GSC Meeting Minutes for 8/5/15
Kali for Rujia
Terence for Gabby
Michael Pierce for Qian
Wendy for David
Tianao for Jieyang
Minutes from 7/22/15 pass unanimously
VSO Funding Requests
Dutch at Stanford
Dutch at Stanford will hold a BBQ for 60 students – both regular Stanford students and those here for the summer. It will be held at Rains on Monday, 8/10 from 7pm-9pm. The funding recommendation is $30 event services, $260 for food, $170 for alcohol, totaling $460. The recommendation passes unanimously
Stanford India Association
The Stanford India Association is organizing an event with the Pakistani student organization. There will be food, a dance program, and patriotic slogans on t-shirts. The event is on August 15th, 5-9pm at 140 Comstock circle.
The event is an Indian Independence Day event; Pakistan also has their Independence Day on the same day. They will be having their own share of budget requests later.
The recommended amount is $500 for food and $150 for event services.
Isa wants wanted to confirm that, because it’s a new fiscal year, all of the groups are now at zero, which is indeed the case.
Sam points out that we’re only voting on the India Association tonight since the Pakistan group isn’t here.
Isa asks whether or not the t-shirts are covered in the amount requested. Yes, they will be covered in event services.
The expected attendance is 50-60 students.
Isa wonders whether T-shirts should count as event services, and Kali says she is counting them as event decorations.
Recommended amount passes unanimously
PhD Movie Screening (Isa)
Tomorrow we’re holding PhD movie screening event in Havana Room. Numbers are around 60 people, and we were planning for 120. Isa asked Ray’s and since Grad Trivia Night over the summer has been well-attended, she believes that more people will show up than will RSVP. In terms of that, the pizza has been ordered for the event. Ray’s will give Isa tickets and they will be given to grad students and they can redeem them for a pint of beer. They will only charge for the amount of tickets they need, which is good if we get 120 people.
Google shopping express brought popcorn and cookies – biscotti and madelines. People can have 2 servings of cookies. For the popcorn, we will have cups attendees can fill to get popcorn.
The event will now start at 6:30 so that we can get the beer cheaper. The movie will start at 7pm. Isa needs more volunteers to set up chairs and snacks. For the EANABs it’s going to be some stuff that was in the GSC office, as well as some juices and soda. They’re currently in the fridge and will be cold. Isa is wondering if we should provide ice as well.
GSC Dog Days of Summer Update (Terence)
Dog teams booked; hot dogs also booked. Terence really wants to promote the family friendly aspect of the event and he’s going to try to push that in advertising. The Peninsula Humane Society will also have a table to promote what they do. Sebastian is working on the music.
Volunteers will be needed to man the machines and monitor the games to make sure they don’t get out of control. Please sign up! Shifts will be 1 hour and should be pretty low maintenance. For the popcorn, for example, you have to know how to make it, but it should be pretty straightforward. Setup will start at 11am because that’s when Quickdogs will be there. The Fun Services for the carnival games will arrive around the same time. Other volunteers can show up at 12-12:30.
For advertising, flyers were printed. Please take some and put them around your labs and buildings. We’ll also send out generic emails.
Parking for the vendors is still being worked on. Terence is not super concerned because Rains parking is pretty light on the weekends. He’s trying to work with parking services, but if it doesn’t work out there should be spots available. We’ll only need 5-6 spots. Wendy asks if those are permit or residential parking spaces, because residential are 24/7. Terence says some of them are C parking.
Trash is a concern, but Terence got additional bins.
Fall Events Discussion
Activities Fair and GOALIE – We should consider handing out something with GSC logo on it while we’re at the table. Wendy says that we have an unofficial contact person with Bridge Peer Counseling. They’re hoping we can distribute flyers during NGSO. She suggests we can distribute them at the activities fair. Wendy was discussing this earlier, but we might be able to distribute flyers for the legal counseling office and other services. We couldn’t give out Go Passes, but we could help students sign up.
NGSO Pizza Party: We shouldn’t forget to order EANABs. There will be no alcohol served for this. We should order the pizza three days in advance.
NGSO Mock Meeting: Last year, we ordered from Ray’s. Do we want to do that again? Wherever we order from, the food line was out the door last year, so we have to be better at managing the food line. We should expect 250-300 people. We should also make sure to do the presentation first before starting dinner, then follow with the movie. That will lessen the chaos.
Given that Sam is not here, Wendy wants to mention that Sam was saying that it would be great if people could put together some slides or have some idea of what was going to be covered. Last year it was what the three pillars of the GSC are – advocacy, programming, and funding, and we went through each of those points. Afterwards, everyone introduced themselves and said what they did on the GSC. Sam was saying that in hindsight he wanted to put together some slides. Another way this could be done is that we have a mock meeting. Wendy says that the year she came to Stanford they had a realistic-looking mock meeting that was very polished, scripted and professional looking. They also did the mock meeting during Isa’s year and Isa enjoyed it.
Welcome Back Party: Details forthcoming, but it will be held on 9/25 from 9am to 1pm in Hacienda Commons. We should think about ordering some small GSC swag like bike lights, bottle openers, flashlights, etc. We’ll discuss this more in early September. Gabe will probably call a special planning meeting then to discuss all of these events because the first meeting of Fall will be too late to plan.