Week 2

OG exec- make handover doc edits ASAP (by April 1st)
OG exec- handover meetings! Latest wk3 but really you should do it before
OG exec- message kelsey for statement for Warwick Award on gradintel
IC exec- Exec intro slides BEFORE April 15th (so James/Holly can kickstart intros for discord/insta in time for start of term)
IC exec- send me your gmails ASAP!
IC exec- add ur position (& pronouns) to discord username (Alex to remove IC)
IC exec- complete profile on tabletop.co.uk (Hugo, Alex)
IC faction reps- think about assistant reps (More on this later)
IC exec- add contact details to handover pack (warwick email please) BY April 15th
IC/OG exec- update inventory on handover pack and log the date you’ve done it on (CCGs/Boardgames?)
Sam & Matt- Risk Assessment training, log on handover pack, Sam send Matt certificate,
Sam & Matt- Risk Assessment table, use last year’s for guidance.
Kelsey- proof of elections (send to Matt)
IC exec- grant request in handover pack! Mainly faction reps but also james/matt/holly for promo & izzy for website costs estimate. (CCGs)
IC exec- quizzes! Matt GDPR, Holly welfare, Holly/Matt/James events, Hugo sponsorship
Fern handover perms to Izzy // Kelsey exec discord to James
All- MERCH closes april 8th!! (Talking about Merch later)
All- when2meet for exec meal at the shin, coventry. BY April 15th
James- book room for t3 w8 megagame
All- help for megagame! Holly promo recruitment with Matt’s descriptions (Talk about later)
Hugo & James- contact faction reps for list of what to include in auction and prices. Wk9
Kelsey- see if mon available for wk9/10 extrav
IC exec- events! Reach out for soc collabs, substitute for tabletop radio, faction events

🕐 1. Handover

Handover is now mostly completed (at the time of meeting). The handover document has been finalised and will be uploaded to the website by Izzy and all handover meetings are completed. Handover pack just needs V to complete inventory and Lily to complete inventory and budget. Matthew will send along with the proof of elections and risk assessment certificates once this is completed. Once this is done ex-exec will be removed from the server and cupboard locks changed.

🕑 2. Merch

Bananamoon have sent an invoice for the hoodies which we're waiting on the Finance office to pay. We need photoshop to edit the badge designs which James and Matthew will sort out. Alonso has ordered stickers which should hopefully arrive soon.

🕒 3. Term 3 Events

Need signups for tabletop weekend - German volunteered to sign up for the time with nobody. DCS will be borrowing some board games for their staff event which they will collect and return during weekly board games. Megagame needs 1 more organiser which Sam has volunteered for and decided Megagame will take place on the Sunday due to open day, the rooms for which are already booked. We also need an event planning pack and to start selling tickets for this. The room is also booked for quiz and we will begin looking for round runners closer to the time. Tabletop extravaganzas room booking has been cancelled on the Saturday due to open day, H0.02/03 has been booked as a replacement and Sam/Izzy/Holly have offered to help store equipment overnight. LARP/Improv has been pushed back to term 1 next year, but LARP will be going to Kenilworth as usual. Game Design/Mafia collabs will likely also be term 1 next year and we need to start thinking of a replacement for tabletop radio.

🕒 4. Assistant Reps

Following all exec votes, Fran has been elected for RPGs assistant and Josh for LARP assistant. There is a potential candidate for CCGs and we will continue advertising for boardgames.

🕒 5. Open Days

Tabletop will signup to both open days (15th and 22nd June). Megagame moved to Sunday to accommodate for this.

🕒 6. Tech Updates

James was only volunteer for Discord moderation, Sam and Hugo also volunteered in meeting. Exec reminded to transfer ownership to the Tabletop account of files on the drive. Planned Discord changes to the main server - test server has been made and exec will be given a period to review the changes there before they are implemented on the main server.

🕒 7. Welcome Week

CCGs and Draft will be swapping the order of their events (so CCGs is on Tuesday and Draft on Thursday). Faction reps should start thinking about planning their event submissions to the timetable.

🕒 8. More Socials

Holly planning to have an increased social media presence this year and encourage events involving more than one area of the society. We should also encourage more use of the highlights channel and update the website photos if able. Anna planning a picnic style RPG social in the woods. A few other collabs are also in the works.

🕒 9. SU Stuff

Exec 1-to-1 training sessions offered by SU, our would be with Claire (socs coordinator). Summer elections are open including soc forum, keep out of the Discord server and don't use exec roles to advertise candidates. Socs award nominations also open and active bystander registration open which Holly and Anna have signed up for. There is also another exec mixer next Friday which at least Matthew is planning to attend.

🏃‍♀️ Action Points

Action points are viewable on the meeting slides or are listed here:

Exec to update usernames on server (Alex/Fran/Josh)
Exec to update website with short bio on exec page (Fran/Josh) and in bio (Alex/Hugo/Fran/Josh)
Continue looking for assistant reps, BGs/CCGs in particular.
CCGs/BGs to update inventory in handover pack by end of Sunday at latest.
CCGs to complete grant request in handover pack by end of Sunday at latest.
James/Matt/Alonso to continue sorting out Merch order.
Organisers of Megagame continue planning. Check about tickets, are these needed?
Faction Reps think about equipment you no longer want for auction.
James remove ex-exec from server once handover pack sent.
German and any other exec available to signup for tabletop weekend and LARP room watching.
Start thinking about quiz rounds.
Sam contact improv and Kenilworth about events.
Matt continue to contact mafia/game design about collabs.
James signup soc for table at Soc Fair both open days.
Exec review proposed changes to server and give any feedback.
Sam to write moderation application, then mod changeover led by Izzy.
Faction reps start planning welcome week events. James to create channel for this on exec server.
Faction reps promote photos/use of highlights. All exec think about tabletop socials/crossover events between factions.
Max should hopefully provide more information on one-to-one training sessions.
Nominate for Socs Awards, signup for Active Bystander and attend exec mixer if interested.
Exec meal Friday 10th at Shin, remember to bring cash!

➡ Next Meeting

When: Week 4