Beauty of Cloud 2.0 - Committee Heads Meeting Minutes

Description

Meeting Minutes Date: 11 September 2026 Time: 8:30 PM – 9:30 PM Chairperson: Rusira Sandul Secretary: Chethana Perera Attendance Rusira Sandul Chethana Perera Nethmi Tharushika Dinithi Liyanage Chandupa Alagiyawanna Nisal Sanjaya Roshen Adithya Senidu Ravihara Yesith Sri Hansana Shanki Tharusha Discussion Points & Key Decisions 1. Committee Structure Update The two previously appointed Co-Heads were removed from their positions. Their responsibilities will be handled through the Executive Committee. IR activities including finance, fundraising, partnerships, and external coordination were discussed. 2. Submission Update 16 submissions have been received. 10 teams will be shortlisted following the evaluation. The Executive Committee requested Senidu, Programming Head , to complete the evaluation by 14th September . 3. Final Evaluation & Judges 2–3 judges will be selected for the final pitching. Lecturers from the Faculties of Engineering, Computing, and Applied Sciences will be considered. Committee members will contact Mr. Harsha regarding judging. Tokens of Appreciation will be prepared for the judges. 4. Final Event The final event will be held on 10th October 2026 . A suitable hall will be identified and booked. 5. Winner Announcement & Promotion Winners will be announced on 20th September 2026 . A promotional video featuring the winning teams will be created. Teams will be contacted regarding their participation, with a template and thumbnail provided. 6. Marketing & Design The flyer will be shared with Nisal, Design Head . Sachith, Marketing Head , will coordinate promotional activities. A timeline for the remaining activities will be prepared. 7. Industry Relations & Fundraising The IR team will coordinate fundraising, partnerships, and external communication . The possibility of printing and selling bookmarks was discussed. A movie screening was proposed, subject to approval. Action Items Complete the evaluation and shortlist 10 teams. Confirm judges and lecturers for the final pitching. Prepare Tokens of Appreciation. Book the venue for 10th October. Coordinate the winner promotional video. Finalize the flyer and project timeline. Continue fundraising and partnership activities. Obtain approval for the bookmark initiative and movie screening. Meeting Adjourned. Minutes Prepared by: Chethana Perera Secretary, IEEE CS Student Branch Chapter