Minutes from 2nd and 3rd meeting

The second meeting we had focussed on collating the proposals together, which Tom and I have sorted in to spread sheets. That initial meeting highlighted just how many proposals were outstanding and thankfully most of them are now in! Also a major concern from the first look at the proposals was the size of individual pieces compared with the actual size we have available.
All subject representatives went back to their subjects to request a down sizing.

Today (27/04/09) our 3rd meeting, we went through a very thorough TO DO list provided by Lucy in Drawing, which I will copy into this post. I'll now bullet point our discussion:

* Discussed the name of the exhibition. Main name that was suggested was CONFLUENCE which means "a place where two rivers meet, a coming together, a crowd of people". Other names have been suggested like CONFLUX and we have set the deadline for the name to be tonight so we can crack on with designing and making flyers

* Tom in Painting has whipped up two designs for flyers

* Sam in Sculpture has volunteered to be treasurer (i.e. in charge of the cash and keeping accounts) (Thanks Sam)

* Lucy and Jo in Drawing have volunteered to create a list of the essential people and institutions we want to invite with both a formal paper invite and an e-invite. They will publish this list next week and it can obviously be added to but will only print a limited number of good quality invites (cost concerns)

* We discussed if there was budget left if there were essential people we wanted there (i.e. the RCA, Matts gallery…. big wigs) to cover the cost of a Taxi or arrange transport, I know this is a tactic Damien Hirst used when setting up and he didn’t do badly did he….)

*Links to good/cheap printers 1) DJ FLYERS.COM 2) LONDON GRAPHICS

* If you know a good, reliable printers please post.

* We decided to design the promo material within the steering committee to save time and hassle and aim to be ready to go with printing early next week Monday is ideal (4th of May)

* Distribution will be shared out amongst the cluster subjects

* We have google spreadsheets set up and it is the same login details as for this site, which is trinitybuoywharf@googlemail.com password: (e-mail Tom if you don't know it tomburtonart@gmail.com)

* Robyn in photography currently has most of the proposals and is responsible for updating the database. Jack in painting still has some and is updating the database as well. Any outstanding proposals to be sent to Robyn on robynminogue@hotmail.com 07877580825/07540528731

* We currently have an estimate of 30 projectors so there may be issues with equipment if people expect to use the central loans store and also the light levels in the Chain store

* Plinths and equipment are the responsibility of the exhibitors, i.e. they need to have provided their own plinths and projectors/monitors/etc

* Each exhibitor needs to do an individual risk assessment. I had forgotten about this and am unsure where to get the risk assessment from or who to send it to so need to clarify that….

* We are drafting an e-mail to send to the whole cluster regarding their responsibilities in term of transport and equipment

* We have requested a meeting with Martin Newth (Cluster Leader) to discuss some issues we are unable to answer ourselves and hope to see him tomorrow or wed afternoon.

* Rosie (painting) is going to Trinity Buoy Wharf tomorrow to arrive by 11am to meet with the site manager and go inside the building to take measurements

* Rosie will also find the person to speak to with regard to the possibility of using the boat to transport people to the show in exchange for advertising

* The issue of booze at the private view came up. So We can try get sponsorship/buy booze to a) give away, b) sell (if the premises is licensed then we can sell as I am a license holder) or can apply for a temporary license….do people expect free booze (yes) can we afford it (no)…..None as yet has taken this on as a direct responsibility

* Rosie and Robyn agreed to write a press release to be proof read by Sam (sculpture)

* What is the parking situation in the area/on site?

TO DO LIST

Trinity Bouy Wharf - To Do List

Not in definite order

1: Chase up missing proposals + check queries about size etc.

2: Exhibition layout (+ plan for dividing walls)

3: Final layout plan for use in installation (large scale plan to hang up at site on installation days)

4: Instructions for exhibitors (what they are responsible for etc.)
• Construction of own plinths (or see if uni technicians could help out with this?)
• Tools needed for hanging/installation
• Power extension leads (should exhibitors be responsible for this?)
• What we may need volunteers for? (Transporting works, promotion design, dividing walls construction + paint, distributing promotion material, drink/food distribution on opening night, etc.)
• Work for sale?

5: Site considerations to check with site manager
• Insurance situation (does all electrical eqpt. need to be safety checked? Does each piece need risk assessment form?)
• Disabled access?
• Condition of exhibition spaces - will they be cleaned, if so when?
• Installation concerns - accessing beams, lighting, etc.

6: Transport organisation
• Quotes from van hire company
• Approximately how many trips to + from uni?
• Driver?

7: Invites list to collate
• Galleries/universities/journals, magazines, newspapers etc.
• Names/addresses/e-mail

8: Invites design
• Could ask other students for design proposals?
• Info to put on: date/time, address/map/transport links, disabled access

9: Flyer + poster design
• Could ask other students for design proposals?
• Info to put on: date/time, address/map/transport links, disabled access

10: Invites/flyers/posters/ print
• How many of each?
• Quotes - check London Graphics

11: Promotion
• Send invites (+ follow up closer to event) May need short press release to send with this.
• Distribute flyers + posters - need volunteers?
• Facebook event page

12: Dividing walls - construct + paint + install
• Will need other student volunteers

13: Name cards design + info collation (Name, title, medium, for sale - Y/N? Price?)

14: Name cards print + mount

15: Press release/info sheet for opening night/exhibition period
• Collate info
• Print

16: Schedule for opening night
• Introduction/talk by tutor/student/both?
• DJ?


17: Drinks/snacks for opening night
• Estimate quantity
• Quotes (Oddbins do good deals + ice buckets + deliver)
• Order + arrange delivery
• Organisation + distribution on the night - need volunteers?

18: Budget
• Plan
• Record

19: Any plans for exhibition catalogue print?




Shopping List

• White paint
• Wine
• Snacks?
• Extra hanging/installation equipment (though students should supply own) - nails, tape, string/wire, spirit level, tape measures, power ext. cables, etc.
• Name card materials - white stickers + foam board
• Flyers
• Posters
• Invites + stamps
• Van hire
• DJ?

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Spreadsheets

Proposals Wall/Floor

Proposals

Steering Comittee

View any of the spreadsheets here by clicking on the link, or sign into the steering committee google mail and click on documents in the top left of the page to access the documents and edit any of the spreadsheets.

Walls

First of all I'd like to apologise for my absence yesterday.

I spoke to Dan Sturgis (head of painting) today and he asked about the situation with wall space.
There is someone in the sculpture department who can supply board/wood for the show and storage. We will have to design a layout plan for dividers and let him know as soon as possible.

Do we have a ratio of floor/wall based work for the proposals we've recieved so far?

Tom

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