http://thebritishjugglingconvention.co.uk/wiki/api.php?action=feedcontributions&user=Lorri&feedformat=atomBritish Juggling Convention Wiki - User contributions [en]2024-03-28T17:45:49ZUser contributionsMediaWiki 1.26.0http://thebritishjugglingconvention.co.uk/wiki/index.php?title=How_is_the_BJC_organised%3F&diff=7992How is the BJC organised?2017-04-03T15:56:39Z<p>Lorri: /* So who decides where the BJC goes each year then? */</p>
<hr />
<div><metadesc>Who decides how a BJC happens, who runs it and where.</metadesc><br />
== Who runs the BJC? ==<br />
<br />
The British Juggling Convention is run by [[jugglers]], for [[jugglers]].<br />
<br />
Each year's BJC is run by a new team. They usually form their own [[Legalities|limited company]], run the BJC in their own town and have their own fresh ideas about what a BJC should be like.<br />
<br />
There is not an overseeing organisation that co-ordinates events from year to year. People disagree about whether there should be one or not - the [[committee]] page gives an overview of the ongoing debate.<br />
<br />
There are some [[Who can help?|individuals]] who have helped with the BJC for several years, simply because each team in turn has asked them to. [[Mini Mansell]] and [[Lorri Reese]] informally help things from year to year by chairing the [[Business Meeting|business meeting]]. Mini was involved in every BJC between 1998 and 2012 in some way. [[Jane Randall]], [[Deirdre Toher]] and [[Emily Winch]] have also worked with several different teams.<br />
<br />
Usually a BJC team is 100% unpaid. A core team of one or two people will do most of the work over a year or so, building a wider team who will often have individual responsibilities such as producing the [[public show]]. A larger team is needed the day before to do all the [[Site build|site setup]]. During the event, a BJC relies on the jugglers that attend the event [[volunteer|volunteering]] to help out with [[Passes|pass]] checking, [[housekeeping]], running [[workshops]] and generally making the BJC what it is.<br />
<br />
Most BJCs make a [[Post BJC#Profits|small profit]], but this will usually be far less than the cost of paying even one of the main organisers minimum wage for their work.<br />
<br />
== So who decides where the BJC goes each year then? ==<br />
<br />
Each year, one or more teams decide that they would like to run a BJC the year after. They then stand up at the [[Business Meeting]], which happens at every BJC, and explain their proposal to everyone there. After they have answered any questions that the attendees have, it's put to a vote. The winning team go away and run the next year's BJC (or the year after that).<br />
<br />
Anyone who's at the BJC when the meeting happens can come and vote.<br />
<br />
This means that a new team of completely unknown people could stand up and propose to have the BJC in Ibiza, charter a plane and fly everyone there; if enough people at the previous BJC voted for it, then we would all be going to Ibiza.<br />
<br />
In fact, even if nobody voted for the Ibiza team, nothing would stop them having a big party called BJC in Ibiza; but they wouldn't have a very good guarantee that anyone would show up.<br />
<br />
At the 2010 Business Meeting no group volunteered to run BJC 2011 or had a proposal ready, so several groups went away to investigate the possibility of running a BJC in their town and a month later an on-line vote was held after an on-line discussion on the merits of the different proposals on the [http://www.thebritishjugglingconvention.co.uk/forum/viewforum.php?f=3&sid=464d65992c59aa9ecd0e147ad3751f35 forum].<br />
<br />
== Can I stand up at a business meeting with my proposal? ==<br />
<br />
Yes, please do! There are some things you can do to make people more likely to vote for you:<br />
<br />
* If you have a [[site]] in mind and have a provisional agreement with the owners,<br />
* If you have a solid team who can stand up with you,<br />
* If you've been involved with previous BJCs. Even if you haven't done this before, you can always [[volunteer]] now!<br />
* If you've organised a successful [[Regional convention|one-day convention]] before,<br />
* If you've been able to chat with lots of people during the convention and convince them that your plan is a really great idea.<br />
* If you're the only team to stand up and offer to run the next BJC.<br />
<br />
Read [[Do you have what it takes?]] to get an idea of whether a BJC is a commitment that you can realistically take on.<br />
<br />
== Why is the BJC always so far away from my town? Can we have a nearer BJC please? ==<br />
<br />
It's far away from your town because nobody who lives near you has made a proposal. If you'd like to see a nearer BJC, why not see if you can build a team of people from your local juggling club, and make your own proposal!<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=York_2000&diff=7991York 20002017-04-03T12:02:04Z<p>Lorri: Typos</p>
<hr />
<div>'''Flooded campsite'''<br />
<br />
We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large amounts of our campsite were under water. We had to do a last minute rearrange of the site, using our intended fire area as additional camping, moving the bar tent to opposite the chillout tent (as opposed to at one end of it) and relocating the big tops and generators. This resulted in a less than ideal layout and more noise which was no longer "shielded" by the sports centre building. But we did manage to fit everyone on to the (new) campsite area!<br />
<br />
''Moral? Be flexible, keep calm and be prepared to reorganise things if necessary.''<br />
<br />
'''Unexpected bills'''<br />
<br />
After BJC had finished we were hit with an unexpected bill of £1,500 for "damage to the mats" in the sports centre. While we recognised people had been stilt walking on the mats (despite being asked to remove shoes when using the mats) we disputed the cost involved. A series of discussions with the university staff and their failure to identify the "damaged" mats once they'd (accidentally) been put back in to the main mat pile meant that in the end we gave them £300 as a goodwill gesture, without admitting liability, and drew a line under the matter.<br />
<br />
We also got hit with a bill to reseed the entire camping area due to the "damage caused" by the tents, people and large quantities of sawdust used to help with the mud. Again, this was negotiated as the amount of money and damage was questionable and we had been assured when originally discussing camping that the university would be reseeding the area after the event as standard. No payment was made(?).<br />
<br />
''Moral? Have a contingency fund, negotiate unexpected bills if you think they are unfair and, if possible, have volunteers/crew wandering the site during the event to prevent damage before it happens!''<br />
<br />
'''Busted!'''<br />
<br />
Security firm went bust - to be continued...<br />
<br />
'''No show'''<br />
<br />
Show supremo pulling out late - to be continued...<br />
<br />
<br />
[[Category:Case Studies]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Lorri_Reese&diff=7990Lorri Reese2017-04-03T11:54:38Z<p>Lorri: Updates</p>
<hr />
<div>One of the main organisers of [[BJC 13, York, 2000|BJC2k]].<br />
<br />
Been working professionally as an events manager ever since!<br />
<br />
Ran the [http://twitter.com/bjc2014 BJC twitter account] for 2012, 2013, 2014, 2015, 2016 and 2017.<br />
<br />
Email address is first name at juggler dot net.<br />
<br />
Always very happy to talk with anyone about events and BJCs so do please contact me!<br />
<br />
[[Category:Previous Organisers]] [[Category:Volunteers]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Passes&diff=7699Passes2014-05-21T14:12:20Z<p>Lorri: updated "four day festival" to "seven day festival" as BJC is now much longer</p>
<hr />
<div>Every BJC requires a pass, this is a means of seeing who has paid to enter the convention in a nice easy to view way. Usually something on a piece of string/ribbon that convention-goers can wear around their neck. Some convention have used non-removable wrist bands to stop the attendees throwing their pass over a fence to a friend to let their friend get in free, but wristbands can be unpopular with jugglers as they can hamper some peoples juggling.<br />
<br />
The more visible and easy to wear the pass is, the faster the convention-goers can pass through security checkpoints.<br />
<br />
It also gives the convention attendees a souvenir that they can keep.<br />
<br />
BJC Huddersfield had 3 laser cut juggling clubs one of which worked as a bottle opener. <br><br />
BJC Norwich had a specially printed Buff. <br><br />
BJC Doncaster had Mr Bollox. <br><br />
<br />
<br />
Consider the cost of your passes;<br />
<br />
the Buffs at Norwich BJC 2009 were £4.50 each,<br />
<br />
the Mr Bollox for Doncaster BJC were 90p each,<br />
<br />
the Clubs for Huddersfield BJC were 47p each.<br />
<br />
So you can see there are some savings to be made if you are working with a tight budget.<br />
<br />
<br />
You need to have a clear policy whether you will replace lost passes and what people should do if they lose their pass. Some conventions encourage people to write their name in indelible ink on their pass or its ribbon, so if the pass is lost and handed in, the pass can be reunited with its owner. Getting parents to write their mobile phone number on their children's passes will help if the children lose their parents and are brought to reception. <br><br />
If you are going to replace broken passes you will need to have some spare.<br />
<br />
<br />
Other things to consider; the pass should:<br />
* be robust enough to survive a seven day festival,<br />
* be unique enough that it cannot be easily forged and be distinguishable from non-passes,<br />
* have no sharp edges,<br />
* not be made of something that might react adversely with peoples skin,<br />
* be suitable/appropriate for children (unless you are giving a different pass to children),<br />
* be large enough to be easily visible at checkpoints and not too easy to lose, but not be so large that it becomes cumbersome to carry at all times,<br />
<br />
<br />
Previous passes have included; Badges, laminated cards on string, security wristbands, plastic ducks, yo-yos, laser cut metal passes, plastic puzzles, bottle openers, passes with LEDs in them, compasses, perspex cut-out passes and buffs.<br />
<br />
== Different types of Passes ==<br />
<br />
As well as the full pass you will also need Day Passes for people who just come for one or two days (generally these are simpler and cheaper than the full pass).<br><br />
You might also need child passes or some way of distinguishing adult passes from child passes, in case an adult purchases a (cheaper) child pass by mistake. This can be sometimes be a different colour ribbon.<br><br />
If you are running other events like [[British Balloon Modelling Convention]] which people can visit separately from the convention then you will need some kind of pass for that as well.<br />
<br />
== Previous Passes ==<br />
<br />
More details about these passes can be found on [[Previous Convention Passes]] page.<br />
<br />
<br />
[[File:BJCpasses92to06.jpg|center|680px|thumb|Previous BJC passes from 1989 to 2012 (not to scale)]]<br />
<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=York_2000&diff=7573York 20002014-04-25T13:55:38Z<p>Lorri: </p>
<hr />
<div>'''Flooded campsite'''<br />
<br />
We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large amounts of our campsite were under water. We had to do a last minute rearrange of the site, using our inteded fire area as additional camping, moving the bar tent to opposite the chillout tent (as opposed to at one end of it) and relocating the big tops and generators. This resulted in a less than ideal layout and more noise which was no longer "shielded" by the sports centre building. But we did manage to fit everyone on to the (new) campsite area!<br />
<br />
''Moral? Be flexible, keep calm and be prepared to reorganise things if neccessary.''<br />
<br />
'''Unexpected bills'''<br />
<br />
After BJC had finished we were hit with an unexpected bill of £1,500 for "damage to the mats" in the sports centre. While we recognised people had been stiltwalking on the mats (despite being asked to remove shoes when using the mats) we disputed the cost involved. A series of discussions with the university staff and their failure to identify the "damaged" mats once they'd (accidentaly) been put back in to the main mat pile meant that in the end we gave them £300 as a goodwill gesture, without admitting liability, and drew a line under the matter.<br />
<br />
We also got hit with a bill to reseed the entire camping area due to the "damage caused" by the tents, people and large quantities of sawdust used to help with the mud. Again, this was negotiated as the amount of money and damage was questionable and we had been assured when originally discussing camping that the university would be reseeding the area after the event as standard. No payment was made(?).<br />
<br />
''Moral? Have a contingency fund, negotiate unexpected bills if you think they are unfair and, if possible, have volunteers/crew wandering the site during the event to prevent damage before it happens!''<br />
<br />
'''Busted!'''<br />
<br />
Security firm went bust - to be continued...<br />
<br />
'''No show'''<br />
<br />
Show supremo pulling out late - to be continued...</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=York_2000&diff=7572York 20002014-04-25T13:54:07Z<p>Lorri: </p>
<hr />
<div>'''Flooded campsite'''<br />
<br />
We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large amounts of our campsite were under water. We had to do a last minute rearrange of the site, using our inteded fire area as additional camping, moving the bar tent to opposite the chillout tent (as opposed to at one end of it) and relocating the big tops and generators. This resulted in a less than ideal layout and more noise which was no longer "shielded" by the sports centre building. But we did manage to fit everyone on to the (new) campsite area!<br />
<br />
''Moral? Be flexible, keep calm and be prepared to reorganise things if neccessary.''<br />
<br />
'''Unexpected bills'''<br />
<br />
After BJC had finished we were hit with an unexpected bill of £1,500 for "damage to the mats" in the sports centre. While we recognised people had been stiltwalking on the mats (despite being asked to remove shoes when using the mats) we disputed the cost involved. A series of discussions with the university staff and their failure to identify the "damaged" mats once they'd (accidentaly) been put back in to the main mat pile meant that in the end we gave them £300 as a goodwill gesture, without admitting liability, and drew a line under the matter.<br />
<br />
We also got hit with a bill to reseed the entire camping area due to the "damage caused" by the tents, people and large quantities of sawdust used to help with the mud. Again, this was negotiated as the amount of money and damage was questionable. No payment was made.<br />
<br />
''Moral? Have a contingency fund, negotiate unexpected bills if you think they are unfair and, if possible, have volunteers/crew wandering the site during the event to prevent damage before it happens!''<br />
<br />
'''Busted!'''<br />
<br />
Security firm went bust - to be continued...<br />
<br />
'''No show'''<br />
<br />
Show supremo pulling out late - to be continued...</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=York_2000&diff=7571York 20002014-04-25T13:53:49Z<p>Lorri: </p>
<hr />
<div>'''Flooded campsite'''<br />
<br />
We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large amounts of our campsite were under water. We had to do a last minute rearrange of the site, using our inteded fire area as additional camping, moving the bar tent to opposite the chillout tent (as opposed to at one end of it) and relocating the big tops and generators. This resulted in a less than ideal layout and more noise which was no longer "shielded" by the sports centre building. But we did manage to fit everyone on to the (new) campsite area!<br />
<br />
''Moral? Be flexible, keep calm and be prepared to reorganise things if neccessary.''<br />
<br />
'''Damaged mats - unexpected bills'''<br />
<br />
After BJC had finished we were hit with an unexpected bill of £1,500 for "damage to the mats" in the sports centre. While we recognised people had been stiltwalking on the mats (despite being asked to remove shoes when using the mats) we disputed the cost involved. A series of discussions with the university staff and their failure to identify the "damaged" mats once they'd (accidentaly) been put back in to the main mat pile meant that in the end we gave them £300 as a goodwill gesture, without admitting liability, and drew a line under the matter.<br />
<br />
We also got hit with a bill to reseed the entire camping area due to the "damage caused" by the tents, people and large quantities of sawdust used to help with the mud. Again, this was negotiated as the amount of money and damage was questionable. No payment was made.<br />
<br />
''Moral? Have a contingency fund, negotiate unexpected bills if you think they are unfair and, if possible, have volunteers/crew wandering the site during the event to prevent damage before it happens!''<br />
<br />
'''Busted!'''<br />
<br />
Security firm went bust - to be continued...<br />
<br />
'''No show'''<br />
<br />
Show supremo pulling out late - to be continued...</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=BJC_History&diff=7568BJC History2014-04-25T13:46:32Z<p>Lorri: </p>
<hr />
<div><metadesc>History of the British Juggling Convention through the ages.</metadesc><br />
[[Map of Locations of Past BJCs]]<br />
<br />
[[Ticket prices|Historical Ticket Prices]]<br />
<br />
[[previous convention costs|Past BJC costs]]<br />
<br />
[[Business Meeting|Past BJC Business Meeting minutes]]<br />
<br />
[[Previous Convention Passes]]<br />
<br />
[[Stories]]<br />
<br />
[[Case Studies]]<br />
<br />
<br />
Here are some brief histories of previous BJCs sorted by date.<br />
<br />
''When adding future BJCs to this page, please use the [[BJC history template]].''<br />
<br />
[[BJC 27, Darton, 2014]]<br />
<br />
[[BJC 26, Pickering, 2013]]<br />
<br />
[[BJC 25, Southend, 2012|BJC 25, Southend on Sea, 2012]]<br />
<br />
[[BJC 24, Nottingham, 2011]]<br />
<br />
[[BJC 23, Huddersfield, 2010]]<br />
<br />
[[BJC 22, Norwich, 2009]]<br />
<br />
[[BJC 21, Doncaster, 2008]]<br />
<br />
[[BJC 20, Nottingham, 2007]]<br />
<br />
[[BJC 19, Bodmin, 2006]]<br />
<br />
[[BJC 18, Perth, 2005]]<br />
<br />
[[BJC 17, Derby, 2004]]<br />
<br />
[[BJC 16, Brighton, 2003]]<br />
<br />
[[BJC 15, Whitstable, 2002]]<br />
<br />
[[BJC 14, Cardiff, 2001]]<br />
<br />
[[BJC 13, York, 2000]]<br />
<br />
[[BJC 12, Durham, 1999]]<br />
<br />
[[BJC 11, Bristol, 1998]]<br />
<br />
[[BJC 10, Nottingham, 1997]]<br />
<br />
[[BJC 9, Edinburgh, 1996]]<br />
<br />
[[BJC 8, Norwich, 1995]]<br />
<br />
[[BJC 7, Manchester, 1994]]<br />
<br />
[[BJC 6, Birmingham, 1993]]<br />
<br />
[[BJC 5, Coventry, 1992]]<br />
<br />
[[BJC 4, Leeds, 1991]]<br />
<br />
[[BJC 3, Exeter, 1990]]<br />
<br />
[[BJC 2, Bath, 1989]]<br />
<br />
[[BJC 1, London, 1988]]<br />
<br />
<br />
<br />
[[Category:BJC History| ]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=BJC_History&diff=7567BJC History2014-04-25T13:46:01Z<p>Lorri: </p>
<hr />
<div><metadesc>History of the British Juggling Convention through the ages.</metadesc><br />
[[Map of Locations of Past BJCs]]<br />
<br />
[[Ticket prices|Historical Ticket Prices]]<br />
<br />
[[previous convention costs|Past BJC costs]]<br />
<br />
[[Business meeting|Past BJC business meeting minutes]]<br />
<br />
[[Previous Convention Passes]]<br />
<br />
[[Stories]]<br />
<br />
[[Case Studies]]<br />
<br />
<br />
Here are some brief histories of previous BJCs sorted by date.<br />
<br />
''When adding future BJCs to this page, please use the [[BJC history template]].''<br />
<br />
[[BJC 27, Darton, 2014]]<br />
<br />
[[BJC 26, Pickering, 2013]]<br />
<br />
[[BJC 25, Southend, 2012|BJC 25, Southend on Sea, 2012]]<br />
<br />
[[BJC 24, Nottingham, 2011]]<br />
<br />
[[BJC 23, Huddersfield, 2010]]<br />
<br />
[[BJC 22, Norwich, 2009]]<br />
<br />
[[BJC 21, Doncaster, 2008]]<br />
<br />
[[BJC 20, Nottingham, 2007]]<br />
<br />
[[BJC 19, Bodmin, 2006]]<br />
<br />
[[BJC 18, Perth, 2005]]<br />
<br />
[[BJC 17, Derby, 2004]]<br />
<br />
[[BJC 16, Brighton, 2003]]<br />
<br />
[[BJC 15, Whitstable, 2002]]<br />
<br />
[[BJC 14, Cardiff, 2001]]<br />
<br />
[[BJC 13, York, 2000]]<br />
<br />
[[BJC 12, Durham, 1999]]<br />
<br />
[[BJC 11, Bristol, 1998]]<br />
<br />
[[BJC 10, Nottingham, 1997]]<br />
<br />
[[BJC 9, Edinburgh, 1996]]<br />
<br />
[[BJC 8, Norwich, 1995]]<br />
<br />
[[BJC 7, Manchester, 1994]]<br />
<br />
[[BJC 6, Birmingham, 1993]]<br />
<br />
[[BJC 5, Coventry, 1992]]<br />
<br />
[[BJC 4, Leeds, 1991]]<br />
<br />
[[BJC 3, Exeter, 1990]]<br />
<br />
[[BJC 2, Bath, 1989]]<br />
<br />
[[BJC 1, London, 1988]]<br />
<br />
<br />
<br />
[[Category:BJC History| ]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=BJC_2014_Business_Meeting_minutes&diff=7565BJC 2014 Business Meeting minutes2014-04-25T13:34:02Z<p>Lorri: /* 3) BJC 2016 */</p>
<hr />
<div>[[media:Bjc2014minutes.pdf|BJC 2014 Business Meeting Minutes pdf]]<br><br />
<br />
Wednesday 16 April 2014 at [[BJC 27, Darton, 2014|BJC 27 at Darton College]].<br />
<br />
Meeting held/chaired by [[Lorri Reese|Lorri]]<br />
<br />
Initial attendance was 47 with 15 latecomers, giving total attendance of 62 (~7% of BJC attendees)<br />
<br />
Meeting started at 3:07pm BST<br />
<br />
<br />
<br />
== 1) Introduction ==<br />
<br />
<br />
The meeting responded to the question asking if this year’s BJC was good with a resounding YES, and the venue was agreed to be very good. <br />
<br />
Attendance (inc day-tickets) is 914 so barring any unexpected costs BJC 2014 will break even.<br />
<br />
People were urged to buy raffle tickets and merchandise to help BJC and people were reminded that the BJC Bar profits go to BJC, not a penny goes to those who work on it (met with applause), so the audience were encouraged to drink it dry tonight.<br />
<br />
It was announced food would be available till tomorrow.<br />
<br />
<br />
== 2) Future Years ==<br />
<br />
<br />
The question of who wanted to run BJC 2015 was met with silence.<br />
<br />
The question was raised if not having a BJC in 2015 was a problem and most thought it was, but in a show of hands 6 people didn't. There was concern from some that BJC could lose momentum if it wasn’t annual while others said it would be a shame if there was no BJC but the juggling community needs teams to step forward and needs to realise the BJC needs new willing organisers.<br />
<br />
Last year Jane offered to lead a team if no one else stepped forward and she again offered to be on any team that wants her. When the room was asked if anyone wants to be on a team (but not necessarily leading it) 15 people raised their hands. Pete offered to be an apprentice organiser but did not feel confident in leading the organisation of a BJC. <br />
<br />
Caspar stated that this year proved you don't need a team from one location, it can be a joint effort from around the country. Natalie agreed, saying this year none of the organisers lived within 50 minutes drive of the venue. Mark asked would we come back to Darton? Those in attendance were happy to come back to Darton, if they would have us.<br />
<br />
Ewan said that Jane has done an awesome job this year and has no complaints, but having the same organisers in 2015 means there aren’t enough people interested in running a BJC. Sam Preston said this is the same situation the BJC community found itself in last year and a longer lead time needs to be implemented.<br />
<br />
Jane praised the work of this year’s extended team and said there was a lot of help out there for people who wanted it. When the question was asked again 20 people put their hand up to be involved with next year’s team. Jane agreed to mentor potential leaders for future years.<br />
<br />
The meeting was then asked if anyone wanted to be assistant leaders – Abbi, Pete, Rainbow Tom & Sarah volunteered and will talk with Jane after the meeting about running BJC with Jane as mentor. Jak and Anna also offered to help mentor.<br />
<br />
It was acknowledged that there are people not at this meeting interested in getting involved, with skills we don't know about, and a way of communication with them should be found. Facebook was suggested as an alternative although some people are not on Facebook. A timescale for the next stage was needed and posts were to be made on Facebook, Juggling Edge, Twitter and anywhere else people thought would reach the juggling community.<br />
<br />
Jack commented that people aren't coming to the BJC Business Meeting and it was suggested that “Business Meeting” was not a very appealing, and potentially a misleading name. <br />
<br />
<br />
== 3) BJC 2016 ==<br />
<br />
<br />
[[Ron Trickett|Ron]] stood up to express an interest in BJC 2016, to much applause. He has a core team of 5 people: Ron (lead org), [[Ewan]] (devil's advocate), [[Graham H|Graham]] (silent partner), [[Ian Mrawa]] (show) and Dawn (marketing) and proposed three options:<br />
<br />
# Newcastle, which is local, but not found a venue yet. Will keep looking.<br />
# Duncan says Perth (2005 venue) wants us back, but Duncan has no team. Combine Ron’s team with Duncan’s venue.<br />
# Anyone else can put a bid in for 2016 if they want.<br />
<br />
Ron wants two years to plan so he can shadow the year before and get experience. He explained that the core team were chosen because they are friends, trustworthy, experienced and knowledgeable. It was suggested by Kat that re-using old venues will make organising easier.<br />
<br />
Ron will present his proposal for BJC 2016 at a central location/website once he has selected a venue.<br />
<br />
== 4) BJC 2017 ==<br />
<br />
<br />
There were no expressions of interest in BJC 2017 yet. <br />
<br />
<br />
== 5) Feedback on BJC 2014 ==<br />
<br />
<br />
Lorri asked people what they had particularly liked about BJC 2014. Responses included:<br />
<br />
* The general feeling of love <br />
* Toilets and showers<br />
* Secret Post Office<br />
* Gala Show<br />
* Team Fabulous and points system<br />
* Good venue staff<br />
* Crew lunches<br />
* Ladybird fantastic for kids<br />
* Security amazing<br />
* Atrium a good space with bar/food/shows<br />
* Torwood Wheelers were great<br />
* Renegade has been amazing this year. The atmosphere was nice, community spirit/feeling<br />
* Fight Night was fantastic<br />
* Workshop boards are better<br />
* Nice to have plenty indoors<br />
* The ceilidh<br />
<br />
Lorri asked for constructive feedback for future organisers, bearing in mind that a lot of things are dependent on the available/selected venue and the organising team. Feedback included:<br />
<br />
* There were more live-in vehicles than expected this year – need to collate data and possibly pre-book only for live-in vehicles?<br />
* Pass on to next year the exact numbers of toilets and showers<br />
* More stuff happening at BJCs might lead to expectations and less un-organised time<br />
* Do new ideas need repeating the next year? No Circus School Show this year, not everything has to be repeated each year. Most people in the audience said they would go to a 3 day BJC or a BJC without a Gala Show<br />
* Don't schedule Renegade every night, it can be spontaneous<br />
* Too many shows & activities – no time to feed kids!<br />
* People have the option to go to the shows, they don't have to go, they can do their own thing<br />
* Some people missed the parade<br />
* Workshop boards for future days should be up early <br />
* Love Waffles Man felt outside the event because of the location of catering vans this year. BJC is too cheap – they are getting a lot for their money. Running it so cheap makes it stressful for organisers<br />
* Worrying how small margins are, especially if something goes wrong (eg weather/bar sales). People don't know how BJC is run, need to explain price increase when we do it.<br />
* Target audience are young people without much money<br />
* Some poor young people who “can't afford it” are paying £200 to go to a music festival. Suggested putting prices up by 25%.<br />
* Team should choose their price. BJCs have got longer. Can reduce length/costs rather than increase prices. Price should be based on costs.<br />
* Show people the accounts, at info point or during business meeting. There could be a pie chart to show people where their ticket money goes<br />
* People don't know where to look for accounts. Past accounts were viewable at Companies House<br />
* Do Gala Shows have to be at weekend? Wouldn't it be cheaper to have it midweek?<br />
* It is nice to have show at start. It is nice for show organiser and performers to get stress over early in BJC and nice to see jugglers inspired by Gala Show<br />
<br />
Dave Jellybean is offering to loan money to help BJCs get started, as most of the BJC start up loans have now gone. There was lots of applause for Dave Jellybean’s kind offer.<br />
<br />
== 6) Jack's BJ Guild Presentation (aka BJAG) ==<br />
<br />
<br />
Jack updated everyone on the background to the BJAG and on the meeting he had held earlier in the week. He is not looking to fix BJC organisers’ problems, he is just creating a legal support structure at the moment. Later, those within that structure can focus on fixing problems/issues/etc.<br />
<br />
A fuller description of the BJAG can be found at www.thebritishjugglingconvention.co.uk as well as on Juggling Edge and the BJC Facebook group. <br />
<br />
== 7) AOB ==<br />
<br />
<br />
The BJC 2013 team have successfully raised enough money to pay all outstanding invoices and the outstanding BJC loans, meaning there is no longer a debt from last year’s event.<br />
<br />
Thanks from Lorri and another resounding round of applause for Jane and her team for a fantastic BJC 2014.<br />
<br />
Meeting finished at 4:30pm<br />
<br />
[[Category:Business Meeting Reports]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=BJC_2014_Business_Meeting_minutes&diff=7564BJC 2014 Business Meeting minutes2014-04-25T13:32:27Z<p>Lorri: /* 5) Feedback on BJC 2014 */</p>
<hr />
<div>[[media:Bjc2014minutes.pdf|BJC 2014 Business Meeting Minutes pdf]]<br><br />
<br />
Wednesday 16 April 2014 at [[BJC 27, Darton, 2014|BJC 27 at Darton College]].<br />
<br />
Meeting held/chaired by [[Lorri Reese|Lorri]]<br />
<br />
Initial attendance was 47 with 15 latecomers, giving total attendance of 62 (~7% of BJC attendees)<br />
<br />
Meeting started at 3:07pm BST<br />
<br />
<br />
<br />
== 1) Introduction ==<br />
<br />
<br />
The meeting responded to the question asking if this year’s BJC was good with a resounding YES, and the venue was agreed to be very good. <br />
<br />
Attendance (inc day-tickets) is 914 so barring any unexpected costs BJC 2014 will break even.<br />
<br />
People were urged to buy raffle tickets and merchandise to help BJC and people were reminded that the BJC Bar profits go to BJC, not a penny goes to those who work on it (met with applause), so the audience were encouraged to drink it dry tonight.<br />
<br />
It was announced food would be available till tomorrow.<br />
<br />
<br />
== 2) Future Years ==<br />
<br />
<br />
The question of who wanted to run BJC 2015 was met with silence.<br />
<br />
The question was raised if not having a BJC in 2015 was a problem and most thought it was, but in a show of hands 6 people didn't. There was concern from some that BJC could lose momentum if it wasn’t annual while others said it would be a shame if there was no BJC but the juggling community needs teams to step forward and needs to realise the BJC needs new willing organisers.<br />
<br />
Last year Jane offered to lead a team if no one else stepped forward and she again offered to be on any team that wants her. When the room was asked if anyone wants to be on a team (but not necessarily leading it) 15 people raised their hands. Pete offered to be an apprentice organiser but did not feel confident in leading the organisation of a BJC. <br />
<br />
Caspar stated that this year proved you don't need a team from one location, it can be a joint effort from around the country. Natalie agreed, saying this year none of the organisers lived within 50 minutes drive of the venue. Mark asked would we come back to Darton? Those in attendance were happy to come back to Darton, if they would have us.<br />
<br />
Ewan said that Jane has done an awesome job this year and has no complaints, but having the same organisers in 2015 means there aren’t enough people interested in running a BJC. Sam Preston said this is the same situation the BJC community found itself in last year and a longer lead time needs to be implemented.<br />
<br />
Jane praised the work of this year’s extended team and said there was a lot of help out there for people who wanted it. When the question was asked again 20 people put their hand up to be involved with next year’s team. Jane agreed to mentor potential leaders for future years.<br />
<br />
The meeting was then asked if anyone wanted to be assistant leaders – Abbi, Pete, Rainbow Tom & Sarah volunteered and will talk with Jane after the meeting about running BJC with Jane as mentor. Jak and Anna also offered to help mentor.<br />
<br />
It was acknowledged that there are people not at this meeting interested in getting involved, with skills we don't know about, and a way of communication with them should be found. Facebook was suggested as an alternative although some people are not on Facebook. A timescale for the next stage was needed and posts were to be made on Facebook, Juggling Edge, Twitter and anywhere else people thought would reach the juggling community.<br />
<br />
Jack commented that people aren't coming to the BJC Business Meeting and it was suggested that “Business Meeting” was not a very appealing, and potentially a misleading name. <br />
<br />
<br />
== 3) BJC 2016 ==<br />
<br />
<br />
[[Ron Trickett|Ron]] stood up to express an interest in BJC 2016, to much applause. He has a core team of 5 people: Ron (lead org), [[Ewan]] (devil's advocate), [[Graham H|Graham]] (silent partner), [[Ian Mrawa]] (show) and Dawn (marketing) and proposed three options:<br />
<br />
#) Newcastle, which is local, but not found a venue yet. Will keep looking.<br />
#) Duncan says Perth (2005 venue) wants us back, but Duncan has no team. Combine Ron’s team with Duncan’s venue.<br />
#) Anyone else can put a bid in for 2016 if they want.<br />
<br />
Ron wants two years to plan so he can shadow the year before and get experience. He explained that the core team were chosen because they are friends, trustworthy, experienced and knowledgeable. It was suggested by Kat that re-using old venues will make organising easier.<br />
<br />
Ron will present his proposal for BJC 2016 at a central location/website once he has selected a venue.<br />
<br />
== 4) BJC 2017 ==<br />
<br />
<br />
There were no expressions of interest in BJC 2017 yet. <br />
<br />
<br />
== 5) Feedback on BJC 2014 ==<br />
<br />
<br />
Lorri asked people what they had particularly liked about BJC 2014. Responses included:<br />
<br />
* The general feeling of love <br />
* Toilets and showers<br />
* Secret Post Office<br />
* Gala Show<br />
* Team Fabulous and points system<br />
* Good venue staff<br />
* Crew lunches<br />
* Ladybird fantastic for kids<br />
* Security amazing<br />
* Atrium a good space with bar/food/shows<br />
* Torwood Wheelers were great<br />
* Renegade has been amazing this year. The atmosphere was nice, community spirit/feeling<br />
* Fight Night was fantastic<br />
* Workshop boards are better<br />
* Nice to have plenty indoors<br />
* The ceilidh<br />
<br />
Lorri asked for constructive feedback for future organisers, bearing in mind that a lot of things are dependent on the available/selected venue and the organising team. Feedback included:<br />
<br />
* There were more live-in vehicles than expected this year – need to collate data and possibly pre-book only for live-in vehicles?<br />
* Pass on to next year the exact numbers of toilets and showers<br />
* More stuff happening at BJCs might lead to expectations and less un-organised time<br />
* Do new ideas need repeating the next year? No Circus School Show this year, not everything has to be repeated each year. Most people in the audience said they would go to a 3 day BJC or a BJC without a Gala Show<br />
* Don't schedule Renegade every night, it can be spontaneous<br />
* Too many shows & activities – no time to feed kids!<br />
* People have the option to go to the shows, they don't have to go, they can do their own thing<br />
* Some people missed the parade<br />
* Workshop boards for future days should be up early <br />
* Love Waffles Man felt outside the event because of the location of catering vans this year. BJC is too cheap – they are getting a lot for their money. Running it so cheap makes it stressful for organisers<br />
* Worrying how small margins are, especially if something goes wrong (eg weather/bar sales). People don't know how BJC is run, need to explain price increase when we do it.<br />
* Target audience are young people without much money<br />
* Some poor young people who “can't afford it” are paying £200 to go to a music festival. Suggested putting prices up by 25%.<br />
* Team should choose their price. BJCs have got longer. Can reduce length/costs rather than increase prices. Price should be based on costs.<br />
* Show people the accounts, at info point or during business meeting. There could be a pie chart to show people where their ticket money goes<br />
* People don't know where to look for accounts. Past accounts were viewable at Companies House<br />
* Do Gala Shows have to be at weekend? Wouldn't it be cheaper to have it midweek?<br />
* It is nice to have show at start. It is nice for show organiser and performers to get stress over early in BJC and nice to see jugglers inspired by Gala Show<br />
<br />
Dave Jellybean is offering to loan money to help BJCs get started, as most of the BJC start up loans have now gone. There was lots of applause for Dave Jellybean’s kind offer.<br />
<br />
== 6) Jack's BJ Guild Presentation (aka BJAG) ==<br />
<br />
<br />
Jack updated everyone on the background to the BJAG and on the meeting he had held earlier in the week. He is not looking to fix BJC organisers’ problems, he is just creating a legal support structure at the moment. Later, those within that structure can focus on fixing problems/issues/etc.<br />
<br />
A fuller description of the BJAG can be found at www.thebritishjugglingconvention.co.uk as well as on Juggling Edge and the BJC Facebook group. <br />
<br />
== 7) AOB ==<br />
<br />
<br />
The BJC 2013 team have successfully raised enough money to pay all outstanding invoices and the outstanding BJC loans, meaning there is no longer a debt from last year’s event.<br />
<br />
Thanks from Lorri and another resounding round of applause for Jane and her team for a fantastic BJC 2014.<br />
<br />
Meeting finished at 4:30pm<br />
<br />
[[Category:Business Meeting Reports]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=BJC_2014_Business_Meeting_minutes&diff=7563BJC 2014 Business Meeting minutes2014-04-25T13:31:14Z<p>Lorri: /* 5) Feedback on BJC 2014 */</p>
<hr />
<div>[[media:Bjc2014minutes.pdf|BJC 2014 Business Meeting Minutes pdf]]<br><br />
<br />
Wednesday 16 April 2014 at [[BJC 27, Darton, 2014|BJC 27 at Darton College]].<br />
<br />
Meeting held/chaired by [[Lorri Reese|Lorri]]<br />
<br />
Initial attendance was 47 with 15 latecomers, giving total attendance of 62 (~7% of BJC attendees)<br />
<br />
Meeting started at 3:07pm BST<br />
<br />
<br />
<br />
== 1) Introduction ==<br />
<br />
<br />
The meeting responded to the question asking if this year’s BJC was good with a resounding YES, and the venue was agreed to be very good. <br />
<br />
Attendance (inc day-tickets) is 914 so barring any unexpected costs BJC 2014 will break even.<br />
<br />
People were urged to buy raffle tickets and merchandise to help BJC and people were reminded that the BJC Bar profits go to BJC, not a penny goes to those who work on it (met with applause), so the audience were encouraged to drink it dry tonight.<br />
<br />
It was announced food would be available till tomorrow.<br />
<br />
<br />
== 2) Future Years ==<br />
<br />
<br />
The question of who wanted to run BJC 2015 was met with silence.<br />
<br />
The question was raised if not having a BJC in 2015 was a problem and most thought it was, but in a show of hands 6 people didn't. There was concern from some that BJC could lose momentum if it wasn’t annual while others said it would be a shame if there was no BJC but the juggling community needs teams to step forward and needs to realise the BJC needs new willing organisers.<br />
<br />
Last year Jane offered to lead a team if no one else stepped forward and she again offered to be on any team that wants her. When the room was asked if anyone wants to be on a team (but not necessarily leading it) 15 people raised their hands. Pete offered to be an apprentice organiser but did not feel confident in leading the organisation of a BJC. <br />
<br />
Caspar stated that this year proved you don't need a team from one location, it can be a joint effort from around the country. Natalie agreed, saying this year none of the organisers lived within 50 minutes drive of the venue. Mark asked would we come back to Darton? Those in attendance were happy to come back to Darton, if they would have us.<br />
<br />
Ewan said that Jane has done an awesome job this year and has no complaints, but having the same organisers in 2015 means there aren’t enough people interested in running a BJC. Sam Preston said this is the same situation the BJC community found itself in last year and a longer lead time needs to be implemented.<br />
<br />
Jane praised the work of this year’s extended team and said there was a lot of help out there for people who wanted it. When the question was asked again 20 people put their hand up to be involved with next year’s team. Jane agreed to mentor potential leaders for future years.<br />
<br />
The meeting was then asked if anyone wanted to be assistant leaders – Abbi, Pete, Rainbow Tom & Sarah volunteered and will talk with Jane after the meeting about running BJC with Jane as mentor. Jak and Anna also offered to help mentor.<br />
<br />
It was acknowledged that there are people not at this meeting interested in getting involved, with skills we don't know about, and a way of communication with them should be found. Facebook was suggested as an alternative although some people are not on Facebook. A timescale for the next stage was needed and posts were to be made on Facebook, Juggling Edge, Twitter and anywhere else people thought would reach the juggling community.<br />
<br />
Jack commented that people aren't coming to the BJC Business Meeting and it was suggested that “Business Meeting” was not a very appealing, and potentially a misleading name. <br />
<br />
<br />
== 3) BJC 2016 ==<br />
<br />
<br />
[[Ron Trickett|Ron]] stood up to express an interest in BJC 2016, to much applause. He has a core team of 5 people: Ron (lead org), [[Ewan]] (devil's advocate), [[Graham H|Graham]] (silent partner), [[Ian Mrawa]] (show) and Dawn (marketing) and proposed three options:<br />
<br />
#) Newcastle, which is local, but not found a venue yet. Will keep looking.<br />
#) Duncan says Perth (2005 venue) wants us back, but Duncan has no team. Combine Ron’s team with Duncan’s venue.<br />
#) Anyone else can put a bid in for 2016 if they want.<br />
<br />
Ron wants two years to plan so he can shadow the year before and get experience. He explained that the core team were chosen because they are friends, trustworthy, experienced and knowledgeable. It was suggested by Kat that re-using old venues will make organising easier.<br />
<br />
Ron will present his proposal for BJC 2016 at a central location/website once he has selected a venue.<br />
<br />
== 4) BJC 2017 ==<br />
<br />
<br />
There were no expressions of interest in BJC 2017 yet. <br />
<br />
<br />
== 5) Feedback on BJC 2014 ==<br />
<br />
<br />
Lorri asked people what they had particularly liked about BJC 2014. Responses included:<br />
<br />
* The general feeling of love <br />
* Toilets and showers<br />
• Secret Post Office<br />
• Gala Show<br />
• Team Fabulous and points system<br />
• Good venue staff<br />
• Crew lunches<br />
• Ladybird fantastic for kids<br />
• Security amazing<br />
• Atrium a good space with bar/food/shows<br />
• Torwood Wheelers were great<br />
• Renegade has been amazing this year. The atmosphere was nice, community spirit/feeling<br />
• Fight Night was fantastic<br />
• Workshop boards are better<br />
• Nice to have plenty indoors<br />
• The ceilidh<br />
<br />
Lorri asked for constructive feedback for future organisers, bearing in mind that a lot of things are dependent on the available/selected venue and the organising team. Feedback included:<br />
<br />
• There were more live-in vehicles than expected this year – need to collate data and possibly pre-book only for live-in vehicles?<br />
• Pass on to next year the exact numbers of toilets and showers<br />
• More stuff happening at BJCs might lead to expectations and less un-organised time<br />
• Do new ideas need repeating the next year? No Circus School Show this year, not everything has to be repeated each year. Most people in the audience said they would go to a 3 day BJC or a BJC without a Gala Show<br />
• Don't schedule Renegade every night, it can be spontaneous<br />
• Too many shows & activities – no time to feed kids!<br />
• People have the option to go to the shows, they don't have to go, they can do their own thing<br />
• Some people missed the parade<br />
• Workshop boards for future days should be up early <br />
• Love Waffles Man felt outside the event because of the location of catering vans this year. BJC is too cheap – they are getting a lot for their money. Running it so cheap makes it stressful for organisers<br />
• Worrying how small margins are, especially if something goes wrong (eg weather/bar sales). People don't know how BJC is run, need to explain price increase when we do it.<br />
• Target audience are young people without much money<br />
• Some poor young people who “can't afford it” are paying £200 to go to a music festival. Suggested putting prices up by 25%.<br />
• Team should choose their price. BJCs have got longer. Can reduce length/costs rather than increase prices. Price should be based on costs.<br />
• Show people the accounts, at info point or during business meeting. There could be a pie chart to show people where their ticket money goes<br />
• People don't know where to look for accounts. Past accounts were viewable at Companies House<br />
• Do Gala Shows have to be at weekend? Wouldn't it be cheaper to have it midweek?<br />
• It is nice to have show at start. It is nice for show organiser and performers to get stress over early in BJC and nice to see jugglers inspired by Gala Show<br />
<br />
Dave Jellybean is offering to loan money to help BJCs get started, as most of the BJC start up loans have now gone. There was lots of applause for Dave Jellybean’s kind offer.<br />
<br />
== 6) Jack's BJ Guild Presentation (aka BJAG) ==<br />
<br />
<br />
Jack updated everyone on the background to the BJAG and on the meeting he had held earlier in the week. He is not looking to fix BJC organisers’ problems, he is just creating a legal support structure at the moment. Later, those within that structure can focus on fixing problems/issues/etc.<br />
<br />
A fuller description of the BJAG can be found at www.thebritishjugglingconvention.co.uk as well as on Juggling Edge and the BJC Facebook group. <br />
<br />
== 7) AOB ==<br />
<br />
<br />
The BJC 2013 team have successfully raised enough money to pay all outstanding invoices and the outstanding BJC loans, meaning there is no longer a debt from last year’s event.<br />
<br />
Thanks from Lorri and another resounding round of applause for Jane and her team for a fantastic BJC 2014.<br />
<br />
Meeting finished at 4:30pm<br />
<br />
[[Category:Business Meeting Reports]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=York_2000&diff=7560York 20002014-04-25T13:17:52Z<p>Lorri: </p>
<hr />
<div>'''Flooded campsite'''<br />
<br />
We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large amounts of our campsite were under water. We had to do a last minute rearrange of the site, using our inteded fire area as additional camping, moving the bar tent to opposite the chillout tent (as opposed to at one end of it) and relocating the big tops and generators. This resulted in a less than ideal layout and more noise which was no longer "shielded" by the sports centre building. But we did manage to fit everyone on to the (new) campsite area!<br />
<br />
''Moral? Be flexible, keep calm and be prepared to reorganise things if neccessary.''<br />
<br />
'''Damaged mats - unexpected bills'''<br />
<br />
After BJC had finished we were hit with an unexpected bill of £1,500 for "damage to the mats" in the sports centre. While we recognised people had been stiltwalking on the mats (despite being asked to remove shoes when using the mats) we disputed the cost involved. A series of discussions with the university staff and their failure to identify the "damaged" mats once they'd (accidentaly) been put back in to the main mat pile meant that in the end we gave them £300 as a goodwill gesture, without admitting liability, and drew a line under the matter.<br />
<br />
''Moral? Have a contingency fund, negotiate unexpected bills if you think they are unfair and, if possible, have volunteers/crew wandering the site during the event to prevent damage before it happens!''</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=York_2000&diff=7558York 20002014-04-25T13:17:37Z<p>Lorri: </p>
<hr />
<div>'''Flooded campsite'''<br />
<br />
We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large amounts of our campsite were under water. We had to do a last minute rearrange of the site, using our inteded fire area as additional camping, moving the bar tent to opposite the chillout tent (as opposed to at one end of it) and relocating the big tops and generators. This resulted in a less than ideal layout and more noise which was no longer "shielded" by the sports centre building. But we did manage to fit everyone on to the (new) campsite area!<br />
<br />
Moral? Be flexible, keep calm and be prepared to reorganise things if neccessary.<br />
<br />
'''Damaged mats - unexpected bills'''<br />
<br />
After BJC had finished we were hit with an unexpected bill of £1,500 for "damage to the mats" in the sports centre. While we recognised people had been stiltwalking on the mats (despite being asked to remove shoes when using the mats) we disputed the cost involved. A series of discussions with the university staff and their failure to identify the "damaged" mats once they'd (accidentaly) been put back in to the main mat pile meant that in the end we gave them £300 as a goodwill gesture, without admitting liability, and drew a line under the matter.<br />
<br />
Moral? Have a contingency fund, negotiate unexpected bills if you think they are unfair and, if possible, have volunteers/crew wandering the site during the event to prevent damage before it happens!</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=7556Budget2014-04-25T13:15:15Z<p>Lorri: /* Why a budget is vital */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible. <br />
<br />
Consider having a treasurer. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the [[Who can help?]] page or put out a call on Facebook, Twitter or Juggling Edge. <br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 600 or 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
If you're messing with the usual formula, for example by changing the dates, then you may want to set your break-even lower than this, although this may mean running more of an "austerity BJC".<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable. Don't forget the VAT. A lot of VAT-registered companies can claim back VAT so suppliers often quote for things excluding VAT. Make sure you know whether the quote you've been given is including or excluding VAT as 20% added on to a quote can make a BIG difference to your budget.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some of the [[:Category:Previous_Organisers|previous BJC orgs]] together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers and mentioning it at the auction at Open Stage)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
*Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
*Donation bucket on reg desk at the end<br />
<br />
*Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers' willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
Following merch and cake sales and auctions at one-day conventions, and by using the profits from Chocfest 2014 , BJC2013 eventually made back the money that it owed.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Don't be embarrassed about this, it is common in business and especially in events. Get quotes from different suppliers and play them off against each other. Some companies will reduce their prices, some won't; but you won't know if you don't ask! Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract. <br />
<br />
If you're not sure about the size of big top/marquee you need then talk to the company about booking a smaller one with the option to upgrade it to a bigger one closer to the event (if available) when you have a better idea of numbers. If you're not sure about confirming something then put it on hold (or reserve) and keep it on hold as long as you can before you confirm and commit to spending money on it. If registrations are not going well and you no longer have a need for something then better to cancel it and lose the deposit then pay for the whole (no longer necessary) thing.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make. Pre-selling clothing at pre-reg means you will have a much better idea of what will sell and lower your risk of unsold stock.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to [[Lorri Reese|Lorri]], she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=York_2000&diff=7550York 20002014-04-25T12:45:21Z<p>Lorri: </p>
<hr />
<div>'''Flooded campsite'''<br />
We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large amounts of our campsite were under water. We had to do a last minute rearrange of the site, using our inteded fire area as additional camping, moving the bar tent to opposite the chillout tent (as opposed to at one end of it) and relocating the big tops and generators. This resulted in a less than ideal layout and more noise which was no longer "shielded" by the sports centre building. But we did manage to fit everyone on to the (new) campsite area!<br />
<br />
Moral? Be flexible, keep calm and be prepared to reorganise things if neccessary.<br />
<br />
'''Damaged mats - unexpected bills'''<br />
After BJC had finished we were hit with an unexpected bill of £1,500 for "damage to the mats" in the sports centre. While we recognised people had been stiltwalking on the mats (despite being asked to remove shoes when using the mats) we disputed the cost involved. A series of discussions with the university staff and their failure to identify the "damaged" mats once they'd (accidentaly) been put back in to the main mat pile meant that in the end we gave them £300 as a goodwill gesture, without admitting liability, and drew a line under the matter.<br />
<br />
Moral? Have a contingency fund, negotiate unexpected bills if you think they are unfair and, if possible, have volunteers/crew wandering the site during the event to prevent damage before it happens!</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=York_2000&diff=7549York 20002014-04-25T12:41:17Z<p>Lorri: Created page with "We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large am..."</p>
<hr />
<div>We had a nice plan of the site worked out and printed in the booklets that were to be given to all attendees. Then we had two weeks of near constant rain and suddenly large amounts of our campsite were under water. We had to do a last minute rearrange of the site, using our inteded fire area as additional camping, moving the bar tent to opposite the chillout tent (as opposed to at one end of it) and relocating the big tops and generators. This resulted in a less than ideal layout and more noise which was no longer "shielded" by the sports centre building. But we did manage to fit everyone on to the (new) campsite area!<br />
<br />
Moral? Be flexible, keep calm and be prepared to reorganise things if neccessary.</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Negotiating_contracts&diff=7548Negotiating contracts2014-04-25T12:36:51Z<p>Lorri: /* Things that should be in the contract */</p>
<hr />
<div>It's very important to get all your major suppliers under contract.<br />
<br />
The contracts you write need to have all the detail in about everything you have verbally agreed with the supplier. Don't assume that because you've both agreed it in person or on the telephone that it is confirmed. Get it in writing!<br />
<br />
You can negotiate a contract. Just because a supplier sends you something that looks very official and very standard does not mean you cannot have things within it changed.<br />
<br />
= Things that should be in the contract =<br />
<br />
Are there constraints on when they can come on site? Do you want delivery by a specific date and time? Do they have to be off site by a certain time?<br />
<br />
Does the contract contain a detailed list of everything they are supplying for you, right down to the battery fire exit signs on the tent? What are the power requirements of their equipment? <br />
<br />
What if their equipment goes wrong? You may need them to supply an out-of-hours number with which to get them on site if there is a problem.<br />
<br />
If this is your venue, have you nailed down exactly which areas you are using? If you are relying on their electricity to run your outside areas, this should also be in the contract (along with your power requirements). Do you have sufficient office space in the building? How many keys can you have to it? Will you be using their internet?<br />
<br />
If you are paying a deposit and then the balance (or in installments) have the payment dates in the contract. If they are asking for most of the money very early on then negotiate for a later date.<br />
<br />
= Things that should not be in the contract =<br />
<br />
You should not be paying more than 50% up front for anything. Otherwise you have no recourse whatsoever should it all go Pete Tong. <br />
<br />
There should not be any clauses in the contract that you are not comfortable with. The supplier may assure you that they don't really want your first born child, no other customers have had their children taken away, etc etc. The correct response to this is "Great! Then you won't mind taking it out of the contract".<br />
<br />
= Negotiating the sticky points =<br />
<br />
If you're going into a meeting, make sure you know in advance exactly what you want. Know what price you'll accept, know exactly what you want from them, know what concessions you might make or accept.<br />
<br />
The supplier may say "Oh, this is our standard contract, everyone has to sign this contract, we can't change it...". If you are not 100% happy with the contract, find another supplier. Make sure you are doing everything in plenty of time so that time pressure doesn't force you to go with someone you're not happy with.<br />
<br />
If something you really need is a sticking point and you still want to go ahead, can you use it to negotiate a different concession? If you need a lower price and you aren't getting one, see if they will throw in something else that helps you out.<br />
<br />
If you feel like you're being railroaded into agreeing to something you don't fully understand or you don't like, stop the discussion. Say "I'll have to discuss this with the team before I can go further". Now go and find someone else (previous organiser?) who can help you out and suggest a course of action, or even come with you to a meeting for moral support.<br />
<br />
During the whole time, even though you may have disagreements, you need the atmosphere to be one of collaboration. They want your business; you want their services; if it doesn't feel like you're working together to achieve this in a way that works for both parties, then something's wrong. If the relationship feels hostile at the beginning, it's only going to get worse, and conflict with your suppliers is the last thing you need during the event.<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Negotiating_contracts&diff=7547Negotiating contracts2014-04-25T12:36:24Z<p>Lorri: </p>
<hr />
<div>It's very important to get all your major suppliers under contract.<br />
<br />
The contracts you write need to have all the detail in about everything you have verbally agreed with the supplier. Don't assume that because you've both agreed it in person or on the telephone that it is confirmed. Get it in writing!<br />
<br />
You can negotiate a contract. Just because a supplier sends you something that looks very official and very standard does not mean you cannot have things within it changed.<br />
<br />
= Things that should be in the contract =<br />
<br />
Are there constraints on when they can come on site? Do you want delivery by a specific date and time? Do they be off site by a certain time?<br />
<br />
Does the contract contain a detailed list of everything they are supplying for you, right down to the battery fire exit signs on the tent? What are the power requirements of their equipment? <br />
<br />
What if their equipment goes wrong? You may need them to supply an out-of-hours number with which to get them on site if there is a problem.<br />
<br />
If this is your venue, have you nailed down exactly which areas you are using? If you are relying on their electricity to run your outside areas, this should also be in the contract (along with your power requirements). Do you have sufficient office space in the building? How many keys can you have to it? Will you be using their internet?<br />
<br />
If you are paying a deposit and then the balance (or in installments) have the payment dates in the contract. If they are asking for most of the money very early on then negotiate for a later date.<br />
<br />
= Things that should not be in the contract =<br />
<br />
You should not be paying more than 50% up front for anything. Otherwise you have no recourse whatsoever should it all go Pete Tong. <br />
<br />
There should not be any clauses in the contract that you are not comfortable with. The supplier may assure you that they don't really want your first born child, no other customers have had their children taken away, etc etc. The correct response to this is "Great! Then you won't mind taking it out of the contract".<br />
<br />
= Negotiating the sticky points =<br />
<br />
If you're going into a meeting, make sure you know in advance exactly what you want. Know what price you'll accept, know exactly what you want from them, know what concessions you might make or accept.<br />
<br />
The supplier may say "Oh, this is our standard contract, everyone has to sign this contract, we can't change it...". If you are not 100% happy with the contract, find another supplier. Make sure you are doing everything in plenty of time so that time pressure doesn't force you to go with someone you're not happy with.<br />
<br />
If something you really need is a sticking point and you still want to go ahead, can you use it to negotiate a different concession? If you need a lower price and you aren't getting one, see if they will throw in something else that helps you out.<br />
<br />
If you feel like you're being railroaded into agreeing to something you don't fully understand or you don't like, stop the discussion. Say "I'll have to discuss this with the team before I can go further". Now go and find someone else (previous organiser?) who can help you out and suggest a course of action, or even come with you to a meeting for moral support.<br />
<br />
During the whole time, even though you may have disagreements, you need the atmosphere to be one of collaboration. They want your business; you want their services; if it doesn't feel like you're working together to achieve this in a way that works for both parties, then something's wrong. If the relationship feels hostile at the beginning, it's only going to get worse, and conflict with your suppliers is the last thing you need during the event.<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Negotiating_contracts&diff=7546Negotiating contracts2014-04-25T12:29:53Z<p>Lorri: </p>
<hr />
<div>It's very important to get all your major suppliers under contract.<br />
<br />
The contracts you write need to have all the detail in about everything you have verbally agreed with the supplier. Don't assume that because you've both agreed it in person or on the telephone that it is confirmed. Get it in writing!<br />
<br />
You can negotiate a contract. Just because a suppier sends you something that looks very official and very standard does not mean you cannot have things within it changed.<br />
<br />
= Things that should be in the contract =<br />
<br />
Are there constraints on when they can come on site? Do you want delivery by a specific date and time? Do they be off site by a certain time?<br />
<br />
Does the contract contain a detailed list of everything they are supplying for you, right down to the battery fire exit signs on the tent? What are the power requirements of their equipment? <br />
<br />
What if their equipment goes wrong? You may need them to supply an out-of-hours number with which to get them on site if there is a problem.<br />
<br />
If this is your venue, have you nailed down exactly which areas you are using? If you are relying on their electricity to run your outside areas, this should also be in the contract (along with your power requirements). Do you have sufficient office space in the building? How many keys can you have to it? Will you be using their internet?<br />
<br />
If you are paying a deposit and then the balance (or in installments) have the payment dates in the contract. If they are asking for most of the money very early on then negotiate for a later date.<br />
<br />
= Things that should not be in the contract =<br />
<br />
You should not be paying more than 50% up front for anything. Otherwise you have no recourse whatsoever should it all go Pete Tong. <br />
<br />
There should not be any clauses in the contract that you are not comfortable with. The supplier may assure you that they don't really want your first born child, no other customers have had their children taken away, etc etc. The correct response to this is "Great! Then you won't mind taking it out of the contract".<br />
<br />
= Negotiating the sticky points =<br />
<br />
If you're going into a meeting, make sure you know in advance exactly what you want. Know what price you'll accept, know exactly what you want from them, know what concessions you might make or accept.<br />
<br />
The supplier may say "Oh, this is our standard contract, everyone has to sign this contract, we can't change it...". If you are not 100% happy with the contract, find another supplier. Make sure you are doing everything in plenty of time so that time pressure doesn't force you to go with someone you're not happy with.<br />
<br />
If something you really need is a sticking point and you still want to go ahead, can you use it to negotiate a different concession? If you need a lower price and you aren't getting one, see if they will throw in something else that helps you out.<br />
<br />
If you feel like you're being railroaded into agreeing to something you don't fully understand or you don't like, stop the discussion. Say "I'll have to discuss this with the team before I can go further". Now go and find someone else (previous organiser?) who can help you out and suggest a course of action, or even come with you to a meeting for moral support.<br />
<br />
During the whole time, even though you may have disagreements, you need the atmosphere to be one of collaboration. They want your business; you want their services; if it doesn't feel like you're working together to achieve this in a way that works for both parties, then something's wrong. If the relationship feels hostile at the beginning, it's only going to get worse, and conflict with your suppliers is the last thing you need during the event.<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Negotiating_contracts&diff=7545Negotiating contracts2014-04-25T12:28:03Z<p>Lorri: </p>
<hr />
<div>It's very important to get all your major suppliers under contract.<br />
<br />
The contracts you write need to have all the detail in about everything you have verbally agreed with the supplier. Don't assume that because you've both agreed it in person or on the telephone that it is confirmed. Get it in writing!<br />
<br />
You can negotiate a contract! Just because a suppier sends you something that looks very official and very standard does not mean you cannot have things within it changed.<br />
<br />
= Things that should be in the contract =<br />
<br />
Are there constraints on when they can come on site? Do you want delivery by a specific date and time? Do they be off site by a certain time?<br />
<br />
Does the contract contain a detailed list of everything they are supplying for you, right down to the battery fire exit signs on the tent? What are the power requirements of their equipment? <br />
<br />
What if their equipment goes wrong? You may need them to supply an out-of-hours number with which to get them on site if there is a problem.<br />
<br />
If this is your venue, have you nailed down exactly which areas you are using? If you are relying on their electricity to run your outside areas, this should also be in the contract (along with your power requirements). Do you have sufficient office space in the building? How many keys can you have to it? Will you be using their internet?<br />
<br />
= Things that should not be in the contract =<br />
<br />
You should not be paying more than 50% up front for anything. Otherwise you have no recourse whatsoever should it all go Pete Tong. <br />
<br />
There should not be any clauses in the contract that you are not comfortable with. The supplier may assure you that they don't really want your first born child, no other customers have had their children taken away, etc etc. The correct response to this is "Great! Then you won't mind taking it out of the contract".<br />
<br />
= Negotiating the sticky points =<br />
<br />
If you're going into a meeting, make sure you know in advance exactly what you want. Know what price you'll accept, know exactly what you want from them, know what concessions you might make or accept.<br />
<br />
The supplier may say "Oh, this is our standard contract, everyone has to sign this contract, we can't change it...". If you are not 100% happy with the contract, find another supplier. Make sure you are doing everything in plenty of time so that time pressure doesn't force you to go with someone you're not happy with.<br />
<br />
If something you really need is a sticking point and you still want to go ahead, can you use it to negotiate a different concession? If you need a lower price and you aren't getting one, see if they will throw in something else that helps you out.<br />
<br />
If you feel like you're being railroaded into agreeing to something you don't fully understand or you don't like, stop the discussion. Say "I'll have to discuss this with the team before I can go further". Now go and find someone else (previous organiser?) who can help you out and suggest a course of action, or even come with you to a meeting for moral support.<br />
<br />
During the whole time, even though you may have disagreements, you need the atmosphere to be one of collaboration. They want your business; you want their services; if it doesn't feel like you're working together to achieve this in a way that works for both parties, then something's wrong. If the relationship feels hostile at the beginning, it's only going to get worse, and conflict with your suppliers is the last thing you need during the event.<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Negotiating_contracts&diff=7544Negotiating contracts2014-04-25T12:27:20Z<p>Lorri: </p>
<hr />
<div>It's very important to get all your major suppliers under contract.<br />
<br />
The contracts you write need to have all the detail in about everything you have verbally agreed with the supplier.<br />
<br />
You can negotiate a contract! Just because a suppier sends you something that looks very official and very standard does not mean you cannot have things within it changed.<br />
<br />
= Things that should be in the contract =<br />
<br />
Are there constraints on when they can come on site? Do you want delivery by a specific date and time? Do they be off site by a certain time?<br />
<br />
Does the contract contain a detailed list of everything they are supplying for you, right down to the battery fire exit signs on the tent? What are the power requirements of their equipment? <br />
<br />
What if their equipment goes wrong? You may need them to supply an out-of-hours number with which to get them on site if there is a problem.<br />
<br />
If this is your venue, have you nailed down exactly which areas you are using? If you are relying on their electricity to run your outside areas, this should also be in the contract (along with your power requirements). Do you have sufficient office space in the building? How many keys can you have to it? Will you be using their internet?<br />
<br />
= Things that should not be in the contract =<br />
<br />
You should not be paying more than 50% up front for anything. Otherwise you have no recourse whatsoever should it all go Pete Tong. <br />
<br />
There should not be any clauses in the contract that you are not comfortable with. The supplier may assure you that they don't really want your first born child, no other customers have had their children taken away, etc etc. The correct response to this is "Great! Then you won't mind taking it out of the contract".<br />
<br />
= Negotiating the sticky points =<br />
<br />
If you're going into a meeting, make sure you know in advance exactly what you want. Know what price you'll accept, know exactly what you want from them, know what concessions you might make or accept.<br />
<br />
The supplier may say "Oh, this is our standard contract, everyone has to sign this contract, we can't change it...". If you are not 100% happy with the contract, find another supplier. Make sure you are doing everything in plenty of time so that time pressure doesn't force you to go with someone you're not happy with.<br />
<br />
If something you really need is a sticking point and you still want to go ahead, can you use it to negotiate a different concession? If you need a lower price and you aren't getting one, see if they will throw in something else that helps you out.<br />
<br />
If you feel like you're being railroaded into agreeing to something you don't fully understand or you don't like, stop the discussion. Say "I'll have to discuss this with the team before I can go further". Now go and find someone else (previous organiser?) who can help you out and suggest a course of action, or even come with you to a meeting for moral support.<br />
<br />
During the whole time, even though you may have disagreements, you need the atmosphere to be one of collaboration. They want your business; you want their services; if it doesn't feel like you're working together to achieve this in a way that works for both parties, then something's wrong. If the relationship feels hostile at the beginning, it's only going to get worse, and conflict with your suppliers is the last thing you need during the event.<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=7543Budget2014-04-25T12:23:34Z<p>Lorri: /* How much will it cost? */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible. <br />
<br />
Consider having a treasurer. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the [[Who can help?]] page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 600 or 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
If you're messing with the usual formula, for example by changing the dates, then you may want to set your break-even lower than this, although this may mean running more of an "austerity BJC".<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable. Don't forget the VAT. A lot of VAT-registered companies can claim back VAT so suppliers often quote for things excluding VAT. Make sure you know whether the quote you've been given is including or excluding VAT as 20% added on to a quote can make a BIG difference to your budget.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some of the [[:Category:Previous_Organisers|previous BJC orgs]] together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers and mentioning it at the auction at Open Stage)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
*Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
*Donation bucket on reg desk at the end<br />
<br />
*Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers' willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
Following merch and cake sales and auctions at one-day conventions, and by using the profits from Chocfest 2014 , BJC2013 eventually made back the money that it owed.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Don't be embarrassed about this, it is common in business and especially in events. Get quotes from different suppliers and play them off against each other. Some companies will reduce their prices, some won't; but you won't know if you don't ask! Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract. <br />
<br />
If you're not sure about the size of big top/marquee you need then talk to the company about booking a smaller one with the option to upgrade it to a bigger one closer to the event (if available) when you have a better idea of numbers. If you're not sure about confirming something then put it on hold (or reserve) and keep it on hold as long as you can before you confirm and commit to spending money on it. If registrations are not going well and you no longer have a need for something then better to cancel it and lose the deposit then pay for the whole (no longer necessary) thing.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make. Pre-selling clothing at pre-reg means you will have a much better idea of what will sell and lower your risk of unsold stock.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to [[Lorri Reese|Lorri]], she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=What_needs_doing%3F&diff=7542What needs doing?2014-04-25T12:20:23Z<p>Lorri: /* Showstoppers */</p>
<hr />
<div><metadesc>A very detailed look at all the tasks involved in running a BJC</metadesc><br />
<br />
If you are thinking of running a BJC there are many things to consider. It's important to prioritise so you know what you can drop if you are running out of time or money.<br />
<br />
== Showstoppers ==<br />
<!-- ambiguous word; "show-stopper (noun) an act or performance that is very well received by the audience." Chambers dictionary --> <br />
<br />
These are things that you absolutely '''MUST''' have to run a BJC. If one of them doesn't work out, it really could be a show stopper.<br />
<br />
Once everything on this list is done, you can relax and be pretty certain that whatever happens, the BJC will come out fine somehow. <br />
<br />
Most of these things involve paperwork and take an incredibly frustrating amount of time to get sorted out.<br />
<br />
* A [[Legalities|limited company]]. The bank account belongs to the company and the company makes all your contracts.<br />
* A [[site]] under contract, with camping, parking, etc. If it's not under contract it's not happening.<br />
* A [[Public show#Venue|show venue]] under contract. <br />
* A [[licence]] (usually a [[TEN]]).<br />
* A [[bank account]]. These take forever to open. Putting BJC money into your own bank account can cause nasty problems.<br />
* [[Event insurance]], to cover you against disasters and suings.<br />
* A [[Project Management|project manager]] with a project plan.<br />
* A [[Budget|budget]], some accounts, and someone business-like to be in charge of these. They need to be a director of the company, unless you are VERY brave. You can save a lot of money on accountant's fees if your accounts balance, and they match exactly what it says on your bank statements. This does not have to be you.<br />
<br />
== Big Things that can be done by someone outside the core team ==<br />
<br />
These things are all very important, but there are people around who have done them before and who might be happy to take them off your hands again.<br />
<br />
* A [[public show]] needs a producer, a stage manager and its own budget.<br />
* [[Evening events]]. This can be done by one person but a team is better and a budget is necessary.<br />
* [[Site management]]. Bringing in [[security]], [[marquees]], [[Big top|big tops]], [[Heaters|heating]], [[Power supply|electrics]], [[Fences|fencing]] and running these when on site. This needs a dedicated person who knows what they are doing.<br />
* [[Traders]] need co-ordinating, usually by one of the traders themselves.<br />
* [[Pre-reg]]. [[Merchandise|Clothing/merchandise]] pre-orders are also possible. Producing a database for reg desk. The sooner you start pre-reg, the sooner you will have some money to spend.<br />
* Running [[reg desk]] / [[info point]]. A big and responsible job involving a lot of cash handling. Needs a boss and a team. This job is not compatible with other jobs during the event, since the reg desk team will be tied down to the desk while they are working there.<br />
* Applying for and spending any [[External Funding|external funding]]. <br />
* Organising [[catering]] and a [[Catering#Bar|bar]]. <br />
* [[Publicity]] is very very important. Somebody needs to be in charge of this, preferably someone with a lot of friends and who knows how to run a [[website]]. <br />
* [[Graphic Design]]. You need your website to look decent and you will need flyers, t-shirts, etc. Someone with professional experience of this will be much more likely to make a good impression, and hopefully your flyers won't come back with some dreadful mistake. <br />
* IT. Using webmail (via your hosting provider) means that if your "workshops" person is run over by a bus, someone else can see all the sent and received workshop requests. Having somewhere to put documents like meeting minutes where everyone can see them is handy too.<br />
* [[First Aid]]<br />
<br />
== Smaller, easier or less important things that can also be outsourced ==<br />
<br />
* [[Workshops]]. A person or team of people in charge of sourcing a good selection of these before the event and hopefully advertising them.<br />
* [[Games]]. Someone who will organise the games and make them interesting. Either give them a bunch of prizes or a small budget for them to buy prizes. At some BJCs the traders have been persuaded to donate prizes for the games.<br />
* [[Shopping]]. Near to the time, many of the members of the team will have a list of things they need. Someone needs to make up the shopping list, then go to [[HSS]] and [[Costco]] (or similar) and buy those things.<br />
* [[Parade]]. If you want one of these then someone needs to be running it.<br />
* [[Housekeeping]] / [[volunteer|volunteers]]. Keeping the bins empty and the toilets clean. Asking people to kindly clean up their mess. Providing supplies for them to do this.<br />
* [[Passes]]. Purchasing these within a budget. Don't forget: ribbon costs money when you are buying 1km of it.<br />
* [[Merchandise]] ordering (e.g. t-shirts).<br />
* Putting together [[Local information]] for [[info point]]. A good self-contained job for someone local who wants to get involved but doesn't have the confidence or skill to take on one of the more scary jobs.<br />
* Handling press during the event. Doing interviews, babysitting reporters, etc.<br />
* [[Childrens activities]].<br />
* [[Fire Space]]<br />
* Photos/[[video]].<br />
<br />
== Jobs for inexperienced but enthusiastic team members ==<br />
<br />
Most of the tasks listed above need someone with experience of some kind. Often a team has access to a lot of volunteers (such as younger people or organisers' family members) who are keen to get involved but may never have even been to a BJC before and don't have the confidence to take on a big responsible job. That shouldn't stop them from helping out!<br />
<br />
Volunteers who DO have more relevant skills should probably be spending their time on other things.<br />
<br />
Some of the things less-experienced volunteers can do:<br />
<br />
* Collecting [[Local information]] and/or manning the info point.<br />
* Nagging all members of the team regularly for newsworthy items and publishing them on the [[website]] (etc.).<br />
* Being chatty about BJC on forums they happen to read regularly.<br />
* Being chatty about BJC at other [[Regional convention|conventions]] they may attend. <br />
* Minuting meetings and distributing the minutes to everyone.<br />
* Making site decorations out of junk (or other inexpensive materials).<br />
* Printing, laminating and distributing [[signs]]. This is remarkably time consuming.<br />
* Organising the [[Housekeeping]] during the event.<br />
* Co-ordinating and looking after the [[Volunteer|volunteers]] during the event.<br />
* Being Mum for the crew during the event (making sure everybody eats and sleeps enough).<br />
* Working on [[reg desk]] (the reg desk team will need to train them up during a quiet period).<br />
* Coordinating/being a postie for the [[Secret Post Office]]<br />
* Face-painting for the [[parade]].<br />
* Testing out their new act in a [[renegade]].<br />
* Running [[workshops]] in any unusual skills they may have.<br />
* Organising a small sub-event (long-distance unicycle expedition, world record attempts, local juggling club showcase, etc etc).<br />
* Walking the site during the event, wearing a crew shirt, chatting to the customers, asking their opinions and taking note of their [[Complaints|criticisms]].<br />
<br />
== Things you don't have to do at all ==<br />
<br />
It's important not to let "nice but optional" things get in the way of the big important "showstopper" things. It's wise to outsource anything optional completely, so it doesn't distract the core team from making sure the event happens at all. If you have a small team, you may have to delay optional things until the big things are done, or even drop them completely.<br />
<br />
This is not a list of "things that are a waste of time", it's just a list of things that are feasible to abandon if you have time constraints or your budget is tight.<br />
<br />
* A [[parade]].<br />
* Fully organised back-to-back [[Evening events|evening entertainment]] every night.<br />
* A well-filled [[workshops|workshop]] schedule prior to the event.<br />
* Nearly everything on the "unskilled volunteers" list above, if you don't have any unskilled volunteers to do them.<br />
* [[Childrens activities|Kid's activities]].<br />
* Fun art projects like the BJC2k countdown clock.<br />
* A [[video]].<br />
* [[External Funding|Funded]] "public activities", school workshops, etc, etc.<br />
* A [[Closing Show]]<br />
<br />
== Other things for you to consider ==<br />
<br />
* Sound and lighting. People (maybe the [[big top]] provider, maybe the bands, maybe [[Mini Mansell]]) need to bring enough lighting for all the tents, and enough [[sound equipment]] for all the shows/bands/games/etc.<br />
* Spaces for everything. How will the space flow, will the traders get enough trade, will the camping be quiet enough, can people in the bar get to the toilet easily, etc.<br />
* Feeding crew. When you're in a rush, you don't want to queue for food and find change. Either run a tab somewhere convenient or put someone in charge of sourcing food and forcing your crew to sit down and eat it.<br />
* Nifty stuff that makes your BJC special. Your BJC doesn't have to be the same as everyone else's. Some BJCs have had a theme (Nottingham '07 - monkeys, Norwich '09 - Pirates, Nottingham '11 - Aliens, Southend '12 - 25<sup>th</sup> party) but a theme isn't necessary and can be overdone.<br />
* Nifty events or ideas that other people would like to run at your BJC. Some small effort at cultivating people who make suggestions can make a big payback in terms of exciting stuff that you don't have the time to do yourself.<br />
<br />
== Afterwards ==<br />
<br />
[[Post BJC]]<br />
<br />
<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Previous_convention_costs&diff=7540Previous convention costs2014-04-25T11:21:41Z<p>Lorri: </p>
<hr />
<div><metadesc>A table showing major costs of previous British Juggling Conventions</metadesc><br />
Here is a table to show some of the major costs of running a BJC, showing how those costs have changed over the years.<br><br />
There are also more in-depth analysis of the expenses and income for [[Edinburgh BJC 1996 Expenditure|BJC Edinburgh]] and [[Nottingham BJC 1997 Expenditure & Income|BJC Nottingham (1997)]].<br><br />
''Note: when comparing costs, bear in mind BJCs up to 1989 were 2 days, BJCs from 1990 to 1993 were 3 days, BJCs from 1994 to 2006 were 4 days, BJC 2007 was 5 full days, BJCs from 2008 onwards were 5 days ([[TEN|96 hours]]) except 2011 which was 6.5 days. ''<br />
<br />
<br />
{| border="1" cellspacing="0" cellpadding="10" <br />
<br />
<br />
|-<br />
! Year<br />
! Site cost<br />
! Show Venue<br />
! Show cost<br />
! Security<br />
! Buses<br />
! Passes<br />
! Admin<br />
! Marquees<br />
! Big tops<br />
! Total cost<br />
<br />
<br />
|-<br />
| [[BJC 1, London, 1988|BJC 1988]]<br />
| <br />
| <br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| <br />
<br />
<br />
|-<br />
| [[BJC 2, Bath, 1989|BJC 1989]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 3, Exeter, 1990|BJC 1990]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 4, Leeds, 1991|BJC 1991]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 5, Coventry, 1992|BJC 1992]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 6, Birmingham, 1993|BJC 1993]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 7, Manchester, 1994|BJC 1994]]<br />
| £7000<br />
| <br />
| <br />
| <br />
| £630 <br />
| <br />
| <br />
| <br />
| £2573.25 <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 8, Norwich, 1995|BJC 1995]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 9, Edinburgh, 1996|BJC 1996]]<br />
| £11000<br />
| £1100<br />
| £3705<br />
| £3003<br />
| £2200<br />
| £792<br />
| £1250<br />
| £3968<br />
| <br />
| £44854<br />
<br />
<br />
|-<br />
| [[BJC 10, Nottingham, 1997|BJC 1997]]<br />
| £11150<br />
| £4500<br />
| £2000<br />
| £2500<br />
| £1662<br />
| £663.88<br />
| <br />
| £6168<br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 11, Bristol, 1998|BJC 1998]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 12, Durham, 1999|BJC 1999]]<br />
| £4000<br />
| £850<br />
| <br />
| £3000<br />
| £2250<br />
| <br />
| <br />
| <br />
| <br />
| £37000<br />
<br />
<br />
|-<br />
| [[BJC 13, York, 2000|BJC 2000]]<br />
| £15,993<br />
| ''inc next''<br />
| £10,379 (inc venue)<br />
| £450<br />
| £550<br />
| £670<br />
| <br />
| £6,500 (inc big tops)<br />
| ''see before''<br />
| £34,789<br />
<br />
<br />
|-<br />
| [[BJC 14, Cardiff, 2001|BJC 2001]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 15, Whitstable, 2002|BJC 2002]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 16, Brighton, 2003|BJC 2003]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 17, Derby, 2004|BJC 2004]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 18, Perth, 2005|BJC 2005]]<br />
| £3000<br />
| <br />
| <br />
| £4000<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 19, Bodmin, 2006|BJC 2006]]<br />
| £4000<br />
| £900<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 20, Nottingham, 2007|BJC 2007]]<br />
| £15000<br />
| £7500<br />
| £14000<br />
| £7000<br />
| £1400<br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 21, Doncaster, 2008|BJC 2008]]<br />
| £15000<br />
| n/a<br />
| £13500<br />
| £7500<br />
| n/a<br />
| £1000<br />
| £1000<br />
| £1000<br />
| £3000<br />
| £80000<br />
<br />
<br />
|-<br />
| [[BJC 22, Norwich, 2009|BJC 2009]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 23, Huddersfield, 2010|BJC 2010]]<br />
| £4500<br />
| £3200<br />
| £10000<br />
| <br />
| <br />
| £500<br />
| <br />
| <br />
| <br />
| £53000<br />
<br />
<br />
|-<br />
| [[BJC 24, Nottingham, 2011|BJC 2011]]<br />
| £13,000<br />
| £10,500<br />
| £10,000<br />
| £8,500<br />
| £1,400<br />
| £800<br />
| <br />
| <br />
| £3000<br />
| £63,000<br />
<br />
<br />
|-<br />
| [[BJC 25, Southend, 2012|BJC 2012]]<br />
| £13,250<br />
| £7300<br />
| £17,000 <small>(inc venue)</small><br />
| £4875<br />
| £1250<br />
| £1195<br />
| <br />
| £5886<br />
| £5000<br />
| £63,000<br />
<br />
<br />
|-<br />
| [[BJC 26, Pickering, 2013|BJC 2013]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 27, Darton, 2014|BJC 2014]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
! Year<br />
! Site<br />
! Show Venue<br />
! Show cost<br />
! Security<br />
! Buses<br />
! Passes<br />
! Admin<br />
! Marquees<br />
! Big tops<br />
! Total Cost<br />
<br />
<br />
|}<br />
<br />
[[Category:Expenditure| ]][[Category:BJC History]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Previous_convention_costs&diff=7539Previous convention costs2014-04-25T11:19:06Z<p>Lorri: </p>
<hr />
<div><metadesc>A table showing major costs of previous British Juggling Conventions</metadesc><br />
Here is a table to show some of the major costs of running a BJC, showing how those costs have changed over the years.<br><br />
There are also more in-depth analysis of the expenses and income for [[Edinburgh BJC 1996 Expenditure|BJC Edinburgh]] and [[Nottingham BJC 1997 Expenditure & Income|BJC Nottingham (1997)]].<br><br />
''Note: when comparing costs, bear in mind BJCs up to 1989 were 2 days, BJCs from 1990 to 1993 were 3 days, BJCs from 1994 to 2006 were 4 days, BJC 2007 was 5 full days, BJCs from 2008 onwards were 5 days ([[TEN|96 hours]]) except 2011 which was 6.5 days. ''<br />
<br />
<br />
{| border="1" cellspacing="0" cellpadding="10" <br />
<br />
<br />
|-<br />
! Year<br />
! Site cost<br />
! Show Venue<br />
! Show cost<br />
! Security<br />
! Buses<br />
! Passes<br />
! Admin<br />
! Marquees<br />
! Big tops<br />
! Total cost<br />
<br />
<br />
|-<br />
| [[BJC 1, London, 1988|BJC 1988]]<br />
| <br />
| <br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| <br />
<br />
<br />
|-<br />
| [[BJC 2, Bath, 1989|BJC 1989]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 3, Exeter, 1990|BJC 1990]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 4, Leeds, 1991|BJC 1991]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 5, Coventry, 1992|BJC 1992]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 6, Birmingham, 1993|BJC 1993]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 7, Manchester, 1994|BJC 1994]]<br />
| £7000<br />
| <br />
| <br />
| <br />
| £630 <br />
| <br />
| <br />
| <br />
| £2573.25 <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 8, Norwich, 1995|BJC 1995]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 9, Edinburgh, 1996|BJC 1996]]<br />
| £11000<br />
| £1100<br />
| £3705<br />
| £3003<br />
| £2200<br />
| £792<br />
| £1250<br />
| £3968<br />
| <br />
| £44854<br />
<br />
<br />
|-<br />
| [[BJC 10, Nottingham, 1997|BJC 1997]]<br />
| £11150<br />
| £4500<br />
| £2000<br />
| £2500<br />
| £1662<br />
| £663.88<br />
| <br />
| £6168<br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 11, Bristol, 1998|BJC 1998]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 12, Durham, 1999|BJC 1999]]<br />
| £4000<br />
| £850<br />
| <br />
| £3000<br />
| £2250<br />
| <br />
| <br />
| <br />
| <br />
| £37000<br />
<br />
<br />
|-<br />
| [[BJC 13, York, 2000|BJC 2000]]<br />
| £16,443<br />
| -<br />
| £10,379 (inc venue)<br />
| £450<br />
| £550<br />
| £670<br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 14, Cardiff, 2001|BJC 2001]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 15, Whitstable, 2002|BJC 2002]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 16, Brighton, 2003|BJC 2003]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 17, Derby, 2004|BJC 2004]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 18, Perth, 2005|BJC 2005]]<br />
| £3000<br />
| <br />
| <br />
| £4000<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 19, Bodmin, 2006|BJC 2006]]<br />
| £4000<br />
| £900<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 20, Nottingham, 2007|BJC 2007]]<br />
| £15000<br />
| £7500<br />
| £14000<br />
| £7000<br />
| £1400<br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 21, Doncaster, 2008|BJC 2008]]<br />
| £15000<br />
| n/a<br />
| £13500<br />
| £7500<br />
| n/a<br />
| £1000<br />
| £1000<br />
| £1000<br />
| £3000<br />
| £80000<br />
<br />
<br />
|-<br />
| [[BJC 22, Norwich, 2009|BJC 2009]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 23, Huddersfield, 2010|BJC 2010]]<br />
| £4500<br />
| £3200<br />
| £10000<br />
| <br />
| <br />
| £500<br />
| <br />
| <br />
| <br />
| £53000<br />
<br />
<br />
|-<br />
| [[BJC 24, Nottingham, 2011|BJC 2011]]<br />
| £13,000<br />
| £10,500<br />
| £10,000<br />
| £8,500<br />
| £1,400<br />
| £800<br />
| <br />
| <br />
| £3000<br />
| £63,000<br />
<br />
<br />
|-<br />
| [[BJC 25, Southend, 2012|BJC 2012]]<br />
| £13,250<br />
| £7300<br />
| £17,000 <small>(inc venue)</small><br />
| £4875<br />
| £1250<br />
| £1195<br />
| <br />
| £5886<br />
| £5000<br />
| £63,000<br />
<br />
<br />
|-<br />
| [[BJC 26, Pickering, 2013|BJC 2013]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 27, Darton, 2014|BJC 2014]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
! Year<br />
! Site<br />
! Show Venue<br />
! Show cost<br />
! Security<br />
! Buses<br />
! Passes<br />
! Admin<br />
! Marquees<br />
! Big tops<br />
! Total Cost<br />
<br />
<br />
|}<br />
<br />
[[Category:Expenditure| ]][[Category:BJC History]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Previous_convention_costs&diff=7538Previous convention costs2014-04-25T11:18:03Z<p>Lorri: </p>
<hr />
<div><metadesc>A table showing major costs of previous British Juggling Conventions</metadesc><br />
Here is a table to show some of the major costs of running a BJC, showing how those costs have changed over the years.<br><br />
There are also more in-depth analysis of the expenses and income for [[Edinburgh BJC 1996 Expenditure|BJC Edinburgh]] and [[Nottingham BJC 1997 Expenditure & Income|BJC Nottingham (1997)]].<br><br />
''Note: when comparing costs, bear in mind BJCs up to 1989 were 2 days, BJCs from 1990 to 1993 were 3 days, BJCs from 1994 to 2006 were 4 days, BJC 2007 was 5 full days, BJCs from 2008 onwards were 5 days ([[TEN|96 hours]]) except 2011 which was 6.5 days. ''<br />
<br />
<br />
{| border="1" cellspacing="0" cellpadding="10" <br />
<br />
<br />
|-<br />
! Year<br />
! Site cost<br />
! Show Venue<br />
! Show cost<br />
! Security<br />
! Buses<br />
! Passes<br />
! Admin<br />
! Marquees<br />
! Big tops<br />
! Total cost<br />
<br />
<br />
|-<br />
| [[BJC 1, London, 1988|BJC 1988]]<br />
| <br />
| <br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| £0<br />
| <br />
<br />
<br />
|-<br />
| [[BJC 2, Bath, 1989|BJC 1989]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 3, Exeter, 1990|BJC 1990]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 4, Leeds, 1991|BJC 1991]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 5, Coventry, 1992|BJC 1992]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 6, Birmingham, 1993|BJC 1993]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 7, Manchester, 1994|BJC 1994]]<br />
| £7000<br />
| <br />
| <br />
| <br />
| £630 <br />
| <br />
| <br />
| <br />
| £2573.25 <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 8, Norwich, 1995|BJC 1995]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 9, Edinburgh, 1996|BJC 1996]]<br />
| £11000<br />
| £1100<br />
| £3705<br />
| £3003<br />
| £2200<br />
| £792<br />
| £1250<br />
| £3968<br />
| <br />
| £44854<br />
<br />
<br />
|-<br />
| [[BJC 10, Nottingham, 1997|BJC 1997]]<br />
| £11150<br />
| £4500<br />
| £2000<br />
| £2500<br />
| £1662<br />
| £663.88<br />
| <br />
| £6168<br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 11, Bristol, 1998|BJC 1998]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 12, Durham, 1999|BJC 1999]]<br />
| £4000<br />
| £850<br />
| <br />
| £3000<br />
| £2250<br />
| <br />
| <br />
| <br />
| <br />
| £37000<br />
<br />
<br />
|-<br />
| [[BJC 13, York, 2000|BJC 2000]]<br />
| £16,443<br />
| -<br />
| £10,379 (inc venue)<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 14, Cardiff, 2001|BJC 2001]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 15, Whitstable, 2002|BJC 2002]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 16, Brighton, 2003|BJC 2003]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 17, Derby, 2004|BJC 2004]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 18, Perth, 2005|BJC 2005]]<br />
| £3000<br />
| <br />
| <br />
| £4000<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 19, Bodmin, 2006|BJC 2006]]<br />
| £4000<br />
| £900<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 20, Nottingham, 2007|BJC 2007]]<br />
| £15000<br />
| £7500<br />
| £14000<br />
| £7000<br />
| £1400<br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 21, Doncaster, 2008|BJC 2008]]<br />
| £15000<br />
| n/a<br />
| £13500<br />
| £7500<br />
| n/a<br />
| £1000<br />
| £1000<br />
| £1000<br />
| £3000<br />
| £80000<br />
<br />
<br />
|-<br />
| [[BJC 22, Norwich, 2009|BJC 2009]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 23, Huddersfield, 2010|BJC 2010]]<br />
| £4500<br />
| £3200<br />
| £10000<br />
| <br />
| <br />
| £500<br />
| <br />
| <br />
| <br />
| £53000<br />
<br />
<br />
|-<br />
| [[BJC 24, Nottingham, 2011|BJC 2011]]<br />
| £13,000<br />
| £10,500<br />
| £10,000<br />
| £8,500<br />
| £1,400<br />
| £800<br />
| <br />
| <br />
| £3000<br />
| £63,000<br />
<br />
<br />
|-<br />
| [[BJC 25, Southend, 2012|BJC 2012]]<br />
| £13,250<br />
| £7300<br />
| £17,000 <small>(inc venue)</small><br />
| £4875<br />
| £1250<br />
| £1195<br />
| <br />
| £5886<br />
| £5000<br />
| £63,000<br />
<br />
<br />
|-<br />
| [[BJC 26, Pickering, 2013|BJC 2013]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
| [[BJC 27, Darton, 2014|BJC 2014]]<br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
| <br />
<br />
<br />
|-<br />
! Year<br />
! Site<br />
! Show Venue<br />
! Show cost<br />
! Security<br />
! Buses<br />
! Passes<br />
! Admin<br />
! Marquees<br />
! Big tops<br />
! Total Cost<br />
<br />
<br />
|}<br />
<br />
[[Category:Expenditure| ]][[Category:BJC History]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=7537Budget2014-04-25T11:09:57Z<p>Lorri: /* Making savings */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible. <br />
<br />
Consider having a treasurer. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the [[Who can help?]] page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 600 or 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
If you're messing with the usual formula, for example by changing the dates, then you may want to set your break-even lower than this, although this may mean running more of an "austerity BJC".<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some of the [[:Category:Previous_Organisers|previous BJC orgs]] together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers and mentioning it at the auction at Open Stage)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
*Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
*Donation bucket on reg desk at the end<br />
<br />
*Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers' willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
Following merch and cake sales and auctions at one-day conventions, and by using the profits from Chocfest 2014 , BJC2013 eventually made back the money that it owed.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Don't be embarrassed about this, it is common in business and especially in events. Get quotes from different suppliers and play them off against each other. Some companies will reduce their prices, some won't; but you won't know if you don't ask! Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract. <br />
<br />
If you're not sure about the size of big top/marquee you need then talk to the company about booking a smaller one with the option to upgrade it to a bigger one closer to the event (if available) when you have a better idea of numbers. If you're not sure about confirming something then put it on hold (or reserve) and keep it on hold as long as you can before you confirm and commit to spending money on it. If registrations are not going well and you no longer have a need for something then better to cancel it and lose the deposit then pay for the whole (no longer necessary) thing.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make. Pre-selling clothing at pre-reg means you will have a much better idea of what will sell and lower your risk of unsold stock.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to [[Lorri Reese|Lorri]], she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=7536Budget2014-04-25T11:00:32Z<p>Lorri: /* Why a budget is vital */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible. <br />
<br />
Consider having a treasurer. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the [[Who can help?]] page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 600 or 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
If you're messing with the usual formula, for example by changing the dates, then you may want to set your break-even lower than this, although this may mean running more of an "austerity BJC".<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some of the [[:Category:Previous_Organisers|previous BJC orgs]] together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers and mentioning it at the auction at Open Stage)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
*Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
*Donation bucket on reg desk at the end<br />
<br />
*Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers' willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
Following merch and cake sales and auctions at one-day conventions, and by using the profits from Chocfest 2014 , BJC2013 eventually made back the money that it owed.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make. Pre-selling clothing at pre-reg means you will have a much better idea of what will sell and lower your risk of unsold stock.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to [[Lorri Reese|Lorri]], she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=7535Budget2014-04-25T10:59:48Z<p>Lorri: /* Why a budget is vital */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible. <br />
<br />
Consider having a treasurer if you are not going to have the time to note every registration and invoice or reconcile the bank account. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the [[Who can help?]] page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 600 or 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
If you're messing with the usual formula, for example by changing the dates, then you may want to set your break-even lower than this, although this may mean running more of an "austerity BJC".<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some of the [[:Category:Previous_Organisers|previous BJC orgs]] together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers and mentioning it at the auction at Open Stage)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
*Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
*Donation bucket on reg desk at the end<br />
<br />
*Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers' willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
Following merch and cake sales and auctions at one-day conventions, and by using the profits from Chocfest 2014 , BJC2013 eventually made back the money that it owed.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make. Pre-selling clothing at pre-reg means you will have a much better idea of what will sell and lower your risk of unsold stock.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to [[Lorri Reese|Lorri]], she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Do_you_have_what_it_takes%3F&diff=7534Do you have what it takes?2014-04-25T10:33:55Z<p>Lorri: </p>
<hr />
<div><metadesc>What you should think about before you bid to run a BJC.</metadesc><br />
<br />
You will need<br />
<br />
* A large enough '''[[site|venue]]''' reasonably near you. For an attendance of 1000 that's something roughly like:<br />
** Minimum of 10,000 square metres of field suitable for camping (that's equivalent to a square 100m on each side). Probably more than that, given the amount of live-in vehicles. Unfortunately, many venues with fields won't allow camping on them at all.<br />
** 1000 square metres of gym space,<br />
** 250 parking spaces.<br />
<br />
* '''A team'''. BJC is not a one-person job. There are people around who can help with various aspects of it, if you can bring them on board: [[site management]], [[pre-reg]] and the [[public show]] have been done by the same three people in 2008, 2009 and 2010. Even if you outsource all of that, there is still more left to do than one person can reasonably do on their own. Unless you have superpowers. <br />
<br />
* '''Time'''. Running a BJC is a big time commitment. Realistically, other things in your life are going to slip during that time. Husbands, wives, partners and children can get the short end of the stick. It is possible to run a BJC and hold down a full time job at the same time... but only just. If your kids are on site during the event, even with a full time babysitter they will inevitably require a lot of your attention, which can make things very difficult. Oh, and someone on the team needs to be able to make phone calls during office hours. <br />
* '''Budget skills'''. You are essentially running a small business with a turnover of appoximately £65,000 (based on 2014). If you are going to be pushed for time or are not completely comfortable with budgets then find someone else who is to be your treasurer. As lead organiser the budget is your responsibility but this doesn't mean you have to be the one noting every registration and invoice or reconciling the bank account. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the [[Who can help?]] page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
* '''Time management skills'''. If everything in your life is normally completed in a panic at the last minute, you can only run a BJC if you have a strong and trusted right hand person who is able to plan time for you and keep things moving.<br />
* '''People skills'''. If you're used to being successful in life by working hard yourself, brilliant! - but that's not enough. Have you the skills to find a team of volunteers and get them to work successfully together? Do you have the strength of mind to [[Being The Boss|be the boss]]?<br />
<br />
* There are more tips on making a successful bid on the [[How is the BJC organised?#Can I stand up at a business meeting with my proposal?|How is the BJC organised?]] page.<br />
<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Do_you_have_what_it_takes%3F&diff=7533Do you have what it takes?2014-04-25T10:23:01Z<p>Lorri: </p>
<hr />
<div><metadesc>What you should think about before you bid to run a BJC.</metadesc><br />
<br />
You will need<br />
<br />
* A large enough '''[[site|venue]]''' reasonably near you. For an attendance of 1000 that's something roughly like:<br />
** Minimum of 10,000 square metres of field suitable for camping (that's equivalent to a square 100m on each side). Probably more than that, given the amount of live-in vehicles. Unfortunately, many venues with fields won't allow camping on them at all.<br />
** 1000 square metres of gym space,<br />
** 250 parking spaces.<br />
<br />
* '''A team'''. BJC is not a one-person job. There are people around who can help with various aspects of it, if you can bring them on board: [[site management]], [[pre-reg]] and the [[public show]] have been done by the same three people in 2008, 2009 and 2010. Even if you outsource all of that, there is still more left to do than one person can reasonably do on their own. Unless you have superpowers. <br />
<br />
* '''Time'''. Running a BJC is a big time commitment. Realistically, other things in your life are going to slip during that time. Husbands, wives, partners and children can get the short end of the stick. It is possible to run a BJC and hold down a full time job at the same time... but only just. If your kids are on site during the event, even with a full time babysitter they will inevitably require a lot of your attention, which can make things very difficult. Oh, and someone on the team needs to be able to make phone calls during office hours. <br />
* '''Budget skills'''. You are essentially running a small business with a turnover of appoximately £65,000 (based on 2014). If you are going to be pushed for time or are not completely comfortable with budgets then find someone else who is to be your treasurer. As lead organiser the budget is your responsibility but this doesn't mean you have to be the one noting every registration and invoice or reconciling the bank account. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the [[Who Can Help?]] page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
* '''Time management skills'''. If everything in your life is normally completed in a panic at the last minute, you can only run a BJC if you have a strong and trusted right hand person who is able to plan time for you and keep things moving.<br />
* '''People skills'''. If you're used to being successful in life by working hard yourself, brilliant! - but that's not enough. Have you the skills to find a team of volunteers and get them to work successfully together? Do you have the strength of mind to [[Being The Boss|be the boss]]?<br />
<br />
* There are more tips on making a successful bid on the [[How is the BJC organised?#Can I stand up at a business meeting with my proposal?|How is the BJC organised?]] page.<br />
<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Do_you_have_what_it_takes%3F&diff=7532Do you have what it takes?2014-04-25T10:20:12Z<p>Lorri: </p>
<hr />
<div><metadesc>What you should think about before you bid to run a BJC.</metadesc><br />
<br />
You will need<br />
<br />
* A large enough '''[[site|venue]]''' reasonably near you. For an attendance of 1000 that's something roughly like:<br />
** Minimum of 10,000 square metres of field suitable for camping (that's equivalent to a square 100m on each side). Probably more than that, given the amount of live-in vehicles. Unfortunately, many venues with fields won't allow camping on them at all.<br />
** 1000 square metres of gym space,<br />
** 250 parking spaces.<br />
<br />
* '''A team'''. BJC is not a one-person job. There are people around who can help with various aspects of it, if you can bring them on board: [[site management]], [[pre-reg]] and the [[public show]] have been done by the same three people in 2008, 2009 and 2010. Even if you outsource all of that, there is still more left to do than one person can reasonably do on their own. Unless you have superpowers. <br />
<br />
* '''Time'''. Running a BJC is a big time commitment. Realistically, other things in your life are going to slip during that time. Husbands, wives, partners and children can get the short end of the stick. It is possible to run a BJC and hold down a full time job at the same time... but only just. If your kids are on site during the event, even with a full time babysitter they will inevitably require a lot of your attention, which can make things very difficult. Oh, and someone on the team needs to be able to make phone calls during office hours. <br />
* '''Budget skills'''. You are essentially running a small business with a turnover of appoximately £65,000 (based on 2014). If you are going to be pushed for time or are not completely comfortable with budgets then find someone else who is to be your treasurer. As lead organiser the budget is your responsibility but this doesn't mean you have to be the one noting every registration and invoice or reconciling the bank account. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the Who Can Help page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
* '''Time management skills'''. If everything in your life is normally completed in a panic at the last minute, you can only run a BJC if you have a strong and trusted right hand person who is able to plan time for you and keep things moving.<br />
* '''People skills'''. If you're used to being successful in life by working hard yourself, brilliant! - but that's not enough. Have you the skills to find a team of volunteers and get them to work successfully together? Do you have the strength of mind to [[Being The Boss|be the boss]]?<br />
<br />
* There are more tips on making a successful bid on the [[How is the BJC organised?#Can I stand up at a business meeting with my proposal?|How is the BJC organised?]] page.<br />
<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Do_you_have_what_it_takes%3F&diff=7531Do you have what it takes?2014-04-25T10:19:42Z<p>Lorri: </p>
<hr />
<div><metadesc>What you should think about before you bid to run a BJC.</metadesc><br />
<br />
You will need<br />
<br />
* A large enough '''[[site|venue]]''' reasonably near you. For an attendance of 1000 that's something roughly like:<br />
** Minimum of 10,000 square metres of field suitable for camping (that's equivalent to a square 100m on each side). Probably more than that, given the amount of live-in vehicles. Unfortunately, many venues with fields won't allow camping on them at all.<br />
** 1000 square metres of gym space,<br />
** 250 parking spaces.<br />
<br />
* '''A team'''. BJC is not a one-person job. There are people around who can help with various aspects of it, if you can bring them on board: [[site management]], [[pre-reg]] and the [[public show]] have been done by the same three people in 2008, 2009 and 2010. Even if you outsource all of that, there is still more left to do than one person can reasonably do on their own. Unless you have superpowers. <br />
<br />
* '''Budget skills'''. You are essentially running a small business with a turnover of appoximately £65,000 (based on 2014). If you are going to be pushed for time or are not completely comfortable with budgets then find someone else who is to be your treasurer. As lead organiser the budget is your responsibility but this doesn't mean you have to be the one noting every registration and invoice or reconciling the bank account. If you are 100% happy with being, essentially, the Chief Financial Officer then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the Who Can Help page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
* '''Time'''. Running a BJC is a big time commitment. Realistically, other things in your life are going to slip during that time. Husbands, wives, partners and children can get the short end of the stick. It is possible to run a BJC and hold down a full time job at the same time... but only just. If your kids are on site during the event, even with a full time babysitter they will inevitably require a lot of your attention, which can make things very difficult. Oh, and someone on the team needs to be able to make phone calls during office hours. <br />
* '''Time management skills'''. If everything in your life is normally completed in a panic at the last minute, you can only run a BJC if you have a strong and trusted right hand person who is able to plan time for you and keep things moving.<br />
* '''People skills'''. If you're used to being successful in life by working hard yourself, brilliant! - but that's not enough. Have you the skills to find a team of volunteers and get them to work successfully together? Do you have the strength of mind to [[Being The Boss|be the boss]]?<br />
<br />
* There are more tips on making a successful bid on the [[How is the BJC organised?#Can I stand up at a business meeting with my proposal?|How is the BJC organised?]] page.<br />
<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Do_you_have_what_it_takes%3F&diff=7530Do you have what it takes?2014-04-25T10:17:23Z<p>Lorri: </p>
<hr />
<div><metadesc>What you should think about before you bid to run a BJC.</metadesc><br />
<br />
You will need<br />
<br />
* A large enough '''[[site|venue]]''' reasonably near you. For an attendance of 1000 that's something roughly like:<br />
** Minimum of 10,000 square metres of field suitable for camping (that's equivalent to a square 100m on each side). Probably more than that, given the amount of live-in vehicles. Unfortunately, many venues with fields won't allow camping on them at all.<br />
** 1000 square metres of gym space,<br />
** 250 parking spaces.<br />
<br />
* '''A team'''. BJC is not a one-person job. There are people around who can help with various aspects of it, if you can bring them on board: [[site management]], [[pre-reg]] and the [[public show]] have been done by the same three people in 2008, 2009 and 2010. Even if you outsource all of that, there is still more left to do than one person can reasonably do on their own. Unless you have superpowers. <br />
<br />
* '''Busget skills'''. You are essentially running a small business with a turnover of appoximately £65,000 (based on 2014). If you are not completely comfortable with budgets then find someone else who is to be your treasurer. As lead organiser the budget is your responsibility but this doesn't mean you have to be the one noting every registration, invoice or reconciling the bank account. If you are 100% happy with being, essentially, the Finance Director/Manager then feel free to do that but if you aren't then it is much better for you (and your BJC) to find someone else who is, who will report to you. If there is no-one in your existing team who is comfortable in that role then look at the Who Can Help page or put out a call on Facebook, twitter or Juggling Edge. <br />
<br />
* '''Time'''. Running a BJC is a big time commitment. Realistically, other things in your life are going to slip during that time. Husbands, wives, partners and children can get the short end of the stick. It is possible to run a BJC and hold down a full time job at the same time... but only just. If your kids are on site during the event, even with a full time babysitter they will inevitably require a lot of your attention, which can make things very difficult. Oh, and someone on the team needs to be able to make phone calls during office hours. <br />
* '''Time management skills'''. If everything in your life is normally completed in a panic at the last minute, you can only run a BJC if you have a strong and trusted right hand person who is able to plan time for you and keep things moving.<br />
* '''People skills'''. If you're used to being successful in life by working hard yourself, brilliant! - but that's not enough. Have you the skills to find a team of volunteers and get them to work successfully together? Do you have the strength of mind to [[Being The Boss|be the boss]]?<br />
<br />
* There are more tips on making a successful bid on the [[How is the BJC organised?#Can I stand up at a business meeting with my proposal?|How is the BJC organised?]] page.<br />
<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=5641Budget2013-04-17T15:54:37Z<p>Lorri: </p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible.<br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some previous BJC orgs together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
* Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
* Donation bucket on reg desk at the end<br />
<br />
* Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers' willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to [[Lorri Reese|Lorri]], she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=5639Budget2013-04-17T15:52:17Z<p>Lorri: </p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible.<br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some previous BJC orgs together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
* Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
* Donation bucket on reg desk at the end<br />
<br />
* Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers' willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to Lorri, she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=5636Budget2013-04-17T15:41:15Z<p>Lorri: /* Ways to lose money */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible.<br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some previous BJC orgs together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
* Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
* Donation bucket on reg desk at the end<br />
<br />
* Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers' willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to Lorri, she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=5635Budget2013-04-17T15:40:09Z<p>Lorri: /* Ways to lose money */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible.<br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some previous BJC orgs together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. Two volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
* Putting a note in with performers' fees explaining the situation and explaining we would accept money back<br />
<br />
* Donation bucket on reg desk at the end<br />
<br />
* Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to Lorri, she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=5634Budget2013-04-17T15:38:43Z<p>Lorri: /* Ways to lose money */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible.<br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like the event was going to lose a vast amount of money. The team panicked for a bit, each team member had a bit of a meltdown, then they gathered some previous BJC orgs together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. 2 volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment.<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut.<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle.<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
* Putting a note in with performer's fees explaining the situation and explaining we would accept money back.<br />
<br />
* Donation bucket on reg desk at the end.<br />
<br />
* Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to Lorri, she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=5633Budget2013-04-17T15:37:45Z<p>Lorri: /* Money for deposits */</p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible.<br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like wethe event was going to lose a vast amount of money. the team panicked for a bit, each team member had a bit of a meltdown, then they gathered some previous BJC orgs together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. 2 volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment.<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut.<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle.<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
* Putting a note in with performer's fees explaining the situation and explaining we would accept money back.<br />
<br />
* Donation bucket on reg desk at the end.<br />
<br />
* Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue (it's not wise to advertise a venue/dates until you have a signed contract. Most signed contracts require a deposit). There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs with surplus money for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to Lorri, she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=5632Budget2013-04-17T15:36:13Z<p>Lorri: </p>
<hr />
<div>= Why a budget is vital =<br />
<br />
You need to have a detailed budget, to keep that budget up to date during the run-up, and to use the budget to guide your spending decisions.<br />
<br />
This is a difficult job. The numbers are large and scary, there are unknowns, there are parts of the project you don't understand yet. You need to make one anyway. Getting your costs under control becomes much harder the later you leave it, and doing it during the event is nearly impossible.<br />
<br />
Your BJC needs to avoid making a loss. You can't aim to make exactly zero money, because things not under your control will mess with the numbers in ways you don't expect. This means that you need to aim to make a small profit.<br />
<br />
The only way to run an event to make a specific minimum amount of money is to plan for it. You need to <br />
* identify your costs<br />
* identify your likely income<br />
* maintain a good sized gap between the two that allows for unfortunate events (such as low attendance or unexpected costs). <br />
* work with your plan so that the costs are lower than your chosen break-even point<br />
* regularly monitor your plan so that you will notice if the costs you're incurring become higher than you intended<br />
* change your plan if this happens.<br />
<br />
Losses aren't imaginary negative money. Losses are you personally calling your suppliers and telling them that you cannot pay them. Losses are your reputation on the line, as well as the reputation of the BJC itself. Also you don't want your security team to come knocking on your door asking to be paid!<br />
<br />
If you are thinking, "I can't possibly make a budget, because I don't know any of these things": FIND HELP. People can help you with this. See [[Who can help?]]. Lots of people would much rather help you out at this stage, than see you making a loss later.<br />
<br />
= Writing a budget =<br />
<br />
== How much might you take? ==<br />
<br />
An easy way to make a BJC budget is to calculate how much money you would make, at 2/3 of a realistic estimate of your attendance. So that might be 650 for an average BJC. Don't include sales of clothing, food and bar takings, or any of that; just include the door takings. You want to be reasonably sure that you will not make a loss, even if attendance is down for reasons outside your control.<br />
<br />
== What will you need to spend money on? ==<br />
<br />
Write down every single thing you will spend money on.<br />
<br />
Now work out what you have missed from the list, and add that. First, look around the edge of people's areas of responsibility to find things you have missed.<br />
<br />
For example: Do the buses to the show come under the show budget? How about the performer accommodation? Is the fencing in the "site" budget? How about sound and lighting services for the show? Will you need a plumber or a spark to connect up your services? Does your venue have enough tables and chairs for everywhere people will want to sit? How much AV equipment will you need? Do your passes need ribbon to put them on? <br />
<br />
Now, take this list, find a recent BJC organiser, and see if they can spot more things you have missed.<br />
<br />
== How much will it cost? ==<br />
<br />
You need to cost everything on your list, and then add ten percent for the unpredictable.<br />
<br />
If you don't know the costs of something, you need to find out. If you can't find out yet, you need to use the best estimate you can, and make it a priority to improve the estimate as soon as possible.<br />
<br />
Ways to cost things:<br />
<br />
* Get quotes from companies. If you don't know enough to get a quote, then:<br />
* Ask someone who's done it before; preferably someone who's done it before at a BJC.<br />
<br />
Don't estimate on the "lucky" side of everything. If you're thinking "Maybe we could borrow some AV gear", start with an estimate for hiring it in. At an event the size of a BJC there is exactly zero chance that you will be lucky in every one of your budget items.<br />
<br />
Every time you firm up a quote or learn more about what you'll need, go back and improve your budget.<br />
<br />
== Does the budget add up? ==<br />
<br />
If the budget says you will be spending more than you will make, find something to cut and cut it. Ask previous BJC organisers; they can help you find things to get rid of.<br />
<br />
== Cutting the budget ==<br />
<br />
Cutting things from the budget is hard, because of course you want your BJC to be fantastic. But remember, being able to pay all your suppliers is EVEN MORE IMPORTANT than everybody on site having a great time.<br />
<br />
The easiest way to make cuts and still maintain your "artistic integrity" is to have a strong vision of what you want your BJC to be about. Can you explain it in 30 seconds?<br />
<br />
The stronger your vision, the easier it is to say, does this thing here contribute to our vision? If not, cut it. If your BJC is the Happy Community Love BJC, then you can cut the paid entertainment and find a way to encourage people to make their own entertainment.<br />
<br />
If you're still in trouble, you need to decide what's essential and what's nice to have. You need a site, you need security and toilets. You don't need to have shows and bought-in entertainment every night. You don't need to have beautiful passes. You don't need a professionally printed booklet.<br />
<br />
== Ways to lose money ==<br />
<br />
If you try and budget up to your full expected attendance, you will lose money. If you do not have a budget at all, you will lose money. If you add on lots of small random "nice to have" items without keeping an eye on the budget, you will lose money. If your budget total is vastly more than last year, you are at serious risk of losing money.<br />
<br />
This is not meant to be an exhaustive list of ways to lose money. There are plenty more!<br />
<br />
'''What do we do if we are losing money?''' <br />
<br />
This is a truly horrible situation to be in, avoid at all costs! On the Wednesday of BJC 2013, it looked like wethe event was going to lose a vast amount of money. the team panicked for a bit, each team member had a bit of a meltdown, then they gathered some previous BJC orgs together for a brainstorming session. This was incredibly helpful. <br />
<br />
Suggestions that came up:<br />
<br />
*Hard sell on Merchandise (cute kids and persuasive volunteers)<br />
<br />
*Hard sell on DVDs (cute kids and persuasive volunteers)<br />
<br />
*Sending volunteers out into the community with flyers to send members of the public to the BJC and to the show. 2 volunteers with amazing skills, one with amazing people skills.<br />
<br />
*Planning a second one-dayer on the cheap to help cover bills (Chocfest 2.0) <br />
<br />
*Negotiating with contractors for delayed payment and reduced payment.<br />
<br />
*Negotiating with friendly caterers to see if they can give a bigger cut.<br />
<br />
*Asking Traders to give super shiny prizes, instead of using these as games prizes, running a raffle.<br />
<br />
*Publicising the raffle (cute kids and persuasive volunteers)<br />
<br />
* An auction of some special prizes (signed props from the show, signed t-shirt etc)<br />
<br />
* Putting a note in with performer's fees explaining the situation and explaining we would accept money back.<br />
<br />
* Donation bucket on reg desk at the end.<br />
<br />
* Telling the community the situation (in the open stage interval, as a lead up to the auction) <br />
<br />
The BJC2013 team were truly amazed by people's generosity, in the raffle and the auction, and in their donation bucket at the end, and by performers willingness to donate. They had a really positive business meeting, where none of the team felt blamed, but felt able to acknowledge where mistakes were made. They also had donations from previous BJCs, and from other one-day conventions. The juggling community really helped them out.<br />
<br />
= Making savings =<br />
<br />
Negotiate every quote. Get your bulk supplies from a cash and carry, not from a supermarket. Put things like your big top under contract, and spell out precisely what you expect. Big top company are supplying sound and lighting for the top? Put it under contract. Big top can run on two 13amp sockets? Under contract.<br />
<br />
Do not agree to pay up front. Deposit, yes; full payment, no.<br />
<br />
Do not over buy clothing. Every item you fail to sell will impact your bottom line, and a couple of boxes of unsold hoodies will eat up every penny of clothing profit you make.<br />
<br />
Do not extend cheap pre-reg for too long. Once you have enough money to cover your deposits, every discounted pre-reg sale is losing you money.<br />
<br />
Do not have a free hand with complimentary tickets. Free tickets are not free. They are costing you the headline price of that ticket. Even for people who would not otherwise be coming, extra people cost you in terms of passes, toilet provision, venue capacity, and so on.<br />
<br />
= Help is at hand =<br />
<br />
If you are thinking of organising a BJC, talk to [[:category:Previous Organisers|previous BJC organisers]], they may be able to let you see their accounts to give you an idea of how much things should cost.<br />
<br />
There is a table showing some of the [[previous convention costs]].<br />
<br />
= Money for deposits =<br />
<br />
You will need money for deposits, particularly for your chosen venue. There are a number of ways to get the money for the deposits, including:<br />
<br />
* Asking previous BJCs for loans<br />
<br />
* Selling (non-voting) shares in your limited company - to date only BJC2k has done this (talk to Lorri, she'll tell you exactly how it was done back in 2000)<br />
<br />
* Putting in your own money as a loan<br />
<br />
* Selling pre-reg tickets before you have the venue/dates/budget confirmed (risky unless you're willing to refund people who can't make it if you have to change dates/venues or are prepared to ask for extra money/refund money if your budget says you need to charge more/less)<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=BJC_13,_York,_2000&diff=5546BJC 13, York, 20002013-04-16T22:36:33Z<p>Lorri: /* Notes and other details */</p>
<hr />
<div><div style="width: 45%; float: right;">[[File:BJC2000Logo.jpg|150px|thumb|center|BJC 2000 logo]]</div><br />
'''BJC # 13''' 13-16.April.2000<br />
<br />
== Location ==<br />
'''YORK.''' The sports centre and sports fields of the University of York, York, YO10 5DD. [http://maps.google.co.uk/maps?q=53.943243,-1.056643&gl=uk&z=16 Location on Googlemap]<br />
<br />
== Organisers ==<br />
Main organisers: [[Rob Stone]], [[Lorri Reese]], [[Mike Armstrong]],<br />
<br />
plus a cast of hundreds including at least (in no order):<br />
<br />
* Little Dave<br />
* [[Mini Mansell]]<br />
* Nicole Taylor<br />
* Paul and Claire Gibbs<br />
* [[LP]]<br />
* Pete Bradshaw<br />
* Steve Carter<br />
* Matt Shacklady<br />
* Kev and Eclair<br />
* Martin Burton<br />
* [[Sam Vines]]<br />
* Laura Gray<br />
* Tim Fieldsend<br />
* [[Alice Doggrell|Fak]]<br />
* [[Ewan|Ewano]]<br />
* Miark<br />
* Jenny Main <br />
* Colin Durrans<br />
* John Cosham<br />
* Paul Selwood<br />
<br />
and all the other Yorkies ...<br />
<br />
== Attendance ==<br />
1000+<br />
<br />
== Previous official website url ==<br />
http://web.archive.org/web/20020806125017/http://www.bjc2k.york.ac.uk/<br />
<br />
== Logo ==<br />
[[File:BJC2000Logo.jpg|200px|thumb|left|BJC 2000 logo]]<br /><br />The logo was chosen by the organisers from a selection of logos designed by HND Graphic Design students from York College. The winning design of the wavy club was by Andrew Dobson. Graham Worsfold's design of a juggler was used on the front of the convention t-shirts and programme, with Andrew Dobson's wavy club design on the back.<br /><br /><br /><br /><br />
[[File:BJC2kProgrammeCover.jpg|300px|thumb|right|BJC 2000 Programme Covers]]<br />
<br />
<br style="clear: both" /><br />
<br />
== Pass ==<br />
<br />
[[File:YorkBJCPass Lighter.JPG|100px|thumb|left|BJC 2000 Pass]]<br /><br />
A rather fetching laser cut steel version of the logo with a dog tag chain. <br /><br />
Cost less than a quid and is often still seen as a key ring.<br />
<br />
<br style="clear: both" /><br />
<br />
== T-Shirt ==<br />
<br />
[[File:BJCTshirt.jpg|350px|thumb|right|BJC 2000 T-shirt]]<br><br><br />
<br />
As well as the main BJC2k t-shirt there was also a unicycle BJC2k t-shirt.<br />
<br />
The main BJC t-shirt was black with the man juggling logo on front and one third of the three clubs logo on the back.<br />
<br />
<br style="clear: both" /><br />
<br />
== Prices ==<br />
<br />
[[File:BJC2kFlyer.jpg|120px|thumb|left|BJC 2000 Flyer]]<br />
<br />
{| border="1" cellspacing="0" cellpadding="5" class="wikitable" style="text-align: center"<br />
<br />
|-<br />
! <br />
! Adults<br />
! under 16s<br />
! under 10s<br />
! Family Ticket<br> <small>(2 Adults 2 Kids)</small><br />
! T-shirts<br />
! Gatto Masterclass<br />
! single rooms<br />
! <br>en-suite rooms<br />
<br />
<br />
|-<br />
!Pre-reg<br />
| £37<br />
| £22.50<br />
| free<br />
| £105<br />
| £7<br />
| £75<br />
| £17<br />
| £18<br />
<br />
|-<br />
!On Door<br />
| £45<br />
| £30<br />
| free<br />
| £125<br />
| £8 <br />
| £80<br />
| £17.50<br />
| £22.50<br />
<br />
|}<br />
<br />
<br />
'''Day tickets''': Thursday; £10/£5, Friday; £10/£5, Saturday; £12.50/£7.50, Sunday; £7/£3.50 <br><br />
'''Public Show tickets''': £7.50<br />
<br />
<br style="clear: both" /><br />
<br />
== Public Show ==<br />
[[File:BJC2kShowTicket.jpg|200px|thumb|right|BJC 2000 Public Show Ticket]]<br />
The show was called "Heights of Fancy" and was held at the University's distinctive Central Hall, the seats had millennium balloons and decorations on them supplied by Jak from [[Jesters]].<br />
<br />
'''Compères'''<br />
<br />
[[Mr Jules]] and [[Andy Wood]] (Tiger Bond)<br />
<br />
'''Acts'''<br />
<br />
* [[Anthony Gatto]]; <br />
* [[Feeding The Fish]], who premièred their [[Aerotech]] glow club routine; part funded by grant from [[New Circus Initiative]]<!-- possibly some dispute about grant see New circus initiative page --><br />
* Decúbito Supino; <br />
* [[Curious Eyebrows|The Curious Eyebrows]]; <br />
* [[Benjamin Smalls]] (Ben Richter)(2acts: balls, clubs); <br />
* Sam Foakes (BMX); <br />
* [[The Gandinis|Gandini Juggling]]; <br />
* [[Manomani]] (Richard Durnford and Nikki Andrews)(acrobalance); <br />
* [[Freefall]] (club passing);<br />
* Sharon Haddock & [[Kati Ylä-Hokkala]] (club swinging); <br />
* Errol Richardson (diabolo); <br />
* [[Rod Laver]] & David Ericsson (ping-pong juggling); <br />
* Jamie Fletcher (3-ball juggling);<br />
<br><br />
In the interval a video of [[Toby Walker]] was shown<br />
<br />
== Other shows ==<br />
<br />
[[Circus Space]] performed a show in the [[NoFit State]] circus big top twice on Friday evening.<br />
<br />
Fire Show organised by [[Cosmos Jugglers|Jim & Anna (of Cosmos Jugglers)]] on Friday evening.<br />
<br />
A Circus Science show was held in show venue for local kids on Sunday morning. It was free.<br />
<br />
== Games ==<br />
<br />
Games were held in the [http://www.yorkshiremuseum.org.uk/Page/Gardens.aspx York Museum Gardens], hosted by Steve Carter (Sweavo) at the end of the parade through the centre of York on Saturday afternoon. Games included the inspired combination of 5 ball endurance with diabolo long throw as well as International Stredging (which was won by [[Luke Burrage]] & Ben [http://www.jugglingdb.com/news/thread.php?id=56776&group=1]).<br />
<br />
== Workshops ==<br />
<br />
'''Coordinator:''' [[Ewan|Ewano]]<br />
<br />
As well as the usual workshops there was also a [http://web.archive.org/web/20020112122114/http://www.bjc2k.york.ac.uk/plain/idp.shtml masterclass] taught by [[Anthony Gatto]] and Nick Gatto for 3 days of 3 hours per day, which people had to pay extra for (£75/£80), it was limited in numbers and sold out.<br />
<br />
Beginners & Advanced Mancala - Matt<br><br />
Beginners 3 club 2 person sharing - [[Mini Mansell]]<br><br />
Static Trapeze - Helena<br><br />
Juggling Injuries and Prevention - Limber Larry (Dr Lawrence Taylor)<br><br />
Yo-yo - Martin Burton<br><br />
Balloon Modelling - [[Dave JellyBean]]<br><br />
[[File:BJC2kPostcard.jpg|240px|thumb|right|BJC 2000 Postcard]]<br />
Beginner & Advanced Siteswap - Ben Beever<br><br />
Tuvan Throat Singing - Steve Carter<br><br />
Street Performing with Magic - [[Mario Morris]]<br><br />
Juggling Rings - [[Cosmos Jugglers|Jim Semlyen]]<br><br />
Lasso for Beginners - Peter Lister<br><br />
Whip Cracking - [[Peter Gamble]] <br><br />
Drumming workshop <br><br />
Diabolo linking - Brian <br><br />
"Mills Mess How To" - [[Ewan|Ewano]] <br><br />
Ball spinning - [[Curious Eyebrows|Winston]] <br><br />
Club swinging - Nigel <br><br />
Left and right club passing - Tarim & Mandy <br><br />
Contact - Casee.<br />
<br />
== Review, video and photo links ==<br />
[[File:Bjc2kvideocover.jpg|80px|thumb|right|Video Cover]]<br />
<br />
[http://www.twjc.co.uk/york.html Tunbridge Wells Juggling Club's review]<br><br />
[http://groups.google.com/forum/#!msg/rec.juggling/rhzkwovYIlA/s4DbOloWMMEJ Charles O Donoghue's Business Meeting report (+ comments)]<br><br />
[http://groups.google.com/d/msg/rec.juggling/lku0FmM4R8k/Uu_-jY0FbmQJ Discussion on how good York BJC was on rec.juggling]<br><br />
[[Luke Burrage]]'s [http://www.lukeburrage.com/archive/juggling/bjc2k.html review] <br><br />
[http://www.chaos.org.uk/ccc/newsletters/news_may2000.htm Stu J's Review (on 2nd page?)]<br><br />
[http://www.unicyclist.com/forums/showthread.php?t=10117 Sarah Miller's review on rec.sport.unicycling] <br><br />
[[Kaskade]] magazine issue 59 review of convention on page 4 and review of Gatto Workshops on page 6. <br \><br />
[http://www.yorkpress.co.uk/archive/2000/04/17/York+Archive/7957465.Jugglers_thrill_crowds___as_they_parade_through_York/ Report in York Press] <br><br />
[[Alan Plotkin]] produced a [[video]].<br />
<br style="clear: both" /><br />
<br />
== Notes and other details ==<br />
<br />
The convention was also known as BJC2k (2k (or Y2k) was a popular abbreviation for the year 2000 with media speculation that all the computers would stop working at the start of the year 2000).<br />
<br />
[[NoFit State]] Circus came along with their smaller big top (at the time it was their only one) which was used for [[Renegade]] shows, the [[Circomedia]] show and as a workshop and aerial space. [[Muffin Marquees]] (John Carter's company) also brought their big top as extra juggling/workshop space. The bar tent was from [[Jeff Dobson]] marquees. The music system in the bar was a free ghetto blaster, courtesy of Argos' no-quibble return policy, and a bike u-lock! <br><br />
Fencing and portaloo rental (and servicing of the loos) was sourced from a local building hire company. <br><br />
The university's site services department provided tonnes of woodchip to help deal with the consequences of the wet weather.<br />
<br />
[[Montegriffo's Frying Circus]] and a local fast food van provided on-site catering. There was also food available in Vanburgh College dining room on the university campus.<br />
<br />
There was a 7 mile unicycle ride from York to Riccall along a scale model of the solar system. <br> http://www.solar.york.ac.uk/Unicyclists/unicyclists.html<br />
<br />
Ken & Tina, from [[Tumblecircus]] were going to perform in the Public show, but due to problems hanging the trapeze in Central Hall they performed in Saturday night's renegade instead.<br />
<br />
People were also able to pre-reg by credit card thanks to [[Jak Hirst]] from Jesters.<br />
<br />
Some start up money was raised by selling (non-voting) shares in the company running BJC with the promise of a dividend if BJC made a profit. After the event a dividend was paid and the shares were compulsorily repurchased by the company.<br />
<br />
The organisers of BJC2k formed a limited company - York Events Management Ltd. (not to be confused with York Events Ltd. of Etty Avenue, York).<br />
<br />
Volunteers were rewarded with Beer tokens they could exchange at the bar for drinks.<br />
<br />
There was a [[ceilidh]] on Thursday night.<br />
<br />
<!-- Pantomime cow on unicycles at York BJC parade http://web.archive.org/web/20060427012743/www.twjc.co.uk/photos/044.jpg --><br />
<br />
[[File:BJCYorkMap.jpg|Site Map of BJC York]]<br />
<br />
The above is the site plan according to the programme, but the marquees and big tops were not placed exactly to this plan due to the heavy rain in preceding weeks. A large portion of the campsite was lost to water so the fire area had to be used for camping and a new fire area formed.<br />
<br />
<br />
[[File:BJC2kSupported.jpg|left|Supported by BJC2k logo]] BJC2k used some of its surplus to support projects like [http://www.juggler.net www.juggler.net] and [http://www.trickswithhats.org www.trickswithhats.org]. It also joined [[BJC 12, Durham, 1999|Durham BJC]] in helping fund two of the acts for [[BJC 17, Derby, 2004#Public Show|Derby BJC's Public Show]]. They have provided t-shirts for [[BYJOTY]], [[Startup loan|funds for start up]], offered money for "Box-O-Tools" and other stuff behind the scenes.<br />
<br />
<br />
[[Category:BJC History]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Lorri_Reese&diff=5545Lorri Reese2013-04-16T22:17:39Z<p>Lorri: </p>
<hr />
<div>One of the main organisers of [[BJC 13, York, 2000|BJC2k]].<br />
<br />
Been working professionally as an events manager ever since!<br />
<br />
Ran the BJC twitter account for 2012 and 2013.<br />
<br />
Email address is first name at juggler dot net.<br />
<br />
[[Category:Previous Organisers]] [[Category:Volunteers]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Lorri_Reese&diff=5544Lorri Reese2013-04-16T22:17:15Z<p>Lorri: </p>
<hr />
<div>One of the main organisers of [[BJC 13, York, 2000|BJC2k]].<br />
<br />
Been working professionally as an events manager ever since!<br />
<br />
Run the BJC twitter account for 2012 and 2013.<br />
<br />
Email address is first name at juggler dot net.<br />
<br />
[[Category:Previous Organisers]] [[Category:Volunteers]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Who_can_help%3F&diff=5543Who can help?2013-04-16T22:15:09Z<p>Lorri: </p>
<hr />
<div>Add your name to this list if: <br />
* You have been part of a previous BJC and can offer help, advice or consultation.<br />
* You have a specialist skill such as accountancy, and you can offer advice or services to future BJC teams.<br />
* You can get a good deal on something a BJC might need.<br />
* You have a great idea for a self-contained event that could happen at BJC and would be happy to be in charge of making it happen.<br />
* You have an unusual skill that you could run workshops on.<br />
<br />
Please add some details of what you are willing to do, and please list some way that people can get in touch with you. Email address is good, but "via XYZ juggling club" or similar would work if you really don't want your email address online.<br />
<br />
If you would just like to volunteer to be generally helpful at a BJC, please talk to the volunteer co-ordinators when you are there. <br />
<br />
[[Emily Winch]] knows about [[Pre-reg|online pre-reg]] and a lot of other stuff and is happy to chat about anything. Contact details are on [[Emily Winch|that page I just linked]].<br />
<br />
[[Mini Mansell]] knows a few things. just ask.<br />
<br />
[[Alice Doggrell]] is a qualified accountant and is happy to point people at the relevant parts of HM Revenue & Customs' website and pass on business/taxation knowledge.<br />
<br />
[[Sam Vines|Sam Vines (Mamph)]] is happy to help with advice about all aspects of the [[Public show|Public Show]].<br />
<br />
[[Lorri Reese]] is happy to help with general advice, planning, budgets or onsite help ([[BJC_13,_York,_2000|BJC2k]] org & now works in events).<br />
<br />
Many more event organisers hang out on [http://groups.yahoo.com/group/jugconorg/ jugconorg]. This list is normally completely quiet but if you post, all kinds of friendly useful people will come to your rescue.<br />
<br />
<br />
Back to [[Main Page|Organising a BJC]]<br />
<br />
<br />
<br />
[[Category:Organising BJC]]</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Games&diff=1634Games2010-05-05T15:38:07Z<p>Lorri: </p>
<hr />
<div>''text courtesy of Jon Relf''<br />
<br />
Another high point of a convention is the games, often at the end of the [[parade]], all the convention goers will take over a large area of public land & host our equivalent of the Olympics. Loads of games are played for every conceivable prop, popular ones include:<br />
<br />
Three ball, three club & unicycle gladiators <br />
Diabolo high toss <br />
Devilstick propeller endurance <br />
Handstand endurance <br />
Long distance passing <br />
Five ball endurance <br />
<br />
On top of that you will get the chance to play all manner of bizarre games such as;<br />
diabolo nose push, a race where you have to push a diabolo along the ground with your nose.<br> Stredging, which I couldn't possibly explain. <br><br />
The juggling beast, you play in teams of four & the idea is to juggle as many objects as a team while having as few feet on the floor as possible, the winner is usually the best looking beast & not the one that best fulfils the criteria!<br />
<br />
The traditional finale of the games is the Big toss up, where all the convention goers gather together and on the count of three throw their props in the air. This can make a nice photograph.<br />
[[File:Tossup.jpg]]<br />
<br />
If you want to give prizes for your games then don't forget to either tell your Games Organiser to get some beforehand or buy them in advance and give them to her/him. Alternatively (or in addition), you can ask your traders to donate prizes.</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Event_insurance&diff=1627Event insurance2010-05-05T15:31:19Z<p>Lorri: </p>
<hr />
<div>Insurance is there to protect your arse should anything/everything go wrong.<br />
<br />
Be careful with your insurance, some companies are scared of the unknown and thus exclude it in their policy, an example was the "no fire juggling anywhere" exclusion in the insurance policy for BJC 2006 in Bodmin.<br />
<br />
<br />
BJC 2010 used<br />
<br />
The Event Insurance Team<br />
<br />
Event Insurance Services Ltd<br />
20a Headlands Business Park<br />
Ringwood<br />
Hampshire<br />
BH24 3PB<br />
<br />
Tel: 01425 470360<br />
Fax: 01425 474905<br />
Email: info@events-insurance.co.uk<br />
<br />
2010 Insurance Certificate. [[File:Elcert.pdf]]<br />
<br />
2010 Insurance schedule. [[File:Schedule.pdf]]<br />
<br />
<br />
BJC2k arranged a contra-deal with Torribles Insurance - they provided £2million public liability insurance and we agreed to promote them as the event insurers and let them send literature to the event for the info desk. Torribles no longer cover circus events.</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Event_insurance&diff=1625Event insurance2010-05-05T15:31:00Z<p>Lorri: </p>
<hr />
<div>Insurance is there to protect your arse should anything/everything go wrong.<br />
<br />
Be careful with your insurance, some companies are scared of the unknown and thus exclude it in their policy, an example was the "no fire juggling anywhere" exclusion in the insurance policy for BJC 2006 in Bodmin.<br />
<br />
<br />
BJC 2010 used<br />
<br />
The Event Insurance Team<br />
<br />
Event Insurance Services Ltd<br />
20a Headlands Business Park<br />
Ringwood<br />
Hampshire<br />
BH24 3PB<br />
<br />
Tel: 01425 470360<br />
Fax: 01425 474905<br />
Email: info@events-insurance.co.uk<br />
<br />
2010 Insurance Certificate. [[File:Elcert.pdf]]<br />
<br />
2010 Insurance schedule. [[File:Schedule.pdf]]<br />
<br />
<br />
BJC2k arranged a contra-deal with Torribles Insurance - they provided £2million public liability insurance and we agreed to promote them as the eent insurers and let them send literature to the event for the info desk. Torribles no longer cover circus events.</div>Lorrihttp://thebritishjugglingconvention.co.uk/wiki/index.php?title=Budget&diff=1603Budget2010-05-05T15:00:05Z<p>Lorri: </p>
<hr />
<div>A scary part of BJC.<br />
<br />
Don't be surprised to see some massive numbers being spent on thing, often more than you have ever seen before.<br />
<br />
examples:<br />
<br />
[[Public show]] ......... £14000<br /><br />
[[merchandise]] .......... £6000<br /><br />
[[Security]] ................ £4000<br /><br />
[[Big top]] .................. £4000<br /><br />
[[marquees]] .............. £5000<br /><br />
[[Passes]] ................. £1000<br /><br />
site costs .............. £3000<br /><br />
venue .................... £5000<br /><br />
<br />
It all adds up to a massive amount of money. <br />
<br />
Don't worry, if you are prudent, ask a lot of questions, and <b>negotiate every quote</b>, you can be safe and not make a loss.<br />
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General advice is to budget on around 650 jugglers attending.</div>Lorri