Producer / Coordinator Meeting Procedure
Scheduling
Monday: 11-1 pm
Tuesday: 2-4 pm
Wednesday: 2-4 pm
Thursday: 8-10 pm
Friday: 11-1 pm
Attendance
Producers / Coordinators are required to attend a certain amount of meetings throughout the week.
Exceptions will be made for classes; all other conflicts must be brought to the attention of the Executive Producers no later than a day before the meeting.
If a person is to be absent at a meeting:
- The absent person should e-mail all business needing to be discussed to the Advisor, Executive Producers and their Assistants.
- The absent person may opt to send his or her personal assistant.
Who is welcome at any time, and at any Producer/Coordinator meeting?
Producers are required to attend four (4) Producer/Coordinator meetings a week, but are welcome to attend all meetings throughout the week. Thursday evening is a mandatory meeting
Coordinators are required to attend three (3) Producer/Coordinator meetings a week, but are welcome to attend all meetings throughout the week. Thursday evening is a mandatory meeting.
Agenda
At the start of each meeting the designated Administrative Executive Producer (the Executive Producer plan to delegate administrative duty by rotation. Each week / month the Administrative job responsibilities will rotate between Executive Producers) will ask to see a show of hands so that they are able to record who has business to bring to the table. Following that, they will ask who must leave early in order to create a working agenda. After the table agenda has been made, the Executive Producers will address any business they have to discuss. Then they created agenda will go into effect. Finally the discussion or all closing business will come from Pete.
General Meeting Procedure
Scheduling
General Meetings are weekly and are scheduled for 10PM at 216 Tremont Street, and will be held within the Bill Bordy Auditorium
General Meetings should be planned at least a week before the meetings occur.
An overall purpose or direction for each meeting should be proposed and prepared for each General Meeting.
All Administrative scheduling and Workshop scheduling will be created into a power point presentation and posted on the screen before the meeting and during the administrative portion of the meeting.
Paper schedules will also be given out at each meeting.
All Producers / Coordinators will have the opportunity to speak at a general meeting, but they must be prepared to take direction, and be open to new tactics of presentation.
For example:
Producer/Coordinators will sit among the General Members and will stand at their seats in order to talk to the Members.
Attendance
Attendances of General Meetings is required by all General Members, Producers and Coordinators.
Each producer, coordinator, and general member is allowed to miss a maximum of two meetings per semester.
A penalty will apply to General Members who are seeking credit and have missed more than 2 meetings without an accepted excuse.
Producers and Coordinators will be required by contract.
Attendance Procedure
At each meeting an attendance sheet(s) will be laid out at the front of the room, it is the responsibility of the General Members to highlight/initial their name on the sign in sheet.
These sheets will then be collected by the Attendance Coordinator. The Attendance Coordinator is a branch of the Administrative Department.
Keeping track of General Member attendance will be a way of determining who will receive credit.
Work Shops
Scheduling
All scheduling for Workshops should be completed a month prior to the desired workshop. This will insure that all space issues can be taken care of as well as aid in the producing of these workshops.
Workshops will be held in two (2) hour time slots. The time of each seminar will vary depending on the content of the workshop.
The number of students that will sign up for each section of the workshop will be decided based on the content, and the amount of time the instructor believes he or she will need to share the appropriate amount of information.
Students will be required to sign up for workshops so that the appropriate number of students can attend each workshop. Sign ups will be held at the General Meetings
Attendance
General Members who are interested in acquireing credit from the EVVY organization must attend a certain number of workshops within a semester.
The number required will depend upon the number of workshops given within the fall semester.
Roughly, the member should attend two (2) workshops within a semester. Attendance will be taken at each workshop and given to the Attendance Coordinator in order to keep track.