Meeting Agenda
Date: Feb 22, 2020 Time:
10:30 am Location: Room 236
Topic 1: Paperwork
●
Attendance
●
Apologies
●
Review of last week’s minutes
●
Chairperson’s Report
●
Matters Financial
Topic 2: Subcommittee
Reports
Topic 3: Fashion Students
Topic 4: General
Discussion
The Minutes of the Think
& Create Awards Committee 2020
Meeting Held in rm 236
on Wednesday 23 Sep at 10:30am.
Present
Emma, Akshay, Ian, Ben, Jordyn, Becca, Edwin, Zeta, Bella, Max, Melissa, Zara, Vinnie, Thomas, George, Tracey, Kaylee.
Apologies
Sarah
Minutes
The minutes of the previous meeting were taken as read and confirmed as a true and correct record of that meeting.
Carried Becca, Zeta
Matters
Arising from Minutes
n/a
Correspondence
n/a
Matters
arising from correspondence
n/a
Matters Financial
Thomas is still missing budgets for Sponsorship, IT and Evaluation, requested that zero budgets just place a msg in the financial channel. Fashion budget is still being discussed by Kathryn with Hamish. Only 29 have responded to the submission intent form however Kathryn has said in the past that generally there is around 50 entries. Thomas will chat to individual subcommittees later in the week re: budget requests.
Matters arising from financial report
n/a
Chairperson’s
Report
Same as last week, we now have our posters ready for printing, Max will be going around classrooms next week to chat and hand out entry forms once they are printed.
Sub-committee
Reports
- Awards – Not much to report since last week. Michael has confirmed his acceptance of a judge position, there is now 2 confirmed (Corey Varcoe has a visual arts background). Struggling to find a local Film judge so Max will begin contacting the people mentioned last week beginning with Raj. Still need to sort out 2 MC’s – charismatic, sober.
- Catering – Completed the budget, we will be bringing
lunch to the judges instead of taking them out (Judges will only need us to
provide lunch on the day of judging). Discussed what foods we need to create
ourselves, to be prepped at Zeta’s house prior to the event. Zeta has a plan
for when food will be prepared, most of it the day before except fruit will
have to be on the day to avoid browning i.e. Lolly cake, fairy bread, chocolate
crackles, fruit sticks etc. Kathryn will provide a $100 pak’n’save purchase
order for food/ingredients upon request. The decision was made to use compostable
plates so that event attendees can carry around their choices without having to
keep going back to the main table – reduces excess human contact with the food.
Kathryn will check whether the main sit campus has a kitchen that we can use
for food prep. Zeta, Vinnie, Zara & Edwin are in charge of the food prep,
Tracey and Jordyn have offered to help if needed.
- Evaluation – reminder for everyone to continue
posting subcommittee notes in the discord, and a request was made to Kathryn
for previous years Evaluation info to make sure we are on the right track.
- Fashion – Rehearsal date is currently an issue
due to being a school day and the models are students. Fashion students need a
full day for rehearsal so have requested Zeta shift the booked day to Sunday 1st
Nov with a 10am-4pm booking slot. The Fashion students have requested that they
have creative control over the fashion programme and submit to Marketing for
final polishing. George asked about setting up a pop-up fashion shop possibly
during the exhibition or after the show – this would remove the need to have
garments displayed during the whole exhibition. The students will send Kathryn the
proposed dates for this pop-up shop. Fashion would like to visit centrestage
and inspect the lighting setup to plan the stage /set dressing. Kathryn
suggested other subcommittees attend as they will need to know the controls etc
anyway (IT, Install?) Kaylee is talking to hair and makeup ppl tonight, Tracey
is liaising with non-showing students to see if they want to show any garments
on the night, which will determine whether they need a casting call for models or
not. Previously they have had short trailers – Jerry Westaway has some intern
hours left to fulfil so was recommended as a contact for this. George is going
to request creative control over the Chrysalis facebook page from SIT marketing
and link it to the Think and Create social media.
- Installation – The room plan is now nearly
complete, getting people upstairs is very hard due to food being downstairs and
so the current plan is to hold the entire event downstairs if possible. Serena
(Visual Arts student) has moved her exhibit to the entranceway instead of the
gallery which frees up one wall. Kathryn has suggested using the dividers
against the front windows for more wall space, as the current suggestion of
placing them in the middle will not work with the pop-up shop. Chris Mac has
approved the use of the photography studio providing cables are secured,
equipment is out of reach – the idea is to use it for the video installations
due to not being able to hang anything on the walls. Green screen room is also
available providing a giant cleanup occurs beforehand. We can use the hallway
providing we do not touch the music school couch/table and have clear signage
to direct attendees into the right locations. Edwin has now booked out all the
TVs for the night of the event. Fashion garments will be potentially lining the
hallway as a transition between the gallery and the green screen room/studio.
Catering will be in front of the Sit2Lrn offices. Gaming is now confirmed to be
in the Kea Room. We will ask submitting students what specific items they want from
the equipment room with their entry, during the class walk around next week –
first in first serve. There is 11 tvs for the exhibition, not including the 2
permanent ones in the Kea room which will be used exclusively for trailers.
- IT – Nothing to report this week. Edwin has
booked the editing suite DT2-18 between Oct 19th 8:30am – Nov 23rd
2:45pm. IT will look into the TV setup in the kea room
- Marketing – posters are now complete, the
entry form is almost complete, certificates and lanyards are currently being
worked on, along with direction signs. Social media is still encouraging ppl to
send in W.I.P shots or use #thinkandcreate2020 if posting their work on their
own social media.
- Sponsorship – Absent, nothing new to report, just continuing to work on draft letters to send out to companies.
General Business
Fashion Students: Edwin has
requested clarity on what is required of us in terms of producing their show.
Zeta has offered to hunt down prices for their rehearsal food budget, we are still
waiting on clarification as to whether Fashion has a separate budget or needs
to be included in the main budget. Install will need to help on the night with
stage management, ushering models etc. In terms of stage props, they want to
keep it simple, some black and white silks and a smoke machine then try to
dress it up with just the lights. Fashion will see what centrestage has in
terms of platforms and make some decisions. They have affirmed that the fashion
segment will retain the name Chrysalis on the night/in the advertising. Fashion
is happy to get trophies and certificates for awards – Most Cohesive and Best
Interpretation of Concept. Max will liaise with fashion students for fashion
trophy shape ideas. Thomas has asked install what info they would need from
fashion for the entry forms – number of garments being submitted and whether the
submission is for the exhibition only, awards only or both. Zeta will contact
Lynn to arrange access for stage planning, Lyn has confirmed the rehearsal date
change during this meeting. Group has decided Monday 5th Oct at 1-2pm for the
inspection. Kathryn will contact Hamish regarding the viability of getting Ash
Bartlett in to hold a compensated talk to students and help with the equipment
on the night.
General Discussion: Max asked for MC volunteers, Kathryn pointed out that we need to make sure we find the right type of people for the job through auditions/interviews. Invercargill Toastmasters was suggested as a potential source for public speakers, but we do need someone who has a connection to SIT and knows what we are about.
There being no further business the meeting closed at 11:53am.
No comments:
Post a Comment