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

Phone, Framing, Invitations, Needless chatter

Hi all, thanks for setting this up...but we who use blogs, facebook etc need to remember that others dont so we need to make people aware of anything discussed here when we come to class.

Just a few thoughts:

I know last year there was a hassle with a few people making tons of phonecalls for the exhibition preparations and having big bills. A suggestion here is to buy a prepaid mobile which can be at uni specifically for this, and a log book for all calls made - any thoughts?

Another option for framing is one I enquired about last year...
My old boss in Tassie (John Temple) is happy to offer his framing workshop for use for no cost. That means I would do the framing (& I'd be happy to show you examples) in Tassie at cost price. I would fly there, do the work and ship the frames/matts back (This could easily be done in a weekend). This would give the options of different size works / different mouldings / matts which work better for different images if we decided to go that route for a bit more "individuality" as someone has wished for. As I'm part time, this wouldn't put me under stress as it might have if I'd been full time.
Anyway - that's just another option and don't feel you might make me unhappy if you say no, I'm easy but it would possibly give more options and still be cheaper than anything else. Again, the deal would be advertising for John Temple... www.johntemplegallery.com.au

Also just thought I'd whack the substation web site here in case we're looking for it.

http://www.thesubstation.org.au/

As for invitations, personally I hate emailed invitations, I think they look cheap, I reckon a classy one with a fridge magnet is the way to go, it's more likely to be remembered/attended.

Sandra's sister in law sounds a good route for the catering, hopefully she can tell us more about this in the future.

Cheers

proposed graphic designer and framing

OK as I blurted out in class today, my friend Heidi is a professional graphic designer/artist and has offered (well, I asked her nicely) to do our flyer, poster and book work for FREE (I promised her full advertising placement within any printed material).

What we'd have to do is come up with layout proposals, fonts, logos, etc, and she'll put it all together for us...

Her website address is http://www.heidesign.com.au

She's also offered to do an HTML email template with graphics/photos, etc, if we want to send out email invitations to the event.

My house mate (Brett) runs/owns Arts on Burgundy in Heidelberg and has offered to do framing of 16" x 20" frames for $40 per unit which includes frame, glass, window mount and mounting. We give him the prints and he'll give them back, ready to hang.

There's some food for thought.....

Ta ta.

Wayne :)

Substation layout

Hey Guys,

I had at look at the floorplan amy mentioned today in class, there are like a millon rooms, which area of the gallery will we be exihibiting in?? there's the corridor which could be problmatic with traffic flow, a large multipurpose space on level 3, as well as another couple of gallery spaces?

email sent to Substation just now

Hello Darren.

I spoke to you last week regarding the use of The Substation in Newport to host the RMIT Scientific Photography graduate student exhibition in November 2008.

The idea of exhibiting at The Substation was put to the class today and was very well received. Some members of the group will be visiting the venue over this coming weekend to give it the thumbs up or down, and we will be making a final decision about whether or not to book the venue on Monday 17th March.

If we decide to go ahead and book, we will be able to give you a cash deposit of $300 next week to secure the booking, with the balance owing being $1200.

The exhibition must open during the week of November 10th to 14th, and will run for seven days. Therefore if we open on Monday the 10th, the exhibition will close on Monday the 17th of November.

An opening will be held, with invitations sent to family, friends and industry. We estimate between 200 - 300 people to attend the opening night.

The exhibition will consist of approximate 80 - 100 16"x20" frames.

At this stage we may be able to arrange for our own caterer to take care of food, etc, for the opening night.

A number of questions were put forward in our group session today. I'm hoping that you can address the following so that we can make a more informed decision about whether or not to book the venue:

1. What are the opening hours of the venue (we will have to man the exhibition whilst it's open);

2. When would you require final payment of the balance due?;

3. You mentioned that building works will be performed during the year. Can you guarantee that the venue will be ready for us to use by the week before the start date of our exhibition? We would like to have included in any contract a clause that guarantees us use of the venue whether building works are complete or not, because if we book and the works are not complete by the opening date, we will not be able to find another venue at short notice. Would you be prepared to include such a clause in any contract and offer us the venue for no charge if the works are not complete by the opening date?

4. What sort of lighting does the venue have? Is it able to be repositioned if necessary?

5. Will the venue supply anyone to assist us with hanging the works or to supervise said hanging of works?

6. At what stage before the exhibition are we able to commence hanging works?

7. How soon after the exhibition finishes do we need to have the venue cleared?

8. Will we need to do any preparation of the venue before we start hanging such as painting, wall preparation, etc?

9. What condition do you want the venue left in when the exhibition is finished (i.e. do we need to re-paint, etc)?

10. Are you able to send me, in electronic format such as a PDF file, a copy of any standard contract or similar that you have for the venue?

That's all for now!

I'll look forward to hearing from you soon.

Kindest regards,
------------------------
Wayne Baker

BA Exhibition

the BA exhibition has a blog too.

First Post

Hi Everybody,

we can use this blog to add ideas and progress on our exhibition preparations.