Saturday 7th March 2009

Location: Trinity JCR
Time: 22:40 – 23:40

In attendance:

• Harry Huang (hh328), President
• Tony Qin (ttq20), Secretary
• Lynn Kwo (elk31), Junior Treasurer
• Yi Luo (yl381), Publicity Officer
• Annie He (aph37), Events Officer
• Sean Lee Zheng (slz22), External Officer
• Hui Ming Chan (hmc49), Former Events Officer
• Nina Chen (oc237), Former Junior Treasurer

Minutes:

• Set out events and preliminary dates over the course of the year, of urgent attention the two next term
  • Formal:
    • Needs to be in the first two weeks of term (before exam scare!)
    • Location: Central location thought to be the most attractive to students, decided provisionally on Downing, subject to availability
    • Date: Wednesday 29th April provisionally again, subject to availability
    • Estimated number: 30
    • Action: Sean (slz22) to sort out booking of Downing for the formal asap
    • Action: Yi (yl381) to send emails informing of the formal shall be sent out before the end of term and in the week before term starts again to gather interest
    • Action: Annie (aph37) to contact promoter of Cindies when date and location is decided
  • Garden Party:
    • Location: Needs to be booked early, Harry (hh328) has emailed St John’s person in regards to booking the college gardens
    • Tony (ttq20) has emailed Caius Kitchen Office in order to book Harvey Court Gardens
    • Alternatives will be sought asap if neither prove fruitful
    • Date: Saturday 13th / Sunday 14th June depending on availability. Sunday thought to be more suitable as it clashes with CUMaS’s garden party (mentioned by Hui (hmc49))
    • Action: Food and Drink – Sean (slz22) placed in charge. Ideas include: cocktail theme, Pimm’s, mixers required. Contact Arthur (wlas2) regarding catering.
    • Action: Freeloading – Harry (hh328) placed in charge. Ideas include: Churchill giant games, sumo and gazebos. Contact Leon as he knows the JCR president of Churchill.
    • Action: Entertainment – Annie (aph37) placed in charge. Ideas include: Music (speakers), Miss ABACUS (blind date, wet t-shirt competition), Water fight, Easter booze hunt, Alice in Wonderland theme.
    • Action: Logistics – Tony (ttq20) placed in charge. Position, planning and moving of everything will need to be considered. Will be decided when location and date are settled.
• Membership cards need a redesign
  • Something to consider over the summer, as printing it then will be good for enticing freshers
• Stash
  • Committee and members’ stash? Also needs a redesign, sponsorship logos
• Website
  • Logo should be kept as it is, may require redrawing due to quality considerations.
  • Action: Will be implemented by Tony (ttq20) asap, hopefully in time for formal bookings.
• Sponsorship
  • Oliver Wyman mentioned by Hui (hmc49) as the sponsor for last year’s garden party. A banner, leaflets and a few people talking at the party for sponsorship seems ideal.
  • HK Fusion as a new sponsor and working in conjunction with also sounds suitable, despite its distance. Popular with the current Asian population of Cambridge, and worth sorting events there.
  • Cambridge Futures as a company which has contacts with lots of sponsors. Philip Xiu also mentioned by both Nina (oc237) and Hui (hmc49) as a good contact
  • Other Chinese societies have voted in their committees, must make contact with the presidents. Find out when their garden parties are. Inclusion of ABACUS events on their emails would be a good step forward.
  • Action: Sean (slz22) should make contact when possible to sort out sponsorship ideas as we really need it!