Meeting minutes Friday 8th May 2015

Meeting minutes Friday 8th May 2015 

Present at meeting: Catherine, Bobbi, Wayne, Mike, Kini, Fraaz and Tom

Not at the meeting: Phil and Cameron

Start time: 2:36 pm 

Tom Chaired the meeting 

Bobbi sent an email to Anna to ask about TV screens but there was a misunderstanding which caused a minor issue. We as a group managed to deal with the issue by getting hold of 3 monitors which Cameron was able to get from his local church. We all will bring our own TV screens for the exhibitions as well as a projector and tablets. 

Regarding how people will be able to view the TV screens and monitors at eye level some will be showing there projects on TV screens which will be placed onto plinths. Elena at the venue has 5 plinths but we needed 2 more. Also as a few of us will have the TV screens on the table we will have a chair in front of the table for the viewer to sit and use headphones to preview the animations. 

Catherine, Bobbi, Mike and Wayne spoke with Matt and Jessica in the 3D department at the college and was able to ask if we could borrow 2 plinths which Matt kindly agreed and wished us the best of luck with our exhibition. 

Regarding chairs Elena has 8 chairs at the gallery which we needed 3 more so Bobbi has kindly offered to lend 2 of her folding chairs and Mike has offered to lend us one of his folding chairs. The chairs have now been arranged and the tables will be delivered by the college to the venue before 12pm on Tuesday 12th May and will picked up Thursday 14th May early morning. 

We also talked about table themes which will be: 

Catherine: Child like theme

Bobbi: Gothic theme 

Mike: Chinese theme

Kini: Black Friday theme 

Tom: Crystal theme

Cameron: Car theme

Wayne: Memory/ Home theme

Fraaz: Projecting onto white wall with posters placed on the walls 

Phil: 

Tom: The booklet has been sent off, badges are done, Posters are now done, Signs, invites and furniture are now arranged. 

Bobbi: The booklets should be coming in the post today if not then tomorrow

Tom: Music?

Catherine: Phil H was doing the music

Tom: He was but now he is not

Phil: You could just download jazz music a 2 hour playlist from you tube and then play it on the speakers. 

Tom: Speakers we need them 

Bobbi: Cameron will have some 

Wayne: Rob said we could use the ones in the college 

Tom: Can then plug them into a laptop. Mike have you put the meeting minutes up?

Mike: I will be 

Catherine: I will need to update the costing list 

Tom: Company replies?

Everyone: Had no luck when phoning the companies will keep trying over the weekend

Kini: When you ask people not everyone will turn up

Tom: We are lucky as we do not need to pay the congestion charge

Fraaz: Looked up parking it will be £5.00 for 2 hours but there is a car park 2 minutes away from the gallery and also a Sainsbury's car park. We can look on the day.

Tom: Catherine has printed everyone off a copy of the Recce, Floor plan, Equipment chart and also a time schedule which we must stick too, she has allowed some time for each time slot. 

We will all meet at the college to place all equipment and food in the car. Drivers will be Bobbi, Phil and Cameron. Meeting at the venue will be Kini, Fraaz, possibly Phil and Wayne. 

Catherine: Make sure everyone buys a table cloth for their table as well as setting their theme. 

Bobbi: It is all about how you present your work

Tom: Guest list do we want one? 

Rhys, Tony and Phillip I will ask them to meet at the venue at 4:30pm

Meeting and greeting everyone, we will all need to talk and walk around speaking to the guests as well as inviting them over to see our tables and work. We would like comments in our log books. 

Catherine: We also need to take photos of the whole process for example: 

First day 

Loading the cars

Unloading the cars

Food shopping and Receipt 

Venue out side before and after poster and black paper are up 

Before anything is set up 

Table lay out 

People putting tables together 

Our tables and process including TV

The bar and food table 

The photographer 

The food and drink being served 

Meeting and greeting at the doors 

Booklets 

Speaking to guests 

Guests writing in log books 

Guests engaging in the animations and tables 

Group photo 

Cleaning up 

Second day 

Switching appliances on 

Viewers coming in to the gallery 

Meeting and greeting 

Putting everything down 

Cleaning up 

Thanking Elena the manager of the venue 

Packing the stuff in to the cars 

End Time: 3:05pm