[Imcfest-volunteers] Alcohol at IMCfest 2007...

Wed Aug 22 20:06:21 CDT 2007

Sure... the meeting is at 2:30 (during the slow time at the restaurant).  It
isn't a contract meeting, but a "consultation" (his word).  The idea is for
me to come back with an idea about the financial risk people want to take
with the food so we can get an idea (i.e do we just want them to take all
the risk or do we want to take on some risk to get some margin off
concessions).  We also might try to estimate, based upon past events, how
many heads we are probably talking about and at what portions of the event
we want concessions set up.

Michelle

On 8/22/07, dan blah <blah at chambana.net> wrote:
>
> Awesome work.  So I am going to assume 1 and 2 dead... we are going to
> have to be able to have/sell alcohol during this event for it to be
> successful, IMO.  I also agree we should shoot for option 3 if the
> budget provides as we then have a chance for more income although it
> doesn't hurt to get them signed up for option 1 if we can.
>
> The budget amount is still fairly hazy and is actually operating
> backwards in that contributers want to know what things cost and to give
> money for things we know prices for.  Knowing this, I have been trying
> to get as many quotes for items as possible w/o signing anything so that
> I can relay the amounts needed to larger contributers.
>
> Soooo... first, do you mind if I tag along Sept. 5th?  I think you
> should shoot for getting a quote (if I can get together an estimate of
> how many people by then) for the option of us buying food and reselling
> it.
>
> Again, this is good work Michelle.
>
> Thanks,
> --
> Daniel
> Michelle Shumate wrote:
> > I am writing to give my update on the catering calls...Here's the skinny
> >
> > 1) Michael's- we can buy their box lunches....$7.50/box and sell for a
> > margin  ($8.50 or $8.00 box).  We take the risk, but they can make them
> up
> > for us day to day over the event.  They don't do cash bars.
> >
> > 2) Classic events- no cash bar without food...we buy food and can't
> > resell...basically no go here
> >
> > 3) English Hedgerow- I have a sit down meeting with the owner on Sept.
> 5.  I
> > think that this is the best option for a few reasons.  1) Organic eats
> and
> > corn-based wrappers that break down (environmentally conscious food is
> their
> > niche) 2) Willing, if exposure is good, to potentially carry all the
> risks
> > and act as a concession for beverage and food (they did this at the
> > Greencards concert).  This makes them no profit, but just getting
> started,
> > need publicity, and they like our mission.  On the down-side, we have no
> > potential to make a margin if we take no risks.  3) We buy food and
> charge a
> > mark up as fund raiser and they handle drinks.  This puts some of the
> risk
> > on us (people may not eat all the food we buy), but creates another
> > opportunity for fund raising.  I haven't given him a firm answer on 2 or
> 3
> > (knew I needed to chat with people).  I think this group is the way to
> go.
> > He used to be involved with similarly aligned groups in Portland (I will
> > figure out what that means on my face-to-face meet up).
> >
> > Let me know what you think!
> >
> > Michelle
> >
> > On 8/19/07, dan blah <blah at chambana.net> wrote:
> >
> >> I have seen this system work several times with 200+ people.  I think I
> >> did a poor job clarifying the process of what happens when you walk in
> >> with alcohol:
> >>
> >> Outside of the main internal doors there are two people one is taking
> >> money and one is checking IDs and marking/wrist banding appropriately.
> >>
> >> Right inside the door two people are creating tickets and tagging the
> >> alcohol.
> >>
> >> Next the table creating tickets and tagging is the bar itself serviced
> >> by 2 more people.
> >>
> >> Although I like the idea of having someone else handle alcohol and
> agree
> >> that getting a license creates other issues, I am not for sure we will
> >> have the budget to hire a caterer as well as cover their license cost.
> >> We will have to wait and see what Michelle comes back with.
> >>
> >> Mike Lehman wrote:
> >>
> >>> I have concerns about the IMC taking out a temporary alcohol license.
> >>> This could set a precedent with the city that we would need such a
> thing
> >>> any time we choose to allow BYOB in the future. This would
> considerably
> >>> reduce our flexibility to allow BYOB on a case by case basis.
> >>>
> >>> Also, given the current issues, I've got concerns about managing BYOB
> >>> ourselves for such a big event. While it is some months away, I think
> it
> >>> will be tough to get our ducks in a row between now and then. It would
> >>> be much better to start off with a series of small events, to practice
> >>> management of BYOB, before depending on doing it at a well-advertsed,
> >>> large event that draws many people over a weekend.
> >>>
> >>> Let me throw out a third possibility -- have a vendor do it. They
> could
> >>> get the temp license and not set a precedent about the IMC. They would
> >>> likely have a track record that would give confidence to the city and
> >>> organizers that we can have a good time that includes adult beverages
> >>> without causing problems.
> >>>
> >>> Another point to consider is making one day's events "family day" --
> or
> >>> even a designated portion of a day -- so that people can be assured
> that
> >>> we want to include everyone without issues like alcohol getting in the
> >>>
> >> way.
> >>
> >>> As everyone knows, I'm not anti-fun. I look forward to having a beer
> or
> >>> two at IMCfest myself. I think Dan's proposal on how to do BYOB is a
> >>> good starting place for when we contemplate BYOB again -- it is going
> to
> >>> be very difficult to develop our venue to its full potential without
> >>> something like that. But I am leery of being able to put all the
> pieces
> >>> in place between now and November.
> >>> Mike Lehman
> >>>
> >>> dan blah wrote:
> >>>
> >>>> Hey all,
> >>>>
> >>>> So as it is right now BYOB is not allowed at any event at the IMC
> >>>>
> >> unless
> >>
> >>>> sanctioned by the Steering Group (the oversight committee of the
> IMC).
> >>>> I am hoping to have alcohol at the IMCfest in some fashion.
> >>>>
> >>>> Our two options (both are going to require approval by the Steering
> >>>> Group) are to get a temporary liquor license from the Urbana Liquor
> >>>> Commissioner or come up with a good working BYOB proposal.
> >>>>
> >>>> The City of Urbana offers a two types of Class T licenses; T-1 is
> >>>> special event license for existing license holders who want to do an
> >>>> event outside of their existing licensed location and a T-2 which is
> a
> >>>> license for bona fide civic, service, charitable, or other not for
> >>>> pecuniary profit organizations.
> >>>>
> >>>> The T-2 license is of course the one we would shoot for and I think
> we
> >>>> would have a fairly decent chance of getting it.  Below is a quick
> >>>> summary of the most important license terms:
> >>>> 1. License is valid for a maximum of two days
> >>>> 2. Application must be completed at least 14 days prior to the event
> >>>> 3. We must state our hours of which liquor is, which is subject to
> the
> >>>> same hours of all other licenses
> >>>> 4. No more than two licenses can be issued per calender year
> >>>>
> >>>>
> >>>> Really the only thing that is restrictive to our plans is the hours
> >>>> allowed.  The main issue isn't that we have to start selling alcohol
> at
> >>>> 2AM it is that we have to clear the premise over everyone for "the
> >>>>
> >> owner
> >>
> >>>> or manager and custodial personnel" within an hour of 2AM.  This
> would
> >>>> of course impede on our tenative plans of having a late night
> >>>>
> >> electronic
> >>
> >>>> after party.
> >>>>
> >>>> Hours of operation section:
> >>>> http://www.ci.urbana.il.us/urbana/city_code/10301003.HTM
> >>>>
> >>>> Class T licenses section:
> >>>> http://www.ci.urbana.il.us/urbana/city_code/10303004.HTM
> >>>>
> >>>> The other option is to come up with a good BYOB policy.  This policy
> >>>> needs to be approved by the Steering group and run by the City to
> >>>>
> >> ensure
> >>
> >>>> they are satisfied. So... I have some ideas to get us started on a
> BYOB
> >>>> policy to tear apart and hopefully end with something to bring to the
> >>>> Steering group:
> >>>>
> >>>> 1) At the door all IDs are checked and people 21+ get wrist bands on
> >>>> their right wrist and people under 21 get nice X in permanent marker
> on
> >>>> the top of the right hand.
> >>>> 2) All alcohol must be carried in by persons 21+
> >>>> 3) No one person may bring in more than a 12 pack of beer, a single
> >>>> bottle of wine, or a single bottle of liquor.
> >>>> 3) All alcohol is checked in at the door, given to the bar tender,
> and
> >>>>
> >> a
> >>
> >>>> ticket is given to the person who brought it in.  The ticket will
> have
> >>>> the name of the person who brought in the alcohol (as it is on the
> ID),
> >>>> a description, and amount of the alcohol brought in.  A tag with the
> >>>> owners name will be attached to the alcohol.
> >>>> 4) A bar tender will distribute the alcohol from the bar to persons
> 21+
> >>>> only.  The bar tender will have a copy of the ticket and tally off
> when
> >>>> distributed to insure only what is brought in is given out.
> >>>> 5) Liquor and wine will be be distributed in plastic disposable
> glasses
> >>>> 6) There will be at least 2 people distributing alcohol, at least one
> >>>> person checking IDs and creating tickets, at at least 3 people
> roaming
> >>>> making sure only people with wrist bands are drinking.
> >>>> 7) All staff handling alcohol must be 21+
> >>>>
> >>>> This a *very* rough poorly worded description of how I think it
> should
> >>>> be handled.  Please tear it apart.
> >>>>
> >>>> I was also thinking at the bar we could sell non-alcoholic drinks,
> >>>> mixers, and water.
> >>>>
> >>>> So what do people think?
> >>>>
> >>>> Thanks,
> >>>> --
> >>>> Daniel
> >>>> _______________________________________________
> >>>> IMCfest-Volunteers mailing list
> >>>> IMCfest-Volunteers at lists.ucimc.org
> >>>> http://lists.chambana.net/cgi-bin/listinfo/imcfest-volunteers
> >>>>
> >>>>
> >>>>
> >>> _______________________________________________
> >>> IMCfest-Volunteers mailing list
> >>> IMCfest-Volunteers at lists.ucimc.org
> >>> http://lists.chambana.net/cgi-bin/listinfo/imcfest-volunteers
> >>>
> >> _______________________________________________
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> >> IMCfest-Volunteers at lists.ucimc.org
> >> http://lists.chambana.net/cgi-bin/listinfo/imcfest-volunteers
> >>
> >>
> >
> >
> >
> >
>
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>

-- 
________________________________
Michelle Shumate
Assistant Professor
Department of Speech Communication
University of Illinois
244 Lincoln Hall
702 S. Wright Street
Urbana, IL 61801 USA
shumate at uiuc.edu
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