ECEGSA Meeting Minutes – March 2, 2015
Location: MCLD 418
Time: 6:00 pm to 8:30 pm
Attendance: Ahmed, Shreya, Michelle, Tanzil, Felix (came late)
Regrets: Arvind
ICICS
– is sponsoring us, add $1000 to the budget
Panel Questions
- reformatted
- Ahmed to send out tonight to panelists and moderator for review
- layout: moderator at podium, others at a table
- panelists will start in audience and be invited up when the panel starts
- Ahmed will introduce panelists and moderator, but not full bio
- if a backup moderator is needed, we can maybe have Ahmed or another prof do it
- Ahmed will send a reminder to panelists
Going through master task file
– Michelle to contact companies – will write draft and add a “reminder” column to spreadsheet
– food quantity – up it to $9000, about 175 people (with a few drinks removed) – Shreya to do
– confirming photographer – Michelle to ask labmates, otherwise Arvind to confirm with Olivia
– Ahmed to remind about photos stuff (?)
– most of name tags are ready
– content for name tags: put department for students? no, just name
– faculty name tags to have “ECE” as company and their faculty position
– don’t keep extra stuff (like Dr., P.Eng.) on name tags
– make extra blank name tags as well
– name tags to be ready Tuesday evening, extras to be done Wed night or Thurs morning
– bring printed list of participants to check them off – Tanzil to do
– lanyards go for more expensive option: 70 and 100, 170 tags, blue and red, get ticket number if sending to store room – Michelle to take care of
– laptops: Michelle’s, Shreya will be backup (Arvind may also confirm)
– Tanzil to get pens and stuff for registration and name tags
– name tags to be stuffed ahead of time, sorted alphabetically (to do Wednesday)
– industry and student registration signs, sign about photos – Michelle to do
– no need for panel placards
– door prizes – should be purchased by Wednesday, iPad mini, ereader, camera ($500)
– be at the venue Thursday by 4:30 latest
– volunteers for day-of: 3 can all do registration, can also help otherwise – Michelle to email
– door prizes: use physical tickets, put in name tags, we’ll submit as they come in
– put drink tickets with name tags if possible
– someone (probably Michelle and Shreya) to sit at booth after panel starts
– can push start time back if people are late – wait and see how things go
– food starts at 7pm
– 8:45 prep for closing remarks
– parking tickets are given at registration table
– panelists get parking tickets too
– door prize bowl – Michelle to find something
– Michelle to get chocolates and cards (100)
– Shreya to check flowers – 50 is ok, if not, Michelle will order/buy
– volunteer dinner (~$500)
– volunteer meeting: 4:30 pm to 5 pm tomorrow, get as many people as possible