Membership
Sam Lee
Public
Seen by 18
Decision has been made
Who made the decision: Sam, Fran, Emily
When was the decision made: 4/12/21
Decision summary:
1) Sale date - 12th December 2021 @1pm
2) Sale process - 1st come first serve. Fill in details and info transferes to spreadsheet. Stop at 100 memberships.
3) What does a membership cover? - We are using a two pot system. Fixed costs (POT1) and donation pot (POT2) See budget AP for more details. Membership does not guarantee a bed but beds are available, see Beds AP for more details. Membership does not cover food, that is a seperate buy in at a later date.
3) Sell:
100 x adult memberships @ £80 per person (POT 1) (tbc from budget). £80 can be paid in 2 instalments. 2nd payment due Jan payday. This covers low income tickets along with choice of donation to POT 2.
POT 1 and POT 2 to be presented at the smae time (12th Dec, 1pm). POT 2 to be further promoted in the new year (dependant on Derams process).
15 x under 18s memberships (u15s go free, 15-17s = £30. Any monies raised from teen memberships contributes to buffer. u18s numbers not included in the total 100 capacity.
4) Each member can purchase 1 membership along with as many under 18's additions as they have in their family.
5) Where to post sale link? - Make a new Loomio thread with all relevent membership info and include link.
Trello actions:
tbc budget for final £30, £50 split.
Payment receiving method tbc. Use manual email + bank transfer as a backup.
Set up Loomio thread for MEMBERSHIP SALE, do some nice artwork
This is coppy and paste from Trello card: (perfect for an AP)
(((Starting working on membership process, how many membership can be sold, how should memberships be sold, work with finance/accounting on coving costs
When do membership need to go one sale?
What platform should be used for membership sales?
How many membership can we sell?
Do we need Tiers of memberships to assure affordability?)))
Proposal:
1) When should memberships go on sale? - 15th December with a 22nd backup.
2) How many memberships should be sold? - venue capacity = 100. Sell 120 memberships. Dont use any more money than 100 memberships. If someone can't come anymore then refund their membership. Then we don't have to deal with membership swaps and people are committed from the start, less last minute attendees.
3) 1st come 1st serve spreadsheet sales process. Use a manual person (a Membershipper) to save money. Everyone fills in a questionair with questions like, Name, Email, Bed prefrence. That info goes to a spreadsheet ordered by timestamp. Then the Membershipper emails the 1st 120 names on the sheet with our membership conditions (whatever we decide them to be) and a 1-2 day deadline for money transfer. If someone doesn't purchase membership in time then the 121st name on the sheet gets emailed. Manually check payment against spreadsheet. Is it possible to create a self destruct email so that the 1-2 dedline makes sence and we dont have someone paying a week later when their membership has already been passed on?
Decision deadline - After launch meeting, 2nd Dec
Sam Lee Thu 2 Dec 2021 1:24PM
Google form + bank transfers only because of the bed preference situation. Google form + bank transfers = more controll I imagine.
Fran Ellis Thu 2 Dec 2021 12:56PM
Are you leaning towards Google form + bank transfers or Typeform + Stripe at the moment? If the latter I will see if/how Pot 2 could be integrated
Fran Ellis Thu 2 Dec 2021 12:54PM
That sounds good...so POT 2 Dec plus a 'money pool' style campaign for the month of Jan? Only worry is that people tend to be skint in both Dec and Jan so it'd be good to catch Feb payday. Catching Feb payday would mean funds weren't allocated to Dreams until March though, not giving Dreamers much time to get things sorted for the event. Ahhhh swings and roundabouts...
Sam Lee Thu 2 Dec 2021 12:09PM
How about we do a hybrit proposal of POT2, now and in January.
I don't want to loose the imigary of the two pots side by side. Ask for both pots during the membership process AND in a January drive.
Fran Ellis Wed 1 Dec 2021 3:36PM
Ahhh I didn't realise we were gathering dosh for Dreams at the same time... for some reason I thought Pot 2 would be launched in the New Year. Regardless, here's the test form I just made (also available here). I think Pot 2 could probably be integrated, will have a play around
Vic B Wed 1 Dec 2021 3:20PM
For Bookwhen, not sure we can add extra info like this so that might away it. We would have to have a separate spreadsheet for beds/accommodation.
CORRECTION: We can include customisable fields.
Vic B Wed 1 Dec 2021 3:19PM
So looking at Bookwhen there are features included to allow folks to select multiple tickets in the one cart which we can limit to two per person. We can make multiple ticket types I.e. family/group and early bird etc. We can look into how this works for installments. We can also distinguish child attendees. The usual export features are there as well as ticket transfers and a customised booking page. We can also take online and offline payments if we wanted to. I already have a bookwhen account but might be better to set one up so its linked only to the company bank account not to confuse matters. We can also have two admins :) in a nutshell
Sam Lee Wed 1 Dec 2021 3:09PM
I'm happy to use the best tool (whichever).
These are some things I would like our system to be able to achieve:
- POT 1 is displayed side by side with POT 2 (Preferably not one on top of another).
- I think the bed situation complicates it a bit. If the first 100 people to fill in the form select a "bed preference" and they pay then we could come unstuck, unless we say that you are not guaranteed a bed. But then I think that could unfairly put some people off.
I think that if we use a google to google to google (questioair to sheet to email) then we can send a YES BED email to the 1st ~ 55 bed preferences then a YES TENT email to the remaining.
With this, the questionair just becomes a registering form rather than a register and pay form.
Fran Ellis Wed 1 Dec 2021 1:14PM
@Sam Lee
Reducing complexity
Appreciate the above is long winded, but if form responses were limited to 100, Pot 1 wouldn't be very complicated at all if using Typeform + Stripe. I will edit the above proposal. Check out this Festival template, just enter duff info to walk through it: https://www.typeform.com/templates/t/festival-registration-form-template/
Emphasising Pot 2 info
Requesting money using Typeform wouldn't prevent us from providing info on Pot 2. You can add whatever text you want to the form, same as email or google forms. It can also be linked to MailChimp so you can email attendees directly from there.
Beds
Handling beds wouldn't be any different either. Tick a box. That info is pulled into a spreadsheet.
Fran Ellis · Thu 2 Dec 2021 2:34PM
Ok cool on the platform choice, but I disagree on bed allocation process. I don't think any of the 16 sleeping spaces in the Roundhouse should be used - it would be a great party space. Since that would leave us with way fewer bed spaces, I think we should use the memberships form to ascertain how many people & who would like a bed if available, and do a lottery if there's more people than the number of sleeping spaces available. I'll make an AP on that though