[committee] MegaLAN - Venue discussion

[Matt Didcoe]

Hi all,

Further to my email from the other day, I've done a bit more work with
theatres to get things on track for finding out a price and conditions etc.

I've sent a full version of the email from Uni Theatres to committee-only
and plan to summarise that plus other thoughts and comments here, I'd
encourage discussion on whether people think it will work as [SAS] now has
the details for the Guild areas as well and unless anyone can think of
another space on campus that works, they're really the two places we can go.

Winthrop Undercroft, for those unfamiliar is 458.19sqm at floor level with
an additional upper landing area of approximately 38sqm. There's also a
small kitchenette (sink and hot water boiler). There's also a couple of
storage areas (not that I imagine we'd need those for anything).

Booking
------------
We can only confirm the booking 10 weeks before the event. I don't see this
being an issue at this point, especially if we have the fall back position
of using the Guild.

Staffing / Duty of Care
---------------------------------
Uni Theatres require a "responsible person with appropriate skills" to be
present for the entire duration of the event (including bump in and bump
out). Normally this would be someone from their Front of House or Technical
teams. Thanks to my relationship with Uni Theatres they are happy for me to
supervise the event in substitute for a member of their staff, but my
presence would be required for the entire event which is fine, but I get
cranky if I don't have a nap :P so I need to work out if for example Kate
O'Sullivan (who works as a casual for UT) could briefly take over for a few
hours if I wanted to go off for a bit etc. again, I don't see this being a
huge stumbling block. I would stress that given its my neck (and
professional rep) on the line, as would be expected, I have final say and
reserve the right to kick people from the venue and therefore the event.

Power
----------
While we might be able to negotiate hiring some equipment off UT, UCC is
responsible for providing all mains cabling, breakout boards, extension
cables etc. Ranz has a contact on this front I believe that may be useful -
again, I can try and pull favours to get stuff cheap if required. Once we
work out maximum capacity in the space (based on what other activities
might be run etc) we can do a maximum demand calculation and work back from
that.

Furniture
-------------
UT will provide access to obtain tables and chairs from store room (NB:
Confirm quality, size and shape - I can't remember what's down there). UCC
must provide all labour to setup AND return to store room.

Cleaning and service charges
-------------------------------------------
TL;DR is that you have to clean up and leave minimum (or no) mess. There is
a standard cleaning charge though which includes cleaning the amenities.
UCC will receive 50% off the cleaning fee of $15/hr. As to how many hours
it takes...well that depends on the state you leave it in really.

It is strongly recommended that UCC do not allow consumption of food and
staining beverages near computers if people are likely to spill them as
damage to the carpet will be recouped via cleaning or replacement fees.

Ranz, Gozz and I will be confirming the internet connection tomorrow. [MTL]
and I are pondering if there's a fibre route that's appropriate. My other
thought (and I don't know how far this would get) - Amcom have two NTUs on
campus doing fibre services - I imagine it would be far easier to get a
connection to them (fibre wise, not actually getting onto the network -
that'll require some sweet talking from the club's executive to Amcom's
marketing team - Lathiat has some experience with this from RFLAN iirc).
But we'll know more tomorrow hopefully on that front!

Comments, questions or general trolling (actually avoid that one) are
encouraged.

[MRD]
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