Term 3 Week 11 - EGM, Tabletop Radio Stretch Goals, Merch, and Holiday Bizniz

The action point review is given as an image below (right click -> view image to see in full), as there is quite a lot to it (you can also see them on the linked powerpoint): Action Points

💭 Reminders/Updates

Expanding on action points from last meeting:

Handover pack: Ares submitted it, but it got sent back to me with a request for more info on the Risk Assessment 🏃‍♂️ will chase that up after this meeting to check whether James/Nathan have done the updates
EGM will be discussed in the next section

Other reminders/updates:

Tabletop Radio happened!!! We raised so much money!!!!! Have a topic later on for discussing the stretch goals
We acquired a large amount of RPG books from an ex-Society member, currently in Finnbar/Ares' living room 🏃‍♂️ we will make a comprehensive list of all the books that we’ve been given and announce this to the society.

🕐 1. EGM

Wednesday 21st July, 7-9pm. PLEASE TURN UP!
Forum post with all the details
Discord announce done, announced in newsletter 🏃‍♂️ needs a Facebook event (Ares)
2 posts need to be made on the forum:
- CCGs renaming motion, deadline is a week before the EGM happens 🏃‍♂️ Scarlett
- Discord moderation document motion, deadline is 24 hours before the EGM happens but realistically a bit sooner than that 🏃‍♂️ Finnbar (the moderation document will be sent round to exec for proofing as soon as the first pass is finished)
If you’re not a member and want to vote, please get membership before 7pm THIS WEDNESDAY!

🕑 2. Tabletop Radio stretchies

We have a bonus donation incentive finish-up stream (kazoos, acapella, artist assignments) THIS TUESDAY EVENING (7-10pm)
- Has been advertised on Discord and in newsletter
- Needs a Facebook event 🏃‍♂️ Ares
- Finnbar will host, Anakin and Jamie will be singing, there’s an order of service to be ignored
Other streams/activities that we need to do: 🏃‍♂️ Ares will set up channels in the Tabletop Radio server for each stretch goal
- Adventuring with Pride (one-shot, 4 hours?)
  - Finnbar needs to contact Alex and arrange a date/time (organise after Tues eve, 17th/18th Jul?)
  - Then we need to put up a website event to find players.
  - Someone needs to be responsible for stream tech support.
- Anime Intro (1 stream, then video filming)
  - Are we streaming the script writing? Yes. Need to set a date/time for this stream over the summer, filming will probably happen later on or in the Autumn when people are around on campus
  - Who’s getting involved? -> Alex, Oli (anime consultant), Anakin, Henry, Lawful Tim, Lap, Finnbar (kazooing), Sol (editing), Alex 2 (singing)
  - Someone needs to take charge of being the overall organiser for this -> Scarlett
- Monsters on a Cruise Ship (5 consecutive weeks)
  - Need to set dates/times (w/b 19th, probably running on Sat or Sun)
  - Need to find players (website event)
- Finishing the Tabletop Radio Board Game
  - This’ll be an in-person meet-up in Autumn (towards end of holiday or Term 1, Sol is free on weekends)
  - Will it be streamed? Probably??
- 1-page RPG design
  - Will the design session be streamed or just done in free time? Definitely streamed. Weekend or evening in August.
  - Who wants to design it? Ares will happily pretty it up and do art for it -> Finnbar, Sol, Hannah, Lewis
- Hardest difficulty Ring Fit exercise-along -> delay until Term 1 when we’re all together in-person
  - Ares leading it, but who wants to exercise-along?
  - Will need to buy equipment (rings and a capture-card) and work this one out. Probably towards the end of the holiday, realistically.

🕒 3. Merch

We probably want to put everything up for release at the same time, so that people can order everything in one go 🏃‍♂️ Ares
- What kind of date should we aim for? Bearing in mind that we want everything to arrive by the start of Term 1
- Orders up during August, close by start of September and have September to get the goods
Merch suggested so far:
- Hoodies (definite, for both members and exec)
- Banakin Calendar (??????)
- Pronoun/Exec Role badges (definite)
- Society Flag (???? probably?)
- Stickers
Business cards and a new banner (for Welcome Week)
- Last-minute decisions, depending on whether we’ll actually be in-person

🧥 3a. Hoodies

Down to Ike as Treasurer
Need to discuss whether we want to look into a new supplier - Bananamoon has a 15 char limit now
- 🏃‍♂️ Ike: research a couple of alternative suppliers and then we can have a discussion about which one to go with
- Need to make sure that the suppliers do the stuff we’ve had on hoodies previously: colour options; embroidery on the front; screen-printing on the back; minimum order requirement?? (find out how many exec/members want a hoodie)

📅 3b. Banakin Calendar

Anakin is responsible for this one
- 🏃‍♂️ Anakin: look up calendar suppliers, see how much it’ll cost, what the minimum order is -> determine whether it’s feasible
- Maybe poll the membership to see how many people would buy one

📛 3c. Pronoun/Exec Badges

Need to contact Alex and make sure Pocket Workshop are okay doing these for us, and at what price (considering my printer might not be up to it this time, will need to check) 🏃‍♂️ Finnbar will poke Alex and double-check the price
🏃‍♂️ Ares to do a slight redesign of the pronoun badges, probably
- More pronoun options
- More flag options
- Remove our logo so they’re more generic?
This time, we’ll do customisation through a Google Form or similar, so that I don’t have another fight with the lady who sets the merch up on the SU site

⛳ 3d. Society Flag

3ft x 5ft is the standard pride flag size = 91.44 cm x 152.40 cm

Instantprint do PVC banners https://www.instantprint.co.uk/largeformat/pvc-banners but that’s probably not what we’re looking for
- 150x100 = £35
- 200x100 = £37
https://www.flags.co.uk/custom-landscape-flags/
- 200x120 = £72 + VAT
- 160x100 = £48 + VAT
https://www.onlineprinters.co.uk/p/flags-custom-size-free-format
- 152x92 = £33.71
So we’re looking at somewhere between £30-80ish 🏃‍♂️ Ike will have a look at the budget
Anyone got any design ideas? Logo plus the repeating background?

🟣 3e. Stickers

I want holographic Gender Cube stickers… Do we want logo stickers too?
https://www.stickermule.com/uk
- 50x 75x75mm = £63
https://www.stickerninja.com/ (US based I think, currently closed)

🕓 4. Other Holiday Bizniz

Welcome Week
- Spreadsheet of our timetable thus far is in the drive
- Everyone running an event needs to keep an eye on their emails for updates to the Welcome Week calendar
- Provisional calendar 1st draft release date is … ?
- We love Jenny
Slight website redesign 🏃‍♂️ If anyone has any website improvement suggestions, send them to Finnbar (and put stuff on the GitHub too)

🏃‍♀️ Action Points

Ares: send in final handover pack
Ares/Finnbar: make a list of the RPG acquisitions and announce this to the soc
Ares: make a Facebook event for EGM
1. Scarlett: write the CCGs motion
2. Finnbar: write the moderation motion
Ares: make a Facebook event for the Tabletop Radio stretch stream
1. Ares: make a channel for each stretchie in the Radio Discord
Ares: put together a merch survey and send it to the membership
1. Ike: sort out hoodie orders
2. Anakin: calendar suppliers? (poll membership)
3. Finnbar: check pricing of badges with Alex
4. Ares: badge design update for pride badges
5. Ike: look at the budget (this is re. buying a soc flag but also in general)
6. Ares: gender cube/logo stickers need to be polled
7. Ares: design flag!
James/Nathan: plan out LARP character creation event
Anakin: lazer quest????

➡ Next Meeting

When: sometime towards the end of the summer, before Welcome Week happens

Welcome Week and the term ahead. Focusing: everyone running events.