Week -1 Exec Meeting

Bonus stream should hopefully happen this week/soon (editors note - it didn't). Welcome week is coming up - make sure you're ready for it. Please do post any official communications or announcements in exec for proofreading first, both to ensure we don't have to retract things and so all exec can be on the same page about stuff.

Welcome Week

We wanted to ensure a decent exec presence at all events so asked if any exec felt qualified to teach at an event they should try to be there, as well as asking regulars and sorting shifts for BGs, and sorting out a rough attendance list for each event as follows: Wargs - Adam, Liam, 4 non-exec (plus maybe hackervoice-ing Reylynn), get them to stress looking after the armies Scarlett can be around for anything (except LARP) as a backup, but not everything. Draft - Tobias, Lap, Adam Boardgames:

early - Matthew, Nathan, Lewis,
late - Lap, Scarlett,
all - Lils, Alvis, Fern, a bonus Tim (fern from half 3 ish)

CCGs:

Netrunner: Lewis, Fern, Tim
MtG: Lap, sophie, Marc-Philip, Scarlett.
YuGiOh: Mert, Sam

Intros - exec be there early (for 11:30ish prompt) - Varsitygoers meet in the FAB, get event runners to mention Larp - Fern, Matthew, Nathan, Ben can hold room - we have b2.03 not b2.02, so will check if b2.02's free for running stuff

Socs Fair

Socs fair was on the Wednesday of welcome week, so we needed to sort an overlap of attendees, as well as cross-referencing last year's list of things for the stall so we can ensure we have a range of attention-grabbing things.

Covid Policy

Given the changes to the university's policy, it was agreed that we could no longer mandate masks given the uni no longer provided them. However, we chose to continue to respect the risk of covid by strongly requesting them, and encouraging exec especially to lead by example on this front.

Finishing handover

This was simply a list of handover tasks we needed to finish - changing the codes on the cupboard locks, passwords, and google drive permissions.

Term 1 Events.

We outlined what events different factions planned to run in term 1: Larp's murder mystery, the date to be confirmed once the LARP exec had their timetables. Board Games and Tabletop Weekends, as usual, on the weekends of the third and ninth weeks of term respectively. A netrunner Circuit opener and Startup tournament in CCGs. A 40k Narrative campaign to start after welcome week and go until Tabletop Weekend.

ED&I

As of this meeting, the ED&I report was mostly finished, and just needed a few formatting tweaks. (This report is now available at https://discord.com/channels/363176901138972677/363178254485553152/1050104604475523204). It's worth noting the report is based off paid members as SU reports their demographics, so may not be 100% representative. There were a few other, non report, ED&I objectives:

Find a way to communicate room accessibility, and generally be more conscious of that
Continue to encourage pronoun sharing
If SU diversity training runs this year, attend it.

Any Other Business

Check if the first aid kit needs replacing
Forward room booking emails to relevant exec, possibly store on drive?
Finish updating the LARP ruleset and put on website
Bobasoc and Autism @ Warwick looking for collabs/borrowing BGs
Need to sort donating money from City of Mist refund.
Need to finish writing up descriptions of new RPGs.
Yearly finance applications are coming up - faction reps should consider what they want to budget for.

Action Points

Be at welcome week - Everyone
Perform the ritual - Fern to kick, Scarlett to change passwords, Lewis to sort locks
Socs fair - see schedule
Sort out Murder Mystery plans once timetables exist - Nathan + Matthew
Send on confirmations of room bookings to spreadsheet + relevant exec - Room Bookers
Think about grant things - Faction Reps
Pre-Welcome-Week newsletter - Lils

Next Meeting

Week 1/2