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
Fran Ellis Wed 1 Dec 2021 1:08PM
This sounds great Victoria - would love to hear more! I have zero experience with Typeform by the way, aside from usign it to purchase a ticket to an event :)
Sam Lee Wed 1 Dec 2021 12:50PM
I prefer Google Form + Bank Transfers (I think)
I agree it's WAY more hastle for the "worker". But only if Typeform + Stripe works smoothly.
Benefits - If we request money via with an email, we can really emphasise text/ info and POT 2. I would love for pot 2 to be quite a big thing. On that note, best that POT 1 isnt too complicated.
We can also cater more easily for bed situations.
Example - https://drive.google.com/drive/folders/1kcvXEwOgkLxkjZ1neUaXrByKhvieT-vp
Vic B Wed 1 Dec 2021 12:01PM
I've not read the full thing yet but just to suggest that I've used Bookwhen which you can also link to PayPal or Stripe which only costs £9 + VAT per month for up to 300 spaces per month and allows ticket transfers. This would also handle waiting lists and automatically alert people on those lists of cancellations. That would save us £30 for what it's worth but appreciate you might have more experience with Typeform
Fran Ellis Wed 1 Dec 2021 11:35AM
Reposting some of the discussion from the Budget AP since it pertains to this one, with a fuller suggestion for a platform.
Proposal [EDITED]
Quantity & price of memberships
Sell:
100 x adult memberships @ £75pp
15 x under 18s memberships (u15s go free, 15-17s = £30. Any monies raised from teen memberships contributes to buffer OR all u18s go free).
Installments option
No lower priced tickets but everyone has the option to pay in 2 installments. The first being a £25 deposit, the second being the final £50, due on payday in Jan.
Method
We could use Typeform + Stripe.
Typeform would cost £25 per month for up to 100 responses p/m. Even though we'd have 115 memberships available, kids won't be coming without an adult. So a maximum of 100 responses p/m would be adequate.
Stripe would cost 1.4% of transaction amount + 30p per transaction. We could calculate this and add it on as a booking fee. Lots of events do this.
We would limit the number of Typeform responses to 100. One adult membership can be purchased per form response. The payment options would then be:
-
1 adult membership [£75 + booking fee £1.35]
-
1 adult deposit [£25 + booking fee £0.65]
How will those who paid deposits pay the final amount?
We release another Typeform for the month of January only (costing CB £25). We send this Typeform directly to those who paid a deposit in December.
The data collected from typeform would automatically transfer into a spreadsheet. We'd send a reminder to those people's emails a few days before the deadline. On deadline day, we'd have something like a 3 day grace period, after which time memberships are re-released. If those memberships are bought, deposits are refunded.
What about kids?
Option 1: There's a question in the Typeform: 'will you be bringing any under 18s?' We can set the logic so that if the answer is 'yes', they are asked 'how many?', with options for number of kids/their ages. I think we could then set up the form to add £££ onto the total to pay for 15-17 year olds
Option 2: All under 18s go free, and there's still a question on the Typefrom to ascertain how many (as above)
Option 3: Under 18s are registered as individuals, with a seperate form response. Increase the response limit to 115 and hope it evens out.
Option 4: "Email us if you are bringing under 18s". Form responses limited to 100 adults.
Benefits of using Typeform + Stripe compared to Google Form + Bank Transfers
Smoother for the user (buyer of membership)
All information collected via Typeform is automatically transferred into a spreadsheet, making it easy to keep track of payments - no time spent matching bank transfers to form responses, working out what a payment received was intended to pay for, etc.
No one will have to chase anyone for money - if you fill out the form, you secure your place with a payment right there and then
Thoughts?
Sam Lee Tue 30 Nov 2021 9:21AM
Some more thoughts after last nights meeting.
Each member gets the option to purchase two memberships.
Bed situation - All beds are treated as equal (even if one might be rented out for more money usually). Makes things much simpler to coordinate.
Food - Not included in your membership, It's a seperate buy in later.
Victoria B Mon 29 Nov 2021 8:26PM
Hey all, just weighing in on this seen as its imminent. I'd say not to sell more than the capacity either 100/110 whichever has been cleared with venue/noise checks. Then if there is over subscription, you could have a waiting list that the membership crew can post out to whenever someone might want to transfer membership and they can contact that transferrer directly? I'd be nervous at having sold 120 when we know upfront that only 100/110 can come and no one decides to transfer. We would state upfront that there are no refunds but that a transferrer should get in touch to say that they have a membership up for grabs. This would also make it fairer for anyone on the waiting list who might not already know people/potential transferrers and might miss out with people transferring between themselves.
Fran Ellis Sun 21 Nov 2021 10:49AM
What if we just sell 100 adult memberships and 10-20 children on top of that? Then don’t do refunds but people can transfer memberships between themselves. The transferee and transferer could just email the memberships Crew to confirm who sold what to who. Personally I imagine no refunds would encourage commitment?
Sam Lee Sat 20 Nov 2021 9:30PM
My opinion from speaking to the venue is that they wouldn't have a problem with e.g. 110 people attending (they have weddings of 130). The 100 figure seems to be linked to a sound permit that we could be checked for, mid event.
The 20 figure is just a guess at how many people would want to re-sell a membership. The idea is that all memberships sold would be able to attend. Anticipating re-selling = higher probability of 100% attendance, less hastle with waiting list, more of a commitment to attend (in it from the start).
Emily H Sat 20 Nov 2021 4:46PM
Can I just ask for clarification - with the membership numbers - capacity is 100 but sell 120? (apologies if this was discussed at recent meetings i've had to miss) -- is the idea here that in the unlikely event that all of the first 100 do attend then the 20 extra would not be able to go, so those extra 20 are kind of on a waiting list and would be refunded if no one drops out?
Vic B · Wed 1 Dec 2021 1:13PM
I use bookwhen for my dance class so I've only used the interface for regular/weekly events. But they have setup for events too. Would just need to check how the installments would work but I can give it a look and come back with some info on how we could work it