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Meeting Minutes
We're following the footsteps of our predecessors...
This page contains all the information discussed at every meeting so that anyone who could not make it, can still be up to date about what's happening! It also serves as an archive of our planning process for future Ladyfests.


MEETING MINUTES ARCHIVES:

06/23/02- General Meeting
06/19/02- Advisory Meeting
06/02/02- General Meeting
5/18/02- General Meeting
4/21/02- General Meeting
2/25/02- Fundraising Meeting
2/17/02- General Meeting
2/10/02- Submissions Meeting
1/26/02- General Meeting
1/20/02- General Meeting
12/17/01- Submissions Meeting
12/02/01- General Meeting


committee list
e-group


For a detailed list of scheduled events and meetings, visit the
schedule

If you're planning a meeting, let us know so we can post it.
Also, send us your meeting minutes and we'll post those on the site too!

next meeting
GENERAL MEETING ~ Wednesday, Sept.4th, ATLANTA ~ Eddie's Attic ~ @ 7.30pm. 
Need directions to Eddie's Attic?


MEETING MINUTES ARCHIVES:
June 23, 2002
Javamonkey
Start – 4.00 pm

In Attendance:
Angela Mitchell
Christine Regan
Taylor Gammage
Doria Roberts
Valerie Gilbert
Lyn Huber
Nancy Lambert
Karen Noble
Melissa Faurest
Jena Blackshear

Volunteer Needs

Some help we need now:

-          Flyer/poster making & distributing

-          Publicity

-          Seeking out donations from individuals and businesses – Any personal acquaintances or friends should be contacted about donations and sponsorships of the festival or shows. Sponsorship levels are being worked out, and will be posted to the website soon.

-          Selling ad space in our festival program – The costs for ads are to be determined, but we can go ahead and start drumming up interest.

-          Soliciting discounts from businesses for LFS-goers – Coupons, etc. – The businesses could place a LFS poster in their window, so that LFS-goers know where to go.

If anyone is interested in helping out with any of these things, email us at info@ladyfestsouth.org

 

Accounting/Budget

How much $ do we have? $650.82 – before we paid for the post office box today.

How much $ do we need? LOTS! We owe Reali-Tees roughly $800. We also will need to do some serious fundraising to get the funds needed to pay for venues and artists.

 

Fundraisers

Ideas:

-          Atlanta Beat mixer – Maybe at The Red Chair in Midtown (across the street from Red Light Café). Jena has a contact at the Atlanta Beat. Maybe we have the mixer after their 8/10 home game. That game is at 4 on a Saturday afternoon.. would give them time to get ready, etc. Maybe it’s after the season.

-          Atlanta Beat Tickets Raffle – We decided to buy 2 tickets to the July 27 home game (Beat v Carolina Courage) and raffle them at Atlanta Pride. Tickets will be $1 each or 6 for $5.

-          Silent Auctions on Ebay – Stuff from famous women, artist signed LFS CDs, signed merchandise from confirmed artists…

-          Pool Night @ Twain’s in Decatur – May not work.. problem with the logistics of how to make it a fundraiser. Perhaps we set up a table on one Tuesday night (tues is ladies’ night) to spread the word, take donations, raffle something and sell CDs.

-          Garage Sale – Charis just had a big garage sale event. People donated their junk to be sold there by Charis. Valerie is going to speak with someone at Charis to find out how they got folks to donate their stuff for the sale. She has also offered up her front yard (she lives on S. Candler in Decatur) as the garage sale location. We’re planning on holding it Saturday and Sunday, July 27 & 28.

-          Table @ Atlanta Beat home game – Lynn pointed out that they allow tabling at the home games. We could table the July 27 game to get some more folks out to the Garage Sale on Sunday. We shoule be allowed to sell any merchandise there.

-          Film Screening @ Emory – Ami has mentioned in previous meetings that she can get us a room at Emory for free to hold a film screening fundraiser. Maybe the documentary about the history of Title 9?

 

News

Ladyfest night at AthFest sold out!! The show was great, and we even sold some CDs!

 

Upcoming Events

6/28-30 – Atlanta Pride – We are sharing a booth with Reali-Tees. LFS Merchandise will be sold: T-shirts, tanks, bandanas, stickers, buttons and CDs. We’ll be raffling off 2 tix to the July 27 Atlanta Beat home game and a night for 2 in the Celebration Room at Swiftwaters Womanspace.

June 19, 2002
Javamonkey
Start – 2.00 pm

In Attendance:

ADVISORY MEETING ~ Sunday, June 19

Angela Mitchell
Christine Regan
Taylor Gammage
Ami Mattison

This meeting was a bit last minute and there was no real agenda to follow, so the meeting was a bit scattered:

 

1-       The Red Chair – film venue/restaurant across from Red Light Café. Maybe we could use that space for film the same night we have our show at Red Light. Taylor’s taking care of this venue.

2-       Punany Poets – Angela got the booking application from their manager. Their fees are way too high: least expensive show is $25,000 plus they require travel/lodging and a per diem. So she’s going to see if Beatrice, the member of Punany Poets who contacted Angela initially, is interested in donating her solo performance.

3-       Echo Lounge MIGHT help pay for the Katastrophy Wife plane tickets. Taylor’s dealing with Alex about that.

4-       Valerie, one of the women at the last general meeting, contacted Christine and Angela about putting together an invitational art show at D Miles Gallery in Decatur (she’s friends with D Miles). Since she knows mostly 3-D artists and the arts venues we have secured thusfar don’t have a lot of space to show 3-D works, Angela is going to suggest that she put together a 3-D invitational show at that gallery. Valerie should be able to get all we need for the opening reception donated, so there would be no out-of-pocket cost for that.

5-       The e-shop has been updated by Reali-Tees. There was one typo, which will be fixed. Taylor suggested that we word the information about the sliding scale donation stuff more like Bay Area has. Ami suggested that the prices increase in $5 increments, instead of $10. We also decided to make a more clear distinction between general events included in the pass and special events, which will be discounted for pass holders.

6-       DJ Kim has offered to help us out in whatever way she can during LFS.

7-       My Sister’s Room – Ami suggested that we see if MSR would be willing to host a spoken word performance on Sunday evening, before the Drag Show Party. Christine is calling.

8-       Sacred Grounds – The folks there are very interested in doing acoustic music and spoken word. We’d like to maybe do an open mic there.

9-       Java Monkey – We should put together a spoken word open mic there on Sunday afternoon, since our events will be hosted in Decatur.

10-   Red Light – An acoustic music/spoken word open mic could be hosted here. Maybe Friday night?

11-   Martha Donovan, Ami’s dance/performance art friend, is unable to put something together for LFS. Angela is going to contact a friend about getting in touch with some belly dancers to solicit for Sunday.

12-   After-parties – We thought about putting on some after-parties during the fest. Two good venues: The Tower and MJQ. Taylor is going to talk to MJQ. Ami will talk to The Tower after our Pride party.

13-   Non-monetary donations – A woman emailed and offered to donate a couple of free piercings. She’s a piercer in Chattanooga. Angela also asked her if she’d like to put together a body art forum/workshop, since she’s planning on attending the fest. Angela hasn’t heard back, so she’ll email the woman again. Taylor then said that she would contact the tattoo parlors in Little 5 Points about donating some free tattoo sessions.

14-   Passes at Pride – We could start selling passes at Pride. We all thought this was a very good was to initiate the sale of our festival passes. Cash or check only. We’ll need to take down the name and contact information of the person buying the passes to add to the database. We’ll then have to pay Reali-Tees the base price of $12. Angela will type up the information about what the pass includes and the check-in scenario.

15-   Accounting and SONG – Angela got the accounting information to Nancy. We decided that Nancy should not be added to the account, and not allowed to write checks. Christine and Ami will continue to handle that. SONG will receive 5% of every donation and every sale from 5/10/2002 forward. There is no set schedule for the receipt of those payments. We think it best to try to pay them once a month, depending on the balance of the account. If we can’t pay them once a month, we should send notification of the circumstance.

 

That was pretty much it!

The next general meeting is Sunday, June 23 at 4 pm at JavaMonkey in Decatur.

June 02, 2002
Javamonkey
Start – 4.00 pm

In Attendance:

GENERAL MEETING ~ Sunday, June 2

Angela Mitchell
Christine Regan
Doria Roberts
Taylor Gammage
Ami Mattison
Penny White
Rebecca Daugherty
Valerie Gilbert
Monica Garcia

Booking

Confirming Artists – 75% music & 50% all other disciplines should be confirmed/booked by July 1.

Publicity – Start publicizing confirmed artists July 1 via emails and press releases.

Workshops – Taylor is working on this.

 

Venues

Confirmed Venues:

Variety Playhouse – music/spoken word – 10/11

Sweet Melissa’s (Decatur) – visual arts, one of venues for Sunday brunches

JavaMonkey – confirmed for whatever we want (visual arts, spoken word, music)

Little 5 Points Community Center – workshops all weekend

Echo Lounge – music

Red Light – music, visual art, spoken word

San Francisco Coffee – music, spoken word, visual art

Mary’s – whatever we want (definitely visual art)

Fountainhead – film

Eddie’s Attic – confirmed as our rain venue, 10/13 only

We still don’t have a confirmed theatre venue. Seven Stages is tentatively confirmed by Christine. Monica, a new volunteer, knows some folks at Dad’s Garage, and she will put Angela in touch with them.

Valerie, another new volunteer, is an artist and will help Angela with the visual arts.

 

Budget

Wristbands for passes are being donated by Reali-Tees. Wristbands for individual shows will need to be decided on and purchased. Maybe a stamp would be better?

Passes – Can Reali-Tees do a sliding scale for our passes? Bay Area is doing sliding scale, in hopes that folks will add on a donation to the cause. We should follow their example. Angela will look into it.

Airline tickets for Katastrophy Wife will come to roughly $800.

Anthology – Angela is seeking out a printer. Perhaps we could have Cliterati host a fundraiser specifically to get money for the production of the anthology. Angela will contact Ami and Karen G about that.

LFS program book – Doria checked pricing at Kinko’s: $1400 for 500 copies of a 32 pg booklet. Kinko’s will probably be the most costly, so our goal should be to sell $1500 in advertising in the program. We should be able to find a cheaper printer for this who will do a partial trade for advertising space. Angela is also seeking a printer for this.

We can get official color posters from AMG (1000 for $750). They would be a simple design, with a white area at the bottom to write in dates and times of meetings and events.

We have roughly $1000 in the bank at this time.

Performance fees - $50-75 for solo musicians/poets - $150 for bands. Angela will check with other Ladyfests to find out what they did for their theatre performances and visual artists.

 

Income

Pride Merch – We’ll have t-shirts, tanks, stickers, bandanas, buttons and CDs.

CDs – We should be getting some profits in from CD sales soon.

Fundraisers – Athfest is the next fundraising opportunity. We will have music on Saturday, June 22 at Flicker. The Pride Party and booth are the following weekend in Atlanta. We should have at least one fundraiser each month from now until October. Ideas: pool night at Twain’s, flea market, mixer with the Atlanta Beat.

Grants & donations should be sought out. Angela will work with Sarah Davis to establish the sponsorship levels for donations. We will then need to start drafting fundraising letters and proposals.

 

Website Updates

This followed the general meeting… Angela and Christine met with Doria to discuss the updates that need to be made. All updates will be implemented and uploaded on June 26.

 

Ideas

Putting submission CDs in messenger bags that pass holders receive.

Have a dinner break each night, and focus on one or two local restaurants. Ria’s Bluebird on Saturday?

 

Upcoming Events

We should attend these events and promote LFS:

6/8 – The Gossip – Echo Lounge – sell CDs and table (Taylor)

6/11 – Melissa Ferrick and Michelle Malone – Variety Playhouse – sell CDs (Taylor) and pass out flyers (Christine and Angela)

6/15 – Indigo Girls – Chastain – pass out flyers (Christine and Angela)

6/21 – Jennifer Nettles and Antigone Rising – Variety Playhouse – sell CDs and table (Taylor)

6/21 – Ellen DeGeneres – Atlanta Symphony Hall – pass out flyers (Christine and Angela)

6/22 – General Meeting and AthFest – Athens – Flicker Theatre

May 18, 2002
Eddie's Attic
Start – 4.00 pm

In Attendance:
Angela Mitchell
Christine Regan
Doria Roberts
Taylor Gammage
Ami Mattison
Penny White
Rebecca Daugherty
Rachel Watson
Jessica Murphy
Alisha Gaspard
Melissa Faurest
Karen Garrabrant

 

HOSPITALITY

Hotel & hotel info: Thanks to Doria, we have an official hotel! The Highland Inn (http://www.thehighlandinn.citysearch.com/) has blocked off 45 rooms for the weekend, and is offering them to us at the regular weekday rate instead of the holiday rate (October 14 is Columbus Day). We need one reservation made by September 5 to avoid the $250 penalty. The Highland Inn is not against folks bringing sleeping bags, so rooms can be shared without being fined. They do have cots, but they’re first-come, first-serve. Depending on how many reservations are made, we may end up putting the musicians/artists/etc in another hotel.

We’re also looking for a hostel in Atlanta. Anyone with info on that can email ladyfest_south@yahoo.com.

In addition to the hotel and hostel, we’d like to offer some options to those folks who’d like to camp out. Anyone with suggestions, email ladyfest_south@yahoo.com. Another option for camping/lodging is volunteering to host visitors in your home/back yard. We’ll put a forum on the message board for coordinating rides and lodging soon.

Transportation – local: Some options..

MARTA offers a weekend ride pass for ~$10. It will get you anywhere MARTA can get you for the entire weekend. More info on that will be on the website soon.

We’re also planning on renting some shuttle busses for the weekend that will cover the areas where LFS is happening (East Atlanta, Little 5 Points, Virginia Highlands – Decatur is MARTA accessible, so it won’t be on our bus route). Taylor’s got the hook-up with one company (the name escapes me at the moment) that will charge us ~$300 per bus for the whole weekend. That’s the normal rate, so we’ll get a better deal because of our newly acquired non-profit status.

Transportation – national:

Doria is looking into organizing a Ladyfest Train. The way this will work: you buy a ticket and get on one of the cars reserved for Ladyfest South-goers. This is a great way to travel safely and with like-minded people. The reserved cars have no noise restriction, so there can be music, conversation and games. The Folk Alliance Conference sets up a FolkTrain each year.

We’re also looking into getting some bus-fare discounts. We aren’t planning on seeking out discounted rates on air travel, but plane tickets are pretty cheap if you reserve your flight early. Of course, we’ll put a list of airlines and discount ticket-sellers on the site.

About Atlanta web page info: We’ve got a pretty good basic history of Atlanta to start that site off with. What we really need are some interesting facts about various things.. sort of like Atlanta trivia-type stuff. We also need folks to help compile info on the neighborhoods we’re targeting (E.Atl, L5P, VaHi, Decatur), as well as some info on area attractions. We should include restaurants, shops, hotels, hospitals, veterinarians, day care providers, pharmacies, groceries, etc. Karen volunteered to take Decatur and E. Atl. Anyone interested in helping out with this, email webmistress@ladyfestsouth.org.

 

 

FINANCIAL REPORT

How much $ do we have? We have roughly $300 in cash. There’s another ~$130 not in hand from a Miss July fundraiser. There’s also CD money that isn’t in hand. Plus we have that wonderful $1250 donation check to deposit. We should have a bank account by the end of the week (5/24).

Fiscal sponsorship status: SONG is officially our fiscal sponsor! We got the forms to sign just the other day. To find out about SONG, go to http://www.southnewground.org.

Donation information (levels of sponsorship, protocol for accepting monetary donations): Other Ladyfests have sponsorship levels reaching up to $10,000. We decided this was a bit much for individual donations. So, we’re going to put together some more attractive money levels for individuals, and keep the $10,000 level for corporations interested in donating. Now that we have fiscal sponsorship and are classified as a non-profit organization (which means that donations are now tax-deductible), this information will be going online soon.

 

 

FESTIVAL PASS

$45

What does it include? All shows and workshops, Friday and Saturday (LFS General Events). Sunday’s events will be, for the most part, free, with the exception of the brunches. (Pass holders will receive a discounted price on the brunches.) Thursday night’s shows in Atlanta and Athens and Sunday night’s dance party will not be included (LFS Special Events). Pass holders will, however, receive an Anvil Messenger bag full of store/restaurant coupons, publications and anything else we can stick in there. All this info will be on our site and on the Eshop site very very soon.

What are the details? The passes will be available for sale online via our Eshop hosted by Reali-Tees (live date TBA). When you order a pass online, you will receive a confirmation email. Your information (name, address, email, # passes ordered) will be put into a database. Upon your arrival to the festival, you will check-in at a location TBA. We will have volunteers checking I.D.s and confirmation numbers, and dispensing your wristband and messenger bag full o’ coupons.. and you’re off to enjoy LFS!

 

 

MERCHANDISE

What we’ve got & what we’re working on: So far, we’ve got lots of buttons and lots of CDs.

We’re getting tshirts, tank tops, bandanas and stickers for our Pride booth. The designs will be on the site soon.. and they’re HOT! We were going to do Frisbees, but they’re not in our budget. (hell, nothing is in our budget!)

Suggestions: We got a couple of suggestions for freebie merch: matches, cheap water bottles, plastic cups, lanyards with key clips. There was also a tshirt suggestion: sell logo space on the back of a tshirt to local bars, restaurants, venues, etc.

 

 

SUBMISSIONS

Non-Music submissions have been extended to JULY 1 – details are on the submissions page @ ladyfestsouth.org.

How many submissions do we have?

      Music - ~80

      Visual Arts - 0

      Film - 2

      Spoken Word - 1

      Theatre - 0

      Workshops - 0

 

 

FUNDRAISING

May party details (see the schedule)

Pride Party update/details – this party is in the works…

What’s in the works for July & August? A few ideas that were thrown out (nothing’s definite): a dinner at Ria’s Bluebird, Silent Auction, Atlanta Beat vs Ladyfest Belles soccer game, film screening at Emory, maybe a bus trip up to Ladyfest DC, a LFS flea market.

 

 

Toward the end of the meeting, Jessica had a couple of questions regarding ASL/Access. And guess what… She and Rachel are ASL students! And they’ve volunteered to be a big big help in that area!!

 

That covers it..

The next meeting hasn’t been definitely scheduled yet, but we’ll keep ya posted!

April 21, 2002
Emory University
Start – 3.00 pm

In Attendance:
Rhiannon Patrick
Angela Mitchell
Christine Regan
Taylor Gammage
Ami Mattison
Jan Popovich
Penny White
Rebecca Daugherty

MARCH FUNDRAISING REPORT (ATLANTA)

§   14 total events planned, 1 of which was cancelled

§   4 workshops – Zine, Car Care (cancelled), Guitar Clinic, Safer Sex

§   7 CD Release Parties – FL: Orlando, Tampa, W. Palm Beach, Gainesville; TN: Chattanooga; GA: Athens, Atlanta

§   3 special events – Poetry Slam, Open Mic, Dance Party

§   We made enough money via these fundraisers to pay all of our bills!!

§   NET PROFIT: roughly $475.00 (not including Rachelle’s $1250 donation)

§   Also, several CDs Available shows

 

* April Fundraising (ATHENS) raised $336.00 with 4 events!

 

 

LEGAL TALK

Update & Info:

Fiscal sponsorship – As of today, we haven’t heard from either of our possible fiscal sponsors (Nuci’s Space or SONG). We should be informed of a decision very soon. Accounting – Nancy Lambert has volunteered to handle all of our accounting.

 

 

BENEFICIARIES

We’ve chosen our beneficiaries!!

      Project SAFE – Athens, GA

      Refuge House – Tallahassee, FL

Both of these organizations are domestic abuse shelters, and, coincidentally enough, October is Domestic Abuse Awareness Month.

 

 

VENUE

Follow-up breakdown

      Downtown Athens – for Thursday opening night only

      East Atlanta

      Little 5 Points

      Virginia Highlands             

      Decatur – for Sunday only

Rhiannon will be handling the follow-up for the Athens venues. Doria and Taylor will handle East Atlanta, Little 5 Points and Virginia Highlands. Christine is helping with the Decatur venues.

 

 

MERCHANDISE

Update:

New Merch – Angela is looking into merch for the Pride booth (more later..): t-shirts, koozies, frisbees, bandanas, etc. Our official sponsor, Reali~Tees, will handle most of these things.

LFS Anthology – Hopefully Maria @ Snake Nation Press (she did the Zine workshop) will handle the printing and binding of our anthology. As we see it now, it will include work from our slam judges & winners, and the spoken word submitters.

 

 

4 DAY PASSES

They’re $45. Details TBA.

 

 

PR

§   99X & Q100 – radio interview and public service announcement to be recorded, hopefully, very very soon.

§   free listings – announcements for meetings and events

§   flyering – for meetings and events. We now have a volunteer coordinator: Rebecca!

§   Something to look for: ELLEgirl magazine is doing an article on Ladyfest in their May issue. Our logo will be a part of that article. National press, y’all!!

Penny volunteered to be our pr manager, but she’ll be aided by committee members and volunteers to handle all of our PR.

 

 

SUBMISSIONS/BOOKING

WE’VE GOT TO GET THE WORD OUT MORE!!

How can we achieve this?

1.       Get a call for submissions posted to telephone poles, message boards & e-lists.

2.       Send announcements to Universities across the country. Ask them to post submissions packages on art/english department bulletin boards.

3.       Ask art/writing professors to give extra credit to their students who submit.

4.       Tell ALL your friends.

5.       A public service announcement on radio and TV.

6.       An announcement in newspapers and other publications.

7.       Hand out forms at events (open mics, art shows, etc)

1st round of CD listening parties – Wed, May 15 & Thurs, May 16 – we respectfully request that you not attend these events if you submitted your music.

 

 

VOLUNTEERS

WE NEED MORE VOLUNTEERS!!

Rebecca volunteered to be the volunteer coordinator. If you or someone you know wants to volunteer for something, you can reach her via the online committee list at ladyfestsouth.org

 

 

FUNDRAISING

Parties and Events in the works:

Friday, May 24 – Echo Lounge – Catfight & The Moto-litas w/ DJ MD before and after! – doors @ 9.30, show @ 10 pm

Pride Party – we’re trying to get a dance party planned for Pride weekend.. more news to come…

Monday, February 25, 2002

Ladyfest South Fundraising Meeting
Monday, February 25, 2002
Innovox Lounge – 699 Ponce de Leon Avenue, Suite 1 , Atlanta, GA 30308
Start – 7.00 pm

In Attendance:
Doria Roberts
Angela Mitchell
Christine Regan
Rachelle Willoughby
Taylor Gammage
Carol Sheffield
Sharon Goh
Debbie Haas

Sunday, February 17, 2002

Ladyfest South General Meeting
Sunday, February, 17 2002
Innovox Lounge – 699 Ponce de Leon Avenue, Suite 1 , Atlanta, GA 30308
Start – 7.00 pm

In Attendance:
Doria Roberts
Angela Mitchell
Christine Regan
Ami Mattison
Rachelle Willoughby
Rhiannon Patrick
Jan Popovich
Taylor Gammage
Carol Sheffield
Sharon Goh
Beth Casner- 404.622.3036 (h) or 404.524.0304 (w)

MARCH FUNDRAISING SIGN-UP

We had people sign-up for stage managers/workshop facilitators/door people/etc for ALL March events.

Responsibilities of each position were discussed.

 

LEGAL TALK

We still need Fiscal sponsorship information and suggestions.

The lawyer didn't show up tonight, so we still NEED lawyer help!

Anyone know anyone?

 

BENEFICIARY

We still need suggestions for our Beneficiary. We presented the option of the Southern Girls Convention as being a partial beneficiary. Other suggestions made:

 

Zami, Sexual Assault Center (Athens), Feminist Women's Health Center, Women's Resource Center, Generation 5 (Athens), SONG

 

We need research done on all of these organizations before a decision is made.

 

VENUE

Update:

All venue letters have been sent. No replies as of today.

Christine’s volunteered to handle follow-up for Eddie’s Attic, Sweet Melissa's, and My Sister’s Room since she delivered those. Rachelle is the head of the Venue committee, but she'll need help from volunteers to contact venues for follow-up stuff. There will be forms available for people who want to help call venues so that everyone is asking the same questions and getting the correct info.

 

MERCHANDISE

Update:

      busybeaver.net – donated 200 BUTTONS for March fundraising events

      reali~tees.com – T-SHIRTS/STICKERS/BAGS/E-SHOP – our OFFICIAL MERCH SPONSOR

Also,

The CD will be available on line at CDBaby.com. For $35 and $4 per disc they

do this: http://www.cdbaby.com/doria We will have to sell it for $17 on the

site to make $13 from each sell. They will e-mail us every time a disc is

sold. I will talk to them about pushing the disc for us. It's a big, very

popular site but the owners are accessible. Since we probably won't get the

CDs until March 6 we won't be able to start selling on there until mid-late

March. I will make it so we get paid every two weeks.

 

The price of the CD will be $15-17 on line, $10 at March shows ONLY. After

March the CDs go up to $15 at live shows. We need to make this abundantly

clear on the website.

 

Okay, retail, they're probably going to hit the $20. Why? because

Ladyslipper takes 55% of retail. If we sell them for $15 retail we only make

about $6 or 7 bucks per CD. That sucks. We are going to try and talk them down

to 40% since it's a fund raising thing and since it's short term. We will

sell more and get the word out this way though so look at it as a PR

investment that we're making *some * money on as well.

 

The CD sampler w/ press release has been sent to WRFG, WREK @ GA. Tech, WUGA

(an NPR Affiliate)  "Women in Music" Program and WMNF in Tampa (they're

sponsoring the Bitch & Animal Show on March 8). We should get someone to do

college radio research for us so we can send the disc to radio eventually

 

Website merch page:

      To contain:

      CD info w/ link to CD BABY and LADYSLIPPER

      Preview images of all other merchandise w/ link to REALI~TEES E-SHOP (if we do it)

 

PR

Update:

Press kits: They are going out Friday, about 30-35 in all. Doria is e-mailing people

she knowa at Creative Loafing, SOVO, ETC, Flagpole and AJC to give them a heads

up. This is a lot later than we would have liked them to go out but it'll be

okay.

 

They all include:

Our mission statement, FAQ,  LF Press, an eleven song demo of the 32 track CD, March schedule, performer

bios, image sample sheet (examples of what they can download as JPEGs for

publication).

 

It came out great. It's all in black and white (no color copies) but they

are pristine copies.

 

Postage: If anyone can chip in on postage that would be swell. We're looking

at close to $90-100 total. If anyone can help out, please send a note to the list.

 

Once we've done our PR damage in the South we think we should move on to the

Northwest markets since that's where it all started. We may be able to get a

story/mention and promote our submissions and dates. Then Chicago b/c they

had such a successful LF that the media might be interested.

 

Nationally, we should look at Rockrgrl, JANE, CURVE, Girlfriends, etc for CD

Reviews. They'll be more willing to review a CD and put a little something

about the event in the review than do a whole story. This way, Ami and

Rhiannon, we don't have to send queries.

 

**We still need woman from other states in the south to get involved!!!**

 

SUBMISSIONS/BOOKING

Update:

We discussed the same things we discussed at the Submissions meeting.
See notes from Sunday, February, 10 2002.

 

NEXT MEETING & OTHER NOTES

Next General Meeting will probably not be until after March.

We have several sub-committee meetings coming up.

 

BUDGET MEETING: Sunday, March 3rd. Venue: TBA. Time: TBA

PARTY MEETING: TBA

 

We to CALL for FIELD REPS badly!!!!!

No one is hanging up flyers and we need to advertise for our March Fundraisers.

HELP!!!!!!!

 

 

Sunday, February 17, 2002

Ladyfest South Party Meeting
Sunday, February, 17 2002
Atlanta, GA ~ Ria's Bluebird Cafe
In Attendance:
Ami Mattison
Sharon Goh
Rachelle Willoughby
Taylor Gammage

- We are still going to have a band party, then a DJ at echo lounge.


- We need to secure Saturday, May 18 for the party. Mandy is our liason

with Echo. We decided on this date because its 2 weeks after music midtown and

gives us enough time to book a good band.

 

- We have someone, Rachelle, who is going to do the leg work for us to get

a band. Our top choices are the Butchies, Sleater Kinney, Catfight w/ ultrababyfat,

or Michelle Malone. We really want to try and get the Butchies for the May

date. They live close so we don't have to worry about travel and lodging,

and they can bring in a big crowd. If we don't get them, we may try and do

a tag team with catfight and ultrababyfat. We were thinking that together,

they could draw in a crowd. Le Tigre and Sleater Kinney are a little far

fethed, but it never hurts to try. If we can't get them for May, maybe

they'll be interested to do a benefit later in the year.

 

- Our biggest obstacle right now is what can we offer these bands. Do we

give them a percentage of the door? Do we offer them

food/lodging/promotions/another gig around town/ a spot in October? We need

to nail down the May 18th date at the Echo Lounge before we start negotiating.

Rachelle is going to make some prelim phone calls and see who is interested.

Right now, we don't know if we're going to have one band then DJ, or two

bands then DJ. It all depends on who we can get.

 

- NEXT MEETING: Sunday, Feb. 24 at Rias at 6pm. This is an important

meeting. hopefully by this time we have  secured the Echo Lounge and can

concentrate on what we can offer the bands. We'll also be talking about the

June party.

 

Sunday, February 10, 2002

Ladyfest South Submissions Meeting Agenda
Sunday, February, 10 2002
Innovox Lounge – 699 Ponce de Leon Avenue, Suite 1 , Atlanta, GA 30308
Start – 7.00 pm
In Attendance:
Doria Roberts
Angela Mitchell
Christine Regan
Ami Mattison
Karin Garrabrant
Taylor Gammage
Vanessa Faraj
Mandy Van Deven
Dawn Kitto
Rita Berry
Beth Casner- 404.622.3036 (h)
                         404.524.0304 (w)

Booking and Submissions will be working hand-in-hand during the months in which we are accepting submissions. Here's an explanation of the roles of each committee:


BOOKING
~Selection, placement and confirmation of all performers
SUBMISSIONS
~Coordinating selections- music, poetry, theater, dance performances, film, and visual arts
~Organize and review all submissions

 

Disciplines: film/video, theater, music/spoken word, workshops, visual arts

  - 3-4 main bookers per discipline, listening/viewing parties for all member input ( see below )

   1. Receiving ( picking up submissions from po box )

   2. Reviewing ( Listening/Viewing parties )

   3. Selection ( Listening/Viewing parties )

   4. Notification  ( contacting performers )

   5. Placement ( working with venue committee to organize who plays where, when )

    6.Confirmation ( working with venue committee to organize who plays where, when )


***The two committes will meet together for SUBMISSION LISTENING/VIEWING PARTIES.

These parties will start as early as April. We would like as many people as possible to show up for these parties. We will work out an exact system for them, but for now we have decided to pass out notecards to everyone there. People can right down their input and give them to the 3-4 main bookers for each discipline (music, poetry, theater, dance performances, film, and visual arts ).

 

The Submissions Guidelines

-how did they come to be?

The advisors had a meeting and decided upon the guidelines that are in place.

 

-why require TWO CDs?

Athens is helping with submissions. If they want to have their own listening/viewing parties for member input, we wanted them to have a copy.

 

-Will we accept Alternative Submissions?

Yes. If for any reason someone cannot comply with all of the guidelines, we will try to work something out with them on an individual basis ( ie= if someone can only send one cd, perhaps FIVE people can go see a show of theirs in town)

 

How do we get the word out in a unified front?

 

We need to make sure anything that is in printed format is consistent.

We have downloadable flyers on the site for everything from submission guidelines to show flyers.

There will also be flyers in remote locations permanantly:

            ~ Charis Books, 1189 Euclid Avenue
             ~ Innovox Lounge, 699 Ponce de Leon Avenue, Suite 1

~ Criminal Records, 466 Moreland Ave NE

            ~ Georgia State Woman's Institute

            ~ Emory University Woman's Center

 

We should also put application/submissions flyers in high schools, colleges, community centers, at venues for bands, web Bulletin Boards w/o spamming. We need to target diverse groups and minority/women of color artists as well. Look into the following venues: Kaya, Yin-Yang, etc..

**IMPORTANT NOTE: All submission inquiries should be sent from the lfs_submissions@yahoo.com email address with where it's sent to in the subject line.

( ie= if you sent an inquiry to the University of Georgia, in Athens, all of the other submission committee members will know you already sent an inquiry there )

This will eliminate two people sending an email to the same place!!!

 

If you know any overseas artists, go ahead and invite them to submit their work. But, let them know we have no $$ in our budget right now to promise any kind of payment.

We will be inviting artists and performers. If you know a band, photographer, etc.., and you'd like to see them be a part of Ladyfest, we have set up an artist wish list on the message board.

You can also email lfs_submissions@yahoo.com.

A form email/letter will be sent to those artists/performers that are invited to eliminate any personal favoritism.

 

Update on Submissions

So far we have gotten ~ 30 submissions. ALL submissions have been music submissions.

Most of the music has been of the folky type.

*From now on, we would like music artists to mark 3 songs they'd like us to hear first*

That way, we'll make sure to hear what they'd like us to hear!!!!

We need submissions from other disciplines, so let's get the word out!!!!!!!!

 

BOOKING/SUBMISSIONS TIMELINE OVERVIEW

-          Listening/Viewing parties will start in April...

***Music will start having them the week of May 13***

-          SUBMISSION DEADLINE JUNE 1, 2002

-          SELECTION DONE by: JULY 1, 2002

-          BAND NOTIFICATION needs to start as soon as we select someone—if they can’t do it there’s no reason to hold space for them until August

-          VENUE PLACEMENT DONE by week of July 15 2002

-          SET/PRESENTATION/SHOWING TIMES done by AUGUST 1 (technical and venue committees)

( ie= how long the band will play, soundcheck issues, work with the technical and venue commitees)

-          CONFIRMATION PROCESS-- starting in August? (confirm date, venue, set/presentation/showing time, set/presentation/showing length, sound check, set up time, # of band/troupe/cast/workshop members, sound requirements)

 

CO-MEETINGS with Venue committees need to start April 1

VENUE FOLLOW UP needs to start April 1

ALL VENUES SECURED by JUNE 1 (we can not start booking without venues!!)

 

MISC TIMELINE

-1st round SCHEDULE ANNOUNCEMENT PR released week of August 11 (must remember 1 year anniversary of 9/11 attacks will be main concern of media in August)

-2nd round SCHEDULE UPDATE PR released week of Sept 9

-HOSPITALITY-- MAY 1

-TRANSPORTATION-- April/May

Christine Regan has volunteered to get in contact with Armada Vans as a possible solution to our transportation issues...

-ASL/ACCESS-- August

 

Saturday, January 26, 2002

Ladyfest South General Meeting
Saturday, January 26, 2002
Nucci's Space – 396 Oconee Street, Athens, GA 30601
Start – 2.30 pm
In Attendance:
Doria Roberts
Angela Mitchell
Christine Regan
Rhiannon Brewer Patrick
Joanne Boosalis
Debbie Haas
Katie Poole
Sarah Harbin
Nica Clark
Steph Furness
Mandi McElroy
Carolyn Berk
Jeanette Morgan
Jen Cwiok
Nina Walia
Rita Berry
Meeting minutes coming soon...

Sunday, January 20, 2002

Ladyfest South General Meeting
Sunday, January 20, 2002
Innovox Lounge – 699 Ponce de Leon Ave, Atlanta
Start – 7.00 pm

In Attendance:
Doria Roberts                                    Angela K Mitchell

Christine Regan                                Ami Mattison

Sharon Goh                                        Sarah Davis

Rita Berry                                            Haley Pryor

Mel Pryor                                             Pam Fields

Tam Tilley                                           Debra Hilliard

Mindy Dawn Friedman                     Laura Baccus

Jessica Fay                                        Lindsay R Bull

Heather Stalcup                                Beth Casner

Taylor Gammage                              Rachelle Willoughby

Debbie Haas                                     Susan Connor

Cindy Thomas

 

MARCH FUNDRAISING

As you all know, we’re planning lots and lots of fundraising in March. The proceeds of all the fundraising will go toward funding the fest in October, and the proceeds from the fest in October will go toward our beneficiaries (more later on the beneficiaries). One of the things we’re doing is putting out a Ladyfest South Compilation CD. We called for submissions from southern artists, and got an overwhelming response – about 35 submissions. A double CD was considered, but the money just wasn’t there to make that happen. Daemon Records contributed $500 and AMG, a woman-owned production company, is helping us out too. We'll be invoiced for all the costs of the CD at the end of March to give us more time to get the money raised. Final mastering should be completed next week, and we’ll announce the artist list soon. We’re pressing 1000 CDs to start. We’ll be selling them in stores across the south, online at CD Baby, and at every CD Release show. Doria’s also looking into getting some additional help from Daisy Rock Guitar. The male-owned Women in Music is interested in helping too.

CONFIRMED:

CD Release – 3/8 – Tampa, FL – Bitch & Animal / Doria Roberts @ TBA – WMNF, a great local indi radio station, is sponsoring

CD Release – 3/11 – Orlando, FL – Bitch & Animal / Doria Roberts @ The Social

CD Release – 3/12 – Chattanooga, TN – Alix Olson / Doria Roberts @ Chuck’s – the Indigo Girls are playing in Atlanta that night, so advertising is mucho importanto.

Car Care Workshop – 3/13 – Atlanta, GA – hosted by My Favorite Mechanic, Inc @ Innovox Lounge

CD Release – 3/14 – Athens, GA – Bitch & Animal / Alix Olson / Doria Roberts @ TBA – Voices On The Verge is playing in Atlanta that night, so advertising is mucho importanto, again.

CD Release – 3/16 – Atlanta, GA - Bitch & Animal / Alix Olson / Doria Roberts @ the Echo Lounge

Fundraiser (CD sales only) – Memphis, TN – Alix Olson @ a college there

TENTATIVE: *It’s important that tentative events are not falsely advertised. Check the schedule on the website for updates.

CD Release Parties are scheduled but not confirmed in Tallahassee,FL; West Palm Beach, FL; Hollywood, FL; Asheville,NC; Gainesville, FL; and Charlotte or Chapel Hill, NC. More CD Release Parties are in the works in Houston, Dallas, Austin and New Orleans. A poetry slam and four other workshops (a guitar clinic, bike maintenance, zine/self publishing, and safe sex) are tentative in Atlanta. And another fundraiser is tentative in Tampa, FL. We’re also trying to put some Dance Party fundraisers together, definitely one in March, and maybe one each month until the fest in October (Ami and Sharon are workin’ on that). If you have any ideas for fundraising events, or want to help with any that are currently in the works, email the list.

 

MARCH MADNESS COMMITTEES

These serve as short-term committees to organize all of our March fundraising events.

They are:

Accounting – adding up earnings, reporting earnings

PR/Advertising – securing articles and interviews, getting free ad space, making sure event is listed in music and community listings, sending out press releases, getting the CD to reviewers

Field Reps – putting up flyers, handing out flyers, sending out snail mail list

CD – confirming bands for CD, getting CD into stores, selling CD at release parties

Merchandise – finding sponsorship bumpersticker and t-shirt manufacturers, selling merch at fundraisers

Workshop Facilitators – collecting donations, setting up (tables, mics, water for speakers), running raffles

Stage Managers – helping out at sound check, tech assistance, load-in assistance, setting up dressing rooms

Each of these committees should meet, keep up with what you all are doing, and keep the list and the webmistress updated.

We started with Accounting. We need some serious help in this department. We need reliable, dependable, responsible people with any legal and/or accounting experience to help us get our money situation figured out and an account set up. Maybe a “doing business as” account? Meaning one or two people will take charge and be responsible for all the money we bring in, how we get it and how it is used. We need an account set up before all the March fundraising starts. Rachelle suggested possibly enlisting the help of a client of hers who is a CPA. Doria is looking into that with her. In the meantime, if you know anyone, an uncle, a family friend, your vet’s accountant, email queerstock@hotmail.com.

Next came PR/Advertising. This committee needs to meet ASAP!! We need to start sending out a press package for the LFS CD and March Fundraising, no later than the first week of February. Ami has offered to write the press release for that, and she’ll have it done by 2/4. Doria’s gonna try to get everything confirmed by the end of January. People are going to be asking for interviews after they get this package, so since we don’t have a “spokesperson” who’s available all the time, we decided it would be better to include sound bytes in the press package that’s sent. We also decided that a 5-song sample of the CD should be included as well. Getting these sent is a major priority. Laura, who works for FedEx, has offered her employee rate if we need anything sent via FedEx. (thanks Laura!!) We need to call newspapers and magazines, anyone who might give us free press, and let them know what we’re doing. We need free listings in the community events sections of papers and websites. The owner of SHE magazine (a free publication you can find at Charis Books in Little 5 Points, if you’re in Atlanta, and other feminist bookstores) is interested in doing a feature on Doria and Ladyfest. This is not confirmed, so we’ll keep you posted. The woman who runs technodyke.com is putting us up on her site, and we may be able to consign some CDs to her as well.

On to the Field Reps. Angela is making flyers for all of the CD Release Parties and the Workshops, and she’ll put them on the website for easy download and distribution. One woman at the meeting (sorry, I didn’t make a note of your name, can you email lightdaughter@lycos.com and let me know who you are?) is looking into getting some sort of connection with Kinko’s. If anyone knows anyone at a copy shop or university and can get us discounted or free copies, email the list. Once flyers are up on the site and available, we need to get ‘em OUT! Hand them to people. Go to music/poetry/art shows in your city and give them to people. Leave stacks at coffee houses and colleges.

Now for the CD Committee. The CD will be the largest fundraising item, so it’s important that we get CDs everywhere we can. If you know anyone involved with a music store or bookstore, please talk to them about selling our CD on consignment. You should also contact the list or someone on the CD Committee. The CDs will sell for $10 at the CD Release Parties, and for no more than $15 anyplace else. We’re planning on putting the CD on CD Baby. It’s $35 to set us up there. They take $4 per CD, so we’ll probably list them at $14. Taylor’s girlfriend works for Camelot Music, so she’ll be our connection there. Beth, who works at Charis Books, has a list of feminist bookstores in the south. Feminist bookstores are a great place to put our CD, so get in touch with Beth and start calling around. Doria will also be taking some of our CDs with her as she tours this year.

After that was Merchandise. Rita stepped up to head the merchandise committee. We’ll need 5-6 people at each CD Release show to sell our merchandise, which will include the CD. We decided that a couple of small merchandise items would be best to shoot for at this point. We can get little plastic buttons printed, 100 for $25 or 500 for $100 (Doria has info on that). Stickers and temporary tattoos would be good too. Someone suggested that we do patches, like you used to get in Girl Scouts, and recruiting the Girl Scouts to help raise money in some way to earn that patch. We all thought the patch was a great idea. All these things, the buttons, stickers, temp tats and patches, should be pretty cheap to get made. So we need to start looking into how to get these things produced. We decided that T-shirts will be more appropriate to have for the fest in October. These small items we do for March could be just the start of a great line of LFS merchandise to be sold at the fest! So folks involved with this committee, please stick around and help out long-term.

And along came Workshop Facilitators. People on this committee will pretty much serve as Stage Managers for the fundraising workshops, making sure everyone has what they need when they need it and that everything goes smoothly. As far as ASL goes, the women who did the interpreting for Pride here in Atlanta have offered to help us out with that, so someone should get in touch with them.

Finally, Stage Managers. Again, these folks will be doing more during the actual events, so keep in touch via email.

 

SUBMISSIONS

Submissions are being accepted from February 1 to June 1. We’re accepting submissions in the following areas: visual arts, film, theatre/performance art/dance, spoken word, music, workshops. Submission guidelines are up on the site. We’ll also be inviting some bigger name folks to be involved. We decided that comedy should be included in the fest, but that inviting some people to perform and putting together a comedy show would be better than accepting submissions. Our open mics can also include comedy. All submissions will come to our post office box. Rita will be taking care of getting the submissions to who they need to go to on the committee, and Taylor stepped up to chair the submissions committee. Taylor will need a co-chair to share the responsibility. Submissions and Booking committees should start meeting ASAP, and should meet at least twice a month throughout the submission acceptance period. Since each area of submission has its own sub-committee, we thought that the entire submissions committee should meet once a month, and each sub-committee meet once a month on its own. We can work all that out as we go along, but a set meeting day each month would probably relieve a lot of the hassle of setting meeting times to fit schedules. The first submissions committee meeting should be sometime around the 10th of February. Taylor should call that meeting.

 

FISCAL SPONSORSHIP

Doria is looking into the whole fiscal sponsorship thing. Basically, it works like this: a non-profit organization can sort of underwrite a grant for us. If we get the grant, that non-profit underwriter will take 3-10% for their organization. Doria’s suggested hooking up with Nuci’s Space in Athens. If anyone has any suggestions, email the list.

 

BENEFICIARY

We haven’t decided on a beneficiary yet, but we’re working on it. If anyone has any suggestions, email the list. A forum will be added to our message board about it. The beneficiary should be a southern-based service organization that works for women and/or girls. How much $ do we expect to make for the beneficiary? We don’t really know. Hopefully, a lot! A few folks are trying to get a better idea of what to expect by talking to previous Ladyfests.

 

MISC.

- We’ve gotten press! Rumor has it that  NPR and MTV.com have mentioned Ladyfest South. So we’re hoping for a great turnout, both at the fest in October and for the fundraising in March. But we always need more press!!

- How many people are we expecting? LF Midwest-Chicago reported something like 4000 (?) attendees.

- How is the fest in October gonna work? Well, we’re planning on having neighborhood nights, i.e. one night in Little 5 Points & one night in East Atlanta. There are some logistical problems to work out like how to get to places and what to schedule where, but we’re working on all that. One solution to out-of-towners getting around the city is to enlist the aid of a cab company or something. These are long-term issues that will be discussed and worked out as we go along.

- Venues: We’re trying to keep LFS as indi as possible. A venue invitation letter is being sent out with a venue spec sheet and info about previous Ladyfests. Great work, Doria & Rachelle!

 

NEXT MEETING

To be decided.. Possibly Saturday, February 16. We’ll decide on this via the e-group.

AGENDA

1. submissions status

2. more about March fundraising

3. booking status

4. choosing a beneficiary

5. talking about merchandise (hopefully we’ll have some!)

6. more to come…

 

As always, email any questions/concerns/comments to info@ladyfestsouth.org or to the list. The message board is working too.

=)

Monday, December 17, 2001
SUBMISSIONS GUIDELINES AND RELATED ISSUES
angela's house, decatur
In Attendance:
doria roberts (project advisor)
ami mattison (booking/pr/mission statement/workshops(?))
angela mitchell (logo/web/pr/merchandise/project advisor)
christine regan (web/pr)
claire hewitt (new addition =))

this serves as meeting minutes and a sort of rough draft for the guidelines, so it's really long.. thanks in advance for your patience..

THEATRE: since claire (wonderful claire, theatre guru.. thank you!!) couldn't stay very long, we attacked the theatre questions and guidelines first. this was our biggest issue, so there was a lot to be discussed. here's what was answered: (sorry for the long-windedness)
Q: is the festival producing these shows or are you looking to get them sponsored by theatres/companies around atlanta?
A: we'd like to seek out volunteer space, props and crew, but try to produce the shows ourselves. claire offered her help, and since she works in theatre, this is just fantastic.
Q: are you looking for complete productions? what kinds of shows?
A: we decided that remount one-acts would be best. meaning, one-act plays that have already been produced. we don't want to take on any first-run productions. claire made an excellent point regarding that..more on that later
Q: where will the cast and crew come from? what about volunteers?
A: since we'll be getting submissions from out of state, and since we're looking for remounts, we decided it would be best if the cast comes with the play. crew, on the other hand, can be comprised of volunteers.
Q: do you want the play's theme to be feminist, or all the cast female, or written/directed by a woman, or what?
A: we feel that a theme for the plays would be a good way to go, and we thought that women's social/political issues would be best. that way we don't get any whacked-out-crazy stuff. not that whacked-out-crazy is a bad thing. it's just that we really want to keep the focus of this festival: the artistic, organizational and political talents of women. as far as the cast goes, male cast members are certainly welcomed and encouraged. of course, we'd prefer that everything is written, directed and produced by women, but if there's an amazing play written by a man about the women's suffrage movement, we certainly won't throw it out. we're not gonna become michigan.
Q: is the search nationwide or regional?
A: nationwide. we'd like for the majority of the productions to be from the south, but we're open to submissions from all across the u.s.
Q: where are we gonna put on these shows? how long will they run?
A: little 5 seems to be the ideal area. there's 7 stages and horizons. someone in booking/venues should be contacting them soon. claire, I think, will also help with that. we thought that since we're breaking up the events into "neighborhood nights", we should hold all theatre performances on little 5 night only. that way we can have a full afternoon/evening of theatre and music, and we don't interfere so much with the theatres' business.
Q: what about performance art?
A: the theatre submissions will include performance art pieces in some way.. i gotta figure that one out. we can mingle performance art with the plays. this should work, since they're both short productions with small casts.

all that said, here's a recap:
  • remount one-act plays, no first-run productions
  • performance art projects
  • run-time: 20-45 minutes
  • small company, small cast, minimal tech
  • send script, treatment, video of a complete previous performance, show reviews
  • cast in video must be cast for our production (here's that excellent point made by claire.. we don't want a bad performance/cast/show. the complete performance video and cast requirements are the solution to that. we'll see exactly what we're getting. this is not meant to be a festival comprised of purely amateur performances.)
  • crew, set and props can and will be provided locally. of course, specialty props may be brought in, and previous crew are welcome to come and help out. but we will seek out volunteers from the atlanta theatre community to be involved.
  • theme: women's social/political issues
VISUAL ARTS:
since i'm a photographer, this was pretty much covered by me:
  • 35mm slides, no glass slides
  • max. 3 submissions
  • 3D works may be represented by a maximum of 3 slides per submission
  • slides should be clearly marked with top, front, artist's name, title of work, medium, framed dimensions (HxWxD)
  • a list of the slides submitted should be included (there will be space on the application form)
  • vitae and artist's statement
  • slides will not be returned, unless sent with a SASE with sufficient postage
  • sales are encouraged. commission to be determined by each venue. works not for sale should be clearly marked "NFS".
  • accepting original 2D and 3D works in any media
  • 2D works must be suitably framed with wire and ready to hang. NO GLASS. framed size should not exceed 3' x 5', vertical.
  • 3D works may be wall-hanging or free-standing. if wall-hanging, we request that they be low relief. if free-standing, we request that they do not exceed 3 square feet of floor/walking space. if any support is needed, such as a pedestal, we request that the artist supply that, if possible.
  • accepted work will be shipped or delivered by the artist at a time to be determined. shipped work must be sent prepaid in reusable containers. no COD deliveries. if required, work will be shipped back in the same container, via the same carrier.
  • accepted work not properly represented by slides submitted will not be displayed. accepted work may not be substituted. sales price may not be changed.
LFS will take the upmost care with your artwork but will not be responsible for any loss or damage. artists are responsible for expenses of shipping and insurance coverages of work in transit. accepted artists will be expected to comply with an artist agreement, the terms of which to be determined. ami had a fantastic idea: display the art in coffee houses and alternative spaces. booking/venue people should be getting in touch with any space that displays or could display artwork in the little 5, east atlanta and virginia highlands areas. we need to know whom at those establishments deals with their artwork, how long they display work (monthly? weekly?), and what their restrictions are. we need a name, folks, because what will happen is this.. the artists whose work is accepted to be shown in our festival will be put in direct contact with the venues where their work will be placed. we'll determine that by sitting down with those responsible for the artwork in their establishments and go through the slides of accepted work. those "art people" at the venues will tell us what they can hang/display, and that artist's work will be placed there.
now, as far as the run-time for these venues.. if they book their space by the month, and are not willing to give us just the four days, or even just the first half of october, we'll have to work something out with the artists. local artists i'm sure will have no problem leaving their work up for the entirety of the month. out-of-state artists may want to just take their work with them at the end of the festival. those out-of-staters who want to keep their work up can either come back at the end of the month, or we can form a committee to take care of getting the work shipped back to the artists.

FILM:
  • 10-20 minute shorts woman-written and/or directed and/or produced and/or cast
  • VHS only. complete work only. no clips or promotional edits.
  • press kit (treatment/description, vitae/bio, reviews, etc.)
when it comes to film, we don't want just anyone with a digital camera to send us their home-movies of their tattoos. we want FILM.. art.. as far as venues go, i know that the fountainhead in east atlanta is a great place for film. they have screenings all the time. so, since we're doing the neighborhood thing, maybe the east atlanta night can also be film night. i have a friend who is neck deep in independent film here in atlanta. his group just premiered a film at fountainhead. i plan to call on him for venue suggestions and info. so, more on all that later. but booking/venue people need to be looking.

SPOKEN WORD:
ami is our spoken word guru.. hallelujah! we talked a lot about it.. and since we want bigger-name spoken word people and talented women writers to be involved, we decided on a spoken word performance with two to four features (perhaps to be a part of the virginia highlands night.. churches make great venues for spoken word.. the acoustics, ya know), on-going poetry open mics at the coffee houses showing the artwork (how convenient, huh?), and an open poetry slam. on top of it, we played with the idea of putting together a LFS anthology of spoken word and poetry.. perhaps produced and printed by the "zine woman", maria in south georgia (ami is getting in touch with her about all this).
  • two 5-7 minute writing/audio samples. the submitted work is not necessarily the work that will be performed. if chosen for the spoken word performance, be prepared to perform for 10-15 minutes.
  • audio samples on CD or cassette should be accompanied with a written draft.
  • written submissions can be sent without an audio sample, but if you can get one together, we'd prefer to HEAR ya.
  • each submission will be considered for publication in the LFS anthology, whether accepted or not, unless requested otherwise.
  • if you can't/don't want to submit, come anyway and participate in the open mics!

MUSIC:
doria said it would be easy.. and it was!
  • CD format only. 2 copies.
  • press kit (bio, press clippings, reviews)
  • photos are purely optional. performers will be chosen solely by their music.
  • please no videos or merchandise.
see? easy!

WORKSHOPS:
yes. you read it right. we're calling for workshop submissions.
  • action-oriented, skill/craft-oriented, forum, and presentation workshop ideas welcome. artists, show us how you do what you do. grad students, tell us about your thesis work. if you have a passion, share it. if you have an issue, address it.
  • one page treatment to include title of workshop, description/objective, organizers involved and approximate length.
  • 30-50 minute slots
doria thought that the community center that houses horizons in little 5 would be a good place. there are meeting rooms there that would lend themselves well to workshops. she's going to get in touch with the appropriate people regarding securing that space. we thought maybe sunday would be a perfect day to have lots of workshops, but they can certainly be held during the whole festival, depending on how many we get and want to do. maybe we should form a workshop committee? just because we're accepting submissions, that doesn't mean we can't approach folks about specific ideas we have. if you have ideas, let us all know.
so far, we've got some good ideas to start the ball rolling:
  • safer sex workshop - the pleasure posse (semi-confirmed)
  • car care for women - my favorite mechanic (semi-confirmed)
  • how to self-publish/zine workshop - maria, a.k.a. zine woman (not confirmed)
  • basics of guitar - angela motter (not confirmed)

POINTS THAT APPLY TO ALL AREAS OF SUBMISSION:
  • LFS assumes the right to photograph any accepted work/performances for promotional and documentation purposes only, unless requested otherwise.
  • a SASE must be included with all submissions.
  • hopefully we'll be able to provide some sort of payment to all our artists/performers, but we can't promise anything. so it must be stated that all who submit agree to come without expectation of payment at this point, but know that we're working hard to be able to give them something for their blood, sweat and passion.
SUBMISSION APPLICATION:
i'm gonna put this together soon. here's what it will include:
  • name (band, group, theatre company, etc)
  • contact name
  • address
  • hometown
  • phone
  • email/web
  • brief bio
  • what are you submitting for?
  • what are you planning? what's it all about?
  • a checklist of what's to be included for each area of the festival
*whew* i think that does it.
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Sunday, December 2, 2001
Starbucks - Little Five Points, Atlanta
In Attendance:
Doria Roberts (Project Advisor)
Misty Herrin (PR)
Rachelle Willoughby (Venue, Web Committee Advisor)
Kitty Snyder (Booking/Venue)
Ami Mattison (Booking/PR/Mission Statement)
Rita Berry (Submissions Committee)
Angela Mitchell (PR/Merchandise/Web/Logo/Project Advisor)
Christine Regan (PR/WEB)
Jodine N. Dorce (Events, PR)

LADYFEST SOUTH 2002
DECIDED DATES: Thursday- October 10 through Sunday-October 13.
Notes:
Since Monday- October 14 is Columbus Day we thought it might be easier for people to travel that weekend and stay the entire weekend without having to worry about getting back to school or work.

Logisitics:
To avoid logisitical problems, Doria suggested Ladyfest be held in Atlanta's three most popular neighborhoods. Example: Night 1 in Little Five Points, Night 2: Virginia Highlands, Night 3: East Atlanta. This will alleviate the burden of getting to events by holding them all within walking distance on any given night. We all agreed that each neighborhood provided enough music, visual arts, theater, special event and spoken word venues to accomodate diverse events. Misty and Doria suggested that the opening night events on Thursday, October 10 be split between Athens and Atlanta so that people will not have to travel to Atlanta on a school/work night and to attract the Athens audience to Atlanta over the weekend. Misty volunteered to get Athens mobilized. Concerns/Suggestions/Comments regarding dates or logisitics suggestions? Please e-mail:queerstock@hotmail.com

WEBSITE:
As of 12/2/01 the domain, www.ladyfestsouth.org had not been secured but was still available. At the first meeting Karen Johnson had offered to pay but Angela has now agreed to purchase the domain to be later reimbursed through Ladyfest fundraiser money. She will have the domain secured by the end of December. Rachelle volunteered to look into the issue of cost effective web hosting. She also volunteered to be an "advisor" for the web committee without actually being on the committee (more on the "advisor" role later). Angela then suggested we solicit support/sponsorship from the Fourth Tuesday professional women's organization. She's going to look into it personally. We decided to put up rudimentary information as soon as the domain and hosting are secured (even if the design isn't complete). This includes a message board, meeting minutes, contact information and a mailing list sign up link. This led to a conversation about the logo. For web design/hosting suggestions/concerns, email:lightdaughter@lycos.com

LOGO:
Angela is working on the logo. She said she has three renderings done. We decided to post the logo on the website and let everyone vote on which one should be the Ladyfest Logo. The design with the most votes will be implemented on letterhead and some merchandise.

ARTIST SUBMISSIONS:
START ACCEPTING SUBMISSIONS: FEBRUARY 1, 2002 SUBMISSION DEADLINE: JUNE 1, 2002 Doria will be securing and paying for the official P.O. Box by January 2, 2002 for submissions and correspondence. She will be reimbursed through Ladyfest Fundraisers. Someone will eventually volunteer their home address for FedEx packages. Ami, Doria and Kitty (?) will meet later this week to set up submission guidelines for all disciplines. We decided that there should be a general application in order to keep things organized. However, there will be no application fee. The application and guidelines will be posted on the webite in downloadable .pdf files for interested artists. Artists can also request an application by sending a self addresed stamped envelope.
***Okay, so this is about the time that Me'shell N'degeocello showed up. NO kidding! She walked in and I (Doria) jokingly asked the group if we should ask her to play. They said, "Yes, YOU should ask her." So, I walked up to her and told her about Ladyfest. She came over to our tables and we officially invited her to come play next year. She said she "wasn't doing anything in October yet". :) Then she asked us if we were coming to her show later that night and put us ALL on the guest list. Okay, back to business. Well not right away. We were all pretty psyched about that. It took a few minutes to stop talking about it.***

FUNDRAISER:
We all thought having fundraising events throughout March during Women's History Month was a good idea. Our primary goals will be to raise money and initiate PR for Ladyfest South 2002. Doria will be working on events and is seeking assistance. If you are interested in helping out, please e-mail Doria at queerstock@hotmail.com. We thought about having a comedy show (Dadz Garage??), pool tournament at Twain's, a poetry slam, raffle/auctions and a Vagina Monologues show. Doria agreed to contact director Wendy Fleming (Athens), who produced a V-Day Fundraising V-Mon show last March about setting up a performance. Another suggestion Doria brought up was a Ladyfest South compilation CD which would benefit Ladyfest (similar to the Ladyfest East- NYC CD). She will be contacting a few women run record labels, CD duplication companies and studios for donation of services.

NOTES TO LIST:
Please send band suggestions for the CD to the entire list (Especially out of state LFS'ers -- i.e. Ladyfest Southerners). Get those bands in touch with us ASAP. If you or if anyone you know can help master, duplicate or otherwise produce the CD, send their name to the list ASAP. Also, the Vagina Monologues will be in Atlanta December 10-15 at the Roxy. If you are invlolved with this production (or any other V-Mon shows) in ANY way, please send a message to the list. If you know how to get hold of items to be raffled or auctioned off, send a mesage to the list. Please send fundraising ideas to the entire list. If you are planning to hold fundraising events in your city, we need to figure out how to use the money. Maybe use it to put ads in your local papers announcing the event and how to submit work?? Send your suggestion and plans to the entire list. (Back to minutes) Misty suggested we get universities involved with the fundraising effort. Doria thought it might be difficult to deal with Universities for non-affiliated, off campus event but then Jodine suggested we try getting the sororities involved. Everyone in attendence agreed that was a great compromise. Jodine and Misty (PR Committee) will be compiling a press kit for Ladyfest and sending out press releases about these events. To help with PR please send an e-mail to the list with your contact information.

MISC:
-Ami will be sending a draft of the Mission Statement to the entire list within the week. -Jodine (?) said most art galleries would be booking installations now. So we talked briefly about pursuing alternate gallery spaces such as coffeehouses and music venues for visual arts installations (Eddie's Acttic, the Red Light Cafe and Aurora Coffee in Little Five Points came up).

NEXT GENERAL MEETING:
When: Either Saturday, January 19 or Sunday, January 20, 2002 Time: 3:00pm if Saturday; ~4:00pm if Sunday Where: Innovox Lounge 699 Ponce De Leon in Poncy Highland/Midtown area of Atlanta http://www.innovoxlounge.com Jodine suggested the Innovox Lounge and will be in charge of making sure the space will be available for our meeting. Please send your meeting date and time preference to queerstock@hotmail.com

NEXT MEETING AGENDA/ LOOKING AHEAD:

VENUES (need to start informing venues of the event and opening the doors of communication. Rachelle is assembling a comprehensive contact list of music venues. Doria and Rachelle will compose a form invitation/letter for venues )
BENEFICIARIES (who are we going to donate the money to, how will we decide)
SPONSORS(seeking sponsors for printing, hosting meetinfs, food, print ads, etc)
COMMUNICATING w/ OTHER WOMEN'S ARTS COMMUNITIES & ORGANIZERS (How do we communicate with other organizers around the South, how do we consolidate ideas, compromise and negotiate suggestions??)
PHONE (We need a main contact phone number. Will someone have to donate their home phone#? Does anyone know how we set up a phoneless voicemail? Or is that even possible? If so, how do we pay for it??
Please feel free to voice concerns to the entire list. But, remember to respect the inbox space of our list members and use specific contact information when possible. For any contact information not listed in the minutes, e-mail queerstock@hotmail.com If you had a meeting in your city, please post your minutes to the list.
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logo design  a k mitchell
website design  christine regan  &  a k mitchell