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Meeting Minutes 2/3/25

Present: Aneesh, Allie, Morgan, Lawrence, Sanjana, Ratna, Naisha, Angela, Bree, Alexis

Absent: Shruti (excused)

  1. Approval of the Minutes
  1. Approval of the Agenda 

New Business

  1. Fifth Funding Cycle First Hearings Pt.2
  1. Liaisons

NSA- Nepal Night 2025 - April 12, 2025 - 4:30pm-10pm

  1. Naisha
  1. Ratna

IFest- International Festival - April 13, 2025 – 3pm-7pm

  1. Aneesh
  1. Shruthi

LSA- LSA Formal 2025 – April 19, 2025 – 2pm-10pm

  1. Lawrence
  1. Morgan

oSTEM- oSTEM Region E Conference - April 12, 2025 – 9am-5:30pm 

  1. Sanjana
  1. Angela

BSA- BSA 2025 Formal – April 12, 2025 – 5pm-10pm

  1. Ratna
  1. Lawrence

Mission Statement:

  1. The Cultural Events Board aims to broaden cultural knowledge by supporting the voices of underrepresented and misrepresented groups on campus, thereby promoting student engagement with their platforms. The Cultural Events Board encourages opportunities for interaction among students resulting in respect, appreciation, and understanding for cultural differences.

7:15 – NSA – Nepal Night 2025 - Glenn Miller Ballroom– April 12th – 4:30pm-10:00pm

Liaisons

  1. Naisha
  1. Ratna

Notes

  1. Spread cultural awareness through events w singing, music, and dance
  1. Nepal Night’s goal is to celebrate Nepali new year
  1. Share diversity and culture with everyone through music, dance, food
  1. Bring Nepal to Boulder to educate CU
  1. Traditional and modern artforms 
  1. Live show with Nepali artist: Y,V,B
  1. Expecting bigger turnout- 600 attendees

Discussion

  1. Event has historically been good and organized
  1. Aligns with mission statement
  1. Emphasis on educational aspects
  1. NSA has grown a lot

Questions

  1. What have you learned from previous events?
  1. Go through the whole , and make performance longer. 
  1. Theme: focus on New Year, shine light on different ethnic groups
  1. How did you get to the number of 600 attendees?
  1. Usually 400-500 people attend their events, but this artist is well known
  1. How do you plan to market the event?
  1. Social media ads, tabling, UMC and Rec Center TV
  1. Budget for catering is much higher than last year?
  1. Gave catering an actual recipe to make samosas more authentic

Mission Statement Alignment

  1. Motion to approve Mission Statement Alignment for NSA’s event “Nepal Night 2025”
  1. 4-1-0

Budget Breakdown

  1. Space Rental: $1,389.43 - $1,389.43
  1. Audio/Visual Setup/Services: $1,659.60 - $1,659.60
  1. Food: $15,967.51 - 0.00
  1. Encourage taste test to ensure quality of custom menu
  1. Advertising: $477.00 - $477.00
  1. Speaker/Performer Fees: $15,000.00 - $0.00
  1. Liasons: ask for more information:
  1. Cannot fund miscellaneous fee in quote
  1. Are performers traveling internationally?
  1. Printing: $80.00 - $80.00
  1. Total: $34,573.54 - $3,606.03

Budget Approval

  1. Motion to approve $3,606.03 for NSA’s event “Nepali Night 2025”
  1. 4-1-0

7:30 – iFest – Glenn Miller Ballroom – April 13th – 3:00pm-7:00pm

Liaisons

  1. Aneesh
  1. Shruthi

Notes

  1. International festival (35 year tradition)
  1. Theme: “Myths and Legends”
  1. 20-30 RSOs
  1. 1000-2000 attendees
  1. 16 performances (community orgs and RSOs)
  1. Expose attendees to brand new cultural performances
  1. Applications are due in December (require audio file, and needed equipment if applicable)
  1. 15 booths (Food, activities, informational posters, pictures, phrase poster (language of region), complete survey to get feedback)
  1. IFest is important because want to stop stereotypes and celebrate differences, learn more
  1. Expand cross cultural understanding at CU
  1. Action plan
  1. Now-April: Fundraising, quality control, advertising, and graphics

Discussion

  1. Like guidelines for booth to make sure it is educational
  1. Prepared with attendance tracking, and how they are going to work with Program Council
  1. Usually well executed event

Questions

  1. How will you market to CU students, to increase attendance?
  1. In past, high percent of CU students attend
  1. Posters on Campus (have spreadsheet with postering rules for different buildings)
  1. Cross Promote w other RSOs
  1. How did you keep track of attendance last year?
  1. Clickers to track attendance and make sure room under capacity
  1. Card readers from CSI
  1. Have you addressed challenges with Program Council?
  1. Last year, PC switched to BuffConnect, so UMC did audio/visual
  1. Been in contact with PC, so they have better plan of action
  1. Anything you would change from years prior? Lessons learned?
  1. Fewer prizes for participation
  1. Less stress for organizers

Mission Statement Alignment

  1. Motion to approve Mission Statement Alignment for iFest’s event “iFest 2025”
  1. 5-0-0

Budget Breakdown

  1. Speaker/Performer Fees: $1,650.00 - $1,650.00
  1. Boulder Taiko: $300.00
  1. Rocky Mountain Indigenous Dancers: $500.00
  1. Shaolin Hung Mei Kung Fu: $850.00
  1. Advertising: $520.00 - $500.00
  1. Costumes/Decorations: $1,414.76 - $687.98
  1. Volunteer T-shirts: $562.25 - $562.25
  1. Decorations: $852.51 - $125.73
  1. Only funding: 
  1. $12.99 - World Map
  1. $19.99 - Columns
  1. $16.99- Hieroglyphic backdrop
  1. $19.80 - Chinese paper lanterns
  1. $55.96 - Genie Lamps
  1. Branded/Promotional Items: $671.20 - $415.52
  1. Mugs, Totes, and Stickers only- 
  1. Not funding
  1. -$91.68- Blank tote bags
  1. - $164.00 - stickers (because no amount specified)
  1. Gifts/Awards/Prizes: $342.40 - $0.00
  1. CEB does not fund prizes
  1. Space Rental: $1,642.93 - $1,642.93
  1. Audio/Visual Setup/Services: $1,437.00 - $1,437.00
  1. Security: $789.84 - $789.84
  1. Printing: $500.00 - $500.00
  1. Equipment Rental: $75.00 - $75.00
  1. Parking: $275.00 - $275.00
  1. Food: $16,794.90 -  $0.00
  1. No quote yet
  1. Contracted Services/Labor: $175.00 - $0.00
  1. Ask for details about photographers- are they students?
  1. Total: $26,288.03 - $7,973.27

Budget Approval 

  1. Motion to approve $7,973.27 for iFest event “iFest 2025”
  1. 5-0-0

7:45 – LSA – LSA Formal 2025 – Koenig Alumni Centre– April 19th - 2pm-10pm

Liaisons

  1. Lawrence
  1. Morgan    

Notes

  1. Latine Student Alliance: started for need of representation, want to amplify voices, provide social opportunity, and educate community
  1. “Home away from home”
  1. Represent 33 countries
  1. Share history of students and faculty have made throughout history
  1. Formal will allow for the expression of tradition
  1. Can honor heritage, and unite people, give cultural identity, while celebrating academic values
  1. Speakers: Dr. Maria Genao Homes (CISC Director), Crisol Coral (founder and alum)
  1. Give opportunity for students to learn through immersive experience)
  1. Invite other LSA chapters from other universities, to learn from each other --> networking session  

Discussion

  1. Worries about only being social, but like the idea for speakers
  1. Make more educational experiences for students
  1. Address concerns from last year
  1. Some of the presentations seem long
  1. Speakers plan to talk about relevant topics to their community

Questions

  1. Tell us more about the educational elements?
  1. Networking with other campus chapter
  1. Presentation on academic experiences (on and off of campus)
  1. Speakers will talk about immigration rights, why POC leadership is important, and other relevant topics
  1. Traditional dances from various regions/countries
  1. How do you plan to market to the broader community outside of your org?
  1. Posters, fliers, social media, physical invitations to other campuses
  1. Fliers at UMC, Will Vill
  1. What are your concerns considering it is your 1st time holding an event this large?
  1. Marketing- They are starting earlier, so have plenty of time for marketing
  1. Have a big team to help 
  1. What is the ratio of educational/speakers to social time?
  1. Speakers will be 15-20 minutes per speaker (need to confirm with speaker)
  1. 1-2 hour for social time
  1. 1-1.5 hour for presentation

Mission Statement Alignment

  1. Motion to approve Mission Statement Alignment for LSA’s event “LSA Formal 2025”
  1. 5-0-0

Budget Breakdown

  1. Food: $5,250.00 - $0.00
  1. Liaisons: Ask for clarification on menu items, location of restaurant and method to minimize leftovers and food waste
  1. Recommend more vegetarian options and a smaller head count based on their last event, if they can provide an RSVP with a larger amount of attendees closer to the event date then the board could re-assess the catering amount approved
  1. Space Rental: $900.00 - $1,275.00
  1. Updated request
  1. Speaker/Performer: $2,500.00 - $2,500.00
  1. Parts/Materials/Supplies: $3,634.06 - 
  1. Not funding: 
  1. $2864.99 - Metallic Masquerade Complete Theme
  1. $179.85 Sunflower pins (not enough for all attendees)
  1. Contracted Services/Labor: $100.00 - $0.00
  1. No quote
  1. Advertising: $500.00 - 
  1. Total: $12,884.06 -

Budget Approval

  1. Motion to approve $ for LSA’s event “LSA Formal 2025” 

8:00 – oSTEM – oSTEM Region E Conference – ECCS 200, 201, 245, 265– April 12th – 9:00am-5:30pm

Liaisons

  1. Sanjana 
  1. Angela

Notes

  1. Professional development and safe space for LGBTQ+ stem students
  1. Invite members from national org to network
  1. Volunteer speakers come to talk about experience being Queer (9 speakers, hopefully, keynote of trans employees, award for faculty that advocates for queer students)
  1. Small career fair for students to network
  1. Goal: connect chapters, and bring people together
  1. Planning w sister chapters at CSU and Mines

Discussion

  1. Like representation given to LGBTQ+ community
  1. Important because no Transforming Gender conference this year at CU
  1. Concerns about not mainly catered to CU students
  1. Safety concerns with 

Questions

  1. How do you plan to get the broader CU community involved?
  1. Advertising through posters, connections with GSA and CU Pride office
  1. What are some concerns about this being your 1st event?
  1. Have had smaller version of this event
  1. Usually have panel and award ceremonies
  1. Security for students and attendees (talked to campus security) 
  1. Attendees need to RSVP and wear nametag during event
  1. Have community-based security officers instead of police officers (CEB can fund)
  1. 1st time there will be off-campus students on campus (parking and food)
  1. How did you calculate your attendance numbers?
  1. Based off chapter attendance (20-30 students per week)
  1. CSU and Mines has similar number
  1. 20-30 professionals

Questions for CEB?

  1. What is the timeline of steps going forward?

Mission Statement Alignment

  1. Motion to approve Mission Statement Alignment for oSTEM’s event “oSTEM Region E Conference”
  1. 5-0-0

Budget Breakdown

  1. Parking: $375.00 - 
  1. Food: $1,625.00 - 
  1. Office Supplies: $102.00 - 
  1. Branded/Promotional Items: $75.00 - 
  1. Gifts/Awards/Prizes: $500.00 - 0.00
  1. Total: $2,677.00 -  

Budget Approval

  1. Tabled

8:15 – BSA – BSA Jazz Formal - Touchdown Club at Folsom Field – April 12th - 5pm-10pm

Liaisons

  1. Ratna
  1. Lawrence

Notes

  1. Black Student Alliance: curates experiences for black students on campus (3% of campus,)
  1. Black student population is growing exponentially 
  1. Want black students to have communities to lean on 
  1. Formal 2025 goal: Diversify and create awareness
  1. Started in 90s
  1. Formals used to be reserved for white people, so org give thanks to people who changed that 
  1. 300 attendees, because the black community at CU has grown
  1. Partnerships with D9 orgs (historically black Greek life)
  1. Want to collab with athletics to get “special guests”
  1. Collaborating with other BSA orgs across state
  1. Have conversation over food
  1. 33rd annual formal, Jazz themed
  1. Focus on Jazz: very cultural and pioneered other genres of music, cultural connection 
  1. April is Jazz appreciation month
  1. Jazz Noir: deep dive into jazz culture
  1. Have live jazz band for 1st half, share facts about importance for black community
  1. Family Feud: fun facts game
  1. Cultural relevant decorations that will be labeled with significance
  1. Highlight impactful people
  1. Transition to now: shift to current music jazz impacted
  1. Goals of event:
  1. Educate about the impact of Jazz 
  1. Black Joy!
  1. Support Black/BIPOC/women and businesses
  1. Inspire curiosity about Jazz

Discussion

  1. Liked presentation
  1. Prioritizing educational aspect to event
  1. Like fun activities to help educate (ex. Family Feud)
  1. Like emphasis of highlighting importance of decorations
  1. Even though new team, they were still able to identify areas of opportunity from past events

Questions

  1. How do you plan to market this event to the broader CU community?
  1. Partnerships with other clubs LSA/MSA
  1. Going to club meetings to advertise
  1. Tabling to all students
  1. Social media campaign
  1. Entrance fee?
  1. No charge to CU students, only non-CU students
  1. CEB will get money from entrance fee, until costs break even, then splits 50/50 with org
  1. How do you plan to do things differently
  1. Brand new board
  1. From participating, educational aspect can get lost, 
  1. Want to teach people about the importance of jazz
  1. Want it to be memorable, focus on photos
  1. More details on educational part of event?
  1. Live jazz band: hope they can talk about significance of songs
  1. Family Feud: hope to build story (where did it start, where is it now)
  1. Want to explain all meaning/significance of decor
  1. Marketing for event will let attendees know it will be educational

Questions for CEB?

  1. Is there any changes to be made to succeed?
  1. Market early to maximize impact
  1. Have detailed schedule for event to stay on track
  1. Make sure performers are on same page about timing/logistics

Mission Statement Alignment

  1. Motion to approve Mission Statement Alignment for BSA’s event “BSA 2025 Formal”
  1. 5-0-0

Budget Breakdown

  1. Space rental - $11,257.03
  1. Food - $5,033.00
  1. Advertising - $500 
  1. Speaker /performer fees - $1,000 
  1. Audio/visual set up services  - $1,445 
  1. Parts/materials/supplies - $319.91 
  1. Printing - $200 
  1. Total - $19,753.94

Budget Approval

  1. Tabled

8:00 PM – HEAL – ECCR 150 – April 3rd – 6pm-7pm

Liaisons

  1. Lawrence
  1. Morgan

Notes 

  1.  

Discussion

  1. $30,000 is a large amount for the number of people anticipated 
  1. Can they do a virtual option to lower cost?
  1. Speakers may lower cost due to partnership with HEAL. 

Questions 

  1.  

Budget Breakdown

  1. Speaker/Performer - $30,000.00 - $2,500.00
  1. $15,000.00 per speaker for two speakers, Srabani Sarkar Neogi and Kara Penn 
  1. Liaisons: clarify that board cannot fund speakers in full
  1. Advertising - $62.00 - 0.00
  1. Not funding yet to recently requested changes
  1. Branded Promotional Items - $172.80 - $0.00
  1. Ask for further clarification on the purpose of candles - not funding currently since the candles are technically considered prizes 
  1. Total - $30,743.71 - $2,500.00

Budget Approval

  1. Tabled

8:15 PM – SASA – Lower Rec – April 12th - 6:30pm-9pm

Liaisons

  1. Shruthi
  1. Angela

Notes

  1.  

Discussion 

  1.  

Questions 

  1.  

Budget Breakdown

  1. Food - $3,906.82 -  $3,906.82
  1. Approximately 19/person
  1. Usually more than 200 people 
  1. Space Rental - $1,262.25 - $1,262.25
  1. AV - $9,513.00 - $9,513.00
  1. Equipment Rental - $700.20 - $700.20
  1. Costumes/Decorations - $334.43 - $306.67
  1. Not funding:
  1. $27.76- Heavy Duty Duct Tape (avoid damages)
  1. Parking - $165.00 - 0.00 - no quote provided
  1. Advertising - $300.00- $300.00
  1. Total - $16,181.50 - $15,988.74

Budget Approval

  1. Motion to approve $15,988.74 for SASA’s event “SASA Show”
  1. 5-0-0

8:30 PM – VeRVE Collisionz – GMB– April 6th - 6pm-9pm

Liaisons

  1. Ratna
  1. Bree

Budget Breakdown

  1. Venue - $400.00 - $400.00
  1. Speaker and Performer - $1,200.00 - $800.00
  1. Original MC cannot make it – they're working on finding a new one
  1. Judges
  1. $400 - Marcus Lira
  1. $400 - Gina Medina 
  1. Emcee: they are looking for a new MC 
  1. AV - $1,388.70 - $1,388.70
  1. Gifts/Awards/Prizes - $500.00 - 0.00
  1. CEB does not fund prizes
  1. Photographer - $100.00 - $100.00
  1. Total - $2,800- $2,688.70 

Notes 

  1.  

Questions 

  1.  

Budget Approval

  1. Motion to approve $2,688.70 for VeRVE’s event “VeRVE Collisionz Competition”
  1. 5-0-0

Old Business

Third Funding Cycle

Art Auction CU - “Art Auction Festival” on Feb 8th from 5:00-9:00PM at Glenn Miller Ballroom 

Liaisons: 

  1. Ratna
  1. Morgan

Updates

  1. Who’s going?
  1. Ratna: (5:00-7:00)
  1. Aneesh (5:00-6:30)
  1. Naisha (5:00 – 6:00)
  1. Bree (5:00 – 6:00)
  1. Sanjana (5-6:30ish)
  1. Lawrence (5-7)
  1. Morgan (5-8ish)

Chinese Students and Scholars Association (CSSA) - “Chinese New Year Festival” on Feb 2nd from 4:30-9:30 PM at Glenn Miller Ballroom

Liaisons: 

  1. Bree
  1. Aneesh

Updates

Post-Event Review 

  1. Advertising
  1. Saw ads in lots of places
  1. Asked CEB for help promoting on board’s Instagram
  1. Social media, posters, tabling
  1. 2/3 of post event survey were students
  1. Most people found event very culturally relevant
  1. Logistics
  1. Doors opened at 5:00 instead of 4:00 like advertised 
  1. Many of the people attending were performers or their families
  1. Food ran out pretty quickly
  1. Hair in food/drinks
  1. Who were reserved tables for?
  1. Content
  1. Performances were very good!-- started on time
  1. Lion dance was great!
  1. MC in Chinese and English

Future Notes

  1. Ask to come in for post-event meeting

CU Boulder Asian Studies Graduate Association (CUBASGA)- “CUBASGA Annual Conference 2025” on Feb. 22nd and 23rd  from 9:00 AM – 6:00 PM and 10:00 AM – 6:00 PM at Norlin Library British and Irish Room

Liaisons:

  1. Angela
  1. Sanjana 

Updates

  1. They sent us their updated marketing
  1. Marketing approved by board 

Sigma Psi Zeta - “Culture Shock 2025” on Feb 15th from 6:00 – 9:30 PM at Glenn Miller Ballroom

Liaisons: 

  1. Naisha

Updates

  1. No updates, marketing update?

Black Law Student Association (BLSA) - “Black History Month Celebration” on Feb 27th from 6:00 – 8:00 PM at Wolf Law

  1. Liaisons: Sanjana and Aneesh 

Updates

  1. Sent follow up email to get marketing

Fourth Funding Cycle

Iranian Students at CU Boulder – “Persian New Year 2025”-WVCC Multipurpose Room – March 15th 6-10pm

Liaisons

  1. Morgan
  1. Sanjana

Updates 

  1. Did not send additional quotes yet 

Women of Aeronautics and Astronautics – “CU WoAA Conference” - Aerospace Building- March 8th 9am-4pm

Liaisons 

  1. Shruthi
  1. Bree

Updates

  1. BuffConnect Issue 
  1. Everything was clarified in meeting last week
  1. Should be smooth sailing from now on, I think they have everything we need in.

Vietnamese Student Association – “Lunar New Year Culture Show 2025” -  GMB – March 16th 5:00 PM – 10:00 PM

Liaisons 

  1. Allie
  1. Aneesh

Updates

  1. Will check in soon for any updates

Muslim Student Association – “MSA Iftar Night” - Rec Ice Rink Overlook– March 16th 4:30-7:30pm

Liaisons 

  1. Angela
  1. Naisha

Updates

  1. No updates, no response to marketing check in 🙁.

Fifth Funding Cycle

SASE – Byron R. White Club– April 4th – 6pm-10pm

Liaisons

  1. Naisha
  1. Sanjana

Updates

  1. Schedules prespending meeting

7:45 PM – ASA – Village Centre – April 19th – 5:30pm-9:00pm

Liaisons

  1. Allie
  1. Bree

Updates

  1. Pre-spending meeting scheduled for tomorrow

Officer Reports

  1. Advisor 
  1. EP&C concerns
  1. Leg Council Liaison 
  1. No updates 
  1. GPSG Liaison
  1. No updates
  1. Finance Board Liaison
  1. Budget season is upon us
  1. Student Outreach Coordinator
  1. Apps are due this Friday!
  1. Marketing Coordinator
  1. None
  1. Speakers Coordinator
  1. CCP
  1. Starting Feb 17th
  1. March 11th 4-6PM
  1. Four Directions Cuisine – Andrea Murdoch
  1. Speaker
  1. No Updates, just waiting on contract.
  1. Secretary/Historian
  1. Newsletter?
  1. Multimedia Coordinator
  1. None
  1. Assistant Student Outreach Coordinator 
  1. Please keep tabling 
  1. Assistant Speakers Coordinator
  1. Vacant 
  1. Chair
  1. Looking ahead
  1. Adjourn 
  1. 11:00