You can view the meeting on the Google Slides here

This meeting was conducted on 4-5pm 13/10/2023

These minutes were published on 03/12/2023.

Introduction

Exec Present:

• Liam
• Kelsey
• Ben
• Alonso
• Matthew
• Alysha
• Ethan
• Adam
• Dan
• Mina
• James

Non-Exec Present: * Scruff

Exec Absent: * Isaac * Alyssa * Alvis (covid)

Orders of Business

Action Point Recap

Reminders/Updates:

1. Welcome Week review
2. EGM specifics (where/when/what)
3. LARP Room Watching
4. Collab with Gothic Horror
5. October 21st Open Day
6. Final handovers (for real)
7. CCGs and Draft (quick point from Kelsey/Mina about a CCGs purchase then Ben to lead)
8. Ben’s meeting with Max Pike

Content

Action Point Recap 1. After W2: Kelsey/Ben change pin, Kelsey update discord, Lap remove previous exec emails 2. announce new mod team 3. send rosta boardgames 4. send rosta for socfair on thursday 5. LARP confirm room-watchers 6. Ethan and Isaac to allocate rooms for RPGs in fab. 7. Ethan and Isaac call-out for RPG timings; they get there for 11, GMs for 11.30, 12 everyone in FAB lobby 8. Varsity social reminder 9. Promo for welcome week

Welcome Week Review

• LARP- tuesday less popular, good weather,
• Warg- busy, shoutout Ben, Warhammer still rly popular, variety in games, no room troubles
• Draft- decent numbers, people interacting, flat fee helpful,
• Boardgames- super busy, 2 rooms, woo
• CCGs- full, Yu Gi Oh BIGGG
• RPGs- well, sign-ups filled up quick, maybe t2 intro session

EGM Specifics

• Promotion- Ben @ discord, Alysha on insta post.
• Specific positions- tech officer, CCGs rep
• Possible date- Wed during boardgames. ‘7 days notice’. Wk5 boardgames? 7.30pm
• Other/to include-
• Kelsey is returning officer
• Lap to do protocol stuff on website

LARP Room Watching * Please do it

Gothic Horror Collab * Murder Mystery LARP!! * Matthew may need help writing the murder mystery… * T1 W8 as an idea; look at b2.02 availability, Friday?

October Open Day * 8.30am set up, 9.30 official opening but realistically at 9am * Up to 4 on a stand, only 2 chairs * maybe take dice * put on discord what u faction reps want displayed

Final Handover Stuff * announce new mods * perms changed on discord * Kelsey update perms/roles * padlock! * Lap has done website perms

CCGs and Draft * Membership crossover * Soc to phrase Draft better so it sounds less competitive; re-branding needed * Warwick Magic discord- expansive game so some players have found it better to have votes/discussion etc * Announce the server on our discord & pin it? Dan draft a message: clear that it isn’t different to soc, an addition/specific bit. Change server description for draft on discord. * If doing it officially, we need moderation. * Ben & Dan message specifics more * A format for playing Magic’ * Make a channel for YuGiOh

Ben's Meeting with Max Pike * Max Pike is the VP of Societies * Lap to change mod perms ASAP * Exec training in week 7 * Soc Assembly (Soc Council); 2+ exec needed. Wk5

AOB/ORB * Warg has a room!!!! Upstairs CS but picking specific room * Esports collab with women/n.b??? On a wed session. * Halloweek RPGs’ Ethan send out a message * Boardgames Enaya * SU does LARP?! Is actually happening * Unitemps troubles ongoing… Ben keep chasing. * Dice markdown and handing to go on SU website

Action Point Review 1. Grant requests to be sent to Alonso by Liam, Mina, Alvis and Lap (tech officer) Finalise room bookings for the year. (Warg to write up once room is confirmed, Ethan/Isaac to discuss Big 2. RPGs/Megagame possible times and book a room, Draft to confirm whether it’s on in term 1 week 4 as blank on the spreadsheet, Ben/Kelsey/Alvis figure out t2 w9 tabletop weekend time) 3. Ben/Kelsey/Dan to discuss Draft finances and changes to go in EGM 4. EGM: Ben @everyone on Discord. Alysha to add specifics post insta/newsletter update. Wk 5 wed (1st nov) 7.30pm in B2.02. Remind everyone to buy membership. 5. Sign-up for LARP room-watching! Everyone please put your name down at least once (pls) 6. Alysha, Matthew and Grace to get the ball rolling with Gothic Horror Collab. T1 Wk8 Friday if B2.02 is free? 7. Please sign up for Sat 21st October open day! 8. Faction reps put in discord channel what you want to be displayed at open day 9. Alyssa to inform Kelsey/Alysha when moderator post is done so it can go on Instagram. When this is done, also announce on discord the new moderators (change description) 10. Ben to give Reylynn and previous moderators a tag on general soc discord 11. Kelsey to change perms on exec discord then tell Ben so they can change pin & update it in channel 12. Dan to draft a message announcing Warwick Draft Server after discussing more with Ben. & pin in our main discord 13. Description of Draft to be changed more generally to sound inviting (website, discord description, insta) 14. Make a channel for YuGiOh 15. Take next steps with collabs: esports (Alysha), Halloweek (Ethan), SU does LARP (Ben/Matthew), boardgames with Enaya (Ben/Alvis), 16. Ben keep chasing Unitemps regarding DCS event 17. Exec to look at how to mark dice as collected on SU website.

Next Meeting: Week 4