Membership

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

Google form + bank transfers only because of the bed preference situation. Google form + bank transfers = more controll I imagine.

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

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...

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.

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

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.

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

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.

@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.

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

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 :)

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

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

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

1. Smoother for the user (buyer of membership)

2. 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.

3. 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?

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.

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.

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?

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).

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?