MINUTES SUMMER MEETING 2007 31/07/07 Present:Mohammed Rashid Akhtar
Abdul-Alim
Nihad Khan
Taj Tayeb
Suleman Rahman
Yasmin
Apologies for absence:Shirin
Shaarifa
Sana
Sofia
Shayan
Sajjad
Ilhan
Haajir
Waheed
Abir
Ayeshah
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EVERYONE (INCLUDING THOSE WHO ATTENDED THE MEETING AND THOSE WHO MISSED OUT) MUST READ THE FOLLOWING TO CATCH UP ON WHAT POSITION WE ARE AT:[/glow]
Uncles and Aunties Night1. On Sunday the 23rd of September at 6.30pm
2. We need to have as many brothers and sisters turning up this year -- very few turned up last year and we have reports from muslim freshers looking out for us but not finding anyone and thus following the crowd on to huntley etc..
3. We must have the RUMS ISoc T-shirts made by this time
4. Iftar should be aroudn 7pm at this time, so we NEED to book a LARGE Room for Iftar for the freshers
5. We need to make an advert / flyer that we can provide the freshers with in the Quad that gives them information on where the meeting point will be e.g. on the portico and where the iftar will be provided e.g. in the garden room
6. We will have a short talk given to the freshers before/after iftar about the importance of the next two weeks in determining the path they walk along the rest of their lives and what type of a person they become..we can also inform them about Charity week and show them the CW videos just to get them a bit psyched..
7. We want this iftar to also be a sort of reunion iftar for all the brothers and sisters already at RUMS who haven't seen each other due to the long summer holidays etc..this will also show the freshers of the strong community and brother/sisterhood present inshAllah...
8. With regards to funding We need to contact the UCLU ISoc and ask them for funding iA as this year they will only be providing for 2 weeks iftar, maybe we could get some money from them for this iftar..in any case - for iftar we were planning -- drinks, snacks etc from sainsburys and iftar food from maybe goodge street masjid or regents park mosque etc...I don't expect over 50 people to attend, so iA it shouldn't be too expensive a deal..
I mean if it is possible for every 'mum or dad' to go buy their 'son or daughter' a pint of beer at huntleys, then surely it is just as possible for every 'uncle or auntie' to buy their 'nephew or neice' a box of food for iftar! Plus we'll get the reward for feeding them their iftari.
9. After the short talk and after iftar, we plan to take the freshers on a mini tour of ucl = showing them all the areas they will need to know about e.g. the Wudu areas, the Prayer Hut, The prayer corridor, the Jummuah prayer room (i.e. the Bloomsbury conference room), Halal food places etc etc etc..
10. Another Idea was to get down the name and numbers of the freshers we meet at uncles and aunties and allocate them to an older year, so if they need any help through out the year they can contact their respective 'relative'...sort of like a buddy scheme
11. We need someone to contact the people in charge of Mums and Dads at RUMS and ask them to change the RUMS ISoc paragraph that is included in the RUMS freshers booklet to mention that we will be providing iftar too..and we also need to get them to promote the Iftar. Why would they do this? Because we are providing a service for the muslim students who will be fasting during ramadan. Many muslim students are put off events like mums and dads because they will be fasting etc.. if they know we are providing iftar, they are more likely to come and take part, and so in essence we are encouraging people to take part!
Summary of things to be done for Uncles and Aunties:1. Get room chosen and booked - Also book AV equipment
2. Contact organisers of mums and dads and notify them about iftar and ask them to promote it
3. Get funding for Iftar if possible
4. Contact Goodge street mosque for catering for the day
5. Make advert/flyers to hand to the muslim students on the day
6. Find a company that will make T-shirts for us with the logo stitched on, at a cost of £5-£7 each and that will produce them for us in time for the day.
RUMS Freshers Fayre1. Someone needs to contact Sandra @ the Royal free admin office and confirm that we will be getting a projector for the freshers fayre (and thus our table has to be located near a powerpoint!)
You also need to inform Sandra that it will be Ramadan at that time, and that the freshers fayre will be going on through sunset which is when muslims break their fast and need to pray. Thus someone should perhaps ask her if there can be a small cordoned off area that could be designated for us to have a date and pray Maghrib.
2. Someone needs to start editing the Freshers booklet to make it up to date and appropriate for the coming year
3. Suleman and myself are in charge of printing it out iA -- we will be printing it out in black and white, however Nihad is going to look into printing the cover of the booklet for us for free iA
4. Waheed- have you got a spare fosis freshers pack? If so , we need to make a sample pack, and submit it V V V soon to the union for approval -- If they do approve it, then we shall get on to ordering new freshers packs from fosis. However if they don't then we can perhaps look to simply handing out the freshers packs at events like the uncles and aunties iftar and the first academic session. You must liase with Ayeshah to get all of this stuff done
5. It has been decided that we are going to be selling the Eid dinner tickets at the Freshers Fayre! Yes you have read right. This means a whole lot of things, including getting the tickets ordered and printed by the union within the next couple of weeks, as well as getting the JBR + sound system booked. Look at the Eid dinner section below for further details. We will be giving freshers the membership rate if they buy their ticket at the freshers fayre (even though they won't have officially joined up yet to become a member).
6. Whoever is coming to the freshers fayre on behalf of rums isoc must be wearing their rums isoc black tshirts
7. Nihad is looking into producing a mini trailer that we can project on to the back board promoting rums isoc etc etc for the freshers fayre..sounds nice, if it can be done - it should add the professional touch to our society
8. Someone must bring their Laptop for people to sign up on and type their names in..
9. Someone must bring Kujoor and Zamzam iA for people to break their fast with.
10. For those who are up for it, we shall most probably go to a nearby restaurant like we did last year after the freshers fayre in order to eat properly after a long and hard day whilst fasting.
FRESHERS EVENTS1. Freshers bowling and Iftar--> Taking place on Wednesday the 3rd of October
--> Same as last year..See poster on the events section on the main website for details
www.rums-isoc.uclu.org --> Advert / Poster needs to be made/ adjusted for this so that it can go on to the freshers booklet
--> Advertise this at the freshers fayre
--> book Trocadero lanes in advance -- Ask Samir Khwaja for assistance on this if you need any
2. 'Getting Thru Medskool'-->Advertise this @ the Iftar on uncles and aunties as well as at the freshers fayre
--> In order to attend this advice session and introduction to the different academic sessions you must be a member and have joined.
--> Going to take place on Tuesday the 9th of October at 5.15pm -- Although this might have to be rescheduled due to it being Eid perhaps on the 10th or 11th..
--> I think we should book the room on the 2nd floor in the bloomsbury building at the back (towards the VSU etc)
--> Shirin and Shaarifa you two should be co-ordinating this - however everyone should be taking part
EID DINNER1. DATE & TIME: The Eid Dinner will be held during Charity Week. It will be on Tuesday the 23rd of October, and there shall be a charity auction at the end of the dinner too. It will start at 7.15pm and end at 9pm.
2. Suleman suggested that perhaps we could have the eid dinner this year on a boat..i.e. a boat eid dinner... i think its quite an interesting idea, and could work but would require a lot of effort if we are going to do this...It would also mean that the tickets would probably much more expensive than they normally are...other societies like the pak soc, bangla soc, and hindu soc also do these types of events however they also have a much bigger budget behind them including the temptation of attending an unsegregated gathering which alhumdulilah will not be the case with our Eid dinner...so please let us know your thoughts on this..what do you think? if the consensus is lets go for it, then we have to act immediately to get things organised for it.
3. Tickets will be sold at the Freshers Fayre and onwards.
4. Members will get a discounted ticket price, however if freshers buy their tickets at the freshers fayre they will get the discounted price regardless of whether they are a member or not. The incentive for them to join during join week will be the fact that this year only rums isoc members will be allowed to attend our academic sessions.
5. We need to book the JBR and the Sound system NOW from 7pm-10pm on the 23rd of October 2007.
6. We need to ask the union to make the Tickets for us NOW so we can sell them that much in advance. Waheed can we get away with not making the tickets via the union but instead making our own tickets? I don't like their design, and I think we can make much better tickets our selves.
7. We need to have a POSTER for the Eid dinner NOW
8. We will have a TALK at the beginning of the dinner for 15-20 minutes on the Responsibilities of Muslim Doctors or something else if thats the consensus
9. We NEED TO FIND A CATERER's...We need to get estimates and quotes from different catering companies! Ofcourse we can always stick with previous caterers, but I think we should try something different sometimes to liven things up...I personally wouldnt mind Turkish Food or even Chinese food...I don't know what you guys think...Im sure the vast majoriyt would just want traditional indian food..If so then lets try get an over-the-top caterer this year? Even if they charge us £8- £9 per head - we can get funding maybe..and if not then its still relatively cheap in comparison to similar events that other societies hold which cost around £15-35 !
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Thats all that we covered in the meeting. We still need to discuss
1. Seerah Classes/ Quran Tafsir / Tarbiyyah Sessions
2. Academic Sessions & Islam and Ethics Seminar
3. Social events
We need someone to take the Lead on each event:
i.e.
We need a TEAM LEADER for the EID DINNER
We need a TEAM LEADER for the Freshers Fayre
We need a TEAM LEADER for Uncles and Aunties Night
We need a TEAM LEADER for the Academic Sessions (I think Shirin and Shaarifa are doing this)
We need a TEAM LEADER for the FRESHERS EVENTS (bowling and iftar)
We need a MEDIA TEAM LEADER --who will help us sort out the T-shirts & Posters etc etc.
Everyone on the list at the beginning of the post (and anyone else reading this!) must select a Task(s) from the huge no. of bullet points I have put down for each event.
Once you have selected what you are going to do, you best post up here quickly before someone else decides to chose that task. First come, First serve.
If you have not selected a Task by Sunday 11.59pm, You will be designated a Task(s) from the remaining Task. You will be emailed your Task Monday 12am.
So ignore this post at your own peril.
Wasalaam
Rashid