The meeting discussed deadlines for preparations for an upcoming event to be held at Arley Hall. It was unanimously agreed that by December 2nd all departments should have everything ready, and concepts and designs from set/lighting and FOH should be presented by November 8th. Marketing should begin as soon as possible, though a compromise was reached to start by November 15th. Various individuals offered to help with advertising through local venues and businesses. Open questions around logistics and costs with the venue were assigned for the chair to follow up on. Action points were assigned and the meeting adjourned.

1. Meeting Minutes
Monday 4th November 2013
ATTENDEES
Chair: Ashleigh Gow
Paul Pope
Jordan Potsig-Simpson
Anna Brown
Jordi Williams (Technical Manager)
Joel Murray (Lighting Designer)
Sophie Brown
Andrew Turner
Lucy Andrew
Matthew Elliot (Set Designer)
Jordan Simpson (Marketing Manager)
Gemma Johnstone (Front of House Manager)
Mark Edgington
Julie Parker
SCRIBE
Paul Pope
MINUTES
The group began to discuss deadlines. Ashleigh stated that by the 2nd of December everything should
be ready and ‘good to go’ and this is from all departments. This was unanimously agreed by the
group.
Ashleigh stated the marketing campaign should begin ASAP and a suggested deadline was Friday 8th
November. Jordan disagreed and said that marketing too early would be a mistake, the group
unanimously disagreed and it was discussed that we should market as soon as possible.
Jordan suggested a Friday 15th November deadline as this was more reasonable for him and his team
begin a campaign.
This was agreed by Ashleigh however on Friday 8th all departments must present the group with
concept ideas. This was unanimously agreed.
Jordi stated that he could help advertise through local music gigs and pubs through a friend.
Paul could advertise through a local taxi rank.
Mark suggested that he be issued with a small leaflet of sorts that he could give to the Choir. This
would inform them of what is required of them on the night and the times and dates they will be
required. This would also thank them for their participation. This must be done by today
Ashleigh said that she would do this. 20 copies will be needed.

2. In regards for set and lighting design, by Friday 8th November both departments must present the
group with their initial concept and/or ideas. It was then suggested that the designs be completed by
the 20th December. Both departments agreed to this deadline.
Jordi asked how lights would be hung? Would Arley have a rig? Julie said that lights will have to be
hung from the rig and will have to run from 13 amp plugs.
Ashleigh reminded the group that all costing should be noted down for each department, to begin
Enrichment have donated £250 to cover the cost of hiring the hall itself.
FOH questioned that although they will be serving tea and coffee, how much is that costing them?
How many staff will they provide us with? Will they just be waiting on or will they be in charge of the
car park monitoring?
Ashleigh said that she would ring Sheila (our point of contact with Arley) and ask her all the
questions that need answering today.
FOH were reminded that we will be organising all travel to the event for team members and
equipment so this should be taken into account when FOH decide on additional staff and when
technical team decide on equipment. Ashleigh stated that by 29th November she will require a list of
everyone that will be travelling with us to the event so that travel arrangements can be made.
Drew asked whether security had been sorted and Ashleigh added this to the list of questions for
Sheila.
FOH were reminded that their initial concept ideas were to be presented in the Friday 8th meeting.
All FOH agreed that this was a reasonable and achievable deadline.
FOH Manager Gemma asked if any other rooms will be available to us for greeting the audience and
for the interval. Ashleigh will inquire.
Marketing Manager Jordan asked whether they would be selling tickets or this will be down to us or
if this would be a mixture of the two? How much will the tickets be sold for? Do we have to design
them or are they designing them. Basically how much of the Marketing as Arley doing? Ashleigh will
inquire.
John stated that he could help market by adding a charity box in his place of work. A picture for this
will be made in the future, however it was unanimously agreed that this was not a priority.
Jordi enquired about T-shirts that were ordered for a previous event. Ashleigh confirmed they have
been dispatched however they were not yet here. Jordi asked was the slogan ‘Help us to help them’
copyrighted, this will be looked into and reported by Paul in our next meeting.
Marketing raised the issue of photography and it was suggested that Andrew Moores be invited to
our next meeting as he is in charge of all PR for the college and will have contacts and ideas that
would benefit us in the marketing of the event. Paul will invite Andrew for this meeting.
Anna from marketing asked Ashleigh that when she contacts Sheila if she could get a hold of logos or
graphics used in Arley Hall’s marketing campaigns to keep consistency and also promote the hall.

3. FOH asked what Signage was available in regards to car parking and informing the public what rooms
are out of bounds. Ashleigh will inquire.
Action Points were discussed and Issued by Jordan P-S.
Meeting adjourned at 12:25