2019/20 Term 1 Week 8 Exec Meeting Minutes

22 Nov 2019

Posted by Finnbar ( Avatar for finnbar finnbar )

You should come to the quiz! And tabletop weekend! Let's see if that message is obsolete by the time I've finished these minutes. Whoops it's already obsolete looks like I'm busy huh.

You can view the full PowerPoint meeting minutes on https://docs.google.com/presentation/d/1ojEfh4p2iXlpdrlfoPo4cFdHvlUATH_Uxue_DWnGY9Q/edit?usp=sharing

This meeting was conducted on 22/11/19 at 1400-1500 in R0.03

Published nearly two weeks later..........


Exec Present

Finnbar (Secretary) Callum (President) Benjamin (Treasurer) Jakub (LARP) Josh (Boardgames) Jon Cheah (Wargames) Jon Bell (RPGs) Luke (Comms) Anakin (Assistant RPG) Ellie (CCGs)

Exec Absent (all with apologies)

Ares (Draft, Graphic Design) Thomas (Web Admin) Tim (Quartermaster)

Orders of Business

  1. Tabletop Weekend
  2. Quiz
  3. Christmas
  4. Newsletter Survey
  5. Big RPGs


Reminders and Updates

This section was basically "that's what we're going to discuss" so there's nothing of worth to mention here.

1. Tabletop Weekend

It’s the weekend of week nine! We’re in B2.02 the whole time, but we need volunteers at usual to be around. Fortunately people did volunteer, as follows:

  • Saturday set up: Jakub and Finnbar
  • Saturday during the day: Jon Cheah
  • Saturday/Sunday overnight: Anakin
  • Sunday morning 6am rescue: Callum, probably Finnbar [After meeting note: this kind of worked, but also Anakin couldn't go home until 8:30 anyway because Sunday buses are bad.]
  • Sunday during the day: Thomas, Josh
  • Sunday pack up: Benjamin, Josh

2. Quiz

Quiz is Friday week 9! (Insert factorial joke here.) Points:

  • If you're writing a round, send it to me by Wednesday 6pm. Exactly ten points please. [After meeting note: in future I'll make this earlier so I have time to properly check over the rounds. This quiz was a bit of a shambles organisation-wise, and not to be too rude but I wouldn't have let the Magic round in if I'd had more time to check it because it was impossible unless you played Magic.]
  • We need to buy prizes still. [After meeting note: Callum sorted this immediately.]
  • Thomas and I will be running the quiz, collecting money and all that.
  • Facebook event needs to be made urgently.

We also had the issue that Ares is in Chile so might not be able to make the relevant graphics. An alternative was formed within exec:

Word art “our graphic design officer is in chile” “quiz 6-8pm” “tickets one hundred (100 emoji) and 50 pence” “pub afterwards??”

Fortunately this monstrosity was not needed as Ares was prepared.

3. Christmas

We need a new Holiday Officer! Jon Cheah is going to essentially act as this and run events on the 9th and 30th. Someone needs to run it on the 16th - we'll contact Lawful Tim. The event will be run like in the summer, so a merged event on Mondays. Rooms are being investigated!

3.5 Selling Wargs Stuff

We're suddenly going to have an influx of Wargs stuff as James SF leaves the uni and has to abandon his office. The cupboard is currently full so we need to remove some stuff before then. There are some huge never-used Warhammer armies in the cupboards that could be worth a bunch so we're going to try and sell it. Jon is going to talk to Nigel about selling it, but we'll try and sell it to Wargs members first. We'll use the money to buy more beginner-friendly Kill Team armies, as they're small and easy to wear easy to teach.

4. Newsletter Survey

Luke wants to find out how many people read the newsletter. We're gonna do a survey! It won't be just in the newsletter - it'll be on Discord, Facebook etc. [After meeting "Finnbar is in a really bad mood today" note: if Luke ever writes this survey, that is.]

What are we putting in it?

  • What do people want in the newsletter?
  • How frequently?
  • How do you want to receive it?

This will hopefully be out for week 10.

5. Big RPGs Money

Currently we can run Big RPGs without charging anything - we're getting the materials for free. That being said, we could buy snacks:

  • While we're technically not allowed to consume in CTT rooms, there is a specific account for Event Food in the society budget.
  • We could just do an order rather than throwing in something that people might not want.
  • Could tie it in with buying DM screens for the society (that would also be very useful for the event), as well as a custom map.

Team Big RPG has been told to budget and consider a good ticket price. £2/£4 is likely sensible. They also need to write up something for the newsletter.

Next Meeting

Uhhh, not a lot. We'll just have an end of term retrospective and look at next term (including murder mystery).