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Our Minutes

Wednesday, March 27: Meeting Minutes

27/3/2019

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Report - Max, VP Academic and Administration
  • Malaysian Embassy Visit
    • Low turnout due to rescheduling
  • Study Sessions
    • Still waiting for Redbull
    • Year reps should promote closer to the date
  • CCR Credit
    • Has been submitted to Jenelle

​Report - Graeme, VP Finance


Report - Maddy, VP Social

  • Pub Night
    • Pub 101 has been confirmed
    • Friday April 12th, 10pm
    • Maddy will send all details in media for Monica to launch the event page
    • We will receive a digital copy of the ticket design for promotion
    • Tickets will be sold when we receive tickets from PUB 101
    • Execs and Year Representatives are expected to attend
  • Merchandise
    • Merch has been delivered to the BGInS Office
    • Year representatives will distribute merchandise to those who have not picked up their orders

Report - Monica, VP Communications and Media

  • Kaplan
    • Monica will send out an email for Kaplan later next week
  • Pub Night
    • Monica will make pub night post when all information is received

Report - Talia, President

  • BGInS Promotional Video
    • The media production team will be present during the Study Sessions
    • Talia will send photos from our events
  • CUSA Clubs and Societies Appreciation Night (April 4th)
    • Things we are proud of
      • Gala with AKCESS
      • Charity donation of $2000.00
      • BeGIn2Connect Series
      • First Graduating Class
  • Events Committee Party (April 10th, 8:30)
    • We will be ordering Pizza, Cupcakes, and refreshments


Report - Year Representatives
  • Tunnel Mural is approved by the school

Constitutional Review:
  • Full edits will be posted during next meeting at the conclusion of the constitutional

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Wednesday, March 20: Meeting Minutes

20/3/2019

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Wednesday, March 13: Meeting Minutes

13/3/2019

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Gala Debrief
Areas of Improvement


  • Table reservations
    • Should have been displayed rather than one list
    • More communication was needed between shifts
    • We should have had a seating chart
    • Tables should have very clear reservation signs
    • Everyone should be on the same page about “special persons”
  • Reservation
    • We should be explicit on our policy on drugs and indoor smoking
    • We should be completely aware about platforms and fees associated with buying tickets
    • E-transferring tickets was extremely frustrated
    • Online / physical ticket with a QR code code can be used in the future
  • Coat Check
    • If it gets backed up, the floater could work on that
  • Bar
    • We needed more bartenders
  • Awards
    • Names should have been printed correctly
  • Set-up
    • We should have confirmed with ILUPH in case of cancellation
    • We should have absolutely confirmed what presenters need
    • We should have triple checked the loudness of the microphone
  • Photo Booth
    • If we have a similar sized gala
      • We need a real photo booth
      • Or two photographers
      • We need to double check lighting
  • Collaboration
    • In all future events in collaboration with AKCESS, all details need to be in writing about responsibilities
  • Live Band
    • All details, limitations, and expectations need to be set out a few days before the event

Strengths
  • Venue
    • Spacious
    • Appropriate for the theme
    • Classy
    • Overwhelmingly positive response
  • Food
    • Everyone had positive things to say about the food
    • Was filling
  • Decorations
    • AKC Balloons and Red Carpet looked amazing
    • Use Fiesta Ottawa for rentals!!
  • Live band
    • Everyone loved the live band
    • Matched the theme perfectly
  • Ticket Price
    • Was very reasonable
      • 5 dollar drop from last year
  • Registration
    • From the perspective of the patron, it felt smooth
    • Nobody was stranded outside
  • Water table was amazing for the dance portion
  • Turnout was immense! It perfectly filled the space
  • Speeches were a good length
  • We had a lot of positive feedback from CUSA
To do:
Feedback form will be created and posted in the group on the 22nd

Create a Plan for distributing Silent Auction, Awards, Thank-You’s
  • Hand-written cards will be distributed to our large sponsors
  • Silent Auction winners will be emailed and will be accepting e transfer
  • Award winners will be contacted through email and given on campus

Report - Max, VP Academic and Administration
  • Embassy Visit
    • Malaysian Embassy
      • Postponed until March 21st
      • Change Google Form, Facebook Post
      • All year reps should promote in their classes via class talks
  • Study Sessions
    • All first and second year study sessions have been booked
      • Year reps should promote via class talks and CULEARN email closer to exam season
    • Red Bull will be provided in the first and second year study sessions
    • Max is looking into finding a room for GINS 3020
  • Membership and Email change
    • Max has dropped off draft email to the BGInS and Privacy Office
      • Currently awaiting edits and review
      • Will be sent at the same time as the candidates list
  • Electoral Board
    • Max has been in contact with Euan from the Electoral Board
      • Euan will be setting up physical polling station in the BGInS Office in addition to online voting
        • Will have to through login on a laptop
  • CCR Credit
    • Max will be creating the CCR credit for the 3rd and 4th year reps on CUSAHUB
Report - Graeme, VP Finance
  • Gala
    • Still waiting for FPA, FASS, and ILUPH funds
    • Graeme will be calling Adam to negotiate how profit will be distributed
  • Reimbursement
    • Talia, Monica, and Maddy will be reimbursed for Gala expenses
Report - Maddy, VP Social
  • End of year pub night “Cheers to new BGInnings”
    • Pub 101
    • Heart and Crown
    • Patty Bolands
      • Friday April 12th
Report - Monica, VP Communications and Media
  • Waiting for response from Red bull
  • Kaplan representative will be in attendance for the networking night
Report - Talia, President
  • Networking Night
    • Talia, Max, Irene will be going to greenboro to pick up refreshments and nametags
    • Gemma will be going to tim hortons to get coffee  
  • Events Committee
    • Will have a pizza party for them
  • Exec dinner before pub night
  • Transition Packages
    • All execs and reps should have their transition package ready soon
      • Every event, improvement, and expectation should be detailed and thorough
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Arthur Kroeger College | Carleton University

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  • Home
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