2026 Winter Ball & Events Meeting Minutes

Sun 04 Jan Meeting Minutes

Current Ball progress, and further planning

Agenda (Minutes Next Section)

Progress accurate per [redacted] ? - "is now"
Recently Done:
- Ticketing Form submitted
- Event set up on WSU and UWCS websites (not yet visible)
  - [redacted]
  - [redacted]

Publicity
- Already spoken to Harmony, will follow up Monday
- Coordinate with CodeSoc & WAI
- I’d like to promote on the DCS Newsletter & the Screens (RL could you advise what to put on the form?)
  - RL: Combine with other bits from email-zone for W1 newsletter, Lea will reach out for W5 one iirc. Wrt screens, you need a 16:9 image, send either via form or to DCS Tech email - specify how long you want it in circulation. Propagates overnight, send on working day.
Ticket Sales
- Sales period of 2 weeks (19/01 12:00 - 02/02 12:00), to end early if we sell out
- Max. 80 tickets
- Some things don’t match the planning pack so I might need to fight Claire - I’ll make sure it’s resolved in time
Meal Selection
Seating
Decoration
- Willow suggested some sort of crafts thingy?????
Activities
- Willow, progress??

On track: Venue booked, deposit done, obtained photographer & contract
- Discussion required about contract
- Require to update people about what is going on
Events set up on the events website + SU page
Ball: Week 7; 7pm - Late

Publicity:
- Harmony informed about contributions + require response by end of Week 1
- Planning to launch publicity at the beginning of week 1
Coordination with CodeSoc and AI:
- Thomas informed of progress ystd
- Deadlock between socities responsibilities now
Raven
- Help Thomas to get details -> Newsletter + script
Thomas (Week 1)
- Send markdown drafts (email) to Lea (inc. newsletter details)
  - Execs to clarify newsletter details to be included
- 16x9 image sent via the form or the DCS email box (inc. circulation duration eg 30-60s at a time, send on working day)
- Image depends on Harmony
Timeline
- Publicity begins week 1 day 1 (sending across all societies + announcements + servers)
- Week 2 Monday 12:00 for 2 weeks - Tickets go on sale (promote during this period)
  - Max ticket sale is 80
  - Want to sell 80 but financial plan accounts 60 (discrepancy may cause conflict)
  - Assistance point of contact: Adam
  - Price: 2025 - £40, 2026 - £45 (easier to convince SU)
- After sorting tickets:
  - Meal selection poll in the collab server (happen early)
  - Seat Seating (same as 2025)
  - Decoration - Willow to assist (arts and craft event)
  - Casino games
  - Music/Community playlist - TBC
  - Formal nights gaming - alcohol x equipments is bad
Publicity:
- Persuade DCS to send a dedicated email - Lea and James

Potential: exec meeting with DCS in order to lock in on stuff
- Smaller subset of people
[redacted] shotgun [redacted] sports [redacted]
Boil Josh and eat Lewis in the Josh broth