Term 3 Week 21 (Summer Hol Meet) - Welcome Week, Merch, Advertisement, Rooms

13 Sep 2021

Posted by Ares ( Avatar for morrowkei morrowkei )

You can view the meeting minutes on Google Slides here.

This meeting was conducted on 13/09/2021 at 3-4pm over Discord.

These minutes were published on 31/10/2021 (snap on the last set)


Introduction


😊 Exec Present
  • Ares
  • Alex
  • Anakin
  • Finnbar
  • Hannah
  • Henry
  • Ike
  • James
  • Jon
  • Lap
  • Lewis
  • Nathan
  • Oli
  • Scarlett
πŸ₯° Non-Exec Present
  • Lils
  • Benji
  • AJ
  • Amelie
  • Artock
  • Ben
  • Alex
  • Blahaj Josh
πŸ˜” Exec Absent
  • None...? Wow
πŸ“‹ Orders of Business

Action Point Recap
Reminders/Updates

  1. Welcome Week Schedule
  2. Merch
  3. Advertisement Materials
  4. Merch
  5. Room Bookings

Action Points
Next Meeting


Content


πŸƒβ€β™€οΈ Action Point Recap

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


πŸ’­ Reminders/Updates
  1. Handover pack is sorted, and we’re now all on the SU system again after membership refresh
  2. The EGM happened and was a success! Both motions passed
  3. Tabletop Radio stretch goals are in full swing
    1. Bonus stream happened :)
    2. Adv w Pride happened :)
    3. Mocs just finished yesterday! Congrats Finnbar
    4. Date for finishing the Tabletop Radio board game? πŸƒβ€β™‚οΈ need to schedule a date for this, planned to be in-person
    5. Date for one-pager? πŸƒβ€β™‚οΈ needs rescheduling due to some unfortunate clashes
    6. Scarlett is currently organising the anime intro
    7. πŸƒβ€β™‚οΈ Ares will start organising the Ring Fit in the next few weeks (e.g. booking a room, finding sacrifices)
  4. We did a merch survey - the results are written up by me
    1. We’re now in the process of sorting merch out, this will be its own slide in a bit

πŸ• 1. Welcome Week Schedule
  • I made a schedule! Let’s have a look at that now!
    • πŸƒβ€β™‚οΈ put yourselves down on the schedule
  • πŸƒβ€β™‚οΈ Oli for RPGs:
    • Do a final call for DMs tomorrow
    • Finalise DMs this weekend
    • After this meeting today, put a call out in the chat for people to start writing their descriptions.
    • Monday: Oli publishes the main event, and gets everyone to publish their games

πŸ•‘ 2. Merch
  • Let’s go through the merch survey
  • Hoodies
    • 3 lines of 15 characters each
    • Need the cost ASAP (this needs to include the customisation, the embroidered logo, and the screen printed logo) - Β£21.80 + VAT β†’ Β£26.16
    • πŸƒβ€β™‚οΈ Need a google form set up for these
  • Calendars
    • Finding it hard to find school term calendars - will probably just have to go with 2022 calendars - push these back to later in term 1, need to be gotten to people by the end of term 1
    • Need to get everyone’s input on what the Society calendar will look like πŸƒβ€β™‚οΈ Anakin to organise when back from the field
    • ~Β£4 per calendar for a stapled A4 calendar which opens out to A5 (or A5 which opens out to A4)
    • Will look into ringbound
    • πŸƒβ€β™‚οΈ Anakin needs to keep the ball rolling on this so that they’re all done by the end of term 1
  • Badges
    • Finnbar: what is the cost per? πŸƒβ€β™‚οΈ
    • Pride/pronoun badge designs are sorted, and I’ve made a google form for them
    • Need to quickly put together a soc logo badge design
  • Stickers
    • Need to finalise designs and put an order in πŸƒβ€β™‚οΈ Ares
  • Statuettes
    • Need to ask Alex whether we can sort orders for these (need a price for those) πŸƒβ€β™‚οΈ Finnbar message Alex about smol ones and beeg ones
    • Football-sized option??

πŸ•’ 3. Advertisement Materials
  • What do we need?
    • Flag (got a design in mind)
      • https://www.flags.co.uk/custom-landscape-flags/
      • 100x160cm, eyelets β†’ Β£48 + VAT = Β£57.60
    • Business Cards
      • https://www.instantprint.co.uk/business-cards/premium
      • Silk, 350gsm, double-sided, no lamination, standard corners, value delivery β†’ 250 for Β£11 or 500 for Β£13
      • Recycled, 350gsm, double-sided, standard corners, value delivery β†’ 250 for Β£36.58 or 500 for Β£43.89
    • Paper flyers to hand out
      • Will be printed using my free printing I hope (though the cave printer died 😰) β†’ Β£0 (fingers crossed) (Finnbar might be able to print in DCS)
      • If we instead got them from instantprint, silk, 150gsm, double-sided, value delivery β†’ 250 for Β£19 or 500 for Β£22
      • Concluded not to get flyers to be more eco-friendly, and instead business cards will have a QR code that take you to a welcome week/society intro page instead (that would display the info we'd usually display on a flyer)
    • New Stand Banner
      • https://www.instantprint.co.uk/largeformat/rollerbanners β†’ Β£36
    • Football-sized 3D printed logo…. πŸ‘€
    • Anything else?? ... Don't think so
  • We need to look at the budget in relation to all these items - has a new budget spreadsheet been set up? πŸƒβ€β™‚οΈ Ike: set up budget spreadsheet

πŸ•“ 4. Room Bookings
  • Are only gonna be open for Term 1! Woo… They nominally open on 22nd Sep, probably at like 8am, maybe the day before, who tf knows
  • What big events do we need to schedule in?
    • Board Games and Tabletop Weekends - 3 and 9
    • Ring Fit stream (also book a room earlier for a test stream)
    • Quiz!! (Week 9 Friday)
    • Need to think about holiday events, depending on whether or not we can book rooms for them
  • Who’s going to be around to help out when it’s opened?
    • Wargs - Ares
    • Draft - Henry
    • BGs - Alex
    • CCGs - Scarlett
    • RPGs - Oli, Lap
    • LARP - James
    • Big Events - Ares
  • πŸƒβ€β™‚οΈ Ares: make spreadsheet of what we need to book so that we can add to it as we book stuff

πŸƒβ€β™€οΈ Action Points
  1. Tabletop Radio:
    1. Scarlett: finalise scheduling for the writing stream so that we can then advertise it
    2. Finnbar and Sol: schedule the board game and one pager stretch sessions
    3. Ares: organise the ring fit stream
  2. James/Nathan: schedule the character creation session for LARP so that it can be advertised at Welcome Week
  3. Anakin: liaise with Josh about lasers
  4. Oli’s RPG Intro bits:
    1. Do a final call for DMs tomorrow
    2. Finalise DMs this weekend
    3. After this meeting today, put a call out in the chat for people to start writing their descriptions.
    4. Monday 20th: Oli publishes the main event, and gets everyone to publish their games
  5. Merch
    1. Hoodies:
      1. Ares: set up a google form
      2. Ike: get final price
    2. Calendars:
      1. Anakin: keep the ball rolling on this so that they’re all done by the end of term 1. Poll exec for design ideas
    3. Badges:
      1. Finnbar: message Alex for price and printing process
      2. Ares: put together soc logo badge design
    4. Stickers:
      1. Ares: finalise design, put order in
    5. Statuettes:
      1. Finnbar: message Alex about smol ones and beeg ones
  6. Adv Materials
    1. Ares: create the graphics for each of these
    2. Ike: create budget spreadsheet so that we know how much money we have to spend
  7. Ares: make a spreadsheet for room bookings

➑ Next Meeting

When: sometime after Welcome Week

  1. Welcome Week recap. Focusing: all those who ran stuff
  2. Covid guidelines reminder. Focusing: those who run events in-person
  3. What do we need to do going forward?
  4. Formalising equipment lending and society collab/advertising guidelines. Focusing: Alex as BGs rep
  5. Merch. Focusing: Ike