Pre-Term 3 Social Meeting Minutes (25/03/24)

Sorting out events for the next term :)

Agenda I: Circles

• Number of Events

  • Looking to do 1 circle and 1 other drinking event in term 3 due to it being exam season

• Theme

  • Pyjamas
  • In a field

• When/Where

  • Would have to be after exam season - hosting in a field means it needs to be warm

  • w/b 17th June (T3W9) as the provisional date

  • Held in a field avoids the SU circling booking process

    • Risk assessment needs to be completed

    • Need to find a field with bathroom access

      • Windmill hill (bathrooms in Cryfield accommodation
      • Field outside varsity

• Contingencies

  • Unreliable weather forecast this far in advance

  • Announce the week of the event early, and pick a specific day once we have a more reliable forecast

    • Ideally it would be held on Wednesday (POP), but this is non-essential

  • Look into the cost and logistics of hiring a gazebo

Agenda II: Other Drinking Events

• Pub Traversal

  • Held in term 3 Week 4

    • Towards the end of the week (probably Friday or Saturday)

• Pub golf

  • Would be done in groups

• Tenpin bowling

  • Alcohol is sold on site, however there are probably restrictions in place

    • Could have forfeits for varying things, for example getting the ball in the gutter

  • Unfortunately we can't get a colleague discount for the whole group - prices aren't extreme anyway

• Shot Chess

  • Self explanatory
  • Term 1 next academic year

Agenda III: Non-alcoholic Events

• Barbeque

  • Location - On Campus

    • There are bookable barbeques around campus (such as behind Claycroft)

      • Would need to be thoroughly cleaned before using
      • Removes the need for disposable barbeques

    • Outdoor event form must be completed alongside barbeque booking

      • The notice time for this varies based on attendance (20 - 50 = 10 days, 50+ = 28 days)

  • Holding on a weekend would work best to avoid clashing with exams

    • Saturday exams are possible, worth looking at exam timetables when they're released to see possible clashes
    • Can realistically be held on any day in the evening

  • Logistics/Catering - put out a form (or tickets through the SU) to get numbers and dietary requirements

    • It's possible people wouldn't submit a form and would turn up expecting to be catered for, any better alternatives?

    • Get a budget from the treasurers before shopping

    • Do most/all of the shopping at costco if possible, as we're buying a lot - a "shitload" of meat, bread, snacks, monster(!!!)

      • This would require a car to transport everything back

• The Chase, lecturer edition

  • Held around term 1 week 3

    • One of the first society events for the freshers after freshers' week - there was a lot of engagement from freshers to the quizzes this year
    • Is before coursework deadlines -> higher turnout

  • Can be held in a lecture theatre

    • Possibly in the oculus, will need to be booked
    • Can have a full scale setup

  • Contact DCS:

    • See if they are able to sponsor the event
    • Get interest from professors to act as the chasers

  • Playing for yourself/playing for charity?

• Bake Off

  • Term 1

  • Should be held when its raining more as it's an inside event

  • Towards the end of the term

  • Location

    • Last years bake off was sponsored by the Oaks
    • They won't financially sponsor this year
    • Need to check we can still use their kitchens if needs be
    • Can research on campus event spaces and see if any have large catering kitchens

• Charity Casino Night

  • When?

    • Term 3 week 2 (after the dissertation deadline) - possibly 4th May
    • Probably being moved to Term 1 to avoid clashes with deadlines and other events

  • Logistics

    • Do a flat fee buy in, which stops people from overspending (and blowing their life savings gambling)
    • Get a set amount of tokens for the flat fee

  • Equipment

    • Physics, Stats and Maths did a casino themed event and may still have equipment we can borrow
    • Poker & Mafia societies on campus may have equipment/experience they are willing to loan out

• Alton Towers Trip

  • When?

    • End of term 3 (no specific date mentioned)

      • Plan to avoid rain - unfortunately weather forecast is unreliable this far in advance

    • Make sure it's outside of holiday time for primary and secondary schools (this is peak time for Alton Towers and will mean more expensive tickets)

  • Logistics

    • Large number of attendees are expected, so transport would likely be a coach

      • 2 hour drive each way in a coach, so should leave campus at 8:30-9am to get there shortly after gates open

    • Initially, get a quote from Alton Towers for large group ticket prices. Submit this to the SU to get event approved, then start selling tickets.

      • Once tickets close, start paying all of the services, etc.
      • If we sell more tickets than the quote, this isn't a problem, as tickets are likely cheaper for higher numbers

    • Tickets will be sold through the SU website, meaning an events planning pack must be done (2 weeks before the event)

      • Need to start planning ASAP

Agenda IV: Training

• Event planning training etc on the SU website
• Do your training guys!!