Meeting Agenda
Date: Sept 16, 2020 Time:
10:30 am Location: Room 236
Topic 1: Paperwork
●
Attendance
●
Apologies
●
Review of last week’s minutes
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Chairperson’s Report
●
Matters Financial
Topic 2: Subcommittee
Reports
Topic 3: General Discussion
The Minutes of the Think & Create Awards Committee 2020
Meeting Held in rm 236 on Wednesday 16 Sep at 10:30am
Present
Emma, Akshay, Ian, Jordyn, Ben, Bella, Sarah, Zeta-Rose, Edwin, Melissa, Max, Vinnie
Apologies
Becca
Carried Zeta, Sarah
Minutes
The minutes of the previous meeting were taken as read and confirmed as a true and correct record of that meeting.
Carried Zeta, Sarah
The minutes of the previous meeting were taken as read and confirmed as a true and correct record of that meeting.
Carried Zeta, Sarah
Matters Arising from Minutes
n/a
Correspondence
It was moved that the inwards correspondence be accepted and the outward approved.
Matters arising from correspondence
n/a
Matters Financial
n/a
Matters arising from financial report
n/a
Chairperson’s Report
Carried Zeta, Sarah
Sub-committee Reports
o Awards, Budget is $430 including all judge costs. $200 for smaller complimentary prizes, hoping to get bigger prizes sponsored (estimated $4000 budget otherwise, oof). New judge approached; Corey based in Invercargill. Dave Oshry has not made any further contact, so alternatives need to be considered. There is the option to ask Tim Ponting to be a judge, he is the new director of gaming center in Dunedin. In terms of film, we could ask Rahj, Queenstown film maker or KJ. (neither have been judges before)
o Sponsorship, we have made progress in last couple weeks, we have weekly meeting time (7pm Mondays, discord). Sarah has written up a template for emails and updated the list from awards. Subcommittee will now start asking for sponsors. Have drafted up an email to Hamish about course material fees sponsorship. Once we have feedback, we can start pumping out those sponsorships
o Fashion, rehearsal date is locked in. Budget has been created, using estimate from previous years. Have a list of potential judges, they will start contacting them this week. Confirmed the budget finalization, removed some things as they are covered by SIT (e.g. printing). Fashion may be putting budget towards props and decoration for stage, to be discussed.
o Catering, Budget has been created, pretty much same page. Relying on sponsorship will take a chunk out of budget for us.
o Install, had weekly meeting, discussed that there were a few things to finalize, e.g. due dates and rooms available for use. They want to start securing the rooms for use to start planning out the install, will start hiring out the equipment. Approached by Traci, brought up a question about extra equipment that will need to be hired out, e.g. sound based project needs a headset for the tv. Need to speak with students about specific equipment they may need, any specialized equipment requirements. After this class, need to email visual arts students about submission dates, need to ask them about pictures and venues for their exhibitions. Need to get their details on the exhibition, with image, title, and dates/times. Emma will be sending the visual arts students emails today. The current responses to the feedback form is 28. Summary, 15 video entries, 2 game entries, 11, physical entries, 7 supplying posters of own work, 10 maybe. 4 will be supplying a teaser trailer, 6 maybe. Most are installing 1 piece of work. 1 definite extra work. Once we have talked to students, there will be a better idea of how many we have entry wise. Asked fashion about possible physical exhibitions in sit, going to try and get fashion tutor Emma at next meeting. Discussed potential level 2 things, book/manga with a box of gloves and hand sanitizer to keep hygiene up. Headphones probably need to be sanitized before people use them.
o IT, nothing to bring up in this meeting. Jerry might do behind the scenes of the fashion show, he will get back to Jordyn about it.
o Marketing, Entry forms are nearly ready to go. Final high res logo has been completed, ready for everything. Hoping to have a quick information poster done by the end of the week, just something about think and create with important information on it. Start getting information out and get the ball rolling. Google drive file has the logo on it. Edwin will complete the banner for social media. Bella is still working on certificate designs, open to suggestions about the design. Ian mentioned the creation of lanyards for everyone (name, job etc) Budget is covered by printer. Jordyn is working on getting information onto social media. Once Jordyn has social media information, she will get everyone to share and like it. Any WIP please send to Jordyn so that she can post it.
o Evaluation, brief meeting, did not go too much into detail. Main points were figuring out how to get feedback on the night. Feedback by mouth will yield better results, guest book is viable under level 1. Make sure everyone is posting notes under subcommittee notes channel. Possible to use leftover funds and do like a study group to get the evaluation debrief done after the event, buy some food and discuss.
General Business
• Edwin will ask Chris about which editing suite is the big one.
Discussion of dates, Needs day and time. E.g. Friday the 9th of October 5pm.
Where are we submitting entry forms to? Use drop box in common room with a sign. Hard copy. Needs to have a fashion section on entry form. Useful to know how many garments per student.
• Visual artists need to install own work - Monday 26th 5pm for artwork delivery, rm 205. 12-1 and 5-6
• Video file delivery - Monday 9th November, 5pm, file directory
• Artwork collection - Monday 16th November 2-4pm, collect from rm 205
• Artist statement due Friday 23rd October, 5pm submit to folder. Remind people to name their file with specific naming convention eg, FullName_Year_ArtistStatment_
• Teaser Trailers to be submitted Monday 2nd November 5pm in file directory, Can maybe play on a tv in a loop but also put on social media.
• Enter now posters and information posters to be drafted by end of week on discord.
• Solidify rooms like upstage and that one room off the common room (ugly pink carpet?). We can use drawing room; upstage is a possibility. Kea room can also be kept secure.
• Make sure we have security for the night, (gaming equipment)
There being no further business the meeting closed at 11:40am
Next Meeting:
The next meeting will be held at Rm236 on Wednesday, 23 Sep, 10:30am.
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