[committee] Uncharity Vigil Meeting Minutes 2018-12-13

[Alden Bong]

Hello interested parties,

Attached are the minutes for the Uncharity Vigil Subcommittee Meeting 
2018-12-13.

Regards,
Alden
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Unigames Uncharity Vigil Subcommittee Meeting - 13/12/2018

Attending:
	Unigames:
		Donald
	UniSFA:
		Edward
		Kurt
	UCC:
		James
	UWAnime:
		Liam
		Lewis
		
Apologies:
	- Alden (UCC)
	- Alistair (Unigames)
	
	
Meeting Open: 11:13AM

Agenda:
	- Panto has withdrawn from Uncharity.
		
	Dates:
		- Unigames and UniSFA had a preference of Saturday
		- UCC and UWAnime had no preference
		- Dates will be 2nd till 3rd of February
		
	EMP:
		- Edward to organise EMP for the event
		>Edward: Organise EMP - 31st December
		>Edward: Book loft - 31st December
		
	Spaces:
		- We have the loft and four clubrooms
		- Challenges will be organising loft spaces
		- Start time at 3PM
		- Emphasise that you can show up and leave any time you like
		- "Official" end time for the event: 12PM 3rd February
		
	Events:
		UCC:
			- Vive activities
			- No further ideas from UCC just yet
			- Definitely some kind of LAN
			>James: Discuss more events with UCC
		UWAnime:
			- Karaoke
			- Smash Ultimate Tournament / Free Play (Entry Fee)
		Unigames:
			- Midnight Meme Stream of some kind of roleplaying system
			- Magic drafting event in the loft
			- Board games generally anywhere
			- Misc one-shots
		UniSFA:
			- UniSFA committee get slimed
			- Old console bashing - Halo 1 etc.
			- Screenings constantly throughout the night
		- More ideas needed
		- We have a schedule spreadsheet to start planning
		- Pizza run will be happening
			- Definitely keep in mind allergy people
			- Cut off orders at 7, pizzas delivered at 8
			- Have (two people) go around to each club, and the loft, to grab orders from people collect money.
			- People with cars: Kurt, James, Alistair
			- Ring dominoes in advance
			- Vegetarian, gluten, vegan options
			- No customisation of pizzas unless you really need it
			- Bring this back up towards the start of the event
			- Maybe look into using UCC's square reader for pizza orders
			>James: talk to UCC Committee re. card reader
	
	Advertising:
		- Donald is doing poster and banner
		- 31st Dec is deadline
		>Donald: Poster and Banner 
		- Printing costs will be split
		- Online marketing:
			- Unified event descriptions, one event for group
			- Kurt organising event description
			- Events can only be made once EMP/Poster/Banner are done

	General Business:
		- Donald is going to be absent for the dates of this event
			- Did this subcommittee want to replace him?
			- General consensus is no.
		
	Date of next meeting:
		- Two more meetings:
			- One in early January, discussing advertising, events, etc.
			- One in late January, discussing logistics, pizza runs, etc.

Meeting Closed: 11:54PM