Meeting Agenda
Date: Sep 02, 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: Judges
- Fashion
judges from the local fashion community (invercargill area)
- TaC Judges
coming in early to judge prior to the event
Topic 3: Subcommittee budgets
- Approximate
costs
- Where awards
are coming from
Topic 4: Subcommittee reports
Topic 5: General Discussion
The Minutes of the Think & Create Awards Committee 2020
Meeting Held in rm 236 on Wednesday 2nd Sept at 10:30am
Present
Zara, Stephanie, George, Melissa, Max, Thomas, Vinnie, Bella, Sarah, Zeta, Edwin, Becca, Jordyn, Ben, Ian, Akshay, Emma, Tracey, Kaylee.
Apologies
n/a
Minutes
The minutes of the previous meeting were taken as read and confirmed as a true and correct record of that meeting.
Carried: Zeta, Thomas
Matters Arising from Minutes
Fashion will be working on the stage plan this week.
Correspondence
It was moved that the inwards correspondence be accepted and the outward approved.
Matters arising from correspondence
n/a
Matters Financial
No sub-committees have submitted budget requests yet. Final request submission date is 14th Sept. Do not purchase items without Thomas’s approval and all approved purchases must have a receipt submitted.
Matters arising from financial report
n/a
Chairperson’s Report
Event planning is ok currently, but room for improvement. Sticking to submission dates for tasks i.e. media release as currently people are not submitting their work. Kathryn advises that we really need to keep on track as it is very easy to let things slide and end up having most of the workload being rushed at the end. Very important to stay engaged with subcommittee meetings and submit the notes to discord to ensure everyone is in the loop for documentation and communication purposes.
Sub-committee Reports
o Awards: Max has contacted Dave Oshry, who seems keen to travel down from Dunedin and be a judge. To save on budget, we could invite him as a guest speaker to the students to compensate him for his time/gas money. Dave covers the film/gaming areas, so other judges are needed to cover animation, visual arts. Fashion judges are separate as they are judged prior to the night.
o Sponsorship: Sarah is confirmed as the new subcommittee leader. They are still working on a weekly meeting time. Current progress is creating a standard template for requesting sponsorship, and a list of companies to contact. Fashion has submitted a photography company who has expressed interest in sponsorship
o Fashion: Fashion will potentially have their dress rehearsal in the weekend prior to the event (7/8th Nov).
o Catering: Serving sizes will be pre-made, single serve with biodegradable packaging. Vinnie wants menu suggestions in discord to send to potential sponsors to show what we are wanting. Zeta has suggested mocktails for the non-alcoholic drinks, cider, mid-range wines for the alcoholic drinks. Due to the fact we are not selling tickets, a duty manager is not required providing all alcohol is contained to the raw gallery, and Centrestage has its own licensing area.
o Install: Edwin has talked to Chris Mac re: booking TVs + editing suite to test all video submissions prior to the event. He would like a date for the testing, so he can book the suite. He also chatted to Jacqui Bree from last year, they had no budget as everything is supplied by SIT, however fashion might need items. Decorations could be something else that would cost money. There is an install charge if deinstall is sub-par, which should not be an issue as we just must get in and do it. Two visual art students are taking most of the walls in RAW gallery, so the majority will be hole patching and small painting areas. Jacqui was keen to come and chat to the class to pass on insights from last year’s group. Edwin has confirmed that Tues 15th sept 1pm works for her. Printing budget is already covered so if we keep it reasonable, it will not be something we pay for. Chris Mac has advised that video submissions must be .mp4 or h.264 and audio must be stereo with an average of -12 decibels, with a peak of -6 decibels.
o IT: Ian is unsure exactly of what the group oversees and has requested some parameters. The meeting defined the major responsibilities as making sure the screens are working during the exhibition and digital submission editing for the night. Perhaps a team of people could help with editing everything together, so it is ready on time. He also requested confirmation that fashion will be in Centrestage, with a static display for the exhibition in the corridor by the green screen room. Ash Bartlett has offered to come in and talk to the IT group or the full committee regarding running the Centrestage technical stuff. Last year the award winners were announced with a screen shot of their work when they receive their award before commencing into the full show. There is the opportunity for a behind the scenes documentary type film as a backup for potential lockdown, and to provide something to people that are unavailable to attend something to watch as well. Ian will contact Jerry who oversaw the behind the scenes documentary for the 3rd year group project for help/ideas. Ian requested a backup tv in case they break, Edwin informed him that we will book out all TVs anyway and prior testing in the editing suite should help prevent this. A buddy system would be a good idea so that if someone is unavailable on the night, there is backup people that can fill the required role. A timetable will be discussed for the exhibition in terms of staying late to turn off all the TVs/displays each night.
o Marketing: Entry forms are nearly finalised, just need the submission dates. Depending on assessment dates, visual arts and digital submissions will have different due dates. The draft timetable is on discord under Updates channel. The plan is to start promoting the event once we return from the mid semester break. Emma will contact the visual arts students re: promotional posters. Printing cost is covered for posters through the printery but be reasonable in terms of how many we print off.
o Evaluation: Budget wise we are ok due to printery covering any costs. We have created a separate channel for the subcommittee leaders to post the weekly meeting notes, so they are not lost amongst normal discussion in the channels.
General Business
Judges: Fashion judge ideas. They will be catching up with Emma today to get her professional opinion on who might make a good judge. The subcommittee will put their list on discord prior to next week’s meeting. A couple of judging suggestions: create a day that they can come down and judge everything prior to the event and not present on the night. Alternatively, all submissions sent to the judges remotely, so they can judge prior to the event. Kathryn suggested a hybrid version in which the digital submissions are sent to the judges beforehand to watch remotely, and then judge the installed submissions on the day before/day of the awards night. A committee member with nice handwriting can write the awards up ahead of time and judges can sign.
Subcommittee Budgets: Covered in the financial report discussion. Updated award requisition document to be uploaded to discord.
General Discussion: Thomas will have a general emergency budget to cover anything that might come up. Subcommittees recommended to find someone from the previous year to get an idea of what their budgets were like. Formal dress code for the night, with lanyards suggested to distinguish us from the public.
There being no further business the meeting closed at 11:52am.
Next Meeting:
The next meeting will be held at Rm236 on Weds, Sept 16th, 10:30am.
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