Attachment 'Meeting 3.md'

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   1 # Meeting 3
   2 
   3 Attending Clubs: CFC, CSSC, DSC, PCS, UCC
   4 Date: July 31, 2022
   5 Property: July 31, 2022 11:05 AM
   6 Tags: weekly
   7 
   8 1:45pm meeting commenced
   9 
  10 Present:
  11 
  12 Sophie (PCS)
  13 
  14 Milton (DSC)
  15 
  16 Jun (CFC)
  17 
  18 Lilly (UCC)
  19 
  20 Jack (CSSC)
  21 
  22 Cormac (UCC)
  23 
  24 Lara (UCC)
  25 
  26 Absent (apologies):
  27 
  28 Dom (CFC)
  29 
  30 Heidi (PCS)
  31 
  32 ## Stand Ups
  33 
  34 ---
  35 
  36 ### Dom
  37 
  38 - Report
  39 
  40 ### Jun
  41 
  42 - Report
  43 
  44 ### Jack
  45 
  46 - Report
  47 
  48 ### Div
  49 
  50 - Report
  51 
  52 ### Sophie
  53 
  54 - Report
  55 
  56 ### Jordan
  57 
  58 - Report
  59 
  60 ### Naufal
  61 
  62 - Report
  63 
  64 ### 
  65 
  66 - Report
  67 
  68 ### 
  69 
  70 - Report
  71 
  72 ### 
  73 
  74 - Report
  75 
  76 ## Agenda
  77 
  78 ---
  79 
  80 ## Admin Stuff
  81 
  82 ### Date/Time
  83 
  84 - Saturday the 12th of November
  85     - Possibly change the date, Monday?
  86     - EVERYONE Go back to committees find out what times work
  87         - CFC Friday 14th/11th
  88 - 5:30pm doors open, 6:00pm start
  89 - Maybe 7PM, helps with people getting ready/ if they have an arvo exam.
  90 - Start at 7PM
  91 
  92 ### Venue
  93 
  94 - Quiz Night is generally held at the Tavern
  95     - easy to transport things to
  96     - will need to discuss with the manager about security, catering, general bar use, venue capacity + number of tables etc
  97     - Online booking system? Worth double checkjin
  98     - ACTION LILLY : Ask cam hall what q’s they asked to the tav to get it all organised. And send email to tav once found out.
  99     - 
 100         
 101         ![https://i.imgur.com/YaEczMm.png](https://i.imgur.com/YaEczMm.png)
 102         
 103     - Is the weekend tax worth avoiding?
 104         - Put it on Monday week after exams (14th of Nov 7PM Start (Doors open 6 30))
 105     - Tav also does catering :)
 106 
 107 ### Finances
 108 
 109 - Expenses
 110     - Venue Hire
 111         - Have to check, will be less expensive on the monday
 112     - Catering
 113         - Price included in ticket
 114         - helps with kitchen closing/ preordering
 115             - Dont quote Lilly on that
 116             - Kitchen closing at 6??? absolutely need to cater in that case
 117         - [https://www.uwastudentguild.com/assets/downloads/catering/tavern/quiznight2021_menu.pdf](https://www.uwastudentguild.com/assets/downloads/catering/tavern/quiznight2021_menu.pdf)
 118     - Advertising (Posters)
 119         - resounding yes
 120         - Theme?
 121             - Cam hall usually does a theme
 122             - Tech related themes
 123                 - viddy games
 124                     - cosplay
 125                 - Tech company?
 126                 - A phrase
 127                     - Age of technology
 128                     - ACTION EVERYONE: Figure out themes, poster. Go back to committees
 129                     - 
 130     - Prizes
 131         - every club agrees to a purchase $50 worth of prizes
 132             - Unanimous
 133             - Have to be purchased specifically for this event. Cant be lying around the clubroom for example
 134             - We will reimburse up to 50$ for individuals buying prizes for their club
 135             - Quantity over quality
 136                 - Minimum of 3 per club up to 50$
 137             - Disclose your sponsors to keep things easy
 138             - We want a spread with less overlap.
 139             - ACTION EVERYONE: Discuss prizes with your committee
 140     - Minigame expenses
 141         - USB/Jellybeans in a jar
 142         - Coin flip minigame
 143             - Gold coin to enter
 144         - Raffles are easy to do
 145             - Need to budget a prize or delegate some shared prizes to it
 146         - paper planes (but we have to clean them up 😢)
 147         - Dinosaur game contest
 148         - ACTION EVERYONE: Go to committees and think of minigames
 149         - 
 150 - Income
 151     - Tickets
 152         - Physical or online
 153             - Online is way easier
 154                 - In addition to tickets at the door
 155                 - Surcharge of 1/2%
 156                     - Managable
 157                 - Unanimous
 158                 - Eventbrite
 159                 - UCC can use their square reader
 160                     - Same with CFC
 161                 - Someone research best / cheapest ticket management
 162                     - ACTION: Jun will do this
 163     - Potential minigame income
 164         - not decided, next meeting
 165 - Profit split
 166     - Lilly propose that all profit is split evenly between the participating clubs currently in the subcommittee, and any excess unforeseen costs are split by the following arbitration process:
 167         - 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.
 168             - Unanimous
 169 - UISS and URC
 170     - Absent two meetings with no reps
 171         - CUT THEM
 172         - They can always do a guest round 🙂
 173         - Some advertisement to be done with them
 174             - “featuring guest rounds from X Y and Z”
 175 
 176 ### Ticket Sales
 177 
 178 - In person tickets, or online tickets with a surcharge?
 179     - ACTION: Eventbrite will be set up by Jun
 180 - How were tickets done last year?
 181 - Ticket types: individual vs table tickets (8 people), early bird vs regular
 182     - ACTION: Lilly will check what % to use for early bird tickets
 183 - set up a way to keep record of tickets sold
 184     - Some sort of spreadsheet for everyone to reference
 185 - eventbrite
 186     - cheapest ~ cssc
 187     - @Jun Yap
 188 
 189 ### Budget
 190 
 191 - Spreadsheet
 192 - Do we have access to last years?
 193 - Lilly can send in cam hall budget
 194 - Just make sure you adjust for surcharge
 195 - “Money / budget - Naufal, Lilly(Grace)”
 196 - Jack does finance….
 197 - ACTION Jack, Naufal, Lilly to get this done / started and post in discord
 198     - Start this ASAP, cant be finished until the event is but if we have a tentative budget to do everything that we can before study break it would be good
 199 
 200 ### EMP
 201 
 202 - official event manager on the EMP will need to be sober the whole night
 203     - Jun doesnt drink 🙂
 204         - Jun nominates Dom to be the EMP writer
 205         - UCC can provide a previous EMP to assist.
 206 
 207 ## Quiz Night Structure
 208 
 209 - generally 10 rounds with ~2 breaks (minigames running in the breaks)
 210     - Set up 530
 211     - Doors open 630
 212     - Start at 7 sharp
 213     - We want the quiz to be done by 11 (subcom will have to stick around though)
 214         - Introduction first
 215             - bribes, rules, etc
 216 - darkmittee to organise rounds by themself
 217 - Sound test multiple days in advance
 218 
 219 ## Advertising
 220 
 221 Marketing - Jun, Sophie
 222 
 223 ### Quiz Night Theme
 224 
 225 - Figure out number of posters, printing budget, etc.
 226 
 227 ### Posters & Ticket
 228 
 229 - graphic design can be done after we figure out a theme
 230 
 231 ## Darkmittee Section
 232 
 233 > Cameron hall has this thing where you divide into light and darkmittee
 234 > 
 235 > 
 236 > Lightmittee organises the quiz logistics
 237 > 
 238 > Darkmittee organise the quiz questions and hosting
 239 > 
 240 - benefits are great
 241     - Darkmittee forbidden from participating
 242     - Lightmittee can participate instead
 243 - ACTION EVERYONE: Allocate a light and darkmittee from your club
 244     - UCC: Cormac Darkmittee, Lilly Lightmittee
 245 - read old quizzes
 246     - so we don't repeat questions from recent years
 247 - look for feedback from prev quiz night rounds
 248 - look for spread of difficulty
 249 - questions shouldn't be about obscure texts, but rather obscure questions from popular texts
 250 - music round: need to go in and check everything works re: tech, sound etc
 251 - figure out round structure
 252     - what rounds, what order
 253 - start writing the quiz
 254 - start quiz slideshow (later)
 255 - host roster (who is hosting which round/running what minigame)
 256 - marking spreadsheet
 257 - discuss how bribes work (bribe limit etc)
 258     - Food or drink from the tav
 259         - Can be anything though
 260 
 261 ## General Business
 262 
 263 - Any questions?
 264 - meetings at 130, sunday
 265     - Current venue is good
 266 - Subcom regulations would be good to agree to
 267     - Please review 🙂
 268 
 269 ### Action Items
 270 
 271 Meeting closed 2:54 PM
 272 
 273 PCS 14 (21%)
 274 
 275 CFC 16 (25%)
 276 
 277 UCC  12 (18%)
 278 
 279 CSSC 10 (15%)
 280 
 281 DSC 9 (14%)
 282 
 283 QFin 3 (4%)
 284 
 285 /64

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