Minutes for COPAFEST Music Festival Planning Meeting

Date: November 27, 2023

Location: COPAFEST Headquarters
Attendees:
1. John Smith - Festival Director
2. Jane Doe - Marketing Manager
3. Michael Johnson - Sponsorship Coordinator
4. Samantha Lee - Event Operations Manager
5. David Brown - Finance Manager
Meeting Commenced: 10:00 AM
Meeting Concluded: 11:30 AM
Agenda Items: 1
1. Festival Budget Review
2. Marketing and Promotion Strategy
3. Sponsorship Opportunities
4. Event Operations and Logistics
5. Any Other Business
Meeting Summary:
1. Festival Budget Review:
- David Brown provided an overview of the current budget status, including income projections,
expenses, and cash flow. It was agreed that all departments would work within their allocated budgets
and inform the finance department of any anticipated deviations.
2. Marketing and Promotion Strategy:
- Jane Doe presented the marketing and promotion strategy, including social media campaigns,
influencer partnerships, and traditional advertising. The team discussed the importance of maintaining
a consistent brand message and agreed to focus on early bird ticket sales to drive initial interest.
3. Sponsorship Opportunities:
- Michael Johnson discussed potential sponsorship opportunities and provided an update on
ongoing negotiations with potential sponsors. The team agreed to prioritize securing key sponsors for
stage branding, merchandise, and VIP areas.
4. Event Operations and Logistics:
- Samantha Lee outlined the current status of logistics planning, including stage setup, artist
accommodations, and ticketing. It was noted that security and medical services are in place, and
contingency plans for adverse weather conditions are being finalized.
5. Any Other Business:
- The team briefly discussed the lineup and confirmed that all headlining acts are confirmed. John
Smith emphasized the importance of maintaining good communication with artists and their
management teams.
Action Items:
- Marketing team to finalize the launch of early bird ticket sales and coordinate with influencers for
promotional activities.
- Finance department to provide a detailed breakdown of the budget for each department within the
next week.
- Sponsorship coordinator to follow up with potential sponsors and finalize agreements where
possible.
- Event operations team to continue refining logistics plans and finalize contingency arrangements.
Next Meeting:
The next meeting is scheduled for December 5, 2023, at 10:00 AM to review progress on action items
and address any outstanding issues.
Meeting Adjourned: 11:30 AM
Prepared by: [Your Name]
[Your Position]
COPAFEST Music Festival