ECEGSA Meeting Minutes – February 20, 2015
Location: Kaiser 5505
Time: 6:00 pm to 7:00 pm
Attendance: Ahmed, Tanzil, Shreya, Michelle, Arvind (came late), Felix (came late)
Regrets: None
Sun Run
– emailed all but undergrads – Michelle to do Monday next week
– already have 7 people registered
– Tanzil will look into how registration will work and then contact Adrian about how to register the team
– opportunity for Korean Canadian students
– ask them about networking night as well
– can we confirm it’s legitimate since it’s not in English?
– looks ok, go ahead and forward
– Ahmed will email the sender back, Michelle will forward on Monday
Persian New Year
– talk to Sima about volunteering to organize if she can’t, maybe email out for other volunteers
– waiting on response for venue
Chinese New Year
– still working on paperwork for GSS funding
Bengali New Year
– April 14 tentatively
– in Kaiser 2020 probably
Other events
– Volunteer appreciation event
– farewell event (?)
– maybe academic talk in April
– maybe games night and/or games night still
– pizza meetings for advertising to new executives (elections will open April 1)
– handover meetings
Previous meeting minutes: postpone approval until next meeting
Networking Night
———-
Website Content
- have had many people ask for company list before buying, some people are buying event without knowing
- want to be transparent and not look like we are keeping it private
- Michelle to add company list to website
- include company logos and/or links to their websites? – no
- in advertising, emphasize social event and inter-student networking aspect as well
- we will not be collecting resumes, but won’t stop people if they want to – can tell people if they ask but won’t post on event page, instead encourage business cards, include networking skills link (Michelle to share with team before posting)
- info to include on name tags (discipline, degree program, lab name?) – nothing just “Student”
- dress code is business attire – to be put on website
- workshop for networking – not sure if we have time, maybe do if we can
- include panelist bios? – yes, short ones
- include panelist photos? – maybe add later if Ahmed can get them, but not a priority
- just panelists bios now, moderator later if we get it
- put ticket sales times online too
Food
– need to choose from menu
– need to spend at least $6000 on food and beverages based on hotel package
– not sure on upper bound – aim for $8000 for now, including beverages
– aim for 150 people
– pick some appetizers plus one or two stations
– beverages: one drink ticket per person? – about 8.50 to 12 for drinks
– could we do cheaper drink package? – yes, do this if possible
Budget
Income:
– 5000 nserc
– 3000 platinum
– 1000 motion metrics
– 500 fortinet
– 250 Brock
– 250 bc hydro
– 250 NZ technologies
– 140 teradigi
– 70 Aspect Biosystems
– 35 Mitacs
– 150 student tickets (so far)
– 1000 money from department already
– do we include the $1000 already from them in their sponsorship?- don’t want to ask for money if we don’t need it – wait and see what food costs, then decide
Costs:
– parking: 8 spots, ~$20 each
– parking for panelists? – no decision made
– $1000 for printing and logo wall
– $1000 for av and other stuff
– extra money can go to volunteer appreciation event
Signature wall
– do the $450 for vinyl printing
– logos need to be compiled – need BD Hydro, Brock – Michelle to do
– Felix to ask about prototyping
– hotel might be able to stick on a screen to mount it, Felix to contact them (and ask about price)
Poster
– updates to come
– try to get them asap
– hand posters to lots of volunteers to each put up a few
Slide show
– Arvind will take care of
AV
– Arvind to contact hotel AV people separately from Felix (who is contacting about logo wall)
Companies
– reminding about the event, payment and materials, getting names and titles – Michelle to take care of
– Shreya to make name tag designs
– lanyards – Michelle to look into
– have some empty ones for people that buy tickets late
– 2 different coloured lanyards – students and non students
– tickets for faculty – not sure
– still trying to get more, focus on attending, not sponsorship, cutoff will be end of next week
– Scotiabank – Ahmed to contact