Research 21/10

The Minutes of the Think & Create Awards Committee 2020
Meeting Held in rm 236 on Wednesday 21st Oct at 10:30am.

 
Present
Zara, Edwin, Sarah, Bella, Ian, Ben, Jordyn, Becca, Emma, Akshay, Tracey, Steph, George, Melissa, Kaylee
 
Apologies
Zeta
                                                                                    
Minutes
 
The minutes of the previous meeting were taken as read and confirmed as a true and correct record of that meeting.
                                                                                                            Carried Jordyn, Edwin
 
Matters Arising from Minutes
n/a
 
           
Correspondence
n/a                                                                                                                                                                                                                          
Matters arising from correspondence
n/a
 
Chairperson’s Report 
Everyone is still going well. We now have all entry forms in and we will not be accepting anymore. I will send out a reminder to all students that their artist statements are due this Friday. Very proud of you all, we are nearly there.
                         
Matters Financial
absent                                                                                                                                                                                                                                                                                                            
Matters arising from financial report
n/a
 
Sub-committee Reports 

• Awards: Same as usual, still need a 2nd MC. Jackie has not been contacted yet. The Constance Carrington Award is now called the Helper on Set Award and Max has asked Oisin/3rd yrs for who they think should receive this.
• AV: Ian just emailed Chris MacDonald about the expo rig. He asked for an update on acquiring IT laptops, Kathryn has had no response yet. Ben’s IT contact has fallen through – he hasn’t actually hired a pc, so he is not sure of the process. His contact did suggest We could talk to the IT program manager. We need to have confirmed the number of laptops by next Friday, before 8th Nov at the very latest.
• Catering: Can’t do much at this stage due to a lot of it being handmade by the committee on the days before the event. An exact budget for purchase orders still needs to be submitted to Kathryn.
• Evaluation: Still organising the feedback display, once Becca has the logo design, we will get onto printing/cutting out the cards. There is string on the install cart if we want to use that, alternatively we will need to find something we like. We can get 50 mini pegs for $3 from Kmart. We just need to track down a table to use and pens for the setup. The evaluation document – Emma has asked for a copy of the finalised media release, so she can include it in the final group report as she has begun inserting current info into the template.
• Fashion: Steph confirmed Donna Rae as judge, she has also sent off judging criteria and the rehearsal day itinerary to the judges yesterday. She has asked them to triple confirm what they are providing as sponsorship, Donna Rae cannot offer anything financial but there is a possibility of one of her co-workers holding a workshop with the student. Kaylee has confirmed makeup students will be helping out at $5 per person + hairdressing will be charging a fee per person also (unknown at this stage). Makeup will have to be between 12pm-4pm on the night due to makeup artist availability. Fashion has created a run sheet for the night, due to having the makeup finished by 4pm the models won’t need shuttled back and forward between main campus and Centrestage any longer. Kathryn had concerns regarding the longevity of the makeup lasting until the night due to the early finish time, a potential solution is to have a makeup student/tutor on hand to provide touchups during the event. Having all the makeup artists in Centrestage prior to the event would have been preferred but this is not possible this year. Fashion has changed the Centrestage rehearsal to 9am to allow more time for the judges to do what they need to do, as one has to leave by 11am. The entire rehearsal day schedule has now been reorganised with AV/Sound/Ash requested to attend at 1pm. The full itinerary has been uploaded to discord in the fashion channel. Pop-up shop has been canned due to logistics and not many products actually available for the shop. Ash has confirmed he is available the day before the event for lighting run-throughs etc while fashion is setting up the stage for the event. Zara is unsure at this stage if she is up in the booth at this stage – Ash to confirm. George has asked if she would be able to help with model catwalk timing and she has agreed to help regardless of whether she is in the booth or not. AV/Zara will need to be on site 5pm for pre-show rehearsals. The model casting didn’t go very well so fashion will be sending out a global distribution email. Final budget will be confirmed this week.  Steph talked to Darren Ludlow who has recommended James from Ray White as an MC. They are still planning what to put in the gifts which is delaying the budget. Fashion will potentially use the budget to top up prizes/model thankyous etc. Judges will be asked to write the winners names on the certificates and put the scoring into envelopes before they are taken to lunch. Envelopes will be delivered to Kathryn that morning. George will meet with Bella re: certificates that she has already designed and whether they are ok or need new designs. Tracey asked for clarification on who is supposed to be organising sponsorship for the fashion prizes, Sponsorship has a potential photographer only at this stage. For the Judges lunch on the day, fashion will need to get a purchase order for an amount they think will cover the costs and then return any receipts for financing.
• Install: install has acquired USBs for the TVs, greenscreen room has been confirmed, just need to email Nick what times we will be using it and what dates. (9th Nov – 16th Nov) When the digital files are submitted on the 9th, cutoff is 5pm and anyone later than that will be rejected. Install/AV will be sorting the files into assigned USB/TVs which is going to be a long night regardless without fumbling around with late entries. They have allowed late entry forms so far but no more chances in terms of punctuality. Emma has provided 2 USBs, 4 will be coming from Chris MacDonald and Install have purchased 3. 8 TVs are available for looping entrants as 3 are allocated to specific ppl. Edwin has setup the Y: drive submission box, with allocated folders for each year and category. Edwin has apologised for the poster dates mix-up.
• Marketing: All certificates are complete, just need to follow up with Melissa regarding lanyard progress. Bella is asking for volunteers to help with replacing incorrect posters once the new ones are printed. Usual reminder for social media items that Jordyn can post to the ThinkandCreate page. Zara has suggested getting the Invercargill Film Society to post something regarding the event on their Facebook page. Bella has confirmed we are just using the existing logo for the feedback cards, Edwin has a clean copy with no background on the Marketing google drive. Becca has emailed Chris MacDonald inquiring about the Printery options and once he replies she will get the layout organised for printing. Visual art student posters will hopefully be done by Thursday and then printed and hung up.
• Sponsorship: All of the letters except for the Wacom one has been written. Sarah will chat to Kathryn for help with finishing that one. All letters will be printed and sent out between today and tomorrow.

 
 
General Business
Edwin has dealt with the TVs, they will need to be tested once the videos start coming in. he has discussed with ben regarding organising a small team to test the TVs ahead of time. 2 TVs are sitting in the editing suite for us to use, we have them for 1.5 weeks. Thursday next week will see all TVs moved into the editing suite ready for the exhibition setup. Edwin will need help with this on the 1st Nov. Jordyn is available on the Sunday after 12pm, Ben, Ian and Zara are free to potentially help. Edwin will have an install floor plan ready next week.
 
Kathryn has asked for the categorized entry forms spreadsheet, Becca emailed this to her after the meeting concluded.
 
Becca has received a reply from Chris MacDonald regarding the printer paper options. The thickest option is 300gsm at the Printery. Onsite printers will curl the card and 240gsm is the thickest available. Basically, Printery can print it on A3 or A4 and we will get business card thickness.” Becca will confirm file format for the 300gsm Printery card option and get that ready to go to the Printery tonight. Kathryn has confirmed Printery files need to be .pdf and she will send it to the Printery once the file is emailed to her.

There being no further business the meeting closed at 11:16am.