Graduation 2013 Planning

Catalogue design

• Possible designers:
  • Alex & Stephanie http://stdin.fr/
• Brief: ?

Dates for show and graduation

Start build-up in V2_ & TENT: 17 June

Final assessment: Friday 21 June

(Archiving: Mon - Tues 24 & 25 June)

Opening in V2_ & TENT: Friday, 28 June

Graduation ceremony: Saturday, 29 June

Tear down and removal of work = TBA

Material/Production Budget for the Graduation Show

The Piet Zwart Institute can contribute up to €300.00 towards the production of your final graduation project. To acquire funding, you will need to make a detailed budget and have it approved by your Course Director. We ask that you work economically, because funding not used for individual production, will be channelled back into the general exhibition costs.

Please submit your proposed budget for approval to your Course Coordinator by April 02, 2013.

Please note the following guidelines:

Funding cannot be used for hiring labour or the purchase of substantial equipment such as cameras, tripods, saws, drills, computers etc. If you need equipment for production, please speak to your Course Director or Coordinator about the audio-visual equipment available via the rental. Or you may also make use of the WdKA workshops. Materials that fall between hardware and production materials, such as LEDs, arduino boards, transmitters etc. should be discussed in advance with your Course Director to see if they fit within the guidelines.

No expenses will be reimbursed, which are not previously approved by your Course Director.

Once your budget has been approved, it cannot be renegotiated.

If you have doubts or questions regarding the eligibility of a particular expenditure, please check with your Course Director before making your budget, and definitely in advance of incurring any expenses.

Expenses will be ONLY reimbursed against itemised official receipts. Receipts need to be returned WITHIN A MONTH after purchasing the materials, so after approval of your budget you can already start handing in receipts.

20-1-13: Meeting re graduation show.

Present Steve (chair), Aymeric and all 2nd year students (with apologies from Javi)

The meeting raised the following questions re the budget guidelines.

1) It is not clear to them – or to Steve as acting director who has a 'discretionary' office in respect to this – whether expenses would cover : (a) Hiring cameras (if the WDKA does not have the camera - as is the case with Astrid, for instance) (b) actors (as is the case with Dennis) (c) Food for people working in kind on the crew of a shoot (Demet) (d) travel costs in cases where particular locations are essential (Janis and Demet) (e) Will expenses incurred last October, for instance, be acceptable?

2) Some concern was also expressed regarding the deadline; April 2 seems very early and although each project will have a clear direction the allocation of expenses may not at that time be fixed.

3) The itinerary of equipment available from wdka can be found on the wdka site. When Leslie returns we will get an itinerary of what facilities and equipment TENT, V2 and Worm have.

4) How the equipment is shared for the show, where people will be in the show (venue and place within the venue &c.) will be a subject of on-going negotiation over the next few months.

5) The status of V2 as exhibition venue is currently unknown. They are undergoing architectural and organisational changes. We would like to use V2 as a venue, the issues of how long we will need the space, how long we can afford the space, and how the space will be invigilated will be on the top of the agenda when Leslie and Steve meet with them.

6) On the subject of the (on-line) catalogue. The group agreed to form a group to discuss options. [I suggest the group meets with Steve, Leslie and other interested parties on Wednesday 13th March. At this meeting the options arrived at by the catalogue group will be proposed and discussed]. Steve will find out what budget is available for editing and design and make it known to the catalogue group at the earliest opportunity.

Minutes by Steve

Steve adds (21-2-13):

Following the above meeting I got answers on the following:

“Will expenses incurred last October, for instance, be acceptable?”

No. The guidelines state that receipts need to be within a month of submission for refund.

“Can actors be paid”:

No. Refunds cannot be given for any human beings hired, because Hogeschool would have to officially employ them. They would have to get VARS and issued papers &c.

“Some concern was also expressed regarding the deadline; April 2 seems very early and although each project will have a clear direction the allocation of expenses may not at that time be fixed.”

Again, this is a policy that cannot be changed immediately (as funds diminish the materials budget may actually disappear altogether)

I would advise the following:

1:MAKE A BUDGET BY APRIL 2nd.

2:DON’T SPEND MONEY YOU EXPECT REFUNDED UNTIL YOUR BUDGET IS APPROVED.

I’m looking into the other issues raised and will get back to you

Bst Steve