Open Forum Meeting Minutes November 3rd 2009

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IGS Open Forum

November 3, 2009

Roll Call (12:03)

Jaeme Klever- President

AZ Representatives

Jill Stauffer- VP of Programming

Delta Representatives

Andrew Erickson- VP of Finance

Gamma Representatives

Justin Dean- VP of Inter-Greek Relations

Philo Representatives

Andrea Courtnier- VP of Communications

Pi-Rho Representatives

Cortney Tassone- IGS Advisor

Theta Representatives

AKD Representatives

Reports

- Alpha Kappa Delta

Did Halloween party with Western Farm Workers Association and Hall-O-Safe
Photo fundraiser this weekend, contact Hilary or Denise for a $5 photo
Kappa Kotton Club Dance the 7^th, in Milky Way at 9PM
21^st doing 24 Hour Service Fair, collecting food for Western Farm Workers, and tabling that week
6 new members from pledging

- Alpha Zeta

Planning HWY cleanup

- Delta Chi Delta

Breast Cancer event went well
2 new Deltas from pledging

- Gamma Sigma

No new information

- Phi Lambda Omicron

8 new active Philos
Working on Go Green with the Philos next week
Fashion show next Thursday at noon

- Theta Nu Alpha

Graffiti club dance 14^th in Milky way

- President – Jaeme

Rosters – Due Today!

- VP of Communications – Andrea

Will compile pictures at the end of the term for IGS website
Meeting Minutes are up on IGS website

- VP of Inter-Greek Relations – Justin

Date for shopping at IKEA- Friday 13^th

- VP of Finance – Andrew

Finished procedure document for funds request that will be send with minutes, bring back feedback next week

- VP of Programming – Jill

Programming 101

- Advisor – Cortney

Announcement about Past and Present Dinner, transportation and dinner is provided

Old Business
1. Noise Parade – Wrap Up
  1. Re-think money distribution because 1^st and 2^nd place ended up receiving the same amount
  2. AFLV Conference – Names
    1. Email Jaeme if more people would like to join
    2. Chapter Photos – AKD Fundraiser
      1. IGS is paying for each Greek group to get a 8x10 photo for the Greek Lounge, send Denise Giesbers a time for your group the weekend of November 7^th at dgiesbers@pacificu.edu.

IV. New Business IMPORTANT: All Chapters Must Read!

Programming 101!

Programming Checklist:

When planning an event:

à Formalize a date, time, and place

à Make sure the place is available on the date and time with Roylene Read (scheduling@pacificu.edu)

à Fill out an event request form (copies will be kept in the Greek Lounge).

à Find out if any other events are going on the same day, and possibly the same time as your planned event. You may consider changing your date or time to avoid conflict with the previously planned event.

à If you need a University vehicle to transport people, reserve one at Facilities and make sure you have a driver.

à If you are serving food, contact Bethany Bigelow (bigelowb@pacificu.edu), the director of Aramark at Pacific, to discuss arrangements.

à If you need technology (like a speaker, microphone, projector, laptop) you can probably get it from the Technology Information Center. Located in Lower Level Marsh, the TIC can help you decide what you need and set up the equipment.

à If you are showing a movie in a public space, you probably need to pay copyright fees (contact Cortney).

à If you are planning to use Cannery Field, talk to Facilities and CPS to get the keys.

à Think about any other groups you may be able to collaborate with. ACE Board (Activities and Cultural Events) is helpful (contact Cortney), or any groups which may be related to your event. For example, if you are going to show a movie that happens to have Spanish subtitles, you can invite the Spanish club and split the cost. To request funds from ASSS, contact Tim Leech (leec0271@pacificu.edu).

à Contact Steve Klein-Director of Student Activities (kleinsk@pacificu.edu), Cortney Tassone-Greek Advisor (cortneyt@pacificu.edu), or Jill Stauffer-IGS VP of Programming (stau9320@pacificu.edu) for anything you may need help with.

When advertising your event:

à You can make posters on almost any program! Word, Photoshop, Pagemaker, whatever is most comfortable for you.

à If you have a school account, you can go to the Service Center with the account number to make larger posters. If not, you can still print out 8X10 posters with your printing allowance from Pacific.

à Think about your target audience (Freshman, Greeks, the entire student body, off-campus students, etc.) and advertise accordingly.

à If you plan to put up posters in residence halls, get them stamped by Student Life first. Then, all you have to do is put them in the RAs’ boxes in Student life, and the RAs will put them up for you.

à Be sure to utilize every available advertising resource, like the Forest Grove News-Times, Steve Klein’s banners, CANS, tabling in the UC, flyers in UC boxes, anything else you can think of, and especially word of mouth. If you tell a lot of people who tell a lot of people, more people will know than just by putting up posters and expecting the general population to see them.

à Be very excited about the event you are planning! If you think it’s lame, everyone else will too.

Additions

Adjourn (12:50)

Replace this text.

Posted by Andrea Courtnier (cour3439@pacificu.edu) on Nov 4, 2009 at 9:56 AM