Minutes of meeting held on 20th Jan 2009

CSM BAGD Year 2
Freerange Exhibition
Minutes of meeting held on 20th Jan 2009

General
• The committee was split into groups:
Fundraising
Design (catalogue and website)
Sponsorship
Admin
Curation and spatial design teams to be confirmed at a later date.

• Groups will meet separately and there will be one weekly committee meeting as usual, Tuesdays 4pm.

• Finance issues will be dealt with by the Admin team. All expenses for photocopying/printing and postage, receipts, and details of any money we raise are to be sent to them. They will make a list of everyone who’s already paid to be in the show.

• Sam will deal with all enquiries to the csmfreerange2009@hotmail.com account for now.

• Ed has set up a Facebook group for us.

• We need to decide ASAP if any more students should be allowed to exhibit. Some people felt that if they haven’t paid already, it’s too late. It was suggested that if people wish to submit a group project such as an animation, only the people that have paid should be credited at the exhibition (we need to agree on this ASAP).

• The target amount we need to raise is approximately £4000.

• Printing costs may be quite high. The sponsorship team will focus on this in particular to try and cut a deal with a local printing company. The committee needs to decide what promotional materials are going to be used and how many of each (flyers, posters, catalogue, etc). Freerange will promote the exhibition to a certain extent – the admin team will find out exactly what Freerange will be doing.

• We may at a later date approach the press (such as the London Paper, UAL newspaper) for promotion of the exhibition. This may also apply to any fundraising events put on by the fundraising team.

Admin
• Annabel will make a questionnaire to be sent out to all students participating in the show. This will ask them for contact details, a brief outline of what they would like to present at the show, any ideas for the design and layout of the show and any leads for fundraising or sponsorship. This will allow us to send out group emails to everyone nearer the time and also give us an idea of what people are proposing to exhibit e.g. 3D, moving image, wall mounted etc. This needs to be distributed to someone in each tutor group plus Illustration, Advertising and Moving Image so that it can be handed out in class – preferably next week.

• The admin team will work on the template letters for sponsorship and collate all existing documents that have been sent out already.

• Copies of any correspondence to be sent to them for filing.

• They will produce some sort of calendar so everyone knows the deadlines for Freerange and upcoming meetings and events.

Design
• Possible theme for the exhibition is “Two Thirds”.

• Anders and co will continue to work separately on a proposal for the catalogue.

• It was suggested that the committee could maybe set a brief for designing the promotional materials or select students to work on the project.

Sponsorship
• The sponsorship team will compile a list of possible leads – any potential leads that come from other students will need to be added to this list. They also have names of companies that the university have advised us not to contact.

• They are going to meet with someone at the Innovation Centre for advice on fundraising next week and will work on a strategy for approaching potential sponsors by telephone and direct mail.

• It was agreed that in terms of sponsors, we should approach companies that have a link to London (e.g. London Pride, Rimmel – live the London look!) Any other suggestions welcome.

• Companies that are not able to help us financially may be able to offer other support such as free/discounted printing, advertising, assistance with layout of the exhibition, free booze!

Fundraising
• The fundraising team are organising a bring-and-buy sale, pub quiz and club nights in the near future. The team have their own minutes for their meeting.