conclusion of the event we settle the bill.

Also Kim, don't feel bad. Kate said that hardly any under agers were likely to come anyway.

Gab

I was misinformed!!!

Hey guys,

After calling the venue to confirm our booking, I asked Gayle, the venue manager to confirm whether our underage guests would be given access...and to my horror, she said NO. I told her about my conversation with Shaun last night, and all she said was, "Look, I don't know why he said that, but I'm the venue manager and I really can't allow any underage to enter". I've told her about our situation, how our invitations have been sent out based on what Shaun said, but she really can't help us out there.

I'm reallly really sorry guys for the misinformation. Ryan Hamlet, I hope you've already sent Kate the email about not sending the invites out to under 18s and also, on top of that, to include a note stating that no underage are allowed. Not even if they're accompanied by an adult.

I really feel so bad writing this, as all invitations have been sent out and this disappointing news have arisen. But since Kate mentioned that there wouldn't be many under 18s, I do hope that's true.

My lesson for the day: DO NOT TRUST ASSISTANT MANAGERS AT ALL COST! ><

Anyway, I told Gayle that we'll be in there tomorrow to submit our deposits. I think we should all chip in to share this out, don't worry, we'll be reimbursed with the ticket costs. Also, who wants to come along? Call me or text me and i'll arrange a time to meet up (0405903976)

Sorry for this again guys.

Kim

Thanks Kim, that's sounding a bit better. Are their any pictures of the room that I could see, what's the seating situation like (this is important) and is there wheelchair access to the upstairs function room. Did you ask about things like a deposit? The exact cost per head (put in writing) and Gabby mentioned the venue only holds 100 people, is this a maximum number, what happens if 150 turn up? Sorry about all the questions, just a lot of things that need to be covered before we go ahead with it.

Thanks,
Justine.

Some things cleared up

Hey guys,

I just got off the phone with Shaun from the Elephant and Wheelbarrow. I cleared things out regarding the age issue. You see, the only age limit issue is imposed after 9pm on Weekends. And since our event will be held on a Wednesday night, age isn't a problem at all. In fact, all they need is a legal guardian...doesn't have to be a parent, it could be any of us (as long as we're over age).

Regarding the DJ, Gabby and Joy have said that they could invite a friend of theirs to come in for free. Gabby and Joy, if anyone of you could confirm with your friend asap, it would be great! Shaun also said we're welcome to bring a DJ in, but he'll need to bring in his own equipments/cds etc. All PA systems are provided on the premise.

I hope this clears things out a little bit :)

Kim

Tomorrow is another day

I don't want to make this situation any more tense, tomorrow the decision will be made one way or another and then we can all get on with it.

Ryan, I'm really sorry but I don't like your attitude with this. As I said I was happy to go ahead with the second venue but there is a lot we need to clarify. OnTrac is run for 15-25 year olds and to cut people out from this event I think would be unfair, but like I said to Gabby, if Kate is ok with it then so am I, as I also mentioned this would take a lot of pressure off me!!

Please try not to make this personal, we have to keep in mind who we're doing this for (providing them with a successful event is the most important thing). Please don't make this harder then it has to be, we need to try and get along and keep the purpose in mind!

Justine

Group Work

Hi Everyone,
I like the pub it is a comfortable place to host an event Jimeoin has performed there before it is really easy going which is great. And if Ryan and Gabby get there answers tomorrow they have the green light to go ahead. Joy, Kim, Gabby and myself are happy with the venue and the pub has what we need to make the event happen except for the problems mentioned. And under the creative contract the majority rules. Everyone knows you have put in a lot of effort into red scooter we respect that. This is a group project and most of us are uncomfortable with red scooter and what it requires. Please leave this in the hands of the group to decide.

Ryah S

Hey all

Hi everyone,

Thanks for speaking to David Kim, it's always worth getting advise from someone else who's not so involved. Elephant and Wheelburrow sounds good but the fact that they don't let in under age is a concern, also initially we wanted to try and keep away from pubs as we didn't think this would be the right environment for the event (although i know that things change a lot!). The other thing was wheelchair access?

I know it's a difficult situation to be in guys, and it's hard with a big group, and having different opinions about things. Tonight I was happy to go ahead with the other venue if everything worked out (this would have taken a lot of stress of me, with the sponsorship etc, and off everyone else), but with the age restrictions and the fact that we still need a DJ etc, i'm just not sure about it. Also what was the seating there like?

Guys we will get the sponsorship, it just takes time, and we won't be able to secure this before the invites go out. It's hard with jemimah because this really isn't her problem, she just doing it to help us out, but I will call her first thing tomorrow and explain where we are with it all.

I'll do the sponsorship myself if I have to, I don't care, like David said this is about what is best for the kids. I did this for Soph to begin with and this is about her and everyone else in her situation and about making their night as special as it can be. Having said this I know we all have other committments and very limited time but we're all in the same situation here and we just have to try and do the best we can.

I'm going to call Kate in the morning and get her opinion. Please don't let Kate think that we're panicking about this or throw all our issues on her, it isn't her problem, it's our project and all we need is her advise regarding the under age thing.

I'll also be in touch with one of you in the morning after I speak to Kate, or after you meet with her. I'm not sure if you're all thinking that you will be liable for this cost if we don't cover it but you won't!! Mum has offered to run a raffle (if we can all just help sell some tickets to friends before the event) and Dad is going to put up the deposit for Red Scooter if we decide to go with that.

I know this isn't easy but as i've said not event is smooth running and we all just need to hang in there and try our best to work together!

And this is really long so i'm going to go now!! I'll check this later so feel free to reply with any questions or concerns.

Otherwise we'll speak tomorrow morning.

Justine.

About the venue, cost and sponsorship

Hi, guys

Me and kim went to a few venues today, and found one might be suitable for our event as back-up idea, "The elephant and Wheelbarrow" at the corner of Exhibition and Bourke st. Their second floor (click for detaled map)has a stage area, with lightiing where we think should be good for a comedy show or for the MC and guest speaker to stand on. We've got their catering menu as well, click for the function menu. The platters they've got seems good for share, and cost little, the staff there suggessted us 8 platters should be fine for 100 people, which would be app.$320-400, depends on what platter we want.

In this way, it only cost about 4 dollars per head for finger food, and they don't have minimium charge, we don't have to worry how many people we need to get, just try to get as many as we can, aiming to the initial taarget around 100 people. And it can lower our entry ticket price as well, and we will be able to continue our raffling for the fantastic prizes we've got. The entry ticket and the raffle ticket should be enough to cover our extra cost, such as the blank DVd, and the food and drinks for the perfomers, MC, guest speakers, friends come to help out..etc.

This place is not as fancy as Red scooter, but we have more choice on the finger food, more control and less pressure of the budget. There are three car parks around that bar, so parking should be fine, people can park for flate rate which is about $6 or $7 for the whole nigh. Anyway, it's is just a back up venue we found for our event anyway.

For the sponsorship and the venue, i suggest that we might need to set a date to decide the venue within this week. I do understand it takes time to get the sponsorship, because I've triyng on getting sponsorship since beginning of this month, and only a few of them replied. Justine, I know you are very confident with the sponsorship, and I really appreciate that you have done for our project, but until now(25th of Sept, it's about 3 weeks away from our event), we haven't send out the invites and settle down the venue, so I'm worry that we don't have many more time to wait. But if everyone are keen to go with red scooter and happy to wait for the sponsors, that's fine with me also, it's our (six of us) project, so feel free to post back.


sorry for the lonnnnnngggg post


cheers

Joy

Hi again,

Sorry for all the posts but there seems to be a bit of tension and worry going on. We need to make a decision about the venue in the next two days because the invites have be out by Friday.

Also I know you're confident about getting a sponser Justine. However, who's going to take responsibility for it if we don't get one. It's something we need to think about and it's a lot of money we won't be able to come up with ourselves.

There is something else I've been thinking about. Is Kate happy with us getting a sponsor for this event? Remember she told Ryan and Ryan that we should even think about down sizing the event. It's a lot of money that could go to something else for OnTrac...

Also I'm going to give Alley Bar a call in the morning and grovel a bit. So we might be able to have a back up straight away.

Post back with any thoughts...

Gabby

Let's not stress too much

Hi guys,

I was just talking to Jimeoin's agent about the event. I told her at this stage we are having it at Red Scooter- not technically a lie. I'm having a meeting with her tomorrow morning to go over the details of the event and just to have a chat. She also said she'd provide us with an image for the posters.

Also putting an idea to you. I think we should increase the ticket price to $25. I know from what we initially wanted to charge it seems alot. However, they get a drink on arrival, give aways, finger food and get to see a half hour show by Jimeoin. And if we put these details on the invite people will think that's pretty good value for $25. Anyway just thought I'd put it out there.

One other thing, I know there's been a lot of stress about the venue the past couple of days. I've been talking to Justine and she sounds pretty confident that we will get a sponsor. So, I'm happy to back her and go ahead with Red Scooter. I know there's risk involved however, at this point there's also a risk in changing venues. I do think it's important however to have Plan B in place in case something goes wrong.

We're looking for a sponsor who will donate around $1,500. If anyone can think of a company or person who might be willing to donate this let Justine know ASAP.

Red Scooter is charging $33 per head for the first 100 guests and $22 after that.

Sorry about the length of this post, but we won't be able to have a meeting with all of us until Wednesday. So if anyones got some thoughts put it on the blog so we all know what's happening.

Gabby

Pretty sure 7 is the confirmed time, unless anyone thinks otherwise...

What time does the event start?

I saw on the invite that the night starts at seven. Is this the confirmed time?
Gab

Giveaways

I reckon something should be used as a door prize and a prize for getting up and helping the mc or comedian. I've kind of gone off the raffle idea because the ticket price has gone up. Unless the raffle tickets are really cheap.
Gab

PS. What are everyone's opinions regarding the watches and ipods and any other gifts we get, how should we get them out? Raffle? Giveaway? Also with the Hamish and Andy thing, any ideas on how to give that away?

Justine.

Hey,

Well done with the ipods Ryan, that's awesome! Just got an email from Jemimah saying the sponsor changed their mind, not sure why as Jemimah told me it was on when she called on Friday. She's still on to it tho and we've also contacted some huge companies in Geelong that we have contacts at so don't stress! I'm going to call red scooter to confirm your question Gabby, its a good point. I think it's prob easier if we just have one person contacting Jemimah, it gets to confusing otherwise and I can fill you all in as soon as I find something out.

In the mean time, any small gifts would still be great so if someone can get onto the airlines and accommadation more that would be great (this isn't to replace a sponsor it's just something extra). Also we still need an MC so we should try and get onto that more as well. Rebel Wilson can't do it, Peter Helliar will be in WA and Dave Hughes already has two other charity events that week (but his manager is still going to ask him, and I told her how much we need someone like him!)

Also, here is the confirmation that Eammon sent to me, but i will still follow up on the other question Gabby. Speak soon.

Justine.


Hi Justine,

Happy to confirm the below costing


Kind regards,

Eammon Hamilton


P Please consider the environment before printing this email

-----Original Message-----
From: Justine Elizabeth Nancarrow [mailto:S3106370@student.rmit.edu.au]
Sent: Thursday, 20 September 2007 3:31 PM
To: Eammon Hamilton
Subject: Peter MacCallum Cancer Centre Event

Hi Eammon,

Having discussed it with the group we are positive we can get over 100
people to attend the event. We will look at extending the invite
further to friends etc who can come in support of onTrac@PeterMac. I
need to get back to Peter Mac to confirm the estimate cost we will need
from a sponsor. Just wondering if you would be able to put it in
writing that if we have over 100 people attend this will bring the cost
per head down to $22 as you mentioned on the phone. Sorry to be of
inconvenience to you.

Kind Regards,
Justine.

iPods + Monday

Hi Guys

Nextbyte have donated two iPods, (a brand new style iPod Nano, And a silver shuffle, we need to adjust their logo first, but I have the iPods with me.
Kate from Ontrac@Petermac was a bit out of the loop when i asked her for the logo from the sponsor,
So Jemimah from PeterMac sent me an email saying:

"Don’t get too excited everyone! We have a possible sponsor, but nothing locked in. They are reviewing the proposal, and hopefully will get back to me today or early Monday."

Also no one is in OnTrac@PeterMac on Monday, so Kate said it would be better to print on Wednesday morning, and we will send them out that afternoon (If everything has been finalised)

Awesome.
Ryan H

Update on sponsorship

Hi guys,

I just spoke to Justine and she's been in contact with the guys at PeterMac who have found us a sponsor! Not sure on the details but the sponsor is willing to donate $3000 as long as they have time on the night to say a few words and their logo is displayed on the night. So that all sounds good and a weight off our shoulders! I've already been in contact with the Ryans so they know that we need the logo to go on the invites. So this means we can get the invites out on Monday- maybe that could be part of our group meeting.

Guys I think we can all breath a sigh of relief! I will write an email to Alley Bar telling them that we've found a more suitable venue and will let Jimeoin's manager know we secured the Red Scooter.

Gabby

Attn: Justine

Just wanted to get the Red Scooter pricing clear. So for every guest under 100 it's $33 per head and then everyone over 100 it's $22. Or as long as we get over 100 it's $22 per head? Sorry I just wanted to get this really clear.

Because if we get rid of the DJ which is $2 per hea, the ticket price will cover Red Scooter.

Gab

Mint Bar wasn't appropriate for our event, place was a little too small to accommodate 100+ people. But the project manager, who also runs 2 other bars/restaurants referred us to Phoenix Bar on Flinders St. He showed us the place through its website and it looked pretty good. But obviously would be better is we saw it in person. Regarding pricing, he told us to talk directly to the person in charge of Phoenix.

However, that's great news Justine. If we could get 101 person to attend, then it'll make things much more easier! Maybe we could persuade some friends to come along :P Anyway, if Margie said she'll find a sponsor for us, that's great. However, we'll need a deadline for that though. If we could get a sponsor soon, that means we can start sending out the invites. But what are we to do if we can't get anyone to help us by the deadline?

Or do you suggest we stick to Red Scooter, send invites out, hope for at least 101 people to attend and hope that we have a sponsor by then?

Kim

Hey,

Ok so the PeterMac Foundation has been a great help. They are now on the case and they said the sponsorship manager came up with a couple of name just off the top of her head. Eammon says if we get under 100 the price will go up slightly, but if we get over 100 people it will come down to about $22 per head, and i've asked him to state this in writing which he has done! So basically now the Peter Mac Foundation is working on finding a major sponsor that will cover the gap (after we charge $20 per ticket). They will ask the sponsor to put up a maximum cost (say $5000) and if they find someone who will, we'll take the $5000 and the rest will go to onTrac.

What does everyone think about this? How was Mint Bar girls?? Hopefully things can be a bit more settled from now on. Margie at the foundation is telling us to try and relax a bit and they will take over the sponsorship as best they can.

Justine.

Hey,

Raffle sounds like a good idea Gabby. I have recieved the proposal from Eammon guys but just need to go over a few things with Eammon in the morning (he didn't send it to me untile 5pm tonight and was out of the office by the time i called him). Ryan just hold the invites untill i speak to him and confirm it all, this will be by 10am hopefully if his in the office early. I'll be in touch in the morning.

Justine.

Raffle

Hi guys,

I was just thinking that if we're going to have an ipod donated we may as well raffle it to make some extra cash. I had a read about what rules there are in terms of holding a raffle. The organisation must be declared. So the proceeds must be going to an organisation that is charitable. Also you don't need a permit for something that is less than $500. So that sounds all good. We will have to run it past someone at OnTrac to see if the organisation has been declared but I'm sure it will be fine.

Gabby

Hey,

Got an email back from Fox, they don't really do work experience thing slike that but have offered to have two people in the studio while hamish and andy do their show and then meet the boys after so i've said yes, cos i still think they'd love that, don't know how we're going to decide who gets it tho. Been in touch with kate over the last couple of days, she said the pr manager and peter mac's functions co ordinator are aware of the event and to contact them whenever we need a hand, which will be good when we have to do media stuff. Eammon replied and said he was flat out today but would send a proposal through to me tomorrow. I'll send it to everyone as soon as i get it. Also got the letter of approval from Kate and have sent that through to Eammon. Speak soon.

Justine.

Updated Invite

I emailed Kate the invite as well. Let me know if there is anything else I need to add.

Ryan S

Facebook Myspace

It seems with Facebook you can't really edit the page design. I am trying to link up with other cancer organisation trying to increase the size of the community. With MySpace I will try set up another page and edit that. Most of the content for these two sites will come from the event things such as new members, photos and videos. If you guys can think of anything we can add to the sites now, let me know.

Ryan S

Poster and Invite

I have decided to keep consistency with the onTrac scheme, things will change once I have to put in details and logos etc. I have still not decided if I am going to add images to the poster.

Ryan S

Hey,

Nuh not just sticking to print, anything u think is relevent. I'm going 3AW as well cos i think Neil Mitchell would cover it maybe and my tutor said the same. She even said the Age as well. That's cool, as long as we have it my Monday, doesn't matter. Have a good weekend all!

Justine.

RE: Justine

Hi Justine,

Good work on the release. I'm not going to have time to work on the plan until sunday morning and then monday. I'm working all weekend and volunteering for the wish ball. You're going to focus on MX and Herald aren't you? are we just sticking to print?

Gabby

Hey,

I think we really need to leave the position of guest speaker open to people like rama and jason - who have a relevent story to tell (of hope and survival against all odds) rather than someone like hughsey who is a comedian and more suited to an MC or stint role. Event will go for aprox 2.5 hours, depending on who we get. I took the press release to my old tutor, she was a great help, thinks we have a 'real' story to tell and the media will run with it, she knows her shit and was editor of women's day and an editor at both the age and herald sun for years so she told me who i need to send it to and corrected it all for me. I'll be in touch over the weekend. Boys how are the invites looking? Can u send us through a draft, just of what you have?? Thanks.

Justine.

About the guest speaker/performance

Hi,

I spoke to my friend whose boss are friend with Dave Hughs, he said his boss is away till next monday, forward him the proposal and then he will get back to us asap.

One thing my friend was asking and i think is a good point as well, are we getting Dave Hugh's as a guest speaker or MC? He told me that it would be easier and more suitable to get him to perform or as a guest speaker for like 20 to 30 minutes, but he might be too strong as being a MC.

And is there anything we should include in the proposal to approach the guest speaker? I will just change the wording a bit and then send to my friend in the weekend.


Oh and one more question, how long is our event agagin? two hors?

Joy

Hey,

That's good that he choose that date Gabby cos i got an email from Eammon at the venue today and he said he would rather the 17th and has penciled it in for us. I asked for a quote and he wants the letters and proposal first before they can decide how much they can donate, fair enough. Just working on the press release now, then going to take it to my pr writing tutor to go through it with her. How did we go with the letter from David?? Still waiting to hear back from Kate. Mint Bar sounds good, but i think we should keep Scooter as our first preference for now.

Justine.

Good job, guys!

Wawoo.. seems we got the comedian and venue both one the hand! You girls are great!

Umm.. just one question about our venue, I'm kinda confused now, are we deciding between Alley bar and red scooters? Or we actually decided already? The owner of the mint bar also replied me and saying that they are happy to provide the venue. Here are more information about the mint bar I found online.

The Mint
STYLE : Bar, Function Venue, Pub, Restaurant
ADDRESS : Cnr La Trobe and Williams Streets, Melbourne CBD
TELEPHONE : (03) 9602 5622

As part of the old Royal Mint grounds, The Mint already has an interesting history behind it. The history to come seems even more vibrant as the mint grows as an inner city icon.

Summer or winter, inside or outside, by the fire or out in the sun, the Mint has a uniquely Melbourne feel and is a function venue for all occasions. With one of the biggest beer gardens in the Melbourne CBD, The Mint is perfect for clear skies out in the sun and, during winter, a beautiful and warm interior decorated with lavish timber flooring, furniture and d飯r is cosy and intimate.

Cocktail parties, sit down dinners and anything and everything else is possible at The Mint. A large and diverse menu that caters for any type of function is complemented by a great drinks list that will be served to you by experienced, talented and friendly bar staff.

This venue attractes me its both outdoor and indoor space. They have nice grass area outdoor, where could set up our little stage if it's sunny. Anyway, just give us a selection of the venue.

Joy

Jimeoin update

jimeoin has put a hold on 17th of October for us

PS. What's the password thingy for the facegroup book, was just going to put a profile pic on of the ontrac logo??

Gabby and I are just in the process of putting together a marketing proposal for the venue and i'm writing up a press release to go with it. I've emailed Kate to check if we need further approval to do this and i've also asked her for a letter confirming the credibility of the event, because Eammon at the venue wanted one from Peter Mac and from RMIT, so we'll need to get one from David also. I've sent an email to eammon as well just thanking him for today and asking him for a quote for food etc, pretyy much just saying what sort of costs will we be up for? I'm pretty sure they're happy to cover most things tho if we get the media on board. I spoke to a friend from uni today who works at a great PR firm. He has lots of contacts and is really motivated to help us out, he thought it was an amazing concept and had excellent ideas. I'm going to be in touch with him a lot - he also knows Ryan Shelton and Rebel Wilson (comedians from Thank God You're Here and Rove) and he's going to ask them. Also he wants to ask Jules Lund (but i think Jules is really busy at the moment with all the TV shows etc) but Ryan and Rebel would be awesome MCs. I'mcalling Hamish and Any's manager tomorrow to see what's going on there and my brother is going to follow up and call Rama's manager to see what he thought of the proposal and if he's interested or not - otherwise we'll go to Jason Macartney. Whoo long blog!! I'm working in the morning but will be in touch tomorrow afternoon.

Justine.

Meeting Monday

I don't think the invites can be finalised until we talk about this as a group on Monday. I booked Jimeoin for either Tues 8th or Wed 17th so I think we should work around that. Something about Jimeoin performing will need to be added to the invites and posters.

See you in the meeting Monday at five

Gabby

Concerning Dates

I have finalized the design for invite,poster and will update MySpace and Facebook. What I still need is dates, location and logos. Ryan spoke to me about Red Scooter, sounds good, how much detail do you have about cost for catering and drinks? Can you guarantee Red Scooter the PR they require? How much more time do we need before I can send everything to Kate? Joy, Kim and I spoke to David and he is pleased. David mentioned if we require more time with a valid reason he would give us an extra week.

Ryan S

jimeoin said yes!

Jimeoin wants to do the event!

We have four dates to chose from and Pamela the lady I spoke to said it's best if we chose top two dates and she'll get back to us.

Week 12
Tuesday 9 Oct
Wednesday 10 Oct

Week 13
Tuesday 16 Oct
Wednesday 17 Oct

The way Pamela was talking I got the impression that with stand-up comedy it's really important that sound and the setting of the room works for the comedian. I told her about the venues we have lined up and she said Red Scooter sounds like it would work better.

Re: Venue and Invites

Hi Justine,

Thanks for checking out the venue. personally i don't mind if we have to do a marketing plan and send out media releases, because we probably would've done some of that anyway. however i don't want this to turn into a mktg campaign for Red Scooter it would have to benefit the guests. and i guess that comes down to whether the venue is that much better than alley bar. some questions...

can we have the venue any night we want during october?
are they prepared to do catering? at cost?
do we have to prepare a plan to give to red scooter before they committ?
you're the only one whoes seen both, which one are you leaning towards?

also are we still pushing to have the invites done by tomorrow? when are we going to decide a date and committ to a venue? there's also Jimeoin who i'm waiting to here back from. should we wait until monday to send off the invites to kate?

Hey all,

Meeting with the venue went well. Basically what they're after is media exposure, which was expected. He pretty much said he'd do it all for us if we can put together a short marketing proposal saying who we will approach for publicity for the event, eg. maybe MX and Herald Sun, and a letter from both Peter Mac and RMIT just to confirm the credability of it all. It's a much much nicer venue than yesterday and i think it would be a much better organised event with them but it's just whether we want to put in some extra work to get some media exposure. If we do then they're in...what do we all think??

Justine

An update on Jimeoin...

I just tried to call his managers office but she was in a meeting and will be this afternoon as well. I left my number so hopefully she'll call me back today. If not I'll try again tomorrow

Gabby

Meeting with venue today

Hey,

Just wondering who is coming out to St.Kilda today to see the venue. Let me know and i'll meet u there.

Justine

Hey again,

With the myspace group guys, it might be better just to set up a regular myspace page, rather then a group, that way we can have pics and themes etc. let me know what u think or if u need any help with this. Send through the invites when they're done! thanks.

Justine.

hey guys,

sorry i've been kind of absent from the blog, been crazy busy. Alley Bar was great, so we have a venue definate, just want to check out red scooter as well. I'm about to go on and check out the facebook / myspace! Great news about both jimoen (can't spell) and the watches!

Justine.

To: Ryan and Ryan

Hi guys,

Thanks for doing the invites, posters and websites guys. Good to see we already have five members in the facebook group. (Justine we want you to make that six!) We may be able to put a date, venue and performer on the invites which is great. Do you want to email the invites to everyone in case we think of anything else that needs to be added.

Thanks,
Gabby

Alley Bar

Hi guys,

Justine and I checked out Alley Bar today and we gave it an overall thumbs up. The place is perfect, it's got everything we need. Plus they are happy to waiver the cost. This is what its got: caters for up to 200 but wouldn't look empty with 80; lounges and comfy stools; place for a band or dj; mics and speakers; they do catering there or you can out source; wheelchair access just in case it's needed; good sized bar!; comfortable and intimate atmosphere. I loved the venue and I think Justine was pretty keen on it too. Just have to see how Red Scooter goes.

Gabby

To: Kim and Joy

Hi guys,

Was just thinking we should get sponsorship for the dvds we are going to give to the guests. Thinking we could send a proposal requesting approx 200 dvds to the big W on swanston street and computer places that are around the city. Places like big W I think its best if you call the store and get the name of the manager or marketing director and send it direct to them.

Anyway just a thought,
Gabby

Ps great work on the Fossils watches. That's so good!

Great news!!!

Fossil Australia have decided to donate 2 mens and 2 ladies watches!!!

kim

Re: Joy

Hi Joy,

The proposal has been sent to Dave Hughes agencies but I haven't heard back from them. So if you want to send something to him that would be great.

Gabby

Contact Dave Hughes

To: gabby

How do you go with Dave Hughs's agent? Do you want me try to contact him through my friend for you? Let me know once you contact with his agent.

Joy

I can try to construct our My space

Hi, Ryan(s)

Please send me the email and password you registered through email, thanks.
->My student email: s3096435@student.rmit.edu.au

Joy

jimeoin is interested!

Got an email today from one of Jimeoins managers. They said Jimeoin is away the first part of October but we just need to give her a date! She's not in the office on Wednesday but I'll give her a call on Thursday. It would mean we'd have to put it back but sounds promising!

Gabby

Who Knows MySpace Well??

Hey
Ryan and i have no idea how to make a decent MySpace page,
The group is http://groups.myspace.com/OnTracAtPeterMac
Let me no if you need me to give you admin access or something.

Cheers

Invites Posters and Websites

Hey People
Ryan and i are working on the invites currently. We are also making a MySpace and Facebook. Let us now if you have any information that we can put on the invites. Both of the Ryan's can't make the meeting on Wednesday, but can on Thursday. Let us know what you want to do about that.
The FaceBook group is 'OnTrac@PeterMac "Strength in Numbers" Social Experience'

Cheers
More Soon

Great job gals! Seems like the ball's starting to rolls..real fast!
Just a quick update from us (joy and myself), we've got the letters printed out and some parts changed to suit our bit, that is to be given to potential sponsors. We'll be heading out today to give them to a few we've got listed down.

Hopefully we get a good response soon.

Anyway, i'll be seeing you guys in class today, so we'll just update you more about that later..

kim

Hey again,

Just had a look at the celebrity speakers website, it looks great! I think we've found two of the best so we should prob just stick to these two agencies and see what they can do for us, otherwise it might get a bit too complicated. We could still look around a bit more for artists (music) and bands etc, but Darren said he could help with that too so we'll see how it goes.

Justine.

PS VIP entertainment has Delta Goodrem! Now this may actually be aiming too high, but I know she'll be in town for the Spring Racing Carnival so I might mention it to Darren at VIP, worth a try.

Hey!

This is also my only day off so i've been working on it all day - so over phone calls and emails!! You're not aiming too high!!!! We may as well give it a shot, nothing to lose. I spoke to a great guy at VIP Entertainment, he was so nice and helpful. They have some great people on their books, he's putting together a list of people that he knows will be interested because he said that some people have approached him lately saying they want to get more involved with cancer things like this because of personal experiences, he said even if their just there on the night to interact etc (that's if we don't need an MC, but if the boys can't do it then he can find one for us). I've also sent the proposal to him and he said he'd send it out to heaps of people because some people may respond that he didn't think of. Also sent the proposal to sam and he was good, replied straight away and said the best person to send it to would be the boys manager and gave me her email, so i sent it to her. Then emailed some venues, here's what i've sent it to so we don't double up!

VIP Entertainment
Rama - guest speaker
The Toff in Town
The Harbour Agency
Alley Bar
Cartel Bar
Eleven A
Red Scooter

See you in class tomorrow!

Justine.

Aiming too high?

Just let me know if you think I'm aiming too high...
Gabby

Wil Anderson & Arj Barker

Sent a proposal to Wil Anderson and Arj Barker. (I love Arj Barker)

This is my only free day this week so I'm trying to send at many as possible! I heard that the strike rate for this kind of thing is low so the more we send the better our chances.

Gabby

Celebrity Speakers

I've sent a proposal to the following acts through Celebrity Speakers:
Jimeoin
Tripod
The Chaser Team
and Dave Hughes

Aiming high I know but I checked their availability and they're all around Melb the time of the event.

proposal- speakers

Hi guys,

I just spoke to someone at www.celebrityspeakers.com.au and she said that if we forward the proposal she will make sure that it gets directly to the comedian/guest speaker. She said it's best to pick a few. Only thing is there's heaps of options. So if anyone has time in the next hour or so have a look and see if there's anyone who really jumps out. She also said to be mindful of people who have a chosen charity and don't do additional "charity" work.

Thanks,
Gabby

Proposal

Hi guys,

I'm just about to email you the proposal. Feel free to make any changes and then re-email it out. I used a tiny bit of information straight from the onTrac pamphlet, if you think we shouldn't do this let me know.

Also, do we need to email this to Kate to get approval before we start sending it to people?

Just note that there is a gap on the start of page two where the event name should be placed. If we haven't got a name before we send it out just add in 'social networking event' or something to that effect.

Gabby

Proposed Timeline

E.O.D Tuesday 4th Sept: Proposal finalised and an event name confirmed so we can put it in the proposal
End of Week 8: Proposal sent to locations, guest speakers and sponsors
End of week 9: Location and date of the event finalised
Start of week 10: Invites sent out via onTrac

Hopefully this timeline is realistic and we will be 0nTrac by the end of week 10 :)