RESEARCH BVA603 think and create (SEMESTER TWO)

MINUTES 29/10
Welcome
No apologies
Confirmation of previous minutes. Couple things will need to be updated, details no longer correct. Will be discussed later.
AGENDA:
Installation/Venue
• Did install Thursday, but hole in the wall appeared Friday, diplacing Kasey’s paintings. Reorganising happening now, relocating Kasey’s paintings. Flaw in how artwork was laid out as well, so paintings being corrected and rearranged. Planning to place SIT banner over hole and hide it.
• Two rooms at front as well, facing windows. Nothing discussed regarding so far, more concerned about the art space. Rooms only became available late, as occupant has moved out. Television already present in there. Advertising or trailers on outside facing television? What intact exhibitions can go? Lots of MUM material that can be dropped in there.
• Hole in the wall will be replaced by actual door before T&C, but a backup plan will be needed. Creative Industries drop banner will be back from Armageddon, as well as posters from same that can cover wall. TVs can also be placed in front. If works not up for award, can be put in RAW gallery.
• Slim amount of Physical entries, do we still need to use KEA room for games? Now room downstairs for catering? Games can’t go near catering, so placing them close in room is not a good idea. Using surface books from Arma, easy to steal, will need security for both. Also consider space. KEA room already very set up for games. What about room? Would need to redesign maps, though not printed yet. Venue will look at number of games and decide if space is enough in KEA. Sorcia going down to talk to venue about space. Will revisit later.
Marketing:
• Pushing a lot of stuff for last week. Counting down days. 10 day poster, etc.
• Need more people sharing the marketing posts, will not need to boost if as many people share as possible, so get better buy-in!!!
• Traditional media not replied to Jacqui. Will also need a press release, Jacqui can draft up. Can put on Eventfinda to open to public, Jacqui will do.
• Will we have Shadbolt present prizes on the night? Will change email sent to him to ask him to do that. Which prizes? All or some? All. Gives him a good reason to come as well.
• Any VIP replies? All sent out, only automatic replies saying people are away.
• Once Caleb has confirmation form the Bank, we can have a marketing release.
DESIGN:
• Signage, certificates and program brochure templates have been designed. Program timelines are two sides printed, artwork brochures have snippets of artworks.
• Bex suggests dedicating entire brochure A4 side to map. They are separate brochures, make it one thing to print? Would be an A4 booklet then, two sheets of paper. Map in centre page.
Works, judges, sponsors, timetable etc on other pages. Judges before sponsors. Maybe
artwork at beginning, introduction to Think and Create. Jacqui can write introduction easily.
• Bubbles alone can designate stations. Print on sticky paper, will need to make sure any signs
pointing in the right direction, no upside down words! Will need to wait for installation to
finish.
• New version of certificates, can be improved further.
• Will need an exact timeframe for printing.
• Any changes to map will need to be communicated to design team 2 DAYS IN ADVANCE!!!
And no large changes please! Rough time outline not going to change.
• Will need signatures for certificates, get Hamish Small (Faculty) to sign them.
• Can’t garuntee Josh will be speaker, will discuss later. All judges in booklet as judges but be
vague on identity of speakers.
• Will also need primer for sanding, communicate a quote to Caleb.
• Certificates will be finalised today, remove Katheryn’s name etc.
• A1 sized map is ready, if layout isn’t changing can be sent to printing now, if not then can
wait till layout finalised. Deadline for finalising venue for map is by end of tomorrow.
• Program ready by end of tomorrow.
• Logos sent my Natasha’s mum have white backgrounds, not a problem, can frame it on
brochure. Going with booklet idea.
SPONSORSHIP:
• Burgerfuel replied, goodies gotten.
• Will go around again, what can be done by next meeting. Go before 4:30 for Hospo
businesses.
• Fast learning and SIT the only people with their logo on brochures, other sponsors get
thanked on the night.
• Get FastLearning banner as soon as possible, can be left in Storage room.
• Also gift cards from Temptations. Will divide various goodies into prizes next meeting.
• Is great to have sponsorship logos present, can change the tiers, but can we get those Logos
by tomorrow. Or just grab the Logo offline? Still need permission, just leave as is. Can have a
list of thankyou’s on the program.
• Couldn’t get a hold of Josh or Greg. Judging still available on Wednesday, no need to find
accommodation for Benjay. Backup plan for Josh as judge? Bex can find someone if need be.
Can’t have tutors as judges.
• Have also used past wins to judge. Rodrigo is still in town, could contact him as a judge.
CATERING:
• Talked earlier about budget, it was approved, just waiting for money to come into bank
account.
• Wanting to set time up to buy and prepare.
• Lots of free space downstairs, may as well have catering down there. Lots of physical work
not in RAW gallery, moving digital work and catering to RAW gallery would also justify KEA
room and keep in one place.
• Still need GS room? Won’t know till we know how many are going into Flicks at next
meeting. Could display on televisions instead if not many.
• Ash not helping with selecting, not heard back from Rachel.
• Paying for Alcohol from Entries, will be enough money.
• Tablecloths should be in storage room.
• About 25 entry lists will be printed out.
• Chris MacDonald printing this afternoon.
• Next week finalise staffing etc. Everything will be finalised next week. Also no need to be
walking around with food.
GENERAL BUSINESS:
• Ushers will go to get H&S training for venue with Ash 15 minutes before opening. (6:30).
May not be needed for floor. Might be a bit tricky for ushers that are up for awards.
• Try to fill empty looking spaces in RAW with Arma posters.
• Seating in Centrestage: 300 seats. Will be more than enough.
• First three rows aren’t perfect for watching, three seats backwards usually best to start. Will
have reserve seating for VIPS.
• Venue and Installation have staffing organised, Catering will finalise staffing.
• Chalk not cleaned off walls yet, decided to leave TV’s till closer to the night. Need to find out
what films are up for awards.
• Missing some entries, will need to update (Jay, Fabri and Jacquis film not present). Will need
to go over list again, needs to be ABSOLUTELY up to date! All submissions and AWARDS
STATUS need to be present! Also send copy to Bex, she’s good with spelling and double
checking. Will be sorted out ASAP, by the end of the day. If delayed, put in Discord.
Next meeting 5/11
Meeting closed at 11:43

final image in the think and create exhibition

second image taken for think and create

Semster 2 Assessment 2: Think and Create Event

Research BVA603

Word Count _____1325__________________________________________ (excluding reference list and coversheet) All

BVA603 Assessments: • MUST be submitted via Blackboard • MAY be submitted via Y Drive Visual Arts Dropbox/BVA203. • MAY be emailed to tutor in event of calamity. Student Declaration of Academic Integrity:

I hereby confirm that the submission presented is solely my own work and that all text passages, diagrams or information sourced electronically that have been copied or referenced in any way are acknowledged and fully cited using APA referencing.

Name (printed) _Gayle Clearwater_______________________________________________________

Signed: _

________________________________________Date:_12/11/2019________________

Blog Link: https://gayleclearwaterbva2.blogspot.com/search/label/BVA603

Gayle Clearwater Think and Create

Context

Our second semester Research Project was to develop, document and implement the 2019 Think and Create Exhibition in the Raw Gallery and the Upstage theatre. Showcasing Southern Institutes of Technology’s students who are currently studying; visual art, film, animation and gaming. This was open to students studying in their first year through to their final year studying. The exhibition opened from Friday 25^th October through until 8^th November 2019.

Project Description

The Research class had to plan, design and implement the 2019 Think and Create exhibition and award night. This began with planning dates, designing the branding for the exhibition. Organising sponsorship, judges, catering and of course the event itself. As a year two research (BVA603) class we held meetings on a weekly basis and prior to this meeting. Each group held sub meetings.

Here is a list of roles and responsibilities the research class took on.


CHAIR	JACQUI
SEC	BRITNEY
TREAS	CALEB
DEP CHAIR	OISION


MARKETING		SPONSORSHIP	Venue INSTALLATION		CATERING	DESIGN
JERRY		CORRIE - C	KASEY – C Gayle		JAY - C	PJ- C
BO -		PHEONIX - NOTES	RACH - NOTES	DEVON - NOTES	NATASHA - NOTES	FABRI - NOTES
FB		JUDGES	RAW + BOOKING	RAW	MENU	POSTER FOR ENTRY
INSTAGRAM		PRIZES	CENTERSTAGE + BOOKING	INSTALLATION + RAW	BUDGET	POSTER FOR EVENT
NEWSPAPER		GOODS	VIDEOS	DEINSTALLING + RAW	STAFFING	PAMPHLETTS FOR EVENT
RADIO		MONEY	ELIGIBILITY	ARTIST STAEMENTS	PREP	SINAGE
TV		ADS/PROMOTIONAL	FORMATING		H+S	LOGOS
YOUTUBE?		FOOD + DRINKS	JUDGING		CLEAN UP
SIT PROMOTION		PRINITNG	PREPERATION
COMMUNITY PROMOTION			OH+S
ENTRY FORMS PLACEMENT			STAFFING

DESIGN		CATERING

Fabri PJ Craig Natasha Jay

ALL DESIGNING PLAANING A MENU AND CATER ON THE OPENING NIGHT.

Aims, Objectives and Measures of success

To hold an exceptional 2019 Think and Create exhibition. Have great sponsorship, judges and have quality work submitted. Positive feed back from everyone who attended the event. Increase exposure to the creative industries. This was done with promoting the event on social media (facebook, and Instagram) on a regular basis. Having established artist come and judge the summited work, this allows the students to get acknowledged and exposure.

The objectives were to coordinate a professional well designed exhibition in the time allocated showcasing the students in the creative sector of Southern Institutes of Technology’s students who are currently studying; visual art, film, animation and gaming. To have a seamless awards night that which held on the 7^th of October 2019.

How I identified the Think and Create 2019 was a success with positive feed back of the night. This was done verbally, written on post it notes and just the general atmosphere on the night. We opened on time and the event ran on time and smoothly, everyone on the install and venue team had roles and kept on track.

Post it notes feed back.

Strengths and Weakness

I believe our strengths were communication, as we all kept up to date with Discord app on our phone or devices. We had a general group chat (announcements) for everyone and then it broke down to, sponsorship group, marketing group, design group, catering group, budgeting group and then we combined installation and venue group, as there were so many crossovers and it made sense. The venue and installation team worked well as a group and was supportive and encourage input from everyone. The weakness of this combined group was that when it came to the final days there were a couple of people that did not commit to the days and times agreed upon in the sub meetings we held on a weekly basis. This was a disappointment as it put more pressure on the rest of the group. I did bring up to the whole class that if we commit and plan, stick to it and if you cannot make it notify your other team mates. As I have been involved in many different groups and organisations this is a common occurrence.

Opportunities

I believe this experience of planning, designing, coordination of meetings within groups has given us an invaluable experience and insight into running an event in the future. Also with the groups broken down to tasks we were aware of our roles and expectations.

Groups and roles

Marketing – online social media, posters promo, poster for entry, pamphlet event, signage

Newspapers, fb, Instagram, radio, sit promotion, community promotion

Sponsorship- Prize money and goods, judges, money ads/promotional, food/drink, printing

Venue & installation – Raw Gallery and centre stage (booking), preparation OSH, staffing, video submission, judging of quality, formatting Raw Gallery install and uninstall

Design – poster for entry, poster for event, pamphlet for even, signage and logo

Catering - Menu, budget, staffing, prep, H&S and clean-up

Issues arising

Facilities cut a hole in the wall to service the entrance door.

The main issue that happened was there was a hole cut in the wall and there was lack of communication higher up the food chain. At the beginning this was a huge shock as there were two of Kasey’s paintings on the was. After everyone calmed down and Bex our tutor calmly suggested we move the artwork around and then we can fix the wall as the digital print had not been cut straight.

Here is the originally way we displayed the artwork. If you look closely you can see that the artwork on the left of the photograph has a wave in it. This occurred because the digital prints were not cut correct and we tried to hang by measurement, instead of a mixture of measurement and visually.

This is the fixed version of placing Kasey’s work in the middle as I remember Bex told us when we had semester ones’ exhibition, that it is important to have the exhibitions main piece of art work in the middle of the wall and work your way outwards.

Lesson learned from the evaluation

As I am currently in the process of having my own solo exhibition, I found the things I learnt on the way very valuable. I made a conscious decision not to be part of a group that created a conflict of interest, like the sponsorship group. I chose install group as I really get satisfaction from organising and displaying artwork. There are many challenges as not all artworks are created equal. But that is the rewarding part is standing back and looking at the wonderful art work that has been created and you are allowing it to be viewed in the best possible way. I have learnt there are certain rules that apply when hanging and display art work. When I say artwork, this is not just framed work, but setting up the projector room and have the films that were not submitted into a mini cinema setting worked well. As every installation of art needs to be displayed complimentary to its purpose. An example of this was the Kea Room was set up with computers, so the guest could play and interact with the games that gaming students had created. We created a gaming room. I think the biggest lesson is not to stress out and be open minded and allow your idea to evolve, especially if the first idea does not go to plan.

Raw Gallery installed works In the Raw Gallery, there were a mixture of paintings, traditional and digitally created, photography, animation, GIFS, installation, sculpture and film.

Piece of artwork displayed on the wall. We learnt from last time always put your artist statement on the left-hand side. The artist statements were A4 and would have been far more visually if they were A5, but we made it work. Green screen room converted into a mini cinema.Guest on the awards night.Watching the films in centre stage.

Completion of the exhibition. The uninstalling and fixing the Ra Gallery was easy and everyone in our group worked well together.

Thank you Bex for being an amazing tutor and supporting us through our creative journey.

Appendices

All photographs taken by Gayle Clearwater

2019 Think and Create Exhibition 2019