Event Meetings

The Meetings

As organising the event was a group task it was important that everyone participated to the project. Every Tuesday morning everyone available would attend a weekly meeting to discuss the progress of the event, any arising matters and any further actions that needed to be dealt with.

Each week someone different would be assigned to chair the meeting, and it was their role to address any issues regarding the event, ensure the meeting kept within it’s time limit and everyone was happy and understood their assigned roles / tasks for the coming week. This role suited some people more than others, especially people who are more confident in speaking within a group.

During the project I chaired the meeting once, which was o.k. I felt I covered all the relevant material required, but at times I did feel some people did keep interrupting or leading into another direction and I believe I could have handle this slightly better by guiding them back on track of the current discussion rather than jumping ahead. Over all I was happy with my role as chair but I do feel I need to be more confident with my leadership skills, but having the opportunity to chair a meeting has made me aware of areas and skills I need to improve upon for future events.
The second role, which was assigned each week, was minute taker. This role involved typing everything, which was discussed during the meeting. Then ensuring after the meeting everyone was e-mailed a copy of the latest minutes. I was assigned this role twice. To be honest I did find this role to bad – at times I did find it a little difficult to put my opinion across as well as concentrate on typing everything everyone else was contributing.



I think everyone participated in each meeting with his or her opinion and I think everyone felt comfortable contributing their own opinion – which was great because it made it more of a team project; which was the aim of the task. I felt more comfortable contributing my opinion at times when I wasn’t chairing the meeting as in my opinion I felt part of the discussion more where as when I was chairing the meeting I felt I kept thinking about the next point I needed to address rather than focusing on the current issue being discussed – I think this was down to ensuring I covered all points and the meeting kept within it’s time limit.

I personally think it was a good idea to rotate the roles because it gave everyone the opportunity to have a go and participate, but it also worked well when people were absent due to various reasons (mainly because of work experience commitments.)


My Minutes.

Event Meeting
24th March 2009

Meeting N.o 5

Chairman: Sam Simmonds
Minutes: Keely Major

Present: Katie Pritchard, Aleicia Coombs, Tom Hopkins, Keely Major, Samantha Simmonds & Kim Brooke.

Adam arrived at the meeting at 10.30.

PRINTING

• Tom got prices for the printing of posters & Banners he forward the quotes via e-mail to Kim.
• 3 Quotes.
• Kim will print the e-mails off.
One quote on paper Tom will type up and e-mail everyone tonight.

• Aleicia approached Vicky from the graphic department about some designs – was meant to see her on Tuesday but work experience commitments got in the way.
- We need to come up with a brief and see Vicky again.
- Brief could have options
- Favorite and a cost-cutting brief.

We need to look through the different quotes and discuss the different designs.


TITLES

Title for Event
- ‘New media’ phrase for a title, could be misinterpreted for meaning online media (like the way the BBC refer to it.)

Added idea suggestions for event title.

• Your Media Future.
• Your Media, Your future!


WHAT EVERYONE IS DOING.

• Aleicia, Adam and design team need to negotiate text/design.





Brian storm Ideas

- Presenter – Aleicia
- Journalist - Keely
- Lighting - Adam
- Director - Sam
- Producer - Sam
- P.A. – Keely
- Online Editor – Aleicia
- Offline Editor - Aleicia
- Researcher – Kate
- Vision Mixer - Keely
- Set Design – Adam
- Props -Adam
- Camera operator – Kate
- Runner – Kate
- Cinematographer – Sam
- Continuity
- Costume Design
- Any Extras

LOCATIONS

• Kim has got the form to book the reception area. Need permission to do it all.

• T.V Screen in reception – still unsure whether we can use it or not. No reply as of yet.

FLYERS

Flyers need to be Weston College Cooperate Style. Gill Fowkes will arrange for these to be made.

Aleicia will e-mail text and details needed for the flyer to Gill Fowkes.

Flyers will be distributed to local schools.

Production schedule needs to be done. – Sam

BUDGET

• £750 from North Somerset

• Kim had a meeting with Andy Jeffery. Kim said in the meeting with him that everything that will be made for the event would be re-usable. (Volksfest)

• Kim received an e-mail to say the students are fine to apply for the money. He needs an overview of the course and a few other details before a final yes is said.

• Need to get a North Somerset Logo for the Flyers / Posters/ Banners.


• Sam, Keely and Aleicia will complete the form for North Somerset.


Guest Speakers

Jason Holmes – Director arranged by Kim.
(Will attend providing he is not filming that day.)

Valerie Burke-Ward – Commission editor arranged by Kate.

Outstanding queries with:

G.W.R
Sam Morris
Skill Set

Event Title Vote.

1. 0
2. 0
3. 0
4. 1
5. 0
6. 0
7. 0
8. 0
9. 1
10. 1
11. 3
12. 6


Result of the Vote = “Your Media, Your Future!”

NEXT MEETING

Chair: Keely
Minutes: Adam

Questionnaire and Prize will be discussed at next meeting. We will look at the posters. Everyone needs to bring in their text / research.