Term 3 Week 3 Exec Meeting Minutes

We still needed a rep for Wargs, RPGs and CCGs. Do this through elections. Adam was proposed and voted to be assistant rep for Wargames. Isaac was elected as RPGs assistant rep, and Mina was elected as assistant CCGs rep, all 3 unanimously. It should be noted that Lap is potentially doing a placement year so may have to step down as tech/CCGs rep.

Handover

Big handover doc must be sent by 9th June, Week 7. Still to do:

Ben to sign off new exec sheet and enter 'effective from' date
'Details and Proof of Election' to be finalised
'Society Constitution' to be sent to SU then Lewis & Ben to sign
Boargames and RPGs still to do inventory.

Handover Continued...

Relating not to the handover doc; Lap needs to sort changing passwords near end of term 3. Once the 2022/23 exec have been removed from the server the lock code should be changed and pinned on exec discord (the big 3 know how). For moderations, the SU want current Warwick members as moderators.

Welcome Week

We have until 29th June week 10 to submit any planned events. Mon- Wargamrd Tues- LARP and draft Wed- Boardgames Thurs- CCGs Fri- LARP Saturday- Intro To RPGs (and Meet the Exec Social?)

CCGs - do we want to do an intro session Clear directions - Lap to make a map and clear directions Maybe lobby the SU for signage and clear maps QR Code new version for the signs Update the website- LAP

Tabletop Radio and other T3

Alysha has put the charities in the Week 1 newsletter. Lils to decide how/when to ask public to vote. In terms of the Megagame, it is in the process of being organised, but a room needs to be decided on. With the extravaganza, Alvis needs to sort out the duty rosters. LARP is potentially running at Kenilworth Castle, so Matthew needs to contact English Heritage to see if this is possible and if any special approval is needed, and also to do a SU risk assessment. Matthew is also speaking to Mafia about a murder mystery.

SU Events

Discussion on Active Bystander training, signing up to the open days on June 17th and 24th, and week 9 exec training.

LARP Room Watching

How? The question indeed.

Tabletop Instagram

Kelsey and Alysha are happy to lead this, with support from Lap as tech officer. A Canva account has been made. A note was made on not using old promo photos!!

Eurovision

We need to sort advertising stuff

AOB/ORB

Everyone do money requests!
Key change!
Zatu
Clean top shelf of B2.02 cupboard

Action Points

BEN to send Assistant Reps (Isaac and Mina) link to Exec Server- DONE

BEN to sign off new exec sheet & enter ‘effective from’ date- ON HANDOVER PACK ‘Details and Proof of Election’ to be given a once over (add date they were held and method, returning officer signature)- FERN FERN to write new Constitution BEN TO SEND TO THE SU ALVIS AND ETHAN - complete inventory

Lap to sort changing passwords towards the end of term 3 LAP, BEN (and Anna Taylor) to review moderation guidelines- LAP to appoint moderators with KELSEY or ALYSHA LAP to update website in time for welcome week BEN to write out the big post about how to do Welcome Week Events and ALL FACTION REPS to complete for their events ALYSHA - announce Tabletop Radio Poll- DONE

PEOPLE INTERESTED IN RUNNING TABLETOP RADIO- please make yourself known! ALVIS to sort duty rosters for Extravaganza MATTHEW to sort Kenilworth and also MUurder Mystery PLEASE LOOK FOR EXEC TRAINING BEN, MATTHEW AND JAMES - sort LARP ROOM WATCHING DUTY for t3 KELSEY + ALYSHA- INSTAGRAM? ED, ALYSHA AND KELSEY AND BEN (probably over the summer)- REVIEW GRAPHIC DESIGN POLICY EXEC - TURN UP TO EUROVISION! DO YOUR MONEY REQUESTS! FIND MORE STORAGE SPACE!

Next Meeting Week 5