MeetingXTREME4

 

Discussion Summary : 

Managers’ tasks update and action items

preparing for the meeting with the Xtreme Tunisian Section 

Project Manager :  Duration 7 mins

The primary responsibility of the project manager is to oversee and coordinate activities between the OC and the CS Board, the CS Board and Insat’s SB, and Insat’s SB and the Xtreme Tunisian Section. The project manager has fourteen things left to do. Since the Student Branch and the CS board had many events to plan and coordinate in addition to IEEEXTreme, one of the goals, “having an organization committee,” was completed sooner. The OC team has already received the written SWOT analysis, and as of right now, no mistakes like those from the previous year have been committed. 

Media Manager :  Duration : 6 min

The theme of Insat’s IEEEXtreme this year and its announcement will be the first things the media manager does. Numerical discussion is important. The media strategy was completed earlier; initially, it was evenly spaced, but since the animated videos are this year’s special edition, it was recommended that the videos be released prior to October 14. The media work has been split into two categories: posters will be handled by the CS Media Manager, and animated videos will be handled by the OC Media Manager. 

 

The sponsoring manager :  Duration :  5min 

The sponsoring manager has already begun contacting the sponsors through phone calls and emails. Sheets and a database containing the contacts of sponsors that IEEE SB and CS Board have previously dealt with have been designed and prepared.One has attested to this (BTE). To avoid creating controversy, we are aiming for sponsors from different domains. The project manager has assisted in the preparation of the well-done sponsorship documents. And efforts are still being made to bring in additional sponsors for the occasion. 

  

 The logistics manager :  Duration :  7min 

The manager of logistics began gathering and looking for currency. We now have three for A/V equipment and one for printing. The focus of the search is on reasonably priced, high-quality items.

There are two workshops designed for intermediates and two for beginners. Everything had been acquired before the workshops and the mentors had everything they needed to work. A staff form for the IEEEXtreme, the major event, will be uploaded on October 11th for a limited number of ten persons. After that, the logistics manager will assign and split the work. The projected budget for the event is 5,000 DT, of which 1,000 DT will come from the BTE sponsor. 

Communication Manager : duration 7 mins

Concerning the IEEEXtreme , a registration form is currently being shared with the IEEE members via the CS’s social media pages. Up to now , 35 teams have filed from which 10 have already paid and verified.

Those that paid have received confirmation emails, and the communication manager has reminded those who hadn’t done so yet.

Some members didn’t locate teammates therefore with the support of the CS’s VCMA a matching form has been prepared for those seeking companions.

A good number of IEEE members attended the sessions, and many provided positive and encouraging feedback.  

 

General Secretary : duration 4 mins

For the benefit of all IEEEXtreme OC and CS Board users, a folder drive has been established. Every manager has a designated folder in which they store all of the documents regarding their jobs. Therefore, the Xtreme folder will endure for further generations and Xtreme versions.

Before every meeting an agenda is established and communicated with the oc so that they prepare for it.  Meetings Following each OC meeting, reports are created to ensure that all information is recorded (decisions, updates, action items, etc.).

Other ( suggestions , new information , recommandations) : 

  • The OC would meet with the Xtreme Tunisian division the next day, as the project manager briefly introduced them.

  • Certain information on the Xtreme has been determined: Arrival time (5 p.m.) and setup (to be determined by the logistics manager).

  • The project manager proposed creating a reward pool out of the $500 from the Tunisian section part.

  • When it comes to contract signing, the INSAT SB chairman will be in contact with the sponsors.

  • The IDs for the IEEEXtreme will be gathered by the VCMA, mostly from participating officers.

  • Notepads are a must for the occasion.

  • Soon, a sponsorship visit should be undertaken to speak with local businesses and bakers.

  • The “Eau Milliti” business unit will be contacted by the SB General Secretary.