1 # Meeting #2 Charity Vigil Subcommittee 01/04/2022
   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 (UniSFA)
   9 - Alan Cheng (PCS)
  10 - James Frayne (PCS)
  11 
  12 ## Apologies
  13 
  14 ## Meeting scheduled: 11.30am
  15 ## Meeting open: 11.41am
  16 
  17 ## Past Action Items
  18 ### Connor
  19 - ACTION: Connor to contact Who Gives a Buck.
  20   - Done. 
  21 - ACTION: Connor to write the event description.
  22   - Ongoing. 
  23 
  24 ### Gibbi
  25 - ACTION: Gibbi to write the EMP and Loft booking
  26   - Ongoing.
  27 - ACTION: Gibbi to fill out After Hours access form.
  28   - Ongoing. 
  29 
  30 ### Everyone
  31 - ACTION: Everyone to ask their committees which days they would like the event to be run on.
  32   - Done. 
  33 - ACTION: All committee members to ask their committee if they want to use the uncharity prizes for charity vigil.
  34   - Done. 
  35 - ACTION: Everyone to go to their committees and ask what events the club would like to run.
  36   - Done. 
  37 
  38 ## Event Management
  39 ### Charity Choice
  40 - Haven't gotten a response from Who Gives a Buck yet.
  41 - Look at charities ourselves just incase they don't get back to us in time.
  42 
  43 ### EMP
  44 - Has been started and will be finished today/tomorrow as we have decided on a date.
  45 
  46 ### Loft Booking
  47 - Will be done with EMP this weekend.
  48 
  49 ### After Hours Form
  50 - Will be done by Gibbi before next meeting.
  51 
  52 ### Date and Time
  53 - Easter Weekend.
  54   - Unigames and UCC voted on Saturday-Sunday.
  55   - UniSFA voted Friday-Saturday.
  56   - PCS is fine with whatever days. 
  57     - 2 to 1 for Saturday-Sunday, PCS abstaining. 
  58 - Start at 4pm or 5pm? Finish at 9am or 10am?
  59   - It's an overnight event, not 24hrs.
  60   - Start at 4pm.
  61     - Subcom get to uni at around 12pm and set up then.
  62   - Finish at 9am.
  63     - Most people leave at midnight.
  64 
  65 ## Planned Activities
  66 ### Sub Committee Plans
  67 #### Raffle and Auction
  68 - Clubs shall source $65 worth of prizes each (including prizes from the Uncharity Vigil) to go towards the raffle.
  69 - Free raffle ticket with entry.
  70   - Engagment.
  71   - People on fence, 'You already have a raffle ticket and can make your chances better by buying more'.
  72   - Gibbi Votes: That the subcom provides a free raffle ticket with entry.
  73     - Unanimous.
  74 
  75 - Prize cap.
  76   - ACTION: Everyone to look at what prizes they have, 3 prizes max per person for the raffle.
  77     - Make sure to have all of your prizes soon. 
  78 
  79 - Unigames would like to auction Fog of Love.
  80   - A cheesy boardgame, relationship simulator.
  81   - Unigames will decide the starting bid later.
  82 
  83 - Will do a dominos pizza run on the day.
  84   - Someone needs to call them a couple days before.
  85   - ACTION: Connor to call Broadway and West Perth Dominoes about pizza order.
  86     - Ask them about discount vouchers.
  87   - Have a recipt for pizzas.
  88   - Google form for orders.
  89   - Pizza range, cheapest and 2nd cheapest pizza ranges.
  90     - ACTION: PCS to find pizza order form from last year.
  91   - People will write down what pizza they want on the form and pay for it themselves.
  92     - Subcom will order the pizzas. 
  93     - After getting Dominoes bulk buying prices, subcom will round prices of pizzas up for people to buy.
  94   - 1 or 2 cars to get pizzas.
  95 
  96 - Breakfast break?
  97   - Will a lot of people be there for the break?
  98     - Last year around 8 people were around at the end of the event, 6 of them were subcom members.
  99   - Usually people will leave to go for breakfast around 4-6am.
 100   - We won't scheduel events from 4-6am to allow people to have a break. 
 101 
 102 #### UCC
 103 - VR.
 104   - Might have a Beatsaber Crab Rave competition. 
 105 - Jackbox.
 106   - Computer games. 
 107 - Screening when there's a break in schedule and people are tired.
 108 
 109 #### Unigames
 110 - Oneshots.
 111 - Boardgames.
 112 - Maybe Plane Chase, (A magic thing).
 113 
 114 #### UniSFA
 115 - Itch.IO Video Game tournamet.
 116     - We held a small screening of a bunch of games that was moderately possible.
 117     - Some of the games were really good for competitions.
 118 - Karaoke.
 119 - Screening Auction.
 120 - Jon's Cryptic Corrupted Cursed Concoction Creation Collaboration Coersed into Consumption.
 121     - (Make Jon create a cursed drink, people vote using cash on what ingredients go into it.)
 122 - Top 10 Books as voted by the Cam Hall Plutocrats.
 123     - Pay to vote for your favorite book.
 124 
 125 #### PCS
 126 - Gozz is willing to do a debate event like last year, (which raised a couple hundred dollars).
 127   - PCS will brainstorm debate ideas.
 128 - Guess the Hacking Scene Quiz.
 129 - Unprograming (Logic puzzles written in the format of code). 
 130 
 131 ## Finance
 132 - Entry fee.
 133   - Last year it was $5 for entry.
 134 
 135 - Raffle ticket was $1 per ticket last year.
 136   - No bulk discounts.
 137     - Could potentially dissolve into soft raffle.
 138 
 139 - Gibbi Moves To: Copy last years entry fee and raffle ticket cost prices for this year. The entry fee will be $5 and raffle tickets will be $1 with no bulk discounts for the raffle tickets.
 140   - Unanimous.
 141 
 142 ### Budget
 143 - Alan started on the budget.
 144   - It is under the finances channel in the discord.
 145     - Phone numbers.
 146     - Raffle prizes.
 147     - Budget for floats.
 148       - Will get reinbursed. 
 149     - Printing costs.
 150       - Will get reimbursed. 
 151     - Food run costs.
 152       - Person who buys the pizza will be reinbursed.
 153         - Pay for it with cash.
 154       
 155 - Have a clear amount of cash from the pizza and entry.
 156 
 157 - Cost split has been decided from last meeting and we need to vote on it again as PCS has approved the sub regs.
 158   - 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:
 159     - 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.
 160   - Gibi Moves That: We approve the above strategy.
 161     - Unanimous.
 162 
 163 ## Advertising
 164 - Tell people to bring cash.
 165 - Facebook and Discord descriptions?
 166   - Connor will do it before next meeting. 
 167 
 168 ### Poster
 169 - ACTION: Jackie from Unigames to make a poster before next meeting.
 170 - Won't ask Guild to put up posters around campus.
 171   - Just hang them up around Cam Hall. 
 172 - List of info on the poster:
 173   - Clubs involved.
 174   - Entry price.
 175   - Free raffle ticket.
 176   - Bring cash.
 177   - Guild logo. 
 178 
 179 ## General business
 180 - Westpac is taking a while, so can't guarantee UCC will have the square up and running.
 181   - Will see next week about it. 
 182 
 183 - PCS approved the ICON's sub regs.
 184   - https://github.com/cameron-hall-icon/subcommittee_regulations/blob/gh-pages/subcommittee_regulations.pdf 
 185 
 186 ## Meeting closed: 12.18pm
 187 ## Action Items
 188 ### Connor
 189 - ACTION: Connor to write the event description.
 190 - ACTION: Connor to call Broadway and West Perth Dominoes about pizza order.
 191 
 192 ### Gibbi
 193 - ACTION: Gibbi to write the EMP and Loft booking
 194 - ACTION: Gibbi to fill out After Hours access form.
 195 
 196 ### Jackie
 197 - ACTION: Jackie from Unigames to make a poster before next meeting.
 198 
 199 ### PCS
 200 - ACTION: PCS to find pizza order form from last year.
 201 
 202 ### Everyone
 203 - ACTION: Everyone to look at what prizes they have, 3 prizes max per person for the raffle.