Conference Committee Meeting

20190330

Location: Mount Saint Vincent University

Time of commencement: 10:15

Time of Adjournment: 11:34

Duration: One hour and nineteen minutes

Attendance:

Present Voting Members: Mary Stackaruk, Alex LeBlanc, Alex Torrealba, Youna McGowan, Mathew MacEachern, Ella Stacey, Emily Webb, Jasmine Metzler, Mitchell Aguinaga,  Reya Hanspal, Jack Clapperton, Wamfa Kumdoung, Angus Kennedy

Present Non-Voting Members: Lorne Abramson, Paddy Wallace, Katelynn Libus,

Regrets: Brie MacPhee, Aidan Doucet

No-Shows: N/A

Positional Updates:

3-Tions: They have been sending the skillbuilding applications to the Skillbuilding Co-Chairs. They have been imputing the registrant’s information in the database. CC will have to fill out a physical registration form for the first aid binder.

Welcoming Co-Chairs: They finalized the plans for the welcoming activity as well as the opening night activities. Ella drafted the welcoming email, she is trying to make it serious but also fun. They have almost completed all of the fuzzies needed for conference. It was suggested the make a packing video. They are still looking for committee members to submit their answers and photos for the delegate manual.

Secretary: She edited the minutes and sent them out. She has also been in contact with Steve, from First Choice Sportswear, regarding delegate t-shirts and the committee baseball tees.

Public Relations: They currently have 19 people confirmed to hold a booth at the opportunity fair and 15 pending, 6 of which are really interested. Cape Breton University will be sending items, Mount Allison University is donating mini backpacks and viewbooks, St Thomas will be sending viewbooks, Royal Bank of Canada (RBC)  will be sending items, Nova Scotia Community College will also bring items. The Public Relations also received a bronze donation from RBC as well as a silver or bronze donation from Dexter Construction. Jasmine went to seven grocery stores and none have gotten back to her. She plans to follow up within the week.

Wendy: “Epic” is officially planned. It will be olympic themed with games like; soap curling, mini javelin, and more. They are currently smoothing out all the plans. Alex L. got in touch with St. FX regarding the dance. The Wendys just have to worry about the decorations and design for the dance, which will be called “Back to the Future.” The talent show will be called “N-Trips got talent.” They are hoping to have a panel of judges. These judges will possibly be; Mary, Alex, and a representative from Saint Francis Xavier University. They planned the welcoming video. They want to do a Committee ASMR. The plans for the video can be planned closer to conference as trends change. The opening night activity will consist of mostest, a kahoot, and possibly a clean vine compilation. For the late nighter, Alex T. will contact Hal-Con for some board/video games, and everyone on committee has to bring board games. Mitchell will be bringing some puzzles. They are still looking for costumes.

Skillbuilding Co-Chair: The Skillbuilding manual is complete and they are in the process of getting senior skillbuilders to attend the retreats. The Skillbuilding Co-Chairs need to communicate with the Wendys about Epic. They have started looking at the skillbuilding applications. They need to cc the 3-Tions on acceptance emails. The first skillbuilding retreat will be held April 28 at Saint Francis Xavier University. The second one will be held May 5 at the Chocolate Lake Recreation Centre.

Co-Chair: They have been in contact with Saint Francis Xavier University. They booked the tech team. Scholarship applications are due tomorrow. The Royal Bank of Canada wants to donate 500$, which can send another person to conference. St FX  will be donating a scholarship as well. They had a phone call with someone who works for a local Antigonish newspaper. They also met with the St. FX conference services.

 

New Business:

Opportunities Fair: Jasmine went to a french immersion conference. In their delegate manual, they had a page with all the companies at their opportunities fair in a bingo card. At the end people put their complete bingo card in a bin to enter a draw for a prize. The Public Relations should contact any pending donations Monday with response by Friday. They should have all final data sent to the Co-Chairs and 3-Tions by the following Wednesday, April 10.

Motion of Adjournment: Jack motioned to adjourn the meeting, Ella seconded said motion. Motion passed, meeting adjourned.

Date of Next Meeting: Sunday April 28, at 10:00. It will be located at Saint Francis Xavier University.