Today we had another meeting where we just wanted to finalise some ideas. We started off discussing the whole leaflets debate - whether to get 1000 or 5000. We did some quick calculations and realised that if we get 5000 we will have to distribute about 555 each, which isn't too much considering where we want to have them distributed.
Instead of discussing the amount of leaflets, we wanted to look at how we were going to get rid of them. There about about 10 university building and in each building we would leave a little stash of leaflets (about 200). This means we would have already got rid of 2000. Then there are also buildings like the gym, the library, all the cafes and the halls of residence. Distributing in all these places would be at least another 1000 leaflets. That means we'll have 2000 leaflets left and with these we will stand on the street in Gunwharf, Commercial Road and Albert Road to distribute them. We will also ask shops along Albert Road whether we could leave some leaflets in their shop/pub/cafe for further distribution.
In the end we decided we would have to get 5000 - as everyone said, we'd rather have too many than not enough. This will cost us £11 each which everyone is paying me today and tomorrow. We need to order the leaflets as soon as possible because we need to start advertising!
Another element we spoke about was the venue next door. I got a call this morning from the property management company explaining to me that people are interested in renting the space next door! Very bad news - although the lady I have been speaking to explained to me that she is going to ask the people who are interested whether it is urgently needed in the second week of December. She is helping us in every way she can so hopefully we will still have it.
Next we decided to look at fundraising. We have already confirmed the bake sale on the 11th of November. Now all we need to get are leaflets for that and all the baking ingredients. My mum has kindly given us brownie mix and a few cupcake mixes, so that is a good start. We decided that ordering another set of leaflets would be useless and too expensive. We all agreed on the fact that most of the people coming to our bake sale will already be at Eldon and will stumble upon the event rather than making their way from another building just for the bake sale. Because of this we don't find in necessary to print too many leaflets. We have come to the conclusion that Tom will print these leaflets himself. He managed to get a very good deal on Amazon for paper (£23.96 for 400 leaflets) and ink will only cost about £17. This would all come down to about £4.50 each. About 100 will go towards the bake sale and 300 will go towards the pub quiz. We still haven't got a final date for the pub quiz. Hannah has been in contact with the Fawcett in and has made sure we can get equipment such as a microphone and such for the pub quiz although there isn't a finalised date. Once we have decided on everything, we will also make A4 posters to hang up around central Portsmouth and the Albert Road area. We want to get as many students there as possible!
We have also been back to the venue to look at the risk assessment. Tom, Adam and Kate were in charge of it and the have written down everything they could think of, although they couldn't complete it yet because the only way we know what the risks will be is if everything we need is in the venue.