Working on the project…
Contents
- Emails about the project
- Meetings
- Photos from meetings
- Food and drink
- List of performers
- Discussions with Teachers
- Stage Design
- Working with Jason
- Setting up outside
- Shopping for Food
Emails about the project
Meetings
We had lots of meetings about the party. Here is an example of an agenda and minutes:
Agenda
Date: 3rd July 2024
Time: 1 – 2pm
Meeting called by Cael
Attendees: | Cael, Owen, Jason, Jo, Prince |
Please read: | Cael’s initial planning document |
Please bring: | Ideas for musicians and songs |
1-1.10pm | Introduction: Objectives of the meetingInformation re previous planning | Downstairs pod |
1.10-1.20 | Time and date: Discussion about time and date | |
1.20-1.35 | Participants List of potential musicians to be considered | |
1.35-1.55 | Musical items: Discussion re songsDraft programme tbd | |
1.55-2pm | Summary: Recap decisions Set date of next meeting |
Musical Event Planning: Meeting Minutes
19th July 2024
Present: | Cael, Owen, Jason, Jo, Prince |
Location | Yellow Room |
Minutes Taken by | Jo Hill |
- Recap on minutes of the last meeting
Cael recapped that we have decided to hold the event on the 23rd of July. In the morning from 10am students will be practising in a warm up session. Audiences will gather at 1pm, and the event will commence at 1.15pm. Musicians to be ready by 12.45. They are:
Neve: Singing ‘Man without Love’, ‘Brass Pocket’ on her own, plus a 3rd song tbd
Prince: Singing ‘Man without Love’ with Neve.
Reuben: Playing drums to ‘Never going to give you up’ and ‘Message in a bottle’.
Alyx: Singing ‘Fire and Fire’ and ‘I Lose Control’.
Ruby: Singing ‘Valerie’ on her own or with Neve.
Zac: Playing ‘Take Five’ on Saxophone.
- Comms
We discussed how to inform the other students and staff about the event. Cael to send an email to all students today with the date and time of the event, along with the poster. Students not currently involved will be offered a chance to sing. Posters to be put up around the school.
- HR
We discussed the importance of recruiting a stage manager and what their role might be, e.g. arranging equipment and furniture, introducing people, overseeing catering. Owen was voted in as stage manager.
- Logistics and setting
In this meeting we sketched out where the event could take place and we did a recce of the ground floor stage area, Hub and the garden in case the weather is nice. We considered and evaluated different options for staging and the potential risks such as noise complaints. We held a discussion in all three venues of where to put equipment and where people will stand.
Catering
Cael to discuss the catering details with Shuhada, including the budget allowed. Prince suggested we go to the supermarket first. Jason suggested we ask people what they’d like to eat and drink and see if we have any plates and cups before we buy any new ones. Cael and Owen brainstormed ideas on the board before making a list of what we need to do when we go downstairs e.g. ask office about catering. Cael conducted a survey of staff and students regarding what they’d like to eat.
Plans for further practice and revised timings
Jason is to help Cael organise the practice, which will involve everyone. All songs, musical items and timings to be confirmed. There were disagreement over timings for the day, but this was resolved. Prince offered to put a programme together and thought we could start the BBQ at 11am so some people can start eating earlier if they wish. We decided to have a break in the middle.
Date and topic of the next meeting: Monday: Practical planning and buying food.
Photos from Meetings
Food and Drink Ideas
Main Food
- Nachos
- Dips
- Skewers
- Rice
- Cucumbers
- Burgers, Veggie burgers, American Cheese, Burger buns
- Hotdogs
- Sausages
- Salads
- Brioche
- Halloumi
- Heinz Ketchup
Desserts/Snacks
- Biscoff cheesecake
- Brioche rolls
- Chocolate marble brioche
- Crisps
- Ice cream – Vanilla, Chocolate
- Flakes
- Nachos
- Askey’s sauce (Ice cream)
Drinks
- Apple juice
- Ice
- Plain water (bottled)
- Lemonade
- Barr Cream soda Fizzy drink
- Pepsi
- Margaritas
List of Performers
Student | Song | Singing / instruments etc. |
Alyx | I lose control, Fire and fire | Singing |
Neve | Man Without Love; Brass in Pocket | Singing |
Prince | God only knows; What a wonderful world; Man without love with Neve | Singing |
Ruby | Valerie (with Neve?) | Singing |
Ruben | Never gonna give you up; Message in a Bottle | Instruments – Drums |
Zach | Take 5 | Instruments – Saxophone |