Last Years Sponsorhips

Hi Everyone,

Marcel has emailed me a list of last years sponsors, potential sponsors and their contact details as-well as the budget they set for themselves. see AIPP Sponsorship Proposal, Contact List, Sponsors Info Sheet, Last Years Sponsor List, Sponsor Contact List 2, General Sponsorship Proposal, PMA Contacts and Budget.

Email from Red Gallery 28/03

Sent: Friday, March 28, 2008 11:49 AM
Subject: Grad show

Hi Charmion,

Opening 5 - 8 is no problem, would be best if we have a running sheet for the whole night (5-8) so that we can know when to close the bar for speeches etc just a breakdown of times will make it easier for everyone.

Alcohol -

we use 2 suppliers and one provides us with 2 dozen wine - red and white - 2005 Mornington Peninsular Cabernet Merlot and a 2005 Coonawarra McLaren Vale Chardonnay. They come in at $215 for the 2 dozen.

Our other supplier does 4 slabs (Coopers Original Pale Ale, 28 bottles per slab), 4 x 1.25 litre bottles of Sweppes sparkling mineral water, 2 large bags of ice and 2 large tubs which we keep the beer in at the bar during openings for $205. Total alcohol $420.

Our bar prices again are $4 wine and beer $2 glass of mineral water.

Other items you may need to borrow/hire are a table (we have some, but depending on how much catering you are having not sure how large you will need) and also a PA system if you need one (probably helps to have the speech part early before there are more people and more noise).

Glad to hear the organising is coming along, see you next week,

max steed

gallery manager
red gallery
157 st georges road
fitzroy north vic 3068

po box 1240
fitzroy north vic 3068

+ 61 3 9482 3550
redgallery.com.au

Email from Red Gallery 25/03

Sent: Tuesday, March 25, 2008 2:16 PM
Subject: Re: RMIT Scientific Photography Graduate Exhibition

Hi Charmion,

No problem, yes I wanted to get back to you early as we have been closed over the Easter break.

The group is welcome to stop by the gallery, if you are planning to come as a whole group please let me know beforehand when this might be, otherwise if members of the group want to come by please do so during opening hours, Wednesday - Sat 11-5 pm.

Alcohol sales form part of our revenue so we are not able to have the group run the bar on the opening night.

If you have an alcohol sponsor then it is possible that we purchase the alcohol from them (or the group) at a price similar to what we pay our supplier and then sell for a profit (drink prices on opening night are: red/white wine $4, beer-Coopers original pale ale $4 bottle and Sweppes sparkling mineral water $2 glass). When the group designs the invite the alcohol company logo can be included.

Glad it went down well at the meeting. Let me know if you have any other queries.

max steed

gallery manager
red gallery
157 st georges road
fitzroy north vic 3068

po box 1240
fitzroy north vic 3068

+ 61 3 9482 3550
redgallery.com.au

Email to Red Gallery 18/03

Sent: Tuesday, March 18, 2008 9:32 AM
Subject: RMIT Scientific Photography Graduate Exhibition

Dear Max,

Thank you for getting back to me on Saturday, so quickly following our initial discussions on Friday, 14 March.

I was able to put forward the Red Gallery as a venue option at our Monday meeting and it was quite well received. The majority of class do wish to view the gallery before any final decision is made, however.

One issue that was raised was the use of the bar during our opening night - we may have the opportunity of a sponsor providing us with the alcohol for our opening. The class wishes me to ask if we would be able to take advantage of this offer instead of using the gallery's bar?

Thank you once again for your assistance with our planning.

Regards,

Charmion Phillips
3rd Year Student
B. Sci. - Scientific Photography
RMIT University

March, 13 - Minutes

2008 RMIT Scientific Photo Exhibition 13 March 2008

Minutes

Weekly class meetings will be held during the first half hour of PHYS2108 – Imaging Portfolio 1.

Topics discussed:

Opening night of the exhibition must occur sometime during the final week of the exam timetable i.e. between 10 to 14 November.

There are some finite deadlines involved in running an exhibition. A deadline for one task may have an impact on another task. E.g.:

* Invitations must be mailed out by a certain date so the design, printing & delivery of same must be completed well before that date.

* A printed piece will require the works to have been completed prior to the printing of the catalogue so images may need to be finished sometime in early September.

Phred’s job will be to keep the class on track.

Phred is to chase the bank account details & receipt book for the exhibition “kitty”.

Images will be in a 16”x20” frame.

Position holders & committees:

A weekly report sheet is to be completed by each committee. This is to provide a record of decisions made and tasks assigned & performed.

All class members are to be involved and participate in the committees.

* Wayne Baker and Joel Orchard volunteered as Treasurers

* Charmion Phillips volunteered as Secretary / note-taker.

* Committee list was circulated with class members nominating which committee/s they were willing to assist on.

* Decisions would be made as a class although there would be a single point of contact within each of the committees.

* Decisions will be made in the weekly meetings so attendance by all is required.

* A blog was suggested as the official correspondence site. This is to provide a method of discussion outside class-time. Berg will maintain the blog.

Responsibilities of committees:

* Catering committee: May work closely with venue committee and will deal with the catering company.

* Venue committee: May work closely with catering committee depending on any requirements the venue has with regards to catering.

* Frames committee: Responsible for the framing of pieces but also responsible for the delivery of files to the Lab for printing – those things that are relative to getting the exhibition ready to hang.

* Publicity committee: Responsible for advertising but also responsible for any printed pieces that are produced such as the catalogue. Therefore they will liaise with the designer and deal with any printing issues.

* Sponsorship committee: Exhibition will cost on order of $10,000 – $12,000. Can be offset by cash or things in kind.

Venue Proposal

* The Substation at Newport was put forward as a possible venue. Cost was $1500 per week with a 20% deposit of $300 at time of booking. A discussion of the proposal was made and the main issue was the renovations and the impact on the exhibition in November. Choice of caterer is ours. No commission is taken on works sold.

* Wayne is to have further discussions with the director of the Substation outlining the concerns raised. A standard contract would be requested so as to give us an idea of their normal conditions. Class members are to look at the venue over the weekend and a decision is to be made on Monday, 16-03-2008. Each person to bring $20 on Monday/Tuesday for deposit.

Fund Raising

* Fundraising is covered under the sponsorship committee. Different methods of fundraising must be considered. Phred suggested that we keep close tabs on how each fund raising method rates in an effort-per-funds ratio.

* Donations to our exhibition are tax deductible if made to the RMIT Foundation. The person can probably stipulate that the funds be used for the Sci Photo Exhibition etc. Phred will follow-up on the precise mechanism.

Other issues to be discussed in follow-up meetings:

* Identity of exhibition. Theme or name. Phred suggested that some way of differentiating ours from other exhibitions be considered.

* Sponsorship & fundraising issues to be further discussed.

* Catering. Phred suggested that we do not do catering ourselves but that we hire some-one.

* Hiring of a designer for printed pieces highly recommended. Phred will bring in previous years’ catalogues to use as templates.

Service Contacts

* Wayne has a friend who is a graphic designer. She is willing to provide her services for free. Her website details will be forwarded to the class by email.

* Wayne’s flatmate is the owner of Arts on Burgundy in Heidelberg who has offered to do framing of 16" x 20" frames for $40 per unit which includes standard frame, standard glass, window mount and mounting. These would be delivered in a ready-to-hang condition.

* Sandra’s sister-in-law is a caterer who has offered to assist us on opening night. Sandra will follow-up on the details.

List of exhibition spaces

I'ld like to suggest that we compile a list of exhibition spaces we have visited and/or equired about, i know the mojority of the class has been looking into spaces over the past year, i think having a record of this will be usuful and even listing unavaible or unsuitable places will help because we can save time, effort and money by ruling places out.

Maybe write the spaces
name/location
brief description
suitabitly (pros/cons) eg. good lighting, bad traffic flow ect..
and availblity if know

Red Gallery Alternative

Following Wayne’s email about Tara's suggestion I contacted the Red Gallery & spoke to the gallery manager Max Steed (who is in awe of our program by the way).

The Red Gallery is situated at 157 St. Georges Road, Fitzroy North, 3068 (Melways Ref: 30B12 - there is car parking available in nearby streets) with Trams 11 and 112 (tram stop 21 just north of Edinburgh Gardens) & Bus 504 (Reid Street).

Max assures me that the Red Gallery would be of a suitable size for our exhibition - they held the RMIT Fine Arts Grad show there last year. He did not balk at Phred’s expected 200 – 300 people or the 80 to 100 16”x20” pieces. We would need to book the entire gallery (the 3 spaces) so the price would be $3800 plus $270 for postage. They would require a $300 deposit but do not require a complete application. We would need to sit down with them to sign the proposal, however.

Opening nights are normally conducted on a Thursday 5pm - 7pm so it would have to be the 13 November. They have a bar that we can put a tab on for the evening (beer & wine $4, mineral water $2) and we can bring in our own caterers as long as we clean up afterwards. The benefit of a bar tab is that we wouldn’t have to pay for alcohol we haven’t used and we wouldn’t run out of it either.

Exhibitions must run for 3 weeks & the gallery’s normal opening hours are Wednesday - Saturday 11:00pm to 5:00pm

Quite a few things are included for the rental price such as sitting the gallery and supervising the sale of the works. The inclusions provided for the cost are listed below from their website:

red gallery will:

§ mail out your invitation to red gallery’s mailing list

§ provide a listing in Art Almanac and periodically advertise in art journals

§ prepare a media release

§ supervise the gallery and sale of work

§ organise opening night and provide bar staff

§ provide assistance with preparation of artist/s bio. details

§ provide installation advice

§ provide basic tools and materials to return walls to their original state

§ provide public liability insurance

§ provide access to red gallery’s web site.

As exhibiting artist, you are responsible for:

§ installing your exhibition

§ dismantling your exhibition

§ printing your invitation cards

§ arrangements and cost of insurance (except public liability insurance)

§ arrangements and cost of transporting your work

§ returning the gallery space to pre-exhibition condition on time.

Another benefit of the Red Gallery is:

The gallery comprises three spaces which can be utilized separately, or as one total space. A ceiling height of 3.8m provides ample space for large works. Each gallery space has good natural light as well as an adjustable low voltage track lighting system. Gallery one is fitted out with a track hanging system.

ceiling height is 3.8m
gallery 1 walls are brick with a track hanging system
gallery 2 walls are plaster board
gallery 3 walls are plaster board
all exhibition spaces have an adjustable tracking lighting system that takes both low voltage and 240v lights

This space was actually booked during the time that we have available for our opening night, however, they have kindly moved things around to have the gallery available for us if we so desire. The main stipulation is that the majority of the works will be available for sale. They take a 22% commission but when you think about the fact they are doing the sitting of the gallery and doing the selling of our work, a commission is understandable.

My personal opinion is that a gallery of this type would give a better, more professional impression to the invited industry guests plus we would be made known to the gallery’s substantial mailing list.

Further details http://www.redgallery.com.au/details.htm