Deco Meeting 20211006

Present:

• polyfloyd
• Moem
• Oliver
• Hoxolotl
• Janneke
• Stitch
• SA007

Agenda

Project Updates

Adressable light flowers -> Contacted Ivo to design them, not to build them. Ivo needs specifications to start designing. We are looking for a manufacturer. ** multiple flowers on the light poles

   - 150 flowers, alongside poles.
   Polyfloyd: 500 is more of a realistic number to make an impact. And they would need to be cheaper.
   But then the production process needs to be very simple.
   "prevent the tedious workshops from past event"
   
   - Alternative flags:
   Can be merged into flags. 
   Moem: not fully equal, would like to merge the design and more hand drawn elements. And would like to sew the flags and have the flags printed as fabric.

Polyfloyd: ties into other projects as well. If we can have fabric printed and use it for other projects, it might make sense. But having flags made might be more labor intensive.

    Moem is making a prototype for the flag. Has also made a flagpole as an example.

TODO:Rizoom: research what it costs to have them made fully/get quotes from fabric printers too

- Avonturenhuis window lights Polyfloyd is working on this. Avonturenhuis might not be available for MCH, but that is not fully clear.

-Datenklo wrapper Is also made from the fabric to be printed

-Dragon Going to be between 2000-3000 in budget. It needs a beamer in the mouth and smoke-machine. Also: the dragon needs to be made and room is needed to make it and store it. Polyfloyd: Can we get some kind of visualisation for that? TODO: Hoxolotl, dragons on wiki

-Entrance gate Where to put the gate? TODO: Polyfloyd: will check with team terrain

TODO: find out how many meters of fabric you need per projects

-Lecterns Lecterns from last time, 3 of them, need visual update. Moem is going to do this, and it's going to be cheap. The lights that are in them cannot be used anymore. Make them jungle-like and have LED adressable flowers.

-LennyFace Maybe put the face on a hexagonal grid to tie in with the team

-Light poles about 100 euros a piece Polyfloyd: make at least 40 TODO: Rizoom: add to budget

-MCH letters SA07: the lights are still in my storage, probably there will be enough

-Map Functional maps that visitors can use to locate themselves and other things

-Signage Moem: probably stencils and spraypaint , and bigger signs than last time. See if we can cut stencils with my vinyl cutter. SA07: use laser cutter otherwise

-Tarp sculpture Yagenou (not sure if spelled correctly) will do this, not Moem.

Budget

The budget team Deco has to work with will most likely be nowhere near 62 500 euros mentioned in the field day notes. There is still a chance the event cannot grow, and might even need to shrink. Scaling up the event does not automatically entail more money for team Deco, since this also brings new costs and new safety measures that are also costly. There is still also a small chance the budget will go down if something with COVID happens, and we might need to scale down the event. In 2017 the granted budget was 31.950 euro. Of this budget 15.000 euros was directed towards lighting, and 3.500 was for the silent lounge. So going by that, it's most realistic to count on about 14.000 euros to play with, assuming the lighting is planned to be about the same. And the silent lounge is taken on by the bar team, so that budget will flow out. This is not the biggest budget you could have, so I would like to ask you to critically evaluate a few things: - what projects are must haves and how much will these cost? - what projects are nice to have, but not a must, and how much will these cost? In that decision, the biggest impact for the lowest budget would be a nice thing to consider. The initial budget is needed before the end of October. Polyfloyd:

   For SHA we had some extra budget to do new projects. 
   We might also see higher prices for materials and shipping.
   Rizoom: what about the budget for lights?
   Polyfloyd: no budget for functional lights

TODO: Polyfloyd: contact colourMyMCH for budget questions

Team Partytent wont be part of deco budget. TODO: Polyfloyd: contact team bar that deco is not picking up and budgetting decorations of the bars

Hoxolotl: Logistics? We can contact off-site logistics to bring things to the terrain.

Do we have enough volunteers?

Already answered per mail (for PL). Currently enough people in the team. We will need people on workshop days. Plenty of projects right now. Moem: nice group of people, for now enough

Grouping build day planning by material type

Polyfloyd: multiple field days dedicated to a specific task (so for example: soldering, painting, sewing). Good idea!

Max number of projects per person (Rizoom)

Moem: not doing double roles this time. Polyfloyd: Amount of preparation work per person should not be too much. But it is manageable now. Everyone is good now.

How are the projects connected to the theme of the event? (Rizoom)

TODO: Moem: Make a designstory, describe on wiki and make simple moodboard.

Asking the other teams what they need (Rizoom)

This was an evaluation point from the SHA2017 Deco evaluation, maybe something has already been done with this, if not, might be good to think about. TODO Rizoom: Ask all PL members to ask their teams of they need things from Deco. Ask them if they need signs.

do we want to sell decorations?

Nope.

WVTTK:

• Hoxolotl: signs with lots of info? -> no
• Hoxolotl: might want to rent a piece of workspace/terrain at university

TODO: Hoxolotl, estimate of costs of the dragon before th 25th of October

• UV light paint, cutouts, spraypaint chalk random hacker icon on the event.

Next meeting on the 27th of October