[committee] "SuperMegaLAN" - July 6/7 2013

[Matt Didcoe]

Hi all,

Some of you that lurk in #committee would be aware that on your behalf I've
been talking with University Theatres (UT) and have put a pencil booking in
for July 6 and 7 for Winthrop Undercroft.

There's a number of issues to be addressed before confirming that as a
venue. I think it would be valuable to get a hold on the upper floor of the
refectory area (all rooms) just until we work it out. There's pros and cons
to both venues, I'll try and outline some of the key points of my
discussion with UT and other random thoughts in the hope they assist in
making an informed decision so we can move forward and get a complete EMP
and start promoting the event very soon.

Undercroft
------------------
Pros:
  - One large space (no need to spread people across rooms)
  - Toilet facilities nearby without having to go outside and wander around
  - Power *should* be OK (access to 'n' 3 phase outlets that we can
distribute out)
  - Tables and chairs available from dungeon (unsure of quality,size and
shape)

Cons:
  - You will require a UWA staff member present to supervise the event, at
this point that == me or a University Theatres front of house manager. One
of these comes at a cost.
  - There will be a service charge, probably minimal (in saying this, there
was a fee from the guild last year)
  - Networking here is more difficult (MTL and I can try and help make it
simpler)
  - Restricted on where Food and Bev can be served as carpet still very new
and they will charge for damage.

Guild
------------------
Pros:
  - Close to clubroom
  - Easy to network
  - Tables and chairs are available (though vary in size and shape iirc)
  - Had the cafe area to sell food and beverages from
  - No one really cared if people spilled food etc ('cause the floor was
shit already)

Cons:
  - Power isn't as great as undercroft
  - Smallish room if you want big crowd
  - Upstairs (so have to carry computers up, though Undercroft isn't great
as its a bit of a walk from closest car park unless we arrange bollard
access)

Other stuff
------------------
- Key points to consider with whatever venue
  - Space
  - Availability of tables and chairs
  - Network
  - Power (availability, distribution)
  - Catering / Food + Bev
  - Ticketing (esp. if cross club, online systems like TryBooking or
SABOTix [cheaper])
  - Who organises it
  - Security of the venue (just making sure you don't get drunk randoms etc
from other events on campus, doesn't need to be full blown)

Happy to provide whatever guidance and assistance I can with whatever venue
you want. Let me know if you want the continue with UT and Undercroft and
I'll do the introduction to ensure there's no misunderstandings.

[MRD]
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