1 # Meeting #1 Charity Vigil Subcommittee 25/03/2022
   2 ## Attendance
   3 - Lilly Fowler (UCC)
   4 - Lara Frcej (UCC)
   5 - Ethan "Gibbi" Gibson (Unigames)
   6 - Connor Brennan (Unigames)
   7 - Lorenzo Iannuzzi (UniSFA)
   8 - Ezran Bailey (Unigames)
   9 - Alan Cheng (PCS)
  10 - James Frayne (PCS)
  11 
  12 ## Apologies
  13 
  14 ## Meeting scheduled: 11.30am
  15 ## Meeting open: 11.32
  16 ## Subcommittees 1001
  17 - Gibbi motions: For the subcom committee to makes agreements on a consensious basis such that a formal vote is not required if there are no objections to the decision.
  18   - Unanimous .
  19 
  20 - Gibbi Nominates: Himself as chair.
  21   - He's been on a Uncharity/Charity vigil subcom before.
  22   - Unanimous.
  23 
  24 - Gibbi Nominates: Lilly as minute taker.
  25   - Been a past club secretary.
  26   - Unanimous.
  27 
  28 - Gibbi Nominates: Lilly as WHIP (Reminds people of their action items).
  29   - Unanimous.
  30 
  31 ## Charity Vigils 1001
  32 - An overnight annual Cameron Hall event raising money for charity.
  33 - 5pm-10am or 4pm-9am.
  34 - Microtransaction etc., to raise money.
  35   - $1 rerolls.
  36   - Bidding wars.
  37   - Unprogramming contest.
  38   - Etc.
  39 - Generally raises between 1k and 1.4k.
  40 - There's an entry for to enter Cam Hall for the event.
  41   - Normally $5.
  42 - Events split into clubrooms and loft sections.
  43 - Cameron hall capacity is 61.
  44   - Need to check that.
  45 - Will contact Give A Buck to select a charity from the options they give us.
  46   - The money raised from the event will go towards the charity we pick. 
  47 
  48 ## Event Management
  49 ### Charity Choice
  50 - Need to ask Give A Buck to select a charity our money will go towards.
  51   - ACTION: Connor to contact Who Gives a Buck.
  52 
  53 ### EMP
  54 - Gibbi is happy to do it.
  55   - ACTION: Gibbi to write the EMP and Loft booking.
  56   - ACTION: Gibbi to fill out After Hours access form.
  57 
  58 ### Date and Time
  59 - Subcom members expected to attend (at least couple hours, ideally whole time), not the whole event though.
  60   - Expected to help set up and pack up.
  61 - Someone from a committee is expected to be at the event all times as defined in subcom regs.
  62 
  63 - Normally the weekend before study break.
  64   - 15, 16, 17th April is Easter Break.
  65   - 17th is Easter Sunday.
  66 - UCC collab on 16th April.
  67   - Will ask CSSC if they can move the date.
  68 
  69 - Friday - Saturday or Saturday - Sunday
  70   - Ask clubs which days they want Charity Vigil to be.
  71   - ACTION: Everyone to ask their committees which days they would like the event to be run on.
  72     - EMP to be done ASAP.
  73 
  74 ## Planned Activities
  75 ### Sub Committee Plans
  76 #### Raffle and Auction
  77 - Raffle tickets are done different each year.
  78   - Easier money sink, more appealing to people as they can put in a small amount of money.
  79   - Should have a hard limit of prizes you can win.
  80   - Table of raffle prizes, first name pulled gets to pick from table. 
  81     - First come first serve.
  82   - People hate tiered raffles.
  83 - Or can do a auction as long as every club has prizes or willing to get prizes.
  84   - Is for people who have lots of money, highest bidder.
  85 - Do we want to do a raffle or auction?
  86 - Gibbi Moves To: Run a raffle instead of an auction.
  87   - Unanimous.
  88 
  89 - Usually $5 to enter the event.
  90 - Get a free raffle ticket after paying entry.
  91 - It won't raise as much money.
  92 - Historically that won't work.
  93   - There's usually prizes loads of people want and they buy loads of tickets for them.
  94  - People use a lot of tickets or not many.
  95  - Also Unigames auctioned a t-shirt last year.
  96    - If anyone club has any items that might sell for over $100, ask your committee.
  97      - If you can garante people would pay in the 100s for it.
  98      - And if someone specifically requests the subcom to auction it. 
  99  - Each club buys $50 worth of prizes for raffles.
 100  - If you have prizes from Uncharity you can use them and buy more or use them as your charity vigil prizes.
 101    - ACTION: All committee members to ask their committee if they want to use the uncharity prizes for charity vigil.
 102 - Do we want to buy additional prizes or use unchirity prizes?
 103   - Covid, not as many people want come so might not be as interested in prizes.
 104   - But people would likely get something from the raffle.
 105   - If clubs buy more prizes, the expense would be time shifted.
 106 - Gibbi Preposes: $65 per club for prizes, including uncharity prizes.
 107   - Still providing the same amount of goods.
 108   - Club will still have a lose anyway.
 109     - Unanimous.
 110 
 111 - Prize cap for max amount of prizes you can win for an individual.
 112 - Gibbi Moves That: We have a specific prize cap number set once we have our prizes.
 113   - Unanimous.
 114 
 115 - Don't have a large amount of combined events.
 116   - Each club has their own small events.
 117 - UniGames:
 118 - UniSFA:
 119 - UCC:
 120 - PCS:
 121 - ACTION: Everyone to go to their committees and ask what events the club would like to run.
 122 
 123 - Do we want a pizza order?
 124   - COVID risk.
 125   - Overnight at any activity if someone has covid, you'll probs end up with it, if spend 15 mins together.
 126   - This event can be a superspreader.
 127   - If someone comes to the event with Covid, you're probs leaving the event with it.
 128   - All taking masks of at same time and leaving off for 15-20 mins as you eat.
 129   - Specific plan should aknowledge COVID and how we'll deal with it.
 130   - People are going to be eating no matter what.
 131     - Should weigh risk of people spreading covid against tradition, convenience and proffessionalism of ordering a food run.
 132   - Unless COVID gets worse, should probs do the pizza order.
 133   - In announcments aknowledge that we are planning for COVID.
 134     - QR code and ask to see vaccination.
 135   - If people go out themselves to get food, can increase risk of getting covid.
 136   - More controlled scenario for covid spread when getting a food order.
 137   - If everything goes to plan on April 14th, McGowan will ease restrictions.
 138     - Study break 18th-24th of April.
 139   - Social distance when possible.
 140   - Make sure people are complying to covid regulations to the best we can expect.
 141 - Google or paper order form for pizza order on the night.
 142 
 143 ## Finance
 144 ### Budget
 145 - Gibbi Nominates: Alan as budgeter.
 146   - Assuming PCS approves the subcom regs and he's a past treasurer.
 147   - Unanimous.
 148 
 149 ## Cost Split
 150 - Last year split it equally.
 151 
 152 - Gibi Proposes: That all budgeted losses (with stated upper bounds) be split evenly, and any excess unforeseen costs are split by the following arbitration process:
 153   - The subcommittee will endeavour to devise a split with the objective of minimizing harm to all involved clubs. This split will then be presented to all clubs for approval. Should any club fail to approve this split, this process will be taken to the Guild for oversight and arbitration.
 154 - Gibi Moves That: We approve the above strategy.
 155   - Unanimous.
 156 
 157 ## Advertising
 158 - Will do next meeting.
 159 - ACTION: Connor to write the event description.
 160 
 161 ## General buisness
 162 - UCC could potentially get their Square reader to work.
 163 
 164 ## Meeting closed: 12.38pm
 165 ## Action Items
 166 ### Connor
 167 - ACTION: Connor to contact Who Gives a Buck.
 168 - ACTION: Connor to write the event description.
 169 
 170 ### Gibbi
 171 - ACTION: Gibbi to write the EMP and Loft booking.
 172 - ACTION: Gibbi to fill out After Hours access form.
 173 
 174 ### Everyone
 175 - ACTION: Everyone to ask their committees which days they would like the event to be run on.
 176 - ACTION: All committee members to ask their committee if they want to use the uncharity prizes for charity vigil.
 177 - ACTION: Everyone to go to their committees and ask what events the club would like to run.