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.