Macquarie Ancient History Association: Executive Meeting 20th July 2022
Present via zoom: Jess Odenthal (she/her), Terase Harrison (she/her), Jacquelyn Smith (she/they), Niamh Appleby (they/them), Liv Siefert (she/her), Mugdha(she/her), Jordan(he/him), Alexander MacRitchie (he/him), Christian Murace (he/him).
The meeting was opened by Jess at [6:15]
1. Acknowledgment of country
2. Revue
a. Revue going well. Director is pretty happy with everything.
b. The script is entirely done. Ahead of schedule.
c. Runs for 1.5 hours. About 30 sketches.
d. Prices are: $12 Caesar’s pass, $15 concession and students, $17 adults, $12 for bookings more than 10
e. 8 cast members, 2 tech people, 2-3 backstage + producer, 2 front of house
f. Exec asked to help backstage even if it is for a couple of nights
g. Pretty family-friendly show – some lude scenes but not really.
h. Still need to build a few props. Currently mapped out every backstage.
i. Having problems in theatre with people moving our things.
j. 5 more rehearsals and then show week. Sunday is bump-in, Monday preview (29th at 7 pm), Tuesday is rehearsal, Wednesday-Saturday is show run. Matine on Saturday is where they will remove any R18+ scenes.
k. The cast doesn’t know who exec are – if exec could participate in building weekend or introduce themselves at rehearsal
l. Due to covid, lost a lot of people and connections that Revue previously had
m. MacMS, DRAMAC, Law Revue + MAHA Revue will be holding a meeting about new storage. Date TBC. The space MAHA currently has is too small and inconvenient to access.
n. Storage for Revue has been put in Boxes 8-9-10. During bump-out, everything should be put back in place.
o. Promotion
i. No finalised schedule
p. Programs will be sent for approval before print
q. Memorial program instead of old shirt stand
r. Want to include a president's message about the revue
s. $594.74 spent out of $1000
t. WHS after the previous show
i. Cleaned up and have evidence of lack of safety
u. Tickets to be sold through the website
i. Content warnings are on both ticket page and confirmation emails
v. Front row for VIP
i. Lecturers
ii. Exec
1. Family
w. Advertising on ilearn through lecturers
x. Room in the outside storage box
i. Will need to follow up and move merch
y. Props are not currently labelled in the same way as other props
i. It will be logged once all new props are in possession
z. MacMS added our inventory to the main theatre props inventory
aa. Started a doc for a mini handover for the next director, producer, exec producer
bb. Prod team also included in exec trip away
cc. Jess to do front of house if not on excavation
3. General info
a. Big thank you to Niamh and Jorden for stepping up!!
b. O week
i. Went well
ii. Talked with Megan and are working well with her
iii. Grapeshot wants to do a piece about us
1. A separate publication about guide dogs as well
iv. Funding is in the future
c. Jess and Liv's absence
i. List of assets for Revue set up and in the drive
d. Mugdha
i. Will be with Liv
ii. Will then move on to Jess
e. Having a positive mindset with the small turnouts for events at the end of the semester
f. Having Pawgust
i. No registering cost
ii. Walk dog or self for 30 mins every day in august
g. Constitution update
i. All have been signed and will send back once signed
ii. Read through as things have changed
1. Affiliation form
a. Min 30 members
b. 80% has to be mq student
c. President, Treasurer, and Secretary have to have satisfactory standing/ be a student
d. All execs have to be a student
e. Have at least 3 events each semester
f. Have 3 uni events
g. Have to send through emails if getting sponsored
4. Survey results
a. Do more networking
b. Connect with more academics
c. Create a survey for first-year students
d. Posting about events in advance
e. Concerned about the revue
f. Creating actual handovers for next year's exec
i. Form already created
5. Events
a. Multiple events already planned,
i. AGM, secretary meeting, DTL, toga party, guide dogs
b. Start commenting on posts to boost interactions
i. Also saving posts, can unsave them after the event
c. Advertising has a full schedule so advance notice is needed if you want anything to be posted
d. Organise an extraordinary general meeting
i. Need 10 people
ii. If not filled a second meeting will take place
1. An exec member will be that if we don’t get quorum
iii. On zoom
iv. Needs min 7 days of advertising
v. 27th July via zoom at 6 pm
e. Week 1: EGM Wednesday 27th at 6 pm via zoom
f. Week 2: Friday 7 pm toga party
g. Week 3: open day on Saturday
h. Week 4: morning tea with lecturers at 11 am Wednesday 17th august
i. Week 5:
j. Week 6: revue 31st-3rd, preview 29th
k. Week 7:
l. Break, NASC
m. Week 8: guide dogs?
n. Week 9:
o. Week 10:
p. Week 11: DTL 21st 7 pm
q. Week 12: AGM Wednesday 6 pm in person
r. After exams exec handover
Recess from [7:12 to 7:20]
6. Toga party
a. Graphics for how to tie a toga
b. Tickets are out
c. Will split the money with MUGA
d. Had a meeting with MUGA on the 20th of May and 5th of June and the 10th of July.
e. Final date: 5th August 7:00 pm start.
f. Tickets went up on 15th July. $20 non-member, $15 member. A ticket gets you entry, unlimited bar tab, entertainment, Greek BBQ. Currently sold 26 tickets. Need to sell around 130 tickets to break even.
g. MUGA to get in contact with Ubar for booking – confirmed from 7 pm. Will be given wrist bands for members who have paid which gives them access to the bar tab.
h. MUGA to look into hiring a DJ and potential clarinet player.
i. MUGA is happy to split profits 50/50. We will sell tickets on our website and cop the Stripe cut. Will stand at the front and sell tickets on the Square.
j. Best-dressed prize, voucher of their choice.
k. Organised social media schedule for advertising – will sort with Niamh and Jordan afterwards
l. Will have another meeting closer to the date.
7. Guide dogs
a. Meeting held 8th of June
b. Contact Kim and CLOs at end of the week
c. Advertise through multiple levels of engagement
d. The event plan hasn’t changed but might vary over time
e. Currently, have $23 of profits from stickers and $40 from direct donations.
f. Have contacted campus engagement about organising one on one meetings – waiting on a response.
g. Send email to societies about participating in guide dogs
8. Funding
a. $1846.12 bank balance
b. SMS issues sorted
c. Jess has been approved as a payee
d. Liv to fill out the funding request form
i. Due 25th July
ii. Request for events and revue
9. Website
a. Audio files sound good
b. Minutes from May to be uploaded
c. Record audio files for meet the exec
d. Will remove the calendar tab
e. Instagram shop, can link it so its actual sales
f. Link Instagram with our square space
g. Move Zack to be at the bottom of the meet the exec page
10. Merch
a. The stock of shirts: 8 small, 5 medium, 8 large, 8 XL, 7 XXL.
b. Stock of stickers: 106 original, 183 medusa, 177 Cerberus.
c. Push to sell stickers at events. Do not push stickers at EGM, Toga Party or AGM.
d. Collab with Susan
e. Maybe no future stickers as uni are trying to phase them out
11. Newsletter
a. Jess has written the newsletter, will send out tonight
b. Liv to do next month's newsletter
c. The survey will go out after the newsletter
12. Updates on the previous meeting
a. 12 people for movie night
b. Attended the CLO meet and greet
13. Farewell
a. Farewell to Jacquelyn as secretary
b. Achieved goals set at beginning of the year
Next meeting: 24th August 6:00pm.
The meeting closed by Jess at [8:43pm]