27/09/2026 - J'PuraXtreme 3.0 - Organizing Committee Meeting

Description

Meeting Minutes Date: 27th September 2026 Time: 8.30 p.m. – 9.30 p.m. Venue: Virtual (Google Meet) Chairperson: Rusira Sandul Secretary: Chethana Perera Attendance Executive Committee: Rusira Sandul Chethana Perera Dinithi Liyanage Chethiya Samaradiwakara Project Co Chairperson Vinal De Silva Roshen Adithya Organizing Committee Members Discussion Points & Key Decisions The meeting focused on the final preparations and event-day arrangements for J’PuraXtreme 3.0. 1. Final Organizing Committee Meeting It was decided to conduct the final OC meeting on 1st October 2026. Duties and responsibilities will be assigned to OC members, and the event-day plan will be discussed. 2. Event-Day Schedule – 3rd October 2026 OC members are expected to arrive at the Faculty of Engineering between 6.45 a.m. and 7.00 a.m. Team registration will commence at 8.00 a.m. and close at 8.45 a.m. The competition will officially commence at 9.15 a.m. Members were instructed to arrive on time and complete the necessary preparations before registration. 3. Participant Coordination OC members must confirm participant attendance before the event. Participants’ meal preferences should be collected and confirmed to facilitate food arrangements. 4. OC Identification and Event Boundaries All OC members must carry their OC identification tags throughout the event. The designated event boundaries will be clearly marked, and participants must remain within the permitted areas. 5. Event Agenda and Delegates’ Relaxation Area The event agenda and assigned responsibilities will be communicated to the relevant OC members. A designated relaxation area will be maintained for delegates throughout the event. Action Items Conduct the final OC meeting and assign duties on 1st October. Confirm participant attendance and meal preferences. Ensure timely arrival and proper preparation by OC members. Ensure OC identification tags are worn and event boundaries are maintained. Finalize the event agenda and prepare the delegates’ relaxation area. Adjournment: The meeting was adjourned at 9.30 p.m. Minutes Prepared by: Chethana Perera Secretary IEEE Computer Society Student Branch Chapter University of Sri Jayewardenepura