Term 1 Week 10 - Website, Soc Collabs, Christmas Tasks

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

Room bookings happened
- Opened for both Term 2 and 3 without warning, so we booked both
- Tabletop Weekend at the end of Term 2 got royally fucked by open days so it'll be from 7pm Saturday
  - 🏃‍♂️ Alex: could email the chemistry dept (their secretary) and see whether they actually need B2.04/5 ?
- Tabletop Extrav end of Term 3 is Sun Mon Tues because open days again (don’t do board games on the Wednesday?)
- 🏃‍♂️ Alex: Need to contact community safety about all the overnight stays
- 🏃‍♂️ Everyone who booked: remember to green your Term 3 confirmations as they come through
- 🏃‍♂️ Finnbar: you can put the timetables into the website
We got grant money! £851 woah
- 🏃‍♂️ Ike: update the budget spreadsheet and allocate people money so they can buy equipment over the holidays
- We’re probably not going to get a budget breakdown this year because of lack of SU staff
Holiday schedule??
- Mondays except the week of Christmas?
- 🏃‍♂️ Needs publishing on the website, Discord, and Facebook (Hannah)
Auction made £52.15 (everything except Warhammer quest got sold) - money goes to board games
- 🏃‍♂️ Alex: sell Warhammer quest over the holiday
- 🏃‍♂️ Leftover books: Oxfam bookshop in Coventry (Anakin)
Oli is running the Mystery RPG this Saturday and is currently writing up the announcement!
- Initially opening for 8 players, up to 10.
Board games in CS this week
- Finnbar is meeting with Lea in a short while today to sort final things out
- The room is in use between 1 and 2 so we can either get the bgs out at 1 and look after them for a while, or rush them out at 2.

🕐 1. Website Requests (Finnbar)

Anna did this at the end of each term where she said “what do you want the website to do” so here we go
- Tell Finnbar if you want anything
- If you have a GitHub account, log an issue on the page
Small website changes and tablebot went up this term
Plans so far:
- Tutorial pop up when you’ve created an account
- Redo the front page
- About us (50 words), announcements, big navigation buttons (to main pages and social media), maybe some nice photos
- About page needs a button in the navigation menu
🏃‍♂️ Finnbar: make some website things happen

🕑 2. Collabs with other Socs (Anakin)

Game Design Collab
- Game jam with design talks (maybe), theme on Sat (or ignore it), make games, testing period at the end of Sun (+ dinner?)
- Term 2, week 5 weekend provisionally (Spy to check w game design)
- Anakin can do the coordination and Alex can help
- Spy can book rooms
- 🏃‍♂️ Anakin and Alex: coordinate with Spy to get this event in the works
UWCS Lazer Quest
- Term 2 sometime
- LANs week 2 and 7, tt weekend weeks 3 and 9, gj week 5, murder mystery week 7
- So could be week 1, 4, 6, 8 (week 1 sunday? Or week 4)
- 🏃‍♂️ Anakin: work on setting a date and getting it booked
Fantasy and Sci-Fi Soc
- Small soc
- Potential escape room booking?? There’s one in Cov
- Term 2
- Any other ideas for an event w them, let Anakin know
- 🏃‍♂️ Anakin: work on setting an event and a date

🕒 3. Christmas Tasks

What do we need to do to prep for next term?

AGM stuff (🏃‍♂️ everyone):
1. Update handover document! Please everyone check and do this by the end of Christmas break
2. Think about any motions you might want to put through
3. Think about what roles you want to run for and/or who you want to succeed you
RPG Intros 2 Electric Boogaloo?
1. 🏃‍♂️ Oli: put out an announcement by the end of this week asking for GMs (say that they can re-run stuff from Term 1) (resurrect the GMs channel on Discord).
LARP Murder Mystery? Week 6/7?
1. 🏃‍♂️ Nathan and James: set a date for this, make sure you have rooms for it, get the planning started
Other LARP stuff? 🏃‍♂️ Nathan and James
1. Google form for feedback
2. Make sure you buy stuff for the cupboard
Spending budget - 🏃‍♂️ all reps, decide what you want to spend money on and spend it!
RPG books in my living room
1. They need to be sorted out - what'll be kept, what'll be auctioned/sold
2. 🏃‍♂️ Oli and Finnbar - set a date and sort it (Week 11?)

🏃‍♀️ Action Points

Room Bookings related: 1. Alex: email chemistry dept. (their secretary) and see whether they need B2.04/5 for the Open Day that overlaps TT Weekend (T2 W9) 2. Alex: email community safety about the overnight stays for Weekends 3. Everyone who booked rooms: remember to green your confirmations as they come through 4. Finnbar: put timetables on website
Ike: update the budget spreadsheet and allocate people money so they can buy stuff over the holidays
1. Reps: buy stuff you need
Hannah: publish Holiday Schedule
Auction clean-up:
1. Alex: sell Warhammer Quest over the Holiday
2. Anakin: take leftover books to Cov Oxfam
Finnbar: make some website things happen
Term 2 Collabs:
1. Game Design - Anakin and Alex: coordinate with Spy to get this event in the works
2. UWCS Lazer Quest - Anakin: work on setting a date and getting it booked
3. Fantasy/Sci-Fi Event - Anakin: work on setting an event and a date
AGM stuff (EVERYONE):
1. Update handover document! Please everyone check and do this by the end of Christmas break
2. Think about any motions you might want to put through
3. Think about what roles you want to run for and/or who you want to succeed you
Oli: for RPG intros, put out an announcement by the end of this week asking for GMs (say that they can re-run stuff from Term 1) (resurrect the GMs channel on Discord)
Nathan and James: set a date for LARP Murder Mystery, make sure you have rooms for it, get the planning started
Other LARP stuff - Nathan and James:
1. Google form for feedback
2. Make sure you buy stuff for the cupboard
Oli and Finnbar: set a date and sort out the RPG books in the living room

➡ Next Meeting

When: Week 1 Next Term

AGM - Focusing: Ares
Website/Web Admin Role - Focusing: Finnbar
Merch - Focusing: Ike
Term Ahead (special events/collabs) - Focusing: Anakin