Transparency

Community Call: Working Groups & the 2027 Dates Decision

A lighter agenda that became a substantive consultation. A board-elections update (next scheduled election January 2028; a quorum-fix statute amendment in preparation), the proposed registry model for working groups (anyone can register one — visibility, not endorsement), and the El Sitio new-site working group going public with open calls every other Wednesday. The bulk of the call: an open consultation on who should decide the 2027 event dates — board, members, or board-preselects-members-vote — with the middle option emerging as the likely shape, and a plain-spoken recap of why the dates must move: by law, this year’s event should have been cancelled three times. Available in English, Spanish, French, Italian, and German.

With: Daniel T (MC), Pablo V, Anna T, Ellen / Dr Plantes, João T, Condor, Vishal, Benoit, Azzurro, Imanol, Tancredi T, Olivier (Ankhor), René B, and community members — around 33 on the call

Coordinators' Debrief: Setup Phase

The first of the three phase-by-phase post-event debriefs, covering First Crew, Setup Week and Pre-Event Week. Departments shared what to protect — morning meetings, the AC cabins — and what to change: a power-by-date schedule agreed in advance, a proper container labelling and inventory plan, stricter minimum-day commitments and published arrival dates after 20–30% last-minute volunteer cancellations, an April deadline for structure-placement decisions, and a possible dedicated fire-compliance role next year. Next call: event-week debrief, Wednesday 26 August at 20:00 CEST. Available in English, Spanish, French, Italian, and German.

Present: Daniela S (facilitator), Martin S J, Michael M / Nurz, Ellen K, Cupcake, Bo S, Frank F, Moss, Shitshow, Ela Tella, Annelies P, Oliver · Board: Peter D, Ben D, Ward

Board Meeting

A full end-of-summer meeting. The board discussed the format of the event-dates decision — advisory poll, binding vote on vetted dates, or fully open vote — and agreed each member will ask asociados directly how they want to be asked; 17 September remains a target, not a formal announcement. A long discussion on working groups converged on a light-touch framework: a short board resolution plus guidance (purpose, sponsor, open by default, publish minutes), with a vote targeted for next meeting. Also covered: formal actas produced for the first time, a precautionary data-protection filing, wider deployment access for the Humans app, a compassionate-but-consistent response to a participant support request, and two asociado applications. Available in English, Spanish, French, Italian, and German.

Board present: Ben D (chair), Daniel T, Peter D, Pablo V, Chris O · Absent: Ward D, Victor P · Also present: Daniela M S (Production), Pepe C (legal counsel)

Governance Working Group — Third Meeting

A substantive debate on a draft regulation for creating working groups surfaced the group’s deepest open question: does legitimacy come from a written mandate, or from direct engagement with the community? Rather than resolving it among eight people, the group agreed a concrete next step: Peter K joins the drafting team to gather input from the leads — including barrio leads — on both options. Also discussed: advice process vs General Assembly (and whether a dates GA is a “category error”), what the board is actually for, the 17 September assembly’s still-open decision mechanism, and bi-weekly meetings confirmed. A full transcript (lightly edited for readability) is published alongside. Available in English, Spanish, French, Italian, and German.

Present: Celine V (facilitator), Daniel T, Kate B, Anna T, Ben D, Julian, Peter K, Olivier (listening)

Event Dates Working Group

A working session on the 2027 event-dates consultation. Daniel T laid out three options for the form of the final decision — advisory polls with the board deciding, a binding members’ vote among board-vetted dates, or a fully open binding vote — to be put to the board the same evening. The group refined the community poll live (availability framing, builder/striker questions, an option for participants of other burns), confirmed the two-track structure (broad anonymous poll + Humans-app poll), and planned outreach to other European burns. A frank longer-term discussion of dates vs region — informed by this summer’s festival cancellations — is included in full. Available in English, Spanish, French, Italian, and German; full transcript published with the participants’ consent.

Present: Celine V (facilitator), Daniel T, Olivier, Peter K

Community Meeting

A focused post-event call centred on next year’s event dates: an information pack (heat, cold, wildfire risk, other burns) is in preparation, with an open community poll and a Humans-app vote launching together — and the binding decision at the General Assembly, now moved to Thursday 17 September 2026, 20:00 CEST, using ranked voting. The expense-report system is open (first payouts targeted for late next week); coordinators begin phase-by-phase debriefs feeding the Annual Leadership Meeting (15–19 October); a barrio-innovation spotlight starts in September; and volunteers got a well-earned round of appreciation. Available in English, Spanish, French, Italian, and German; full transcript and video recording linked.

With: Daniel T (MC), Céline S, Daniela S, Peter D, Ellen / Dr Plantes, Matthew C, Anna T, Pablo V, Edmund S, Wouter B, Cupcake, and community members

Coordinators' Meeting

The first coordinators' meeting since the event. Coordinators agreed a three-call debrief structure by phase — pre-event (18 Aug), event week (25 Aug), and strike (1 Sep) — and confirmed an in-person Annual Leads Meeting on 15–19 October, open to all of this year's leads, with general assemblies to be called separately as concrete votes mature. Also covered: expense and reimbursement submissions now open on the volunteers platform, a possible small autumn gathering pending permits, and a volunteer thank-you newsletter. Available in English, Spanish, French, Italian, and German.

Present: Daniela (facilitator), Anna T, Aran, Benoît, Bo, Cupcake, Ellen, Johan, Kate B, Martin, Michael, Moss, Oli, Peter K, Sarah, Shicho, Tita · Observing for the board: Daniel T

Board Meeting

A lighter August meeting — no quorum, so no formal votes; updates and discussion only. The event-dates information pack is taking shape: data-driven weather and wildfire content, input from other European burns, a board recommendation per candidate week, and tiered community polling ahead of the General Assembly vote. The board also identified a statutory question about election timing now with legal counsel, discussed board engagement and quorum mechanics, clarified that go/no-go consultations are not an annual institution, and heard a new-site update including a possible rent-first structure. Available in English, Spanish, French, Italian, and German.

Board present: Daniel T, Peter D, Ben D, Pablo V · Absent: Ward D, Victor P

Governance Working Group — Second Meeting

The second meeting of the informal Governance Working Group, with three new participants. The central outcome: a proposal will be drafted asking the board to formally establish the working group — written deliberately by non-board members — stating its purposes, membership mechanism, and communication and transparency principles. Also discussed: keeping the first (virtual) General Assembly on 17 September focused on the event-dates decision; a Swiss-style information booklet for voters; ranked voting for the dates vote and a longer-term “run book” of voting mechanisms; bi-weekly meetings announced openly in the governance channel. A full transcript (lightly edited for readability) is published with the participants’ consent. Available in English, Spanish, French, Italian, and German.

Present: Celine V (facilitator), Daniel T, Kate B, Anna T, Chris O, Ben D, Peter K, Julian

Board Meeting

A dense working meeting. The board moved the General Assembly from 3 September to Thursday 17 September 2026, 20:00 CEST, allowing more time to prepare solid information for the event-dates decision — the reservations and the case for moving carefully were discussed in depth. Finance wrap-up continues (expense submissions first, figures to follow); the new-site feasibility work advances with a proposed rent–fundraise–purchase sequence; a first proposal on the interface between NCA and the new-site initiative was discussed, to become next week’s main topic. The membership register is ready, the Vocal election call is ready to go out, and permit groundwork for date options is being submitted this week. Available in English, Spanish, French, Italian, and German.

Board present: Daniel T, Pablo V, Chris O, Peter D, Ward D, Ben D, Victor P · Also present: Daniela M S

Community Meeting

A big, energetic call — ~80 people at peak, the same month as the event. First retro of Elsewhere 26: the permit held, nobody was hurt, first-time volunteers want to come back, refunds and expense reports in progress. A General Assembly was announced for 3 September 2026, 20:00 CEST — first item: next year’s event dates, in light of this year’s fire risk. The governance working group is reforming and seeking members; a permanent “temple mound” was proposed, alongside a plea to reclaim Sunday as a day of closure. The new-site initiative got a public presentation: an independent working group to make long-term land available for the association to rent, with a possible micro-burn in the autumn. A rich discussion on board recruitment, diversity, workload and liability rounded out the call. Available in English, Spanish, French, Italian, and German; full transcript, chat log, and video recording linked.

With: Daniel T (MC), Daniela S, Ant H, Ellen / Dr Plantes, Shitshow (LNT), Scientist (Safer Space), Pierre K, Pablo V, Kate B, Tancredi T, Michael M (nurse), Victor P, Benoit F, and many community members

First Post-Event Board Meeting

The first board meeting after the event. With quorum reached, the board voted unanimously to call the association’s first General Assembly for Thursday 3 September 2026, 20:00 CEST — the most urgent item being next year’s event dates, given this year’s fire-season near-misses and the authorities’ advice. Finance wrap-up is underway: invoices under line-by-line review, expense reporting via Humans expected ready by Monday, full figures to follow. On production and financial transparency: production involved a small number of paid roles alongside the volunteer team (approved across two board meetings, with legal and accounting advice); a production and finance report covering the year’s financial decisions is planned, along with a future conversation on compensation policy. Available in English, Spanish, French, Italian, and German.

Board present: Daniel T, Pablo V, Ben D, Ward D, Victor P · Also present: Daniela M S

New Land Project — First Planning Meeting

The first planning meeting for the potential new site: an exploratory session on timeline, blockers, and structure, with no binding decisions taken. A draft sequence was presented aiming at a clear go/no-go decision on the new site around the end of the year, with a possible small test event in the autumn — the format and scale of which were candidly debated and remain open. The land would be held by a separate entity to ring-fence financial risk away from the association, which would rent the site on clear long-term terms; structural options will be developed by a working group. The New Land project and the association’s own planning are being kept as clearly separate work streams. Because a purchase is under active negotiation, these minutes deliberately omit all financial figures and transaction details — a temporary, bounded exception to the community’s transparency norms, not a change to them. Available in English, Spanish, French, Italian, and German.

Present: Pablo V (facilitator), Daniel T, Daniela M S, Ward D, Peter D, Pepe, Martin, Javier

Informal Governance Working Group — First Meeting

The first meeting of a potential Governance Working Group, convened to begin designing the association’s distributed decision-making structures. The group named its chicken-and-egg problem candidly: it is bootstrapped with board authority — authority “on loan” from the members — and committed to opening its own composition to the community quickly via a light application process. Draft principles were discussed (the working group proposes, the community decides; votes bind policy and budget, not operations; trust the community’s wisdom), along with roles, a decision-tier matrix, and a candidly aired disagreement about working in open versus private channels. A full transcript (lightly edited for readability) is published with the consent of all participants. Available in English, Spanish, French, Italian, and German.

Present: Kate B (facilitator), Daniel T, Celine V, Julian, Ben D

Strike Coordination Meeting

An urgent coordination meeting two days after the event closed, responding to a shortfall in strike volunteers: far fewer people stayed for the Leave No Trace teardown than had registered, and progress was well behind pace. Immediate measures agreed: a community call-out and a targeted weekend push from Barcelona with transport organised, outreach to local contacts for short-term paid labour as a fallback, twice-daily replanning on site, and practical care measures for the remaining crew. The advisers confirmed volunteers cannot be paid or compensated in kind; travel reimbursements are permitted, and next-year recognition is being considered. The board committed to full transparency about any paid labour. The board committed to fixing strike properly for future editions; several ideas (earlier planning, an early-appointed strike lead) were floated as inputs to the post-event review, with no decisions taken yet. Available in English, Spanish, French, Italian, and German.

Board present: Daniel T, Pablo V, Peter D, Ward D, Michelle T · Also present: Daniela M S

On-Site Operational Meeting: Roles & Event On-Call

An informal operational meeting on site during the build days, clarifying roles and escalation before gate opening. The board clarified that the association as a whole is responsible for the event, with the board acting collectively in a custodial role rather than as operational command. Spanish-speaking production coordinators act as first point of contact with the authorities, with designated board contacts documented at gate and an on-site radio escalation path. Main outcome: a daily board on-call rota so one identified board member is always reachable as a reflective “sanity check” for out-of-hours decisions with long-term implications, complemented by a daily 11:00 coordination meeting. Gaps in overnight site-lead coverage were acknowledged, with recruitment and mentoring agreed. Available in English, Spanish, French, Italian, and German.

Board present (on site): Daniel T, Pablo V, Chris O, and other board members · Also present: Daniela M S, welfare and site leads

Board Meeting

A short, informal meeting as the build period got underway, with several members already on site. The site is taking shape: first toilets and cabins, the production village powered up, first containers in place, and water for the cantina all arrived; plot flagging is progressing quickly. Container transport has been scaled up with a larger crane and an extra trailer to keep within budget. Travel will be reimbursed via mileage and per diem rather than fuel cards. The board agreed to visit the local town early in the event period to meet local vendors and authorities, to bring forward preparatory permitting work for the new site, and to contract short-term event staff directly on the advisers' advice. Finances are tracking well, with members covering a tighter July cash-flow period between them ahead of the post-event release of funds. Community feedback has been positive, with high morale and growing enthusiasm for next year and the new site. Available in English, Spanish, French, Italian, and German.

Facilitator: Ben D · Board present: Daniel T, Ben D, Pablo V, Peter D, Chris O, Ward D · Also present: Daniela M S

Board Meeting

A pre-event meeting about a month out. The board discussed the governance of decision-making and agreed to seek written advice from its legal and accounting advisers on which decisions should be brought to the association's first General Assembly for endorsement, with that General Assembly to be convened as soon as practical after the event. Production update: insurance close to confirmation; a more reliable and cost-effective container transport arrangement secured; the per-container contribution for barrios set provisionally at €400, to be reconciled after the event. The board agreed that an on-site person empowered to speak for the event need not be a board member and can be formally designated, organised in manageable shifts. A positive volunteer-numbers update was noted, with most key needs now met. Available in English, Spanish, French, Italian, and German.

Chair: Ben D · Board present: Daniel T, Ben D, Pablo V, Peter D, Chris O, Ward D · Also present: Daniela M S

Community Meeting

Toilets paid: €69,000 transferred — an important milestone. The event is on track for ~2,000 tickets (vs ~3,000 last year), with knock-on impact on volunteer numbers. Volunteer shortage is acute for the first build week and Strike; the infrastructure pre-event week is currently at ~14 sign-ups versus the usual ~44. No structural cuts decided — coordinators to meet Wednesday to prioritise infrastructure together; possibilities discussed include simpler Gate, container/cabin-based shade, and reconsidering MoN. Comms (Nora A) to draft an easy-to-forward recruitment message; the community to spread it through personal networks, barrio groups, FB groups, and the francophone community. Stipends are available to help volunteers facing financial barriers. Hard cornerstones (permits, insurance, sites, toilets, finance) are secured; the event will not lose money. Available in English, Spanish, French, Italian, and German.

With: Daniel T (MC), Michael M (nurse), Daniela S, Tancredi T, Chris O, Nora A, Axel P, Fadija C, Markus L, W (leading MoN), and community members

Board Meeting

Board declined dedicated on-call shifts in favour of a WhatsApp group connecting the Malfare team directly to the board, plus a reliably-sober board contact (Victor P). Decision to establish a finance team (Peter D, Daniela M S and others) with delegated authority for emergency expenses, governed by pre-agreed limits. Production: vendor payments batched weekly; toilet hire locked; site-prep cost reduced to ~€8K from ~€13K (alternatives were >€25K). Volunteer coordination authorised to identify under-coordinated departments and appoint additional coordinators; response-time problem identified and being addressed. With ticket sales tracking at roughly two-thirds, teams to plan for that scale rather than a full 3,000. Insurance progressing with the same brokers; fallback options noted. Business plan confirmed complete. Available in English, Spanish, French, Italian, and German.

Chair: Ben D · Board present: Daniel T, Ben D, Peter D, Pablo V, Victor P, Chris O · Also present: Daniela M S

Community Meeting

Wave 2 ticket sales close tonight, with prices rising €20 at midnight; bus tickets on sale with some routes already filling. Volunteer numbers have improved but the first build week is still ~50% short for early build; the greatest need is in Malfare shift and site leads, and strike. Container placement opens (PDF now, a new Humans tool expected this weekend); deadline 26–27 May. Power: roughly half of grid-connecting barrios have submitted the power-use form — now the top priority. The Barrio Build bus (1 July) is confirmed, having reached the interest threshold. Final call for Art Grant applications. The Inclusion team published written guidance for barrios on ethically complex application questions. Available in English, Spanish, French, Italian, and German.

With: Daniel T (MC), Aaron R, Michael M (nurse), Pablo V, Cupcake, Tilke, the City Planning lead, and community members

Board Meeting

Vendor payments for cabins, toilets and other time-sensitive items begin this week and will proceed on schedule. Acute volunteer shortage in Cantina across build, event and strike weeks: a three-part plan agreed — simplify the Humans sign-up flow, default the shift listing to critical-only, and send an urgent clearly-worded email to the community. Contingency planning (reduced build scope, external catering for Cantina) to proceed in parallel. Comms team strengthened with new contributors; targeted-messaging feature in Humans expected end of this weekend. One pending membership application reviewed and supported. One external outreach option deferred pending legal advice. Available in English, Spanish, French, Italian, and German.

Chair: Ben D · Board present: Daniel T, Ben D, Peter D, Pablo V, Ward D · Also present: Daniela M S

Community Meeting

Asset procurement secured; the event has what it needs to proceed. Ticketing on track to break even, with a second wave in two weeks. Bus tickets on sale Monday; new Barrios information section live on the website. Volunteer signups steady but totals still well below need: ~42% setup, ~23% event, ~12% strike, with early-build infrastructure the most acute gap. New tiering framework introduced for coordinators (critical / base / nice-to-have). Framing from the board: this year is a reset; the cornerstone is keeping volunteers safe and supported. New Humans function lets barrios sign up named leads (Shift Ninja, TAP, consent, wellbeing, build contact, technical lead). Borderland will send a dedicated newsletter next week to its community of ~11,000. Available in English, Spanish, French, Italian, and German.

With: Pablo V, Daniela M S, Frank F, Ben, Michael M, Ellen, and community members

Community Meeting — Barrios Speed Dating

Sixteen barrios pitched themselves in five-minute portraits to unaffiliated attendees looking for a home on the playa. The range spanned from twenty-person low-tech experimental collectives to hundred-and-twenty-person party cathedrals. Camp fees from £50 (for those building for two weeks) up to €375 (for hot pressure showers). Peter D closed with an NCA update: ticket projection 1,600–2,200, most likely 1,800; next focus area is volunteers for build. Available in English, Spanish, French, Italian, and German.

Host: Ellen / Dr Plantes (Planet Resilium), with sixteen barrios pitching

Board Meeting

Production on track; most urgent need is volunteer recruitment for early build and late strike. Volunteer call visibility and comms coordination to continue with the comms lead. Several board members attended the European Leadership Summit over the weekend. Internal communications protocol: all legal and board-relevant mail to be CC’d to both legal@ and board@ addresses. Accelerated regional burn status application to be initiated. Planning under way for the next community meeting.

Chair: Ben D (facilitator). Board present: Daniel T, Ben D, Peter D, Chris O, Michelle T, Pablo V, Victor P, Ward D. Also present: Daniela M S, Pepe C

Community Meeting

City barrio-placement map opened after the call. L&T stations will be known as TAP (Total Access Period). Barrio registration closed with 38 barrios; next community call to be a barrio speed-dating takeover. Critically low volunteer numbers: ~20% of needed, with Welfare at 7%, Power and Build Infrastructure around 15%. Bus tickets confirmed with a single standardised price; on sale the following week. Call for art projects still open. Full transcript and video recording available.

Chair: Frank F, with leads and community members

Board Meeting

Production update: revised cost structure agreed with a key supplier. ELS outreach coordination and ticket-sales promotion through the wider euroburner network. Creativity budget second tranche deferred until after April 29 coordinator sense-check. Data protection filing closed by the supervisory authority; risk register to be updated. Payment processor reserve requirement reduced, improving near-term cash flow. Barrio attendance: ~two-thirds confirmed returning, ~a quarter confirmed not returning. Ticket sales communication policy discussed; decision deferred pending input from ticketing lead. New official records drive created for legally significant signed documents.

Chair: Ben D (facilitator). Board present: Daniel T, Ben D, Peter D, Chris O, Michelle T, Ward D, Pablo V (joined ~1h02m). Also present: Daniela M S, Pepe C, Anna

Community Meeting

GDPR incident resolved; AEPD closed the case. Africa Burn ambassador opportunity presented. Barrio registration closing April 14; new city planning map with ellipses layout. Critically low volunteer sign-up rates across several departments. Wave 1 tickets on track to sell out before April 14. Creative fencing project launching. Full transcript and video recording available.

Chair: Ellen K, with board members, leads, and community members (~43 attendees)

Board Meeting

Pricing strategies discussed to attract broader participation. Platform development coordination and ticket scanning app proposal. Volunteer approval process improvements via AI-assisted name validation. Google Ads campaign launched via Ad Grants. Meeting notes publication policy approved (6–1): sanitised notes may now be published directly. Production contract approved unanimously. Ticket sales on track, consistent with community call update.

Chair: Daniel T. Board present: Daniel T, Pablo V, Peter D, Ben D, Michelle T, Chris O, Ward. Also present: Anna

Board Meeting

Previous actions reviewed; meeting frequency change confirmed. Production progressing: vendor contracts, budget templates, coordinator meeting April 15. Board sense check April 29 ahead of May 1 event decision. Ticket sales transparency debated; board agreed not to share figures broadly at this stage. Communications and outreach strategy: board to request timeline from comms team, with fallback outreach function. One membership approved; meeting notes publication process streamlined. Insurance business plan to be drafted.

Chair: Daniel T. Present: Daniel T, Pablo V, Peter D, Victor P, Daniela M S, Pepe C

Community Meeting

Community call leadership transitioning from board to community; volunteers sought as hosts. Bank account operational, enabling budget planning and vendor payments. Site lease negotiated at a significantly reduced rate; permit process started two months early. Ticket sales on track; low-income tickets releasing within 24 hours. Wave 2 pricing starts April 14. Budgets now live in the Humans app with real-time income and expense tracking. Full transcript available (no video recording for this session).

Chair: Pablo V, with board members, leads, and community members

Board Meeting

Asset acquisition contract in final version; awaiting other party’s signature designation. Production advancing: emergency coordination roles, vendor quotes, budget planning for April. Board sense check scheduled for April 29 ahead of May 1 event decision. Payment processor response in preparation with venue and insurance documentation. Financial transparency debate: phased approach discussed, no formal decision — to be revisited. Community call transitioning to community-led. Meeting frequency reduced to weekly Mondays.

Chair: Daniel T. Present: Daniel T, Pablo V, Peter D, Ben D, Victor P, Daniela M S, Pepe C, Ward D

Board Meeting

Asset acquisition contract unanimously approved; signing authorized this week. Cash flow management options explored ahead of July event. Financial transparency phased approach discussed — no formal decision, to be revisited. Initial batch of low-income tickets authorized. Working group proposal process communicated. Outreach plan to be converted into concrete schedule.

Chair: Ben D. Present: Daniel T, Pablo V, Peter D, Ben D, Daniela M S, Pepe C, Ward D

Community Meeting

Art grant applications now open. Volunteering shifts 20% filled; early crew period (June 15) is biggest gap. Newsletter and Instagram launching. Budget aligned with plans; 25 tickets/day target until end of April. Wave 1 pricing at 275 euros until April 14. Bario registration open. Google Ads nonprofit allocation being explored.

Chair: Michael M, with board members, leads, and community members (~49 attendees)

Board Meeting

Budget reviewed; 25 tickets/day target until end of April. Humans platform integrating ticketing and marketing data. Venue cost negotiated down from 25K to 15K. Director liability memo distributed. Container agreement terms agreed except indemnification scope; external legal opinion sought. Outreach action tracker created; Instagram campaign launching. Statutes amendment fully signed.

Chair: Ben D. Present: Pablo V, Peter D, Ben D, Chris T O, Victor P, Michelle T, Daniela M S, Pepe C

Board Meeting

Vendor payment timelines agreed, easing financial pressure. Bank signatory clerical error resolved. Outreach plan under development; organic marketing prioritised. Board member liability clarified under Spanish law. Board remit discussion: strategic vs operational distinction. Asset acquisition contract sent.

Chair: Ben D. Present: Daniel T, Pablo V, Peter D, Ben D, Chris T O, Victor P, Michelle T, Daniela M S, Pepe C

Board Meeting

Agenda format improved: items must specify decision needed. Formal votes to focus on single items. Bus tickets ready to launch. D&O insurance options (600–900 EUR) presented; broker approach preferred. Art grants approved at 25,000 EUR (half of 50K budget). Expedited collaborator/member approval process established. Ticket sales confirmed to proceed. Event liability briefing being scheduled.

Chair: Chris T O. Present: Daniel T, Chris T O, Peter D, Ben D, Ward D, Daniela M S. Absent: Pablo V, Michelle, Pepe C

Community Meeting

Ticket sales active for four days with strong uptake including generosity tickets. Bus tickets expected next week. New website activity log introduced. Humans app now handles camp registration, shift management (replacing Fist), email campaigns, and ticket tracking. Asset transfer terms largely agreed. IP validation confirms “Elsewhere” is viable. Cantina Lead and Strike Lead urgently needed. Ambassador outreach effort proposed for Africa Burn and other events. Full transcript, chat log, and video recording available.

Chair: Chris T O, with board members, leads, and community members

Board Meeting

Collaborator pre-sale launched. Event branding terminology clearance being explored. Statutes amendment deferred; standalone async voting clause to be voted Thursday. Humans app now a central operational platform with barrio registration, shift management, and email tools. Bank account opening imminent. D&O insurance prioritised. Board governance role clarified. Meeting process improvements proposed including Notion-based agendas.

Present: Daniel T, Peter D, Pablo V, Daniela M S, Ben D + legal counsel. Absent: Michelle T, Victor P

Board Meeting

Tax treatment of voluntary contributions being checked with accountants. System integration progress on Humans/VIM platforms. Statutes amendment vote deferred to Monday. Asset licence agreement agreed in principle. Bank account opening progressing. Ticket sales launch set for Saturday with contributor discount codes. Event name “Elsewhere” confirmed for public announcement.

Present: Daniel T, Peter D, Pablo V, Daniela M S, Michelle T, Victor P + legal counsel

Community Meeting

Asset procurement contract expected imminently. Event officially named “Elsewhere” following community vote. Humans app and VIM volunteer system progressing. Ticket sales targeting Saturday March 14 with contributor discount codes. All pre-event power roles filled. Break-even at ~70% of comparable event sales. Statutes amendment vote planned for Monday March 17 to unblock associate membership.

Chair: Pepe C., with board members, leads, and community members

Board Meeting

Statute amendment vote deferred pending review; required for accepting first collaborators. Event named “Elsewhere” (subject to trademark clearance). Event confirmed at old site. Transition to production mindset with weekly board delegation process. Daniela M S contractor agreement approved. Board documentation classification policy adopted.

Present: Daniel, Peter, Michelle, Ben, Chris, Ward, Pablo, Victor + legal counsel + production manager

Community Meeting

Site options reviewed with a potential alternative for future years; current site confirmed for this year. Legal workstreams progressing on IP, GDPR, and ticketing contracts. Symbolic shift to pre-production mode announced. Ticket launch targeted for the following week. Board’s Go statement discussed. Volunteer recruitment push and grassroots marketing plans outlined. BM Regional status being explored. Video recording available.

Attendees: ~75 community members at peak including board, leads, and community members

Board Meeting

Legal counsel update with resulting recommendations adopted. Go statement unanimously approved and published. Ticketing dependencies outlined with target to open sales the following week. Standing communications agenda item added. Asset sourcing and administrative support discussions ongoing.

Present: Pablo, Daniel, Ben, Ward, Michelle, Chris + legal counsel + production manager

Board Meeting

Board ratified the go decision for a July 7–12 event after the community vote (65% Yes), approved legal support negotiations (5,700 EUR + VAT, with extension and milestone terms), renewed production support, and set next-step timelines for ticketing and MetaLeads coordination.

Present: Ben, Peter, Pablo, Chris, Ward, Daniel, Michelle, Victor + legal counsel + production manager

Emergency Board Meeting

Short meeting to reach quorum for two urgent approvals: power of attorney for Pepe to sign external agreements on behalf of NCA, and resolution to open a bank account with three authorized signatories.

Present: Daniel, Pablo, Ben, Chris, Michelle (quorum)

Community Meeting

External legal discussions progressing with two contracts under review; goal of signing one by end of next week. Successful test of Ticket Taylor ticketing platform (saving $10–15K in fees). Event name poll with 25–30 suggestions coming soon. Governance working group presented go/no-go info pack based on 33 interviews; community poll open until Sunday. Daniel called for decentralization and organizational design volunteers.

Board Meeting

All pending collaborator applications approved. Event name rank-choice poll approved to proceed. Pepe to lead external relations strategy. Organizational decentralization discussed — board to ask community for help. Ticket sales projections and refund policy flagged for deeper discussion.

Present: Daniel, Pablo, Ben, Chris, Victor, Michelle, Peter + legal advisor + production consultant

Board Meeting

External discussions progressing; community update being prepared. Power infrastructure consolidation underway with new volunteers. Humans app voting mechanism rolled out. Bylaws amendment for asynchronous voting initiated. Event permitting process reviewed with Comarca. Board prioritised immediate communication of positive progress over waiting for comprehensive update.

Present: Ben, Chris, Daniel, Michelle, Pablo, Peter, Victor, Ward + legal advisor + production consultant

Community Meeting

Production advancing with vendor quotes and permit preparation. Humans volunteer platform nearing launch. Legal update on revised asset procurement proposal. Governance Working Group outlined go/no-go decision process with community poll opening Feb 24–25. Board approved ~40 new collaborators (71 total). Community name vote with ~300 suggestions to go out by Monday. Full transcript and video recording available.

Attendees: 67 community members at peak including board, leads, and community members

Board Meeting

30 new collaborators approved. Membership criteria agreed in principle. Director liability and insurance discussed with quotes to be obtained. Asset procurement proposal sent and acknowledged. Art grant website paused pending IP review. Go/no-go process timeline confirmed with community poll expected 24–25 February.

Present: Ben, Chris, Daniel, Pablo, Peter, Ward + legal advisor + production consultant

MetaLeads Meeting

First cross-departmental MetaLeads check-in. Departmental autonomy confirmed with board serving legal/permit role. Cantina facing recruitment gaps; Creativity needs finance clarity; Participant Wellness fully staffed and in a strong position. FIST volunteer system being prepared, Humans app operational. Vendors engaged pending NIF number.

Attendees: Ward D., Daniel T., Ben D., Prosper B., Siri T., Daniela S., Shauna B., Peter D., Tyche S., Melody

Participant Wellness Team Meeting

Leadership transition: Daniel T. stepping down as Meta Lead, Anna T. taking over. Team introductions and role mapping. Discussed Ohana House operations and child protection requirements, Safer Space cabin protocols, automated low-income ticket system, and integrating the vacant Harm Reduction lead into Inclusion. Welfare proposing three-lead structure.

Attendees: Anna T., Daniel T., Chris T.O., Fran A., Tilke W., Yllza B., D MAC, Patrick L.

Board Meeting

Full quorum (all 8 members). Production consultant confirmed event operationally viable for July 7. Board seeking further legal review on draft IP agreement. Discussed container access urgency, community communication transparency, and insurance/liability compliance. Streamlined meeting notes publication to 3 approvals.

Present: Daniel, Pablo, Ben, Peter, Chris, Michelle, Victor, Ward + legal advisor + production consultant

Barrio Survey Results

Anonymised results from the barrio commitment survey (~100 responses, 42+ barrios). 24 barrios (~900 people) definite yes, 9 mixed, 9 undecided, 1 no. Includes breakdown by barrio, reasons for uncertainty, community voices on the skip-year debate, and key takeaways. Presented at the community meeting.

Responses: ~100 from barrio leads and camp members

Community Meeting

Production update from consultant showing event preparation on track. Barrio survey results presented (24 definite yes camps). Demo of new Humans volunteer management app. Governance Working Group introduced for go/no-go decision process. Discussion on event naming, external relations, and board diversity. Full transcript, chat log, and video recording available.

Attendees: ~40+ community members including board, leads, and camp leads

Board Meeting (Working Session)

Working session without quorum. Discussed asset procurement status, event name selection process, community FAQ publication, board diversity commitment, and communications lead access. Agreed to engage GDPR advisor for data compliance.

Present: Daniel, Peter, Pablo, Michelle

Board Meeting

Agreed to survey barrio leads for go/no-go decision. Approved 26 new collaborators. Established four-member quorum for publishing sanitised minutes. Board members providing interest-free loans to fund initial consultant engagement while bank account is set up.

Present: Daniel, Ward, Victor, Ben, Michelle, Peter, Pablo

Board Meeting (Members Approval)

Brief session to approve 49 collaborators as association members. Quorum confirmed with 5 board members present; unanimous approval.

Present: Daniel, Chris, Pablo, Victor, Ben

Board Meeting

Confirmed volunteer DPO appointment. Approved consultant proposal subject to lawyer review. Agreed on 10% VAT strategy saving approximately €50,000. Discussed MetaLeads selection process and early funding options.

Present: Daniel, Chris, Pablo, Peter, Ward

Community Meeting

Recording was unfortunately lost due to a technical issue. Detailed meeting notes are not available for this session.

Board Meeting

Adopted Discord + spreadsheet for task management. Committed to publishing sanitized meeting notes for radical transparency. Approved contributor's agreement and code of conduct. Engaged consultant for one month to confirm vendors and event viability.

Present: Daniel, Ben, Peter, Pablo, Ward

First Community Meeting

Board presented the association's formation, the plan for a 2026 event, and how to get involved. Community questions on go/no-go decision, budget, external relations, and lead roles. Full transcript and chat log available.

Attendees: ~30-40 community members including board, leads, and camp leads

Board Meeting

Discussed operational roadmap and trademark requirements. Established managed membership growth and identified Build & Strike and City Planning as critical early roles. Prepared for community call.

Present: Daniel, Ben, Chris, Pablo, Peter, Ward, Victor

Board Meeting

Decided to announce the association independently with self-reliance strategy. Registered nobodies.team domain and scheduled community meetings.

Present: Ben, Chris, Daniel, Pablo, Peter, Ward

Board Meeting

Established digital infrastructure (Google Workspace, Discord). Formed external relations work group. Affirmed intent to make the 2026 event happen. Clarified land acquisition as separate from association.

Present: Daniel, Peter, Pablo, Ward, Victor, Chris, Ben

First Board Meeting

Inaugural meeting. Agreed on statutes amendments, General Assembly procedures, and unanimous support for pursuing the 2026 event. Set twice-weekly meeting cadence.

Present: Daniel, Chris, Pablo, Peter, Ben, Ward, Victor, Michelle