Term 3 Week 0 Exec Meeting Minutes

You can view the meeting minutes on Google Slides here.

This meeting was conducted on 21/04/2022 at 12-1pm over Discord.

These minutes were published on 07/05/2022.

Introduction

Exec Present: (OG = Outgoing exec from 2021-22) * Adam * Alonso * Lils * Ben * Edward * Lap * Lewis * Matthew * Scarlett * Liam * Nathan * Sophie * Jon * Fern * Oli (OG) * Tobias * Ares (OG) * Finnbar (OG)

Non-Exec Present * AJ * Amelie

Exec Absent * Ike (OG,, apologies) * Alex (OG, apologies) * Alvis (apologies)

Orders of Business

Action Point Recap Reminders/Updates

1. COVID Policy
2. Murder Mystery
3. Welcome Week
4. Tabletop Radio
5. Eurovision (+ other collabs)

Action Points Next Meeting

Content

Action Point Recap

Action Points are here as an image because there was a lot - they're also in the linked slides.

Reminders/Updates

A new channel was set up on the Exec discord for a general overview of what needs to be done for large-scale events (e.g. the Megagame, Tabletop Radio, Murder Mystery) and for smaller progress updates. The handover doc was sent off! (Note - As of publishing these minutes, we haven't heard back - apparently the team only started processing a week ago and is presently very understaffed due to illness.) A reminder to the exec who's roles need them to get Facebook accounts.

COVID Policy

In light of the Uni's decision to end free COVID testing, mandating that people get lateral flow tests before attending our events was deemed a barrier to accessibility - the requirement has been shifted to a request if feasible. Other elements of the policy (mask wearing, request that people who are symptomatic or ill stay home, sanitising hands, and the QR codes + informing exec if you test positive) have not been changed. This was to be announced in the newsletter, Discord, and Facebook (as of these minutes it has been.)

Murder Mystery

A general check in on the state of things - working out if we have a date (no, because waiting on exam timetables to know when works to run it), a room (no, because no date), and what still needs doing prep-wise (5 more roles need writing, existing roles need fleshing out, server and questionnaire for assigning roles needs setting up). There was also a quick outline of how non-LARP exec could help (by helping write/proofread roles, or NPCing on the day.) Finally, the suggestion of advertising to Mafiasoc was floated, as was pushing it to term 1 (or running a similar low player commitment LARP event then)

Welcome Week

A quick check in of what events needed doing - rewriting existing events, making sure we ask for rooms, and going over event-specific changes (such as running LARP on Sunday and Friday in welcome week so people aren't necessarily hungover or otherwise tired from Friday partying), as well as a general Welcome To The Soc event. There was also interest from Lea in CS about running a collab Board Games event with the department as we had over Christmas - consensus was to say "We're interested, but are waaaaaay too busy to do welcome week - could week 1 work?"

Tabletop Radio

A quick call for segment organisers to gauge interest within the exec, got Mao (Lewis), Karaoke TED Talks (Fern), Chess but donations during the stream add rules (Matthew), RPG suggestions from a few people (Ben, Lils), then committing to making a server for the Radio over the weekend, and a survey asking for segment suggestions.

Eurovision

A brief outline of what needed to be done for this collab to happen: * Check interest from Compsoc * Book a room (with a note that it's until Midnight) * Check the date to be 100% sure * Make a Bingo card it is a personal failing of mine that this wasn't mentioned in the meeting.

Action Points

1. Update and announce COVID policy - Fern/Lewis and Lils
2. Sort Murder Mystery internal stuff - clean up and finish roles - Nathan and Matthew - others to help.
3. Get Welcome Week events up - Event reps + Fern for post-RPGs varsity social
4. Segment organisers get planning, Fern get server up, Fern + Lils draft recruitment post for segment runners
5. Book Rooms for Eurovision (B2.02, 14th May, before 8 to midnight)
6. Sort planned purchases for factions - Event reps

Next Meeting

Week 2 * Big Event Updates (Fern) * Going over what promo needs doing (Lils, Ed, Fern)