Primary task of the meeting: To go over the budget.
Dana had prepared a draft for events with some detail about each event.
We went over it one by one and discussed it.
This is Dana’s list:
- Events
- BBQ
- Weekly coffee/tea
- Orientation
- Group hike (transportation)
- Potluck
- Games / Movies night
- New year parties
- Career night
- General operations
- Lounge renovation:
- Couches
- What else
- Practically free, unless we want to throw in pizza/coffee:
- Technical seminars
- Workshops
- Annual General Meeting,
- Mentoring program
- Tri-mentoring
- Weekly Coffee Gathering:
- There was a lot of discussion about this:
- Are we planning to prepare cookies or not? Not now.
- It’s better to have good quality tea and coffee than providing cookies.
- We should buy some mugs if someone forget to bring his/her mug.
- Orientation:
- After a lot of talking, we all agree to have the following for the orientation:
- Welcome session.
- Meal: Something like cold sandwiches.
- Field trip type activity so that people get to know each other.
- It should be different compared to GSS orientation.
- Someone should check with “Calhoun’s” to check the price of the sandwich dishes.
- Finally, we did not ended up with a good estimate.
- Groups Hike:
- Mohammad suggested using volunteers’ car and paying them the gas money. If we are planning to go somewhere in North Shore, the gas money per car would be less than 5$.
- Potluck:
- We just need to provide disposable dishes, glasses and also napkins.
- Games/Movie Night
- How many people will show up: Most probably from 20 to 50.
- New Year Parties:
- Persian New Year: Includes:
- Decoration
- Cookies
- We can have volunteers to play live music.
- Chinese New Year:
- Ahmad said the Chinese foods are normally cheap.
- Xmass Party:
- One of the main events, because faculties and staffs will also come.
- Keg of beer: Cost 200$ and if we charge 2$ at the door, it will cover its cost. Mohammad suggested not to charge people and give everyone one free drink.
- 20$ for the little event drinking license.
- We already have the tree.
- Decoration
- Candy
- Pizza
- Persian New Year: Includes:
- Career Night:
- For the price nobody has an estimate.
- We better talk to Zahra Ahmadian to get a better idea.
- The cheapest venue is GSS.
- This one needs more research.
- When: We all agree on November.
- Operational Costs:
- Lounge Furniture:
- couches.
- Think about the price of tables and chairs.
- We are not sure about buying new Microwaves or not.
- We agree that Microwaves should be cleaned regularly.
- Lounge Furniture:
- Lounge Cleaning:
- Ask Luca about “one day” cleaning.
- Ask Luca about cleaning the lounge by janitors.
- Things to check:
- Cost of pizza per person. We need the price with different qualities: Dominos, Pizza Hut and …
- Cost of coffee: Like this Starbucks boxes.
- The price of printing for advertisements for the events.
- Someone should check with “Calhoun’s” to check the price of the sandwich dishes.