RESEARCH 1/10/2019 WEEK 12 BVA 603
RESEARCH 1/10/2019 WEEK 12 BVA 603
VENUE/INSTALLATION
MINUTES
01.10.19
·
Entry Forms: Artwork Delivery not right;
Tues 8.30 – 9am & 12 – 1
Thurs 8.30 – 9am & 12 - 1
Award Selection Tick boxes
i.e. Year label for eligibility of awards
·
Should we amend the forms or global
text/email to fix these errors (?)
·
Will bring this up at group meeting; we argue this is creating
additional work we don’t have time for & could be easily remedied now by
changing a couple of lines to the forms as opposed to having to reply to every
individual entrant about these changes.
·
Check with Design team if this is
feasible.
·
Rachel Mann has gone & got us the
Kea Room until 10am the following day (8th Nov) so any staffing
issues we have for the event night has been resolved.
·
Year 3 Glen will be using Upstage for
his exhibition piece.
·
Touch base with Chris MacDonald
regarding equipment availability, i.e. TV, Computer & projector #’s
·
Ash has mentioned giving us access to
Green Screen Room (6th & 7th Nov), meeting with him
next week to go through this.
·
GROUP MEETING:
11.10am update: Entry Forms have been
changed & will be replaced by days end
Amended Artist Statement due date to 15th
October
MINUTES 1/10/19
Welcome
Apologies from Pj,
corrie
Confirm minutes, anything adjusting? No, passed.
Agenda:
\troubleshooting entry forms
Missed
information, what was missed:
No
declaration of year level or intended awards, can’t chase up entries. Best to
quick re-print and follow up later on entries already out there? Bex thinks
might be confusing, clarify by emailing entrants? Still complicated, clarify on
social media that a mistake was made and that old forms are still valid, you
will be contacted. new forms will be there soon. Bex suggests thinking
carefully about altering entry forms. Tick boxes for year and awards to compete
for, artist statement info. Recap options, leave it and send clarifying emails
for every entrant and ask for missing information or reprint and clarify with
people already entered, or print off slips for missing information to be
included in entry forms. Might be a lot on the workload for the design team,
they have a new task coming up, evaluation. Going through Partnerships For
Learning Guide to Evaluating Arts Education Projects, P20 on collecting
evidence. This is what the design team need to be designing. Jacqui suggests
collecting this information daily and manually instead of designing for an
automatic process, freeing the design team up. Can be important to have someone
replying to the people submitting too. Sorcia volunteering for this, will be
easier once new entry forms are in rotation. Design team fixing forms now, will
be picked up after meeting and changed later today.
Marketing update:
Will
keep posting what they’ve been given, now will be looking for second year
stuff, trailers etc. Jerry and Britney will be sorting out VIP emails, Britney
already started and will be spellchecking them today. If Marketing needs to
distribute about the entry form, they can. Jacqui reminding that if they take
pictures themselves of students they need to make sure to ask permission to
post, Sonam was not. Can design put credit for photos on entry form on the
entry from
Sponsorship
Trying
to sort out what is being offered, ca;eb put up draf email on Discord, will be
able to distribute letters and emails soon. People asking about prizes and as
such, needs to be moving faster. Who do they need to proofread? Jacqui and Bex
will read after meeting and giving permission. Team will be emailing businesses
this week, have been in touch with catering team regarding businesses to email
food. Will kick off after approval is given after this meeting
Venue
Changes
in entry forms was largely discussed. Kea room resolves staffing issues for the
night. Bex spoke to ash, he said that Green screen studio can be used for
exhibition of looped media, venue team should get in contact with Ash and book
it. Gamers trying to get more exhibition time before night to supplement their
three hours of time on the night. Will touch base with MacDonald regarding
equipment numbers for TV’s, etc.
Catering
Waiting
to know who is sponsoring up on food, budget has gone up to 106 dollars for
basic needs. Bear in mind number and scope of people involved, and the fact
that they will be moving. Some people may desire to use lounge. Where will food
station be on map? Possibly lounge, has fridge, hot water, etc. can rotate
platters etc from upstairs, but details will need to be finely worked out.
Jacqui can provide speaker and mic for initial speech in RAW on night to help
people find food and read maps. Guest speakers are the judges. With acess to fridge
in loiunge, fruit becomes an option.
Jay was thinking of using money to
buy matching platters that an be left behind for future events, TABLED FOR WEEK
THIRTEEN.
Evaluation
Bex
says to look at assessment number three, what it requires. Looking at how whole
purpose of report is to evaluate success of think and create and leadup to it,
communication, entry forms, design, venue organization, etc. designed to be a
way of capturing information that might be useful for following year of
students, so they know what they’re doing. They will be using our ideas,
templates, etc. Evaluation included in that. We need to decide how and when to
conduct evaluation, BUT NOT AFTER EVENT. Look at booklet for ways of
documenting the project. Due Week 18, the week after the event. Debriefing will
be on the following Tuesday. As much attendance as possible will help. What
about evaluation has to be designed? Everybody writing documentation based on
document instructions, but evidence needs to be included. How much money generated,
spent, budgets, sponsors, how many people attended, quantitative elements. Also
get people to talk to you about the quality of the event, a survey being a good
way of doing so, which will need to be designed. A comments book or collection
method on the night will be good as well. Whiteboard, post-it’s etc. Notes
hanging form ceiling done in Dunedin,
Britney will look into ideas for feedback collection. TABLE
FOR NEXT WEEK
General business:
Entry
form available on the temp storage and discord
How to
enter stuff that hasn’t been entered? Email submission team after submitting.
Try to include treatment, synopsis, idea of duration etc. URL not absolutely
needed. Some image preferable.
How
will price tag be included? No price section on label. Sticky paper on artist
statement
Trophies can be painted or not and in whatever colour after
they have been printed, will be spray painted gold.
Recap that first entry is free, subsequent ones are $15.
Looking over entry form again. Spelling was wrong for “Screenshots”,
wording and spelling being changed.
Next meeting planned 8/10/19
Make sure to start working on documentation!
Britney finished email.
Meeting closed 11:22AM
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