Minutes of the September 12, 2009 Meeting

Greetings!

Below is the summary of the September 12 meeting regarding the upcoming JMusic Festival:

Attendees:
- Seishi
- Red
- Maykee
- Ruji
- Shuurei
- Jane

Matters discussed:
Final venue and schedule
Venue: Talamban Leisure Center
Date: November 7, 2009
Time: 3pm to 8pm

Venue is already booked but we still have to pay the down payment. The amount is based on the quotation from TLC courtesy of April.

It was suggested that the entrance and entrance be closed by 3pm excespt for pre-registered audiences and a 2-3pm call time to ensure that program starts on time.

In light of the problems raised during the Cebu Cosplayers' Club's Yo! Start of School event, concerns regarding the occurrence of a possible brown-out were brought up by the attendees. A back-up plan is still to be made and coordinate this with TLC management.

Venue setup/preparations will be done a day before the event. Time will be after 6pm. Persons involved: Maykee, Ruji, Seishi and Jane, volunteers will be appreciated.

Sponsors - still to followed up

Sound Systems/Instruments/Projector... - to be followed up by Seishi

Suggested Program Details

Master of the Ceremony: - Seishi and members of the CIO band.
Intermission numbers: 3
- song number c/o Kara
- anime dubbing video presentation c/o Seishi and co.
- dance number by CIO-AMAGE members c/o Jane. Any volunteers to join will be appreciated.

Tentative number of bands: 5

Seishi still has to screen the bands and negotiate for the number of Japanese songs they could handle per set. Program flow will be finalized once the number of songs per set will be settled and the bands finalized. Gifts for the bands will depend on the budget.

Media Coverage

Since this is an important event for the history of CIO-AMAGE, documentation is extremely needed for J-Music Festival. Professional photographers will be invited but we can't be sure of their presence so we need CIO members who owns a camera to cover the event for documentation purposes.

Seishi suggested to make a video teaser/trailer to promote the event.

Committees

Crowd Control
Heads: Shuurei and Ruji

Registration
Head: Maykee

Logistics/Stage Setup
Heads: Jane and Red

Definite responsibilities for each committee will be discussed next meeting and additional committees may be established.

Volunteers are needed to fill up these committees.

It was suggested that a theme for the event be conceptualized for decoration purposes.

Post event activity
Collect and analyze feedback from audience regarding the reception of the event, so we can decide to organize another bigger event next year.

Other matters
CIO-AMAGE general meeting on September 20.
Time and Venue: TBA

That's all!