Transparency

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 festivals. 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