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It was noted that there will be a "competing" event next year, a new festival at Shepley near Huddersfield, but this was not viewed as a problem. Duration We will stick with a one day event, on Saturday 19 May. The landlady intends to promote a concert of local indie bands, etc., on the Sunday. Friday evening has again been offered to Aesthetica to run (no response received as yet). Venue Folk Day will stay exclusively at the Black Swan Inn. The possibility of extending to other venues in town was discussed but discounted. Facilities After her experience this year, Shelly has positive suggestions for improving things: A slightly longer marquee, taking in the area around the redundant garage Better utilisation of the area tucked beyond the garage (weather permitting) Bottle bar in the marquee area to relieve pressure on the main bar (possibly housed in the entrance to the garage) Widespread use of plastic "glasses" to relieve pressure on the glass washer Higher staffing levels Better stocks of drink and food Marquee Stage This is to remain the main focus for concert performance spots. Problems this year were mostly associated with stage changeover times and consequent late running. Solutions to include: Spots to remain 30 minutes, but changeover time built into the running order, e.g. ten minutes for a band, five minutes for a soloist. This would reduce the total number of spots available in the day. Issuing a Tech Spec of available equipment to performers before the day, and asking them to work to that specification Designating a Steward as well as an MC, and having one or two stage crew available Steward to ensure the next act is present and tuning up in good time The MC not also to be performing during his/her MC stint, at least if in a band PA Provision Chris Euesden has indicated that he can again use York College PA equipment for the marquee, and would like to bring a few of his students as stage crew/PA assistants. We will also check how Michael Jary is placed for 2007. The Black Swan Folk Club PA kit will suffice for the Wolfe Room. Dance Spots We will continue to welcome Minster Strays during the afternoon, if they are able to come along, and we will approach Black Swan Rapper at an early stage about their 2007 diary. Musicians Session This worked well in the Bowes Room this year and will remain in that room. We may possibly move one or two tables out, or put them near the door for glasses collection and to help keep clear the essential access to/from the kitchen. Oak Room This year the Oak Room was used for an Acoustic Concert in the afternoon and a Singaround during the evening. The latter was very successful, the former less so. At the same time, the lack of an informal "jamming" space caused a few problems, particularly when attempts were made to start one in the back bar against the wishes of pub management. The Open Meeting therefore felt that next year the Oak Room would be best used for a Singaround in the afternoon and an open jamming session in the evening. Wolfe Room This room will combine the functions of Rolling Folk Club (which worked well this year) and Indoor Concert stage. During the Open Meeting we envisaged an Indoor Concert during the afternoon and the Rolling Folk Club thereafter. However, thinking about it afterwards, Roland wondered whether a better format might not be an all-day Rolling Folk Club incorporating some pre-booked feature spots (say 20 minutes every hour, or 25 minutes every 1.5 hours).*Feedback on this latter idea would be appreciated* Extra Events Some discussion took place about possible additional events such as Workshops, Storytelling session or Children's entertainment, but the consensus was that there was neither the time nor the space to accommodate anything extra. Back Bar The back bar is to be kept as a music-free room, to help ease unnecessary congestion around the bar and to offer a "chill-out" space where people can converse. Publicity & Promotion It was felt that this year's event had at times reached the capacity of the building, and hence there was no great need for heavy additional promotion. Merchandising It was felt that participating artists would appreciate being able to sell CDs somewhere and Shelly offered to take a small selling display on the bottle bar in the marquee. If an external merchandiser (e.g. a record dealer) approaches us, they would be welcome to put up a stall, subject to an agreed commission, but it would have to be their own tent/gazebo/small marquee, probably erected in the area behind the garage, not inside the main marquee. T-Shirts / Badges It was thought that T-shirts might sell well as a souvenir item, and hopefully make a bit of profit to help meet running costs. Stan will investigate costings Eddie's son could be asked to do artwork Possibly incorporating the existing Folk Club "guitar-playing Swan" logo. Shelly said that she could source cheap badges if they were thought worth having. Photography Discussions to be held with Phil Myers re making better use of the photos he takes, e.g. by offering a high quality print purchase option from pictures on the web site. Smoking Policy The general ban does not come into force until July 2007 We agreed that on Folk Day smoking only be allowed in the back bar and in the car park (outside the marquee). Oak Room, Bowes Room, Wolfe Room and Marquee will be No Smoking areas We would expect that people would also refrain from smoking on the stairs, in the main corridor and in the food service area around the barbecue. Next Steps Roland Publicise decisions of the Open Meeting via E-Newsletter Speak to Chris Euesden & Michael Jary re PA Approach Minster Strays and Black Swan Rapper re. their availability Discuss photography with Phil Myers Shelly Obtain costings for larger marquee with lights, stage, chairs etc & make booking Stan Obtain costings for T-shirts

Folk Day 2007

Notes from an Open Meeting held at the Black Swan Inn, Tuesday 12th Septemnber 2006

Present: Roland Walls, Shelly Jenkin (licensee), Stan Graham, Eddie Affleck, Tony Morris, Tom Fremlin, Chris Barnes, Damian Fynes, Ron Akehurst, Pete Outhart, Mary Garrison, Geoff Watson

Date

We will stick with the same weekend, i.e. the one before Bank Holiday weekend, 18-20 May 2007. It was noted that there will be a "competing" event next year, a new festival at Shepley near Huddersfield, but this was not viewed as a problem.

Duration

We will stick with a one day event, on Saturday 19 May. The landlady intends to promote a concert of local indie bands, etc., on the Sunday. Friday evening has again been offered to Aesthetica to run (no response received as yet).

Venue

Folk Day will stay exclusively at the Black Swan Inn. The possibility of extending to other venues in town was discussed but discounted.

Facilities

After her experience this year, Shelly has positive suggestions for improving things:

A slightly longer marquee, taking in the area around the redundant garage
Better utilisation of the area tucked beyond the garage (weather permitting)
Bottle bar in the marquee area to relieve pressure on the main bar (possibly housed in the entrance to the garage)
Widespread use of plastic "glasses" to relieve pressure on the glass washer
Higher staffing levels
Better stocks of drink and food

Marquee Stage

This is to remain the main focus for concert performance spots. Problems this year were mostly associated with stage changeover times and consequent late running. Solutions to include:

Spots to remain 30 minutes, but changeover time built into the running order, e.g. ten minutes for a band, five minutes for a soloist. This would reduce the total number of spots available in the day.
Issuing a Tech Spec of available equipment to performers before the day, and asking them to work to that specification
Designating a Steward as well as an MC, and having one or two stage crew available
Steward to ensure the next act is present and tuning up in good time
The MC not also to be performing during his/her MC stint, at least if in a band

PA Provision

Chris Euesden has indicated that he can again use York College PA equipment for the marquee, and would like to bring a few of his students as stage crew/PA assistants. We will also check how Michael Jary is placed for 2007.
The Black Swan Folk Club PA kit will suffice for the Wolfe Room.

Dance Spots

We will continue to welcome Minster Strays during the afternoon, if they are able to come along, and we will approach Black Swan Rapper at an early stage about their 2007 diary.

Musicians Session

This worked well in the Bowes Room this year and will remain in that room. We may possibly move one or two tables out, or put them near the door for glasses collection and to help keep clear the essential access to/from the kitchen.

Oak Room

This year the Oak Room was used for an Acoustic Concert in the afternoon and a Singaround during the evening. The latter was very successful, the former less so.
At the same time, the lack of an informal "jamming" space caused a few problems, particularly when attempts were made to start one in the back bar against the wishes of pub management.
The Open Meeting therefore felt that next year the Oak Room would be best used for a Singaround in the afternoon and an open jamming session in the evening.

Wolfe Room

This room will combine the functions of Rolling Folk Club (which worked well this year) and Indoor Concert stage.
During the Open Meeting we envisaged an Indoor Concert during the afternoon and the Rolling Folk Club thereafter.
However, thinking about it afterwards, Roland wondered whether a better format might not be an all-day Rolling Folk Club incorporating some pre-booked feature spots (say 20 minutes every hour, or 25 minutes every 1.5 hours).***Feedback on this latter idea would be appreciated***

Extra Events

Some discussion took place about possible additional events such as Workshops, Storytelling session or Children's entertainment, but the consensus was that there was neither the time nor the space to accommodate anything extra.

Back Bar

The back bar is to be kept as a music-free room, to help ease unnecessary congestion around the bar and to offer a "chill-out" space where people can converse.

Publicity & Promotion

It was felt that this year's event had at times reached the capacity of the building, and hence there was no great need for heavy additional promotion.

Merchandising

It was felt that participating artists would appreciate being able to sell CDs somewhere and Shelly offered to take a small selling display on the bottle bar in the marquee.
If an external merchandiser (e.g. a record dealer) approaches us, they would be welcome to put up a stall, subject to an agreed commission, but it would have to be their own tent/gazebo/small marquee, probably erected in the area behind the garage, not inside the main marquee.

T-Shirts / Badges

It was thought that T-shirts might sell well as a souvenir item, and hopefully make a bit of profit to help meet running costs.

Stan will investigate costings
Eddie's son could be asked to do artwork
Possibly incorporating the existing Folk Club "guitar-playing Swan" logo.

Shelly said that she could source cheap badges if they were thought worth having.

Photography

Discussions to be held with Phil Myers re making better use of the photos he takes, e.g. by offering a high quality print purchase option from pictures on the web site.

Smoking Policy

The general ban does not come into force until July 2007
We agreed that on Folk Day smoking only be allowed in the back bar and in the car park (outside the marquee).
Oak Room, Bowes Room, Wolfe Room and Marquee will be No Smoking areas
We would expect that people would also refrain from smoking on the stairs, in the main corridor and in the food service area around the barbecue.

Next Steps

Roland

Publicise decisions of the Open Meeting via E-Newsletter
Speak to Chris Euesden & Michael Jary re PA
Approach Minster Strays and Black Swan Rapper re. their availability
Discuss photography with Phil Myers

Shelly

Obtain costings for larger marquee with lights, stage, chairs etc & make booking

Stan

Obtain costings for T-shirts