ECEGSA Meeting Minutes – February 2, 2015
Location: MCLD 418
Time: 5:00 pm – 6:00 pm
Attendance: Michelle, Shreya, Arvind, Felix, Ahmed, Tanzil
Regrets: Felix
Previous meeting minutes: Approved
Snowshoes
– went well, no snow but otherwise good
Chinese New Year
– no updates, except that there will be no alcohol
Ping pong
– 23 singles, 9 doubles registered
– could drop the doubles – yes, we will do this
– best of 3 matches
– structure: knock to 12, knock to 6, 2 pool round robin, finals (total of 27 matches, approx 6 hrs)
– need new rackets and balls, Arvind can buy as long as price is reasonable
– Arvind will be the ref
– lots more people this year want to participate, so we need more time (spread over two days or one very long day of games – possibly on the weekend)
– genders will be mixed
– weekend: better for people being free for a long time
– weekday: better because people are on campus already
– do initial matches during the day, finals in evening?
– split into two separate tournaments?
– set schedule ahead of time, get people to add comments if they can’t make it?
– can post docs play? – no because no space, Michelle to email
– from the people that registered, some will take it very seriously, others won’t
– Plan: 12 to 6 pm on a weekday, make the times, send out, adjust as needed to accomodate schedules
– Arvind can get a fill in referee as needed
– Arvind to take care of email
Networking Night
Design/Printing:
– tickets and posters, name tags
– apsc, motion metrics, ece logos on tickets and posters
– two kinds of posters: one for event promotion, one for sponsors, or could put them together
– print company tickets? – probably don’t need
Ticket Sales/Registration:
– selling tickets: check student id or ece id? – no, too complicated
– approx 25 people from industry so far, can have 75 – 125 people for 1:3 to 1:5 ratio
– top sponsors are depts, so maybe less
– give extra tickets to companies? – undecided
– square up – forward emails to Tanzil
– allow online registration? – no for now, maybe later
– start selling: Feb 10 goal, 12 at latest
– keeping track of names – fill in google sheet as you go
– Arvind will take care of facebook
– sell tickets in kaiser atrium, grad lounge, etc
Company Updates
– NZ technologies – bronze sponsor
– some positive response from career fair
– capstone companies: working on getting connections
Panel
– get Felix to follow up on Mazana Armstrong, if not then try Zahra
– Philippe Kruchten – most likely in
– Guy Lemieux – no, can’t do
– Leo Stocco – a senior instructor, another possibility, Ahmed to check with Andre
Volunteers
– Michelle to email to get people
Sun Run
– Adrian can organize but not train, still working to get someone for training
– Ahmed to talk to Darla about funding
– last year they said had it in their budget (got more money from the department because of lots of staff updates), but we aren’t sure about that
– use money from last year? – ask department
– don’t assign an exec member for now
Latex workshop
– all is set
– put this (and other events) on calendar
– tomorrow send email reminder
– get projector from the store room, make sure it’s set up ahead of time
– no food because it’s in the computer lab
– no plan for Linux workshop, don’t do
– “How to network” workshop – could be the week before the networking night
– academic talks or professional development?
T shirts
– not ordered yet
– Tara said send email again – Felix to do
Next meeting
– 6 pm Wednesday