RESEARCH BVA603 10/09/2019 through to 17/9/19 (SEMESTER TWO)

RESEARCH BVA603 10/09/2019 through to 17/9/19 (SEMESTER TWO)

Re-caped stage 1 and stage 2

check pages 46 and 47 very important

Agenda

Think and Create 2019

A meeting of the Southern Institute of Technology; Think and Create BSA603 2019 DATE: 24th of September 2019

Juliet Revell

Fabriani Putri

Gayle Clearwater

Craig Chinembiri

Rachel Snowden

Sorcia ForganJerry WestawayCorrie Du PreezNatasha GlewDevon Degroot

Jacqui Bree (Chair)Oisin O-Connell (Dep Chair)Caleb Moody(Treasurer)Bethany HayesKyle AndersonBex Pilley (Tutor)Kassey LeonardLianaa MariePrabhjot SinghLuqman FatahillahBo MyburghPhoenix Teague

1.Welcome

2.Apologies

3.Confirmation of previous minutes (Attached)

4.Matters arising from previous minutes

5.Areas of Responsibility

ₒ Think and Create 2019

•Agenda items

.1

.2

.3

.4

.5

.6

.7 Printing UpdateMarketing UpdateBudget DiscussionProgramme/Map ideas for DesignVenue/Installation UpdateTeachers are coming in hopefullyCatering Update

•General Business•Date of next meeting 01/10/19

• Close

If you are unable to attend please register your apology with Bex Pilley &

Jacqui Bree on Discord and to Bex Pilley at bex.pilley@sit.ac.nz

MINUTES 24/09/19

Confirmation of previous minutes, not been sent yet. No matter arising.

AGENDA

#6 Teachers coming in – Rachel

GAMING: Hand in for PC? .EXE file. Folder must contain .EXE, means published for windows. Published for windows all that’s required for criteria. Computers to be obtained from Chris and borrowed. Currently 3 surfaces. Need five or six more PCs. Maybe 12 gaming students. Most second yeas, maybe some third years. No computer needed for Glen. Nick not submitting game, probably just cinematic. Games generally not ready till day before due to testing and debugging. Makes judging difficult? Set up selection the morning of the day before, in another room for judges. The Hive not available. In room 222, judges accompanied by students.

BUDGET: Caleb trying to get signed off, but no documentation of process of re-signing. SBS needed a set of minutes. Have been legislative changes, need details and signing of Kathryn and Rachel. Rachel has signed off Jacqui, still need Kathryn, talk to her. When Rachel needed, go and get her. Rachel, Ryan and Royce are signatories that can still access account in the meantime.

Entry submission deadline 8th of October, entry forms coming out in next few days. Films and animations expected by 1st November, as screening is on 7th. Need to advertise deadlines, marketing team have that planned for deadlines, available submission dates and how to submit.

#1 Printing up dates

Entry forms and poster have been sent to printer. Bex going to chase printery and see what stage it at. What happens once we get them, where do marketing want posters etc? Entry forms replace voting reg forms? Use TV display with entry forms below with advertising on entry and instructions. Video can be gotten up in a weekend once we have entry forms. Caleb, Jerry, Phoenix will respond to ping and put up posters where they feel is appropriate. Entry posters are for Downtown campus only. Entry forms are to be sent directly to marketing for their material. Entry forms, artwork label and posters already submitted for printing. Envelope with art label and entry form to be submitted. If posters have been made for short films and animations submit. Ni**er and Fa**ot are not acceptable, Fuck, Shit etc are iffy. If worried about your project being let into the event, bleep troublesome words. Tyler and Roko’s submissions are being edited into marketing. Not going to post right away, but if anyone has something they want to send to the marketing team, just send to them and the marketing team will decide when it is to be used.

#3 Budget

Budget meeting was cancelled due to Bex’s sickness. Message sent to her regarding sponsorship, reply Concerns prizes and help paying for booze, catering etc. Suggests going all out, $100 Pak’n’Save voucher, prize for 1 year of materials costs from SIT, rest up to finding sponsors. Need to organize what’s already covered by budget, (essentials) and what is wanted beyond that. In regards to envelopes, get money from account through Royce, Ryan ect. 200 envelopes, aprox $15. Hoping to have entry forms by Monday, need envelopes by then. Caleb will go to speak with signatories after meeting. Get lockbox for funds. Marketing will staple together art label and entry form, place in

envelope for display. Dropbox in common room is it locked? Jacqui will enquire via email about

dropbox, how to get control etc. Catering will put budget together for food send to Caleb. ENSURE

CLEAR AND WELL PUT TOGETHER, we could be audited. Sponsorship put together new tier list,

includes people donating to raffle prize? Will put up on discord, ask for feedback from Bex etc. Will

get letters out to sponsors soon. Prizes are still flexible, as prizes have not been stated in marketing.

Once prizes sorted, will need to be included in budget email.

#4 Program and design ideas

Venue and installation have a lot of space to fill. Need a map? One leftover from last year, map of

locations wanted for program for attendee directions, needs to be considered in design. Will need to

include any off-location exhibitions, e.g. glen’s game etc. Know this and have layout as soon as

possible for printing. Design team to put together simple draft and be ready for information when

it’s ready. Judges not yet formally invited to be guest speakers, do we want them to? As long as

they’re available and willing, good idea. Kathryn usually gives a speech, possibly Hamish as well. MC

then talk about exhibition or just talking in centrestage? Need to introduce Hamish and Kathryn, give

general welcome and apologise for the judges not there. Have absent judges write speech or

feedback? Orient the guests, tell them how to use programs and maps. Guest speakers speak at

Centrestage. Worth recording judges statement and feedback? May be too difficult, have to orient

attendees around recording, just read out. Guest speeches five minutes each. Once Centerstage

work has been selected, we decide whether introduced by MC per video or just in Programme? In-

Video introductions not practical. Each film has titlecard and logo before each film, MC to deliver

artist and synopsis/logline, take logline from submission? Do ask Judges for guest speaking, ask

absent judge if he’ll write speech. Venue waiting till entry forms, not much until submissions. Venue

or Design formatting artist statements? Design, to ensure it all looks good and that it will be printed.

Bex doing printing, they just have to check and send. Make sure to format emailed statements

correctly. Ask students in marketing and on talks NOT to email artist statements. No other teacher’s

come in, skipping #6

#7 catering

Looked into sponsors, Subway does catering trays, may work. Looking for cheese from Y3s, refer to

sponsorship. Give Caleb an estimated budget. Include EVERYTHING, so that will all be gotten without

sponsors. Make sure nothing left out.

GENERAL BUSINESS

Wanting to remove Royce Trounson and Ryan Bosch as signatories on T&C bank account and add

Caleb Moody and Jacqui Bree, treasurer and chair respectively.

Sponsorship update: haven’t sent letter out yet, anyone have special requests or ideas send to

sponsorship as quickly as possible. For marketing, only judge who gave permission to be used so far

Greg McDonald. Others haven’t responded. Local brewery a possible sponsor for alcohol. Going to

email Southland art supply store, they’re usually keen to sponsor. Look through student handbook

for more possible sponsors. Tier List poll up on Discord, make sure to vote!! Vaping company as a

sponsor? PJ’s friends company an appropriate sponsor? Not passed.

VIPs such as Tim Shadbolt, local MPs, SIT CEO, etc. Invite? Responsibility of marketing, after entry

forms. Get done quickly.

Posters have been printed, Bo going to collect.

PJ has contact for alcohol at discount, will contact for supplies for event.

Artwork label best to be printed on sticky paper, but not practical for time. Need to go with string to

attach price tags etc. account for in budget. Sticky paper needs to be given in enough time before

hand for printing.

Possible camera&Tripod setup for photos taken at event, will be discussed further in W13.

Next meeting 1/10/2019

Meeting closed at 11:07

Rosters

Rosters For Drop Off

Time Day Whos working

8:30am-9:00am Tuesday 15th Rachel, Bethany

12:00pm:-1:00pm Tuesday 15th Kasey, Kyle

8:30am-9:00am Thursday 17th Gale, Devon

12:00pm:-1:00pm Thursday 17th Oisin, Sorcia

Venue Set Up

Time/Location Whos Working

Raw Gallery/Upstairs, 23rd-25th Kasey, Gale, Devon, Sorcia

Animation/film Set up (film aswell), 23rd-25th Rachal, Kyle, Oisin

Gaming Setup

3:30pm-4:00pm, 7th of November, Kea Room

Deinstall

7:00pm-8:00pm, 7th of November, Kea Room

Deinstall

Day Time Whos Working

8th of November, Friday 4:00pm-6:00pm Everyone in Venue/Install

11th of November, Monday 12:00pm-1:00pm Bethany, Gale

Upstage Staffing

Ushers will need to be present at centrestage at 7:15

Ushers Include

Corrie

Caleb

Gale