Term 2 Week 1 - Xmas Task Review, Merch, Website, Term Ahead, AGM

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

From before holidays:

How’d CS board games go?
- Alex: “went well”
- Finnbar: “salright” - Lea was happy with it. Fair number of people. Wasn’t much mixing between Tabletop and CS. Lea would be happy to run events in future. 🏃‍♂️ Finnbar: get voucher to Henry.
How’d the Christmas Tabletop events go?
- BGs happened a few times, one 40k game, just Jon and James playing x-wing. Quiet, but not unexpected.
How’d Oli’s Mystery RPG go?
- It was good! Ultra Cyber Gladiator Rumble - will put doc somewhere in case people want to run it. Ran for 5 people :)

From during holidays:

Spring Term Welcome events were submitted (everything in Week 1, inc. Intro RPGs)
- No new people at Wargames, no new people at Draft, maybe 1 or 2 new people at BGs? (We can reflect on this more after this week is done)
Merch orders happened (see next section)
What have people bought for their factions?
- Wargs: nothing bought, not immediately soon (did a big order in Week 8)
- Draft: planning to buy some stuff, update the land box 🏃‍♂️
- BGs: lots of board games, waiting for them to arrive (the delivery company lost the box, 🏃‍♂️ Alex needs to email Zatu to chase it up).
- CCGs: ideas for purchasing (Netrunner card organisation), new (proxied) precons for MtG 🏃‍♂️
- RPGs: Oli has a list (with he came up with with Sol), has offloaded that onto 🏃‍♂️ Lap to purchase
- LARP: 🏃‍♂️ looking for cupboard box (laundry basket or something, look at IKEA and let Ares know for their IKEA order), need someone to measure the cupboard dimensions at BGs atm

Coming up:

How are the RPG sign ups looking?
- Alien still has 4 spaces!
- FAB rooms all have keycard access oh no (🏃‍♂️ Oli will check this out)
- 🏃‍♂️ Anakin will send an email to central timetabling asking about the rooms and keycard access
- 🏃‍♂️ Oli: bug people who haven’t signed up to individual events (@ RPGs ping, make an announcement in the main server)

🕐 1. Merch Update (Ike)

Merch breakdown:

13 Hoodies bought
- Hoodies are in the process of getting ordered - waiting on a proof from bananamoon before placing the order. Should be easy as it is a repeat of a previously fine order.
22 Gender Cube stickers bought
- Ordered and received! (will be taken in after this meeting)
4 soc logo stickers bought
- Ordered this afternoon
10 exec name, 11 exec role, 23 pride badges bought
- 🏃‍♂️ Ares will sort out the designs tonight
3 3D logos bought
- 🏃‍♂️ Finnbar will be contacting Alex with the PW order numbers tonight

Other bits:

Spreadsheet to check off purchases has been made now
Stickers and badges are finalised with all customisation filled in
Need to sell the leftover stickers and decide a price for them
- 🏃‍♂️ Ike: will need to put up some more SU order pages, for specific quantities that we have left

🕑 2. Website and Web Admin Changes (Finnbar)

Website was updated over the holidays:
- New front page
- New tutorial pop-up
- A couple of helpful tools for future Web Admins (deadname removal is much easier now)
- A new newsletter editor to improve experience for the Co-Op Officer
Generally tried to make the role more electable, because electing someone that is able to work on every bit of our technology is likely impossible.
- Wrote a huge new reference document, How To Website Really Good, which explains every website task I’ve had to do with screenshots and without having to update code. (i.e. reduced need for a future Web Admin to know Python to near-zero)
- Wrote a new motion to shift the focus of the Web Admin from “you must improve the website” to “you should have general technical skills and can delegate where necessary”, also renaming it to Tech Officer and making it better reflect what the role actually entails.
If nobody runs for Web Admin after all of this I will scream, please let me sleep

🕒 3. Term Ahead

Rundown of special events:

Week 1: Intro one-shots (Saturday), Lazer Quest UWCS (Sun)
Week 2:
Week 3: BGs Weekend
Week 4:
Week 5: Game Design Collab (weekend)?
Week 6: Fantasy Sci-Fi Collab
Week 7: LARP murder mystery (Friday evening)
Week 8: AGM (Wednesday)
Week 9: Quiz (Friday), TT Weekend (weird times)
Week 10:

Tournaments:

Modern tournament (weekend or 4? weeks)
X-wing or 40k tournament (depending on how many interested, league or weekend)
Blood bowl???????
Sniper LARP??
🏃‍♂️ Up to reps to organise the above events

🕓 4. AGM and Exec Roles

AGM is on Wed Week 8, B2.02, 7-9pm (to fit around the weird room bookings
In the run-up to the AGM, roles should be advertised in the newsletter (see last year’s newsletters for examples)
- Hannah should be contacting you for a few sentences on your experience in your role and why it’s gud 🏃‍♂️ you can preemptively write these if you wish
Recap and update of the roles is pictured below:

Exec Role Update

The handover document is in progress - 🏃‍♂️ please check the #handover channel for the list of things that need to be updated/who needs to update them.
- Sooner rather than later, please, we want to be able to put it in a newsletter leading up to the AGM so that potential candidates can read about their roles.
Motions:
- Web Admin/Tech Officer motion (see Finnbar’s section)
- Roll the 2 LARP execs into 1? (perhaps have an assistant instead of an elected quartermaster) 🏃‍♂️ Nathan write motion
Voting will be online, meeting will be in-person (covid-permitting, if not it will be moved entirely online), live streaming considered but will probably not happen

🕔 5. AOB

LARP attendance (Nathan)

Run some test LARP sessions on Wednesday rather than Sunday
Additional session or swap the day? 🏃‍♂️ Need to consult with James and decide
Consider: board games room bookings are fucky
Run a slightly shorter session (2-5pm?)
To be done for the latter half of term to see whether it is Sunday that’s a bad day for LARP (an experiment)

Potential collab with pole and aerial arts

Please discuss it in exec server
🏃‍♂️ Make a discuss called collabs in exec server

Wargames inventory

Reylynn put some stuff in chat for Jon to update 🏃‍♂️

🏃‍♀️ 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 (also for TT radio please)
Auction clean-up:
1. Alex: sell Warhammer Quest
Term 2 Collabs:
1. Game Design - Anakin and Alex: message Spy to confirm the rooms, get on with the actual organisation of event content
2. UWCS Lazer Quest - Hannah: put up FB event
3. Fantasy/Sci-Fi Event - Anakin: finalise the event/date, book thing
4. Overall (Anakin): make sure dates/room bookings/venue bookings are confirmed ASAP, pass info on to Finnbar for website special events box and get details of ads needed to Ares
5. Ares: make a #collabs channel in exec server
LARP murder mystery (Nathan/James):
1. Cancel the Week 9 booking
2. Do enough planning that you can give us an update next exec meeting
LARP stuff (Nathan/James):
1. Get the Google Form for LARP feedback done (why/why aren’t people doing LARP)
2. Sniper LARP
3. Decide what’s happening with testing out LARP Wednesdays later this term
RPG books (Oli):
1. Put the ones that are being kept onto the website RPG inventory (list in the drive somewhere)
2. Decide how to get rid of the unwanted ones (auction, ebay/FB etc)
3. Move the ones in the living room to Tabletop storage (plan for BGs weekend?)
Buying new equipment:
1. Henry (Draft): update the land box
2. Alex (BGs): email Zatu to chase up the lost board games order
3. Scarlett (CCGs): sort out Netrunner organisation bits and proxied MTG precons/decks
4. Lap (RPGs): purchase Oli’s list
5. Nathan (LARP): look for cupboard box, let Ares know if you want in on IKEA
RPG one-shots:
1. Anakin: send an email to central timetabling asking about the rooms and keycard access
2. Oli: bug people who haven’t signed up to individual events (@ RPGs ping, make an announcement in the main server)
Merch:
1. Ike: put up some more SU order pages for leftover stickers for the specific quantities that we have left
2. Ares: sort out the badge designs
3. Finnbar: contact Alex with the PW item numbers
Scarlett, Jon: organise tournaments (at least sort dates)
AGM-related:
1. Everyone: #handover channel has a list of what needs to be done. Do it in the next week if possible, reply to message to let Ares know when you have. Ares will then check through it all for any mistakes, so it can then be published in the newsletter
2. Everyone: be prepared to write (you can do this preemptively) a bit about your role for the newsletter
3. Jon, Henry, Nathan/James: prod for candidates for your roles
4. Nathan/James: discuss and write motion for changing the exec structure of LARP
5. Jon: update Wargames inventory on the website

➡ Next Meeting

When: Week 3

Quiz
BGs weekend allocations - Focusing: Alex
Collab update (brief) - Focusing: Anakin
Merch update (brief) - Focusing: Ike
Murder Mystery update (brief) - Focusing: Nathan/James
Spring Term Welcome feedback if it’s a thing (brief)