Term 2 Week 7 - AGM, Quiz Reminder, Collabs, TT Weekend, LARP

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

Socs Festival
- Nothing yet on the schedule (will update when I know more)
- Saturday Week 9 (12th March)
- Alex should be okay to run it, Scarlett should be around, Ben?
Locks on wargames cupboard
- Estates fit the latch on! Yay
- We need to get the locks, Jon will buy them tomorrow, Lewis will pick them up, delightful
Big Board Game purchase got voted on, just closed
- Winner was Twilight Imperium 4th Edition (£115 on Zatu, will shop around)
- Hasn’t been able to get the money into the actual account yet (weirdness with bank accounts), should be done by Monday?
- Resolution: just buy Twilight Imperium then donate the actual cash to the SU
Polling for when the Wargames painting will be
- In the past it’s been the last weekend of the break

🕐 1. AGM

See powerpoint for table summary of who's running for what
Please for the love of god write your manifestos and post them
Order of preference needed for those running for multiple roles - send to Finnbar for their web admin shenanigans
Motions
- Web Admin/Tech Officer one - sorted
- Facebook one - sorted
- Are there any other (non-constitution changing) ones that need to go up between now and the AGM?
Last call for mascots (nominate them)
- Bracket slides in the AGM PP
- Will ask for summaries for mascots over the weekend
Final long announcement sent out/emailed (Finnbar will send the email now)
There will be an @everyone on the morning of (inc. a react poll to see how many people are turning up)
- Results of the test votes will be announced as well
Board Games: shove a warning slide up so that people are aware they will need to move at around 7pm
Powerpoint to be made and sent round for checks (🏃‍♂️ Ares)

🕑 2. Quiz Reminder

Week 9 Friday, 6-9pm, OC1.06
Ares + Finnbar hosting

Round rules (because last time was chaos):

Your round must be easily scorable out of 10 (no silly decimals)
No bonus points
Your round must take no longer than 15 mins (+5 mins answers)!!! to run
Nothing that involves paragraphs of text
Must be made on Google Slides (and check that it works properly)
Must have question slides, then a break slide, then answer slides
You must seriously think about how difficult your questions are, especially for someone with no knowledge of the subject (multiple choice is your friend)
(These rules do not apply to the bonus round)

Round Ideas:

Ares [🐸]
Finnbar [Zelda recipes]
Lewis [Characters described “optimistically”]
Lils [Queer gaymes]
Amelie [Nigel]
Reylynn [Weird Warhammer]
Bonus: Fern [Chaos]

GET YOUR ROUNDS TO ARES BY THE END OF WEDNESDAY WEEK 9 AT THE LATEST (9TH MARCH)
Advertisement in the newsletter (🏃‍♂️ Ares and Fern)

🕒 3. Collabs

Turnout at recent collabs has been low from our side
- Game Design only had one Tabletop person (Finnbar) during the jam, and three more during the playtesting
- Lazer Quest: 3 inc. Anakin
- Escape Room with Fantasy only had two Tabletop people (Anakin, Scarlett)
Theories about this:
- It’s possible that Tabletop members are just naturally busy - usually doing a few of our events a week. This is particularly true of those which are most likely to see our advertising (active members on Discord).
- Travelling down for an event at the weekend is effort which could have dissuaded some for Game Design.
- Advertising for Game Design was done ~2 weeks in advance, Escape Room was ~1 week in advance as details weren’t ironed out quickly enough.
  - Is this early enough?
  - Are there other ways we can get people engaged with these events? (Conversations about getting groups together in #general?)
- People miss the newsletter if they’re not active on Facebook nor Discord (causing them to miss advertising entirely). May want to investigate readership of the newsletter somehow.
- There was discussion of making the newsletter opt-out, but this was decided against because people might not like being signed up to emails. A website fix in progress to make sure people are even more aware of the newsletter when they sign up though. (Another possible fix: link to newest newsletter in sidebar.)
A few action points mentioned in #collabs:
- Game Design in particular: run shorter jams (two days are not needed) during an afternoon in the week (so people will already be on campus). Game Design suggested Wednesday afternoon, then bring the games straight to BGs afterwards.
- Survey (brought up by Scarlett) asking about collabs - did people see the events? Were they interested? Why did(n’t) they go?
  - 🏃‍♂️ Scarlett will be taking point on writing this survey up over the weekend (Anakin can help)
- Any other website/newsletter things? (Likely jobs for next Web Admin / Co-Op now.)
- Announce at actual events loudly (promo slides too)

🕓 4. Tabletop Weekend

Shifts:
- Socs Fair during the day: Alex
- 7pm(????) set-up: Alex
- Evening until sometime:
- Overnight:
- Sunday rescue (~6am): Jon (depends when AJ departs)
- Sunday daytime:
- Sunday pack up:
Events happening during the weekend:
- Twilight Imperium???
- Auction (RPG books) - need to talk to Oli about that, about timing and book-selling logistics
- Command Fest (overnight Saturday)? Henry and Ares
- Netrunner thing - UnSet
- Alex will put out a call for events for the weekend
Advertisement in Newsletter (🏃‍♂️ Ares + Fern)

🕔 LARP not weekly?

Idea: make LARP fortnightly or every 3 weeks? Rather than weekly
- Each event can be hyped up more
- Bigger adventures
- Less pressure on LARP reps to prep something every week
- Less niche events, easier to invite people from other societies to join in
Need to talk to Matthew about this as the potential new LARP rep
Decide when to trial it
- Week 1, 3, 5, 7, 9 (?)

🏃‍♀️ Action Points

Stuff that needs to happen by the Week 9 meeting:

Ares: chase up Socs Festival/keep an eye on news
Jon/Lewis: sorts wargs cupboard locks
Alex: buy Twilight Imperium
1. Work out how to donate the rest of the money
Jon/Lewis: sort stuff for painting weekend (date + purchases)
Ares: AGM powerpoint
1. Ike, Alvis, Lap, anyone else: sort out your nominations
Finnbar, Lewis, Lils, Amelie, Reylynn, Fern: get quiz rounds to Ares by the end of Week 9 Wednesday
1. Ares/Fern: advertise quiz in newsletter
Scarlett: write up collabs survey
1. Fern: advertise it
Ares/Fern: advertisement for Tabletop Weekend
1. Anyone running a big game: try and get it up by the end of Week 8 Sunday so Fern can advertise it in the newsletter

Further future stuff (for after Week 9/over the holiday):

James/Nathan/new LARP rep(s): set dates for Sniper LARP and/or Murder Mystery in Term 3 and continue prep for these
1. Also discuss with new LARP rep whether to make LARP fortnightly in Term 3
Jon/Lewis/new wargs rep: Warhammer renovation decisions after painting stuff sorted

➡ Next Meeting

When: Week 9 (2 hour handover special)

Handover business
1. Electing assistant reps
2. Handover pack
3. Inviting to exec server (should happen prior)
4. Demo of Google Drive
5. Showing where Room Bookings are
6. Instructing people to make sure they talk to each other about handover
7. Handover meal??? I’ll think about this more
8. Tabletop Weekend duties
Come to quiz
Holiday duties?