Post by Sudheer on Jan 2, 2016 10:10:44 GMT
The Spirit of Chennai
Minutes of meeting - 01-Jan-16 @ Nrithya / Ram residence
Attendees -
Ashok, Jude, Raju, Ram, Sivakumar1, Sivakumar2, Sudheer, Nrithya, Raji, Vindhya, Jayanti Sivakumar, Jayanti SK, Lavanya, Sudha, Supreeta
Points
A. Cultural Team.
1.The cultural team provided a quick update on their plan for the program. The program will start from 1.30 pm and complete by 5.45 pm for activities. This includes one hour break.
2.Volunteers - They have currently 4 people and they will need 2 more female volunteers on the day.
3.Ram will be hosting the show with help from other as and when required,
4.Ram has requested for some light music to be played in the start and break.`
5.Cultural team shall create a single playlist for the evening and may need a volunteer for this.
6.We currently have 2 off 500W speakers with one mixer. This can be augmented with one more 750W speaker if required
7.Cultural team has requested for access to the hall at 10 am on the day of the event to setup stage and music system
8.Volunteer is available for manning the music station. Cultural team shall prepare detailed program list and technical sheet to assist.
9.Stage decoration will consist of 1 8x3 banner and artificial flower decoration. Banner is being brought by Badri and artificial flower by Sudheer
10.Video photography - Ram will provide camcorder and one volunteer is needed to man this camera
11.Photography - Volunteers needed
B. Food Team
1.Food stalls to be setup in the main hall and dining hall. Snacks and refreshments shall be available in the main hall and main food shall be available in the dining hall.
2.Detailed plan including pricing and menu is provided which shall be distributed to all.
3.Volunteers - Break time will require 18 volunteers and non-break time will require 10 volunteers. 2 additional volunteers are required for waste management. Raji to nominate.
4.Discussion was done for deciding the time lines for the opening of the food stalls in line with the cultural program and it is decided that food stall will be open right from the start of the event with a possible gap during the start of the cultural program.
5.Food team has requested that the facebook page be updated with list of sponsors.
6.It has been requested that the food team shall also prepare some snacks for the volunteers before the start of the event.
C. Stalls
Dr. Sivakumar will be responsible for all stalls. He will work with all volunteers and decide locations of the stalls.
1.The various stall currently planned are
a.Registration stall - Sridhar
b.Donation stall - to be decided
c.Photo Stall - Supreeta will provide details of space required and also pricing. Photos shall be emailed to people.
d.Mehndi - Tatoo - Volunteers available and charges are £1. These will be collected at the table.
e.Lucky Dip - Volunteer available and will be charged @ 50p per chance
f.White Elephant stall - Kavita Arun - charges to be decided.
g.Raffle / Auction - Display table required - Currently owned by Ram, he will decide on a volunteer if required.
h.Lebara - Outside party
i.Jewellery - Outside party
j.Food stalls
It has been decided to entertain people willing to put up stalls by contributing to the charity.
D. Tickets
Ashok is responsible for tickets. His update
1.Most of the tickets have now been taken up by volunteers to sell. Please let him know if more tickets are needed
2.Tickets should be prioritised and given to people who are interested to come to the event. If they are only interested in contributing to the event, then they can donate on ‘just giving’ or in cash to volunteers.
3.Volunteers shall not block tickets for themselves at this point of time.
4.All ticket sellers need to give an estimate of tickets sold / to be sold to Ashok to get a clear idea about unsold tickets. All tickets that may not be sold shall be handed over to Ashok by Wednesday.
5.There shall be no tickets sold which need payment at the venue. All paid tickets which are not collected shall be put in individual envelopes with name and given to Ashok for collection at venue.
6.All sellers shall ensure that the required amounts are reconciled and paid to Ashok or bank account.
E. General
1.Badges will be worn by all volunteers. THis will be made ready by Ashok.
2.No chief guest has been arranged as of now, to be decided.
3.Projector is being brought by Ashok, Siva will be trying for a projector screen.
4.Presentation for the event will be prepared by Ashok.
5.Certificates for sponsors to be prepared by Ashok later.
6.It is requested that we provide the collection updates during the program either on the projector or by the host.
7.Arun will lead to team to decide the recipient charities. Meeting will be held on Wednesday to decide.
Minutes of meeting - 01-Jan-16 @ Nrithya / Ram residence
Attendees -
Ashok, Jude, Raju, Ram, Sivakumar1, Sivakumar2, Sudheer, Nrithya, Raji, Vindhya, Jayanti Sivakumar, Jayanti SK, Lavanya, Sudha, Supreeta
Points
A. Cultural Team.
1.The cultural team provided a quick update on their plan for the program. The program will start from 1.30 pm and complete by 5.45 pm for activities. This includes one hour break.
2.Volunteers - They have currently 4 people and they will need 2 more female volunteers on the day.
3.Ram will be hosting the show with help from other as and when required,
4.Ram has requested for some light music to be played in the start and break.`
5.Cultural team shall create a single playlist for the evening and may need a volunteer for this.
6.We currently have 2 off 500W speakers with one mixer. This can be augmented with one more 750W speaker if required
7.Cultural team has requested for access to the hall at 10 am on the day of the event to setup stage and music system
8.Volunteer is available for manning the music station. Cultural team shall prepare detailed program list and technical sheet to assist.
9.Stage decoration will consist of 1 8x3 banner and artificial flower decoration. Banner is being brought by Badri and artificial flower by Sudheer
10.Video photography - Ram will provide camcorder and one volunteer is needed to man this camera
11.Photography - Volunteers needed
B. Food Team
1.Food stalls to be setup in the main hall and dining hall. Snacks and refreshments shall be available in the main hall and main food shall be available in the dining hall.
2.Detailed plan including pricing and menu is provided which shall be distributed to all.
3.Volunteers - Break time will require 18 volunteers and non-break time will require 10 volunteers. 2 additional volunteers are required for waste management. Raji to nominate.
4.Discussion was done for deciding the time lines for the opening of the food stalls in line with the cultural program and it is decided that food stall will be open right from the start of the event with a possible gap during the start of the cultural program.
5.Food team has requested that the facebook page be updated with list of sponsors.
6.It has been requested that the food team shall also prepare some snacks for the volunteers before the start of the event.
C. Stalls
Dr. Sivakumar will be responsible for all stalls. He will work with all volunteers and decide locations of the stalls.
1.The various stall currently planned are
a.Registration stall - Sridhar
b.Donation stall - to be decided
c.Photo Stall - Supreeta will provide details of space required and also pricing. Photos shall be emailed to people.
d.Mehndi - Tatoo - Volunteers available and charges are £1. These will be collected at the table.
e.Lucky Dip - Volunteer available and will be charged @ 50p per chance
f.White Elephant stall - Kavita Arun - charges to be decided.
g.Raffle / Auction - Display table required - Currently owned by Ram, he will decide on a volunteer if required.
h.Lebara - Outside party
i.Jewellery - Outside party
j.Food stalls
It has been decided to entertain people willing to put up stalls by contributing to the charity.
D. Tickets
Ashok is responsible for tickets. His update
1.Most of the tickets have now been taken up by volunteers to sell. Please let him know if more tickets are needed
2.Tickets should be prioritised and given to people who are interested to come to the event. If they are only interested in contributing to the event, then they can donate on ‘just giving’ or in cash to volunteers.
3.Volunteers shall not block tickets for themselves at this point of time.
4.All ticket sellers need to give an estimate of tickets sold / to be sold to Ashok to get a clear idea about unsold tickets. All tickets that may not be sold shall be handed over to Ashok by Wednesday.
5.There shall be no tickets sold which need payment at the venue. All paid tickets which are not collected shall be put in individual envelopes with name and given to Ashok for collection at venue.
6.All sellers shall ensure that the required amounts are reconciled and paid to Ashok or bank account.
E. General
1.Badges will be worn by all volunteers. THis will be made ready by Ashok.
2.No chief guest has been arranged as of now, to be decided.
3.Projector is being brought by Ashok, Siva will be trying for a projector screen.
4.Presentation for the event will be prepared by Ashok.
5.Certificates for sponsors to be prepared by Ashok later.
6.It is requested that we provide the collection updates during the program either on the projector or by the host.
7.Arun will lead to team to decide the recipient charities. Meeting will be held on Wednesday to decide.