Minutes 1, 2010
04/01/10
Macquarie Musical Society Executive Meeting
Monday, 4th January, 2010
Meeting opened at: 4:05pm
Members present: Annabel Berry, Tanya Veselcic, Megan Lloyd, Michael Twomey, Joshy Said, Kate-Marie Thorpe, Emma Campbell
Agenda:
* O-Week
* MACMS Merchandise
* Logo
* Corporate Sponsorship
* Meet and Greet
* Pitching for 2010
* Constitutional Changes
* General Business
1. O-Week
o Dates for O-Week are 22nd to 25th February
o Stall times will be 10:30am til 2.30pm
o O-Week performance in central courtyard- decided performance can be a musical number from O-Week show
o Agreed Facebook Group should be heavily plugged during O-Week, and suggested that an executive member have a laptop to invite members on the spot.
o Membership- decided that cost remains $2
o Membership cards- decided new cards were needed. It was decided the cards should be glossy (similar to the DRAMAC membership cards) and smaller
o Membership forms to be redesigned for O-Week. Agreed last year’s layout was ineffective, and that places for people to fill in details were too small.
o Surveys needed for duration of O-Week to find out what shows members would like to see, considering auditioning for, etc.
o Decided to have a photo collage to display at the stall, as well as photo albums. Tanya volunteered to put collages together.
o Michael volunteered to put music together, and to bring in his speakers for the stall. He is going to contact U@MQ to confirm if there is somewhere the speakers can be stored for the duration of O-Week.
2. MACMS Merchandise
o Decided to make new badges for O-Week to sell. Katie has template for badges, and the design will be the MACMS logo for 2010.
o Possibility of getting new T-Shirts discussed, however as there is a substantial amount left from 2009, it was decided to sell the old t-shirts at O-Week at a discounted price, and find another form of merchandise for 2010.
o The idea of tote bags was discussed. Decided they would be a cheaper option than T-shirts, and could be made unisex for greater appeal.
o Discussed that deals could be made with last year’s t-shirt, bag and badge
o Talked about filling the bag with treats- Michael is looking into rock lollies with MACMS logo inside. If not, try and receive a deal through Siobhan Harvey, whose family owns a lolly shop.
3. Logo
o Decided that a new logo should be created for 2010.
o It was decided exec members should all be given an opportunity to design the new logo and share with the rest of the exec before decision is made.
o Joshy suggested an account with drop.io to allow for easy sharing of new logo designs.
o New logo is to be displayed on all new merchandise and membership cards for 2010.
4. Corporate Sponsorship
o Discussed the possibility of corporate sponsorship for additional show funding.
o Decided Mac Centre was the best place to start looking for this sponsorship as it is local.
o Cover letter required to hand around to all businesses within the centre- Megan to do this.
5. Meet and Greet
o Decided a ‘Meet and Greet’ for new and old members should be held the week after O-Week.
o It was decided the event be held on the Wednesday, possibly at the UBar
o Katie to make fliers for O-Week, and create Facebook event closer to the time.
6. Pitching for 2010
o O-Week Show- Emma reported no pitches had been received as of the time of the meeting.
o It was decided by the exec that if no pitches were received, a cabaret style performance (similar to that of the Christmas Cabaret held in December 2009) would be put on instead.
o Dates for pitching for first and small spots were decided and are as follows:
o First spot- to open 11.1.10 and close 31.1.10
o Small Spot- to open 25.1.10 and close 5.2.10
o Emma will edit pitching guide to reflect the pitching system for 2010.
7. Constitutional Changes
o Changes to the constitution need to be updated for the website
o Annabel volunteered to do this
8. General Business
o Joshy has agreed to keep the badgemaker and O-Week box
o Michael will keep the cashbox
o It was suggested the society should have a newsletter to keep members up to date with what is happening within the society. It was decided that once every 2 months was sufficient.
o Joshy has agreed to put together the first newsletter for 2010, and requested individual photos of exec members reflecting their interests within the society to introduce the new exec.
o It was suggested a private Facebook group be created for the exec to allow for communication within the exec between meetings.
o Incentives for members at shows- to encourage members to come to shows, it was suggested we provide incentives for members. The idea of priority seating for the first 20 members to book was looked into, and will probably be trialed at the O-Week show.
o The need for signing up members at shows was brought up, to allow non-university patrons to become members.
o It was discussed that communication should be started between other musical societies to become more recognised as an amateur musical society. It was decided member prices should be charged to members of other musical societies to encourage more people to come to our shows. Megan agreed to make contact with all musical societies in NSW to advertise the society.
o The option of fundraisers was discussed to bring society members together and raise money. The idea of a bake sale was raised.
Meeting closed: 5:30pm
Next meeting: Wednesday, 13th January
Monday, 4th January, 2010
Meeting opened at: 4:05pm
Members present: Annabel Berry, Tanya Veselcic, Megan Lloyd, Michael Twomey, Joshy Said, Kate-Marie Thorpe, Emma Campbell
Agenda:
* O-Week
* MACMS Merchandise
* Logo
* Corporate Sponsorship
* Meet and Greet
* Pitching for 2010
* Constitutional Changes
* General Business
1. O-Week
o Dates for O-Week are 22nd to 25th February
o Stall times will be 10:30am til 2.30pm
o O-Week performance in central courtyard- decided performance can be a musical number from O-Week show
o Agreed Facebook Group should be heavily plugged during O-Week, and suggested that an executive member have a laptop to invite members on the spot.
o Membership- decided that cost remains $2
o Membership cards- decided new cards were needed. It was decided the cards should be glossy (similar to the DRAMAC membership cards) and smaller
o Membership forms to be redesigned for O-Week. Agreed last year’s layout was ineffective, and that places for people to fill in details were too small.
o Surveys needed for duration of O-Week to find out what shows members would like to see, considering auditioning for, etc.
o Decided to have a photo collage to display at the stall, as well as photo albums. Tanya volunteered to put collages together.
o Michael volunteered to put music together, and to bring in his speakers for the stall. He is going to contact U@MQ to confirm if there is somewhere the speakers can be stored for the duration of O-Week.
2. MACMS Merchandise
o Decided to make new badges for O-Week to sell. Katie has template for badges, and the design will be the MACMS logo for 2010.
o Possibility of getting new T-Shirts discussed, however as there is a substantial amount left from 2009, it was decided to sell the old t-shirts at O-Week at a discounted price, and find another form of merchandise for 2010.
o The idea of tote bags was discussed. Decided they would be a cheaper option than T-shirts, and could be made unisex for greater appeal.
o Discussed that deals could be made with last year’s t-shirt, bag and badge
o Talked about filling the bag with treats- Michael is looking into rock lollies with MACMS logo inside. If not, try and receive a deal through Siobhan Harvey, whose family owns a lolly shop.
3. Logo
o Decided that a new logo should be created for 2010.
o It was decided exec members should all be given an opportunity to design the new logo and share with the rest of the exec before decision is made.
o Joshy suggested an account with drop.io to allow for easy sharing of new logo designs.
o New logo is to be displayed on all new merchandise and membership cards for 2010.
4. Corporate Sponsorship
o Discussed the possibility of corporate sponsorship for additional show funding.
o Decided Mac Centre was the best place to start looking for this sponsorship as it is local.
o Cover letter required to hand around to all businesses within the centre- Megan to do this.
5. Meet and Greet
o Decided a ‘Meet and Greet’ for new and old members should be held the week after O-Week.
o It was decided the event be held on the Wednesday, possibly at the UBar
o Katie to make fliers for O-Week, and create Facebook event closer to the time.
6. Pitching for 2010
o O-Week Show- Emma reported no pitches had been received as of the time of the meeting.
o It was decided by the exec that if no pitches were received, a cabaret style performance (similar to that of the Christmas Cabaret held in December 2009) would be put on instead.
o Dates for pitching for first and small spots were decided and are as follows:
o First spot- to open 11.1.10 and close 31.1.10
o Small Spot- to open 25.1.10 and close 5.2.10
o Emma will edit pitching guide to reflect the pitching system for 2010.
7. Constitutional Changes
o Changes to the constitution need to be updated for the website
o Annabel volunteered to do this
8. General Business
o Joshy has agreed to keep the badgemaker and O-Week box
o Michael will keep the cashbox
o It was suggested the society should have a newsletter to keep members up to date with what is happening within the society. It was decided that once every 2 months was sufficient.
o Joshy has agreed to put together the first newsletter for 2010, and requested individual photos of exec members reflecting their interests within the society to introduce the new exec.
o It was suggested a private Facebook group be created for the exec to allow for communication within the exec between meetings.
o Incentives for members at shows- to encourage members to come to shows, it was suggested we provide incentives for members. The idea of priority seating for the first 20 members to book was looked into, and will probably be trialed at the O-Week show.
o The need for signing up members at shows was brought up, to allow non-university patrons to become members.
o It was discussed that communication should be started between other musical societies to become more recognised as an amateur musical society. It was decided member prices should be charged to members of other musical societies to encourage more people to come to our shows. Megan agreed to make contact with all musical societies in NSW to advertise the society.
o The option of fundraisers was discussed to bring society members together and raise money. The idea of a bake sale was raised.
Meeting closed: 5:30pm
Next meeting: Wednesday, 13th January