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

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

Handover pack is sorted, and we’re now all on the SU system again after membership refresh
The EGM happened and was a success! Both motions passed
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? 🏃‍♂️ need to schedule a date for this, planned to be in-person
5. Date for one-pager? 🏃‍♂️ needs rescheduling due to some unfortunate clashes
6. Scarlett is currently organising the anime intro
7. 🏃‍♂️ Ares will start organising the Ring Fit in the next few weeks (e.g. booking a room, finding sacrifices)
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

🕐 1. Welcome Week Schedule

I made a schedule! Let’s have a look at that now!
- 🏃‍♂️ put yourselves down on the schedule
🏃‍♂️ 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

🕑 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) - £21.80 + VAT → £26.16
- 🏃‍♂️ 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 🏃‍♂️ Anakin to organise when back from the field
- ~£4 per calendar for a stapled A4 calendar which opens out to A5 (or A5 which opens out to A4)
- Will look into ringbound
- 🏃‍♂️ 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? 🏃‍♂️
- 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 🏃‍♂️ Ares
Statuettes
- Need to ask Alex whether we can sort orders for these (need a price for those) 🏃‍♂️ Finnbar message Alex about smol ones and beeg ones
- Football-sized option??

🕒 3. Advertisement Materials

What do we need?
- Flag (got a design in mind)
  - https://www.flags.co.uk/custom-landscape-flags/
  - 100x160cm, eyelets → £48 + VAT = £57.60
- Business Cards
  - https://www.instantprint.co.uk/business-cards/premium
  - Silk, 350gsm, double-sided, no lamination, standard corners, value delivery → 250 for £11 or 500 for £13
  - Recycled, 350gsm, double-sided, standard corners, value delivery → 250 for £36.58 or 500 for £43.89
- Paper flyers to hand out
  - Will be printed using my free printing I hope (though the cave printer died 😰) → £0 (fingers crossed) (Finnbar might be able to print in DCS)
  - If we instead got them from instantprint, silk, 150gsm, double-sided, value delivery → 250 for £19 or 500 for £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 → £36
- Football-sized 3D printed logo…. 👀
- 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? 🏃‍♂️ Ike: set up budget spreadsheet

🕓 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
🏃‍♂️ Ares: make spreadsheet of what we need to book so that we can add to it as we book stuff

🏃‍♀️ Action Points

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
James/Nathan: schedule the character creation session for LARP so that it can be advertised at Welcome Week
Anakin: liaise with Josh about lasers
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
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
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
Ares: make a spreadsheet for room bookings

➡ Next Meeting

When: sometime after Welcome Week

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