Term 1 Week 4 Exec Meeting

Lils - Advertise Tabletop Weekend in newsletter - Done.
Alvis, Sophie, Nathan - Sort budget - Done.
Matthew - Update handover doc wrt welcome week LARP stuff - in progress.
Fern - get handover doc welcome week room booking notes sorted - Done.
Matthew + Nathan - sort Murder Mystery date - Done.
Alvis - stuff acquisition - waiting on a full inventory.
Lewis/Fern - Acquire map w marked room locations (science concourse, basically) disability friendly marked points (toilets, lift) for welcome week, maybe include in handover doc, also makes welcome week stuff way easier. - In progress, thought DSO was on it.
Ben, Lewis, Lils, Scarlett - Set up and publicise anonymous reporting system (Lewis to manage for now, consider sorting specifics for long term + potential constitution addition?) - System is up, in newsletter and event slides.

Reminders/Updates

The anonymous reporting scheme is now live, so event runners please remember to put slides up during events because they have the details about this.

BGs Loans

The website terms on loans needed updating post-covid, this was used as a chance to formalise any other changes we wanted, and discussing potentially getting Scarlett to implement checking against our existing membership verification system if it turns out to be technologically feasible.

Future Events

This was focused on updates on the progress of preparation for a few of our larger events later in the term. The Murder Mystery was almost ready to run, and was just waiting on promo being finalised and the website event and form being finalised and going up to process signups. Tabletop Weekend and the quiz were both in a similar boat regarding promotional slides and posters, but are a bit less urgent because they're further out.

Megagame

Ben, Fern, and Lewis have had preliminary discussion regarding this, and a quick look through existing commercially available ones, and have concluded that none of them are suitable or appropriate for our needs. We also don't particularly want to run Watch the Skies back to back, so we're planning to make our own - this means starting prep earlier rather than later. Currently, our plan over the next week is to sort a recruitment post to get members who would be interested in helping with the design to spread out the burden and get in creative people, and then start designing and narrowing down a scope from there.

Quiz

Lils made a round in late summer so was already pencilled in for running a round. I asked for any other interested parties, and Ben, Scarlett, Lap, Alvis, and Ed all volunteered (Ed with the caveat that his workload might not allow it), and Lewis offered to run the bonus round. There was also concerns raised about the accessibility of the room, because some rooms in the oculus aren't wheelchair accessible - this was to be checked after the meeting to work out if a new room needed booking for it.

Any Other Business

Pride, Whosoc, and Comicsoc are all vaguely interested in collabs.
Discussion of our policy about OneD&D - conclusion was it's up to individual GMs etc, not really our place or problem to comment on.
CCGs attendance of new players up!
Recruitment of Murder Mystery murder victims. - Ben was very eager to die (in Larp)
Discussion of the B2.01 cupboard, decided we need to find out who owns it before taking further action.
Potential discussion of buying a trolley and cord for moving stuff for BGs weekend or similar large events.

Action Points

Fern - update slides with new promo (e.g. murder mystery, tabletop weekend) as and when they’re ready.
Fern - poke Chemistry department about mystery cupboard
Relevant exec - Collab stuff
Lewis - Make megagame org server
Lils, Ed - Advertise murder mystery
Scarlett, Alvis -Sort BGs loans stuff

Next Meeting

Week 7