Meeting Minutes for the 26th June 2010

[Shadowka07]

I thought I should get this going. Please inform me if I've missed anything, it needs some more fleshing out since it is based off my regular notes. Greed feel free to add to this since I don't have an attendee/apologies list or agenda.

Meeting 26th June 2010
Meeting starts 1pm.

Advertising
Online
We need to get an online presence with our advertising.
Suggestions included:
- Creating or reviving our Facebook page which will need regular updates *
- Creating a fan page for the convention (which will also help with demographics)
- Create Twitter account which will need regular updating *
- Create a YouTube channel, to host video footage from previous AICons
- if we use advertising on Facebook, we would need to target popular anime/manga series
- also to consider google for advertising, and google doc surveys for demographics
* To keep these pages active, we could ask Blue to copy/paste the content currently being uploaded to the website onto these accounts. There is also a program that will allow you to do this automatically.

Also we should add a link on our main site to our twitter and facebook feeds so people can get updates on their preferred site.

Radio Ads
Apparently 90% of radio ads are not brain stormed. If we get a group of 6-8 people to work up a good advertisement, this could work well.

Cinema Advertising
Still keen on this idea.

Posters
Up to three different posters. One can feature the mascots in characters 'role playing' with two others showing different aspects of the convention such as video games, costuming etc.
Laura showed some sketches she was working on. One featuring Aiko holding a glass apple, which featured Ichiro and Bob inside, was considered for one of the posters.

Other
Potentially advertising to international students by placing an ad on the USB sticks that are handed out to them when they come to utas (these usually have useful information for international students already on them). We need more details.

Getting advertising deals through the DEC will need to be confirmed after sponsorship package is complete.

Approach Tourism Tasmania for advertising to mainland and all of Tasmania.

Art Team
There will be an art meeting on the following Thursday, 4pm at the Hobart state library.

Mascot Colours
The mascot's colours were discussed. Though initially everyone liked a different colour, once the concepts had bee explained the committee decided to go with green or green/purple version of Aiko, and to discard the colour blue. The discussion between the black and white version of Aiko would continue at the art meeting.

Ichiro was also discussed in relation to the Avcon mascot, to show how reds/browns can be used affectively. Also, we could make the mascots feature on the website like Avcon have done for theirs.

Art for Avcon
A digital poster/image that can be used on the presentation screens during Blah's events at Avcon.
Also an A0 or bigger sized poster that can be put on 'The Wall'.
Business cards (basically redoing last years with new info)
Required in the next 2 weeks.

Program Book
Brief mention on the program book. Basic idea is to base the program on an old fairytale book.

Website
Ideas were discussed about what we would like for a website if possible.

A customised wordpress site would probably be the best option for AICon, allowing regular updates and easy updating/changing of information on the site.

A splash page, which is used on many other convention sites, that can feature a rotating banner with news items. For example the banner could feature one about the new venue, one with the new theme/mascot outfits and one for what we will hold at aicon/events/new deals.

The main blog area would then become the news section for the site.

Budget
Budget meeting scheduled for the following Monday 5pm at Blah's house.

Sponsorship Package
Traders options to be attached as a separate document
Equipment details to be left blank. New things to add to equipment section: catering, venue dressing and entertainment equipment (such as tvs for the games room).
Also to include a section detailing the new venue with website link (to be placed above previous sponsors).
Map can be obtained from the 'Meeting with Frank' section of the forums.

Other Conventions
Want to obtain cross promotion with all conventions in Australia.

Some convention dates to remember:
Avcon - July 23rd
Smash - August 7th
Manifest - August 20th
Waicon - January 23rd

Consider holding events at other conventions to help advertise to a mainland audience.

Events
Possibly:
Raffles: that can be done at all events to raise extra funds. Prizes can be donated by members or a set price to buy prizes. Maybe at anime screenings?
Quiz Nights: Easy to organise and popular to attend. Need venue hire.
Movie Nights: Create a deal with the state cinema or run them ourselves at the university.
Sorell Market/ AICon Garage Sale

Traders
Require traders with a range of products, not just anime merch. Such as videos, fan traders, games, fashion which are both local and interstate.

Exhibitioners/Demonstrators
Demonstrations to be held within the main foyer on the convention, offering a more cultural experience.
Possible martial arts contacts for Taekwondo, Judo and Kendo.
Also Shannon can get in contact with the Japanese Dance group from the Tasmanian University.
Get in contact with the Taiko Drummers (who would be placed outside the venue) and consider asking them to be a part of the opening ceremony (lead attendees into the main theatre).
Approach the Australian Japanese Society for more possible contacts.

Other
- consider sashes/safety vests for volunteers and committee so we are easier to find at the convention.
- have a wall like Avcon, so other cons/events can have their posters viewed at our convention.
- DEC theme (venue dressing) Considered op shopping for old material that could be used in the venue dressing as wall hangings,drapes etc.

Meeting concludes at 4.30pm.