Term 3 Week 9 Exec Meeting Minutes

Attend Anna Taylor's Exec Training
If you want to be on the WISA team, we need 2+ volunteers, message Ben
Lap, Kelsey, Alysha and Ben to look at moderator applications
Kelsey sort out TT Quiz
Megagame and TT Radio Team to continue meeting (and do Megagame)
Ben/Kelsey please book Varsity for after Intros to RPGs -
Ben and Alonso- need to do mandatory SU reading (yaaaay)
People to sign up for Open Day rosters and also for Socs Fest
FACTION REPS- please tell LAP what you want him to display on the tables at the Open Days
Matthew and James please write up guidance for how people need to get to Kenilworth Castle for LARP shenaniganry
PLEASE WRITE YOUR WELCOME WEEK EVENTS- Alvis, Lap and Dan still need to submit theirs.
If you need to find experienced players to teach games for welcome week, start recruiting them ASAP
Ben and Alysha and Lap to start planning promo for potential EGM (Term 1)- Alysha has some posts ready
Ben and Dan to review Draft finances- Dan/Ben have been busy but provisional text is ready
Megagame Team: look into sourcing a laminator- waiting for cupboard room
Faction Reps and people at TT Weekend- please look into clearing out the top part of the cupboard
Adam, Liam and James please try and sort out the Wargs inventory storage over summer - talk to Lea Barton - sept issue. Sorted for now.
Exec and Mod Team - please bash together a statement on AI
Alysha please advertise Graphic Design in Newsletter
Ben to coordinate with Lea Barton (DCS) and Chris Evans (IATL)- chris hasn’t responded yet. sept/oct issue

Welcome Week Prep * Hopefully everyone has submitted their planning sheets by now and Ben/Kelsey has approved them * Meet the exec social- we could write a description for it for the official SU website. Do we want to run as * it as a separate event? Recommended that we write as own events. * Room bookings; Kelsey contact faction reps about locations being confirmed. In stats block. (this was discussed in the session and wargames are happy with their location) * If you’re free for welcome week, it would be helpful if you could be there in any way.

Term 3 Events

What we’ve done: * Writing festival summary- woo it went well. Thank you Alysha and Ethan. Not too busy but had little convos * Megagame summary- generally went quite well, lots of understandable feedback. Going forward, make aware that all participants are wearing shoes for costumed RPGs. a few heated moments. Amazing job control. * Open day 1- people loved the dice, went well, interest shown in all factions (esp RPGs) * Soc fest- quiet day but no issues

Still to come: * LARP at Kenilworth, are you all sorted? - yes * Tabletop Radio- any info on this? - segments planned, draft timetable, 2 x 8hr days, sign-ups in announcement channels, alysha has a post ready to go, 19th-20th Aug * Extravaganza- please sign up! We have at least 1 person on duty at a time but more support is needed, sun compsoc returning it * Open Day 2- love the dice, interest in all factions,

Term 3 Events What we’ve done:

Writing festival summary- woo it went well. Thank you Alysha and Ethan. Not too busy but had little convos Megagame summary- generally went quite well, lots of understandable feedback. Going forward, make aware that all participants are wearing shoes for costumed RPGs. a few heated moments. Amazing job control. Open day 1- people loved the dice, went well, interest shown in all factions (esp RPGs) Soc fest- quiet day but no issues

Updating Perms * On the SU officially- Ben how is this going? -it’s getting there, I’ve been quite busy but will try and get it done this weekend - it’s pretty much done though. Everyone please look on SU exec discord for email updates. * On the discord- kelsey given ownership of exec server and will be removing old exec. summer/sept * On the drive- scarlett has sorted a lot out (we think), now onto Lap. * Padlock password! After old exec have done. Do in sept. Warg has keys- emergency one in DCS (a note for if needed during extrav) * REMINDER: please transfer ownership to Tabletop Drive when you make a new doc. Ask Ben if stuck

AI We’ve been asked to issue a formal statement based on the following:

“it must be clarified whether the society stands for or against actions of theft and infringement by AI companies, as neutrality by a group such as ours that allows its use is an effective endorsement of the pro-AI side.”

Lap recommended we ask people to credit original creators of artwork (e.g when sending artwork in the server)
Should we, as a society, take a stance? Maybe a very general one.
Maybe ‘if AI is used, it must be disclosed’
Maybe: When inserting atwork, please credit the original creators. In the case of AI use, this must be disclosed.

Moderation * Discussion is needed in light of a recent situation based on the discord survey. Please try to keep language constructive and focused on how we can make the society a more welcoming space. * Increase moderation capacity? This was feedback from someone. * Lap noted (out of exec meeting) that faction reps should be moderators. Regardless of number of moderators, recent events have shown that faction reps may need to be more conscientious of discussion.

AOB/ORB * Wargames next year- where are we in sept? Not an issue, curious. Perhaps keep in DCS (room great, storage not, this impacts budget). Storage is the main issue, not the room * LARP kit wash done!! * Ben says ‘thank you’ to everyone * Keep an eye out mid-Aug as this is when results come out and students are likely to look for societies to join * Wooooo James!

Action Point Review 1. Kelsey/Ben write up pub social after ‘Meet the Exec Intros’ as an official SU event 2. Kelsey to book Varsity for 6.45pm for Sat 30th Sept for 30 people estimated. 3. Generally, encourage people to sign up for Tabletop Radio 4. Promote tabletop radio and specific segments- Kelsey and Alysha 5. Sign up to tabletop extrav if you can 6. Statement to be announced about crediting creators/AI use. 7. Faction reps to be reminded to monitor their section of the discord where they can, even if not in a moderation capacity. (basically keeping up on what is going on) 8. Mid-August, when results come out, exec please try to encourage people to look at the society 9. Exec, if you are around during welcome week, or potentially could be, your help would be appreciated in leading/attending events

Next Meeting: Term 1