Minutes 2018-11-12

The minutes for our meeting on the 12th of November.

- Present :: David I, David II, Sam, Amelie, Ryan, Dan, Rob, Toby

• Late :: Ed

• Absent :: Everyone else, obviously.

LAN

• Signups are open for LAN, as of this morning.

• Set to 80 people as is, we don't really want to use two rooms unless absolutely necessary.

• We can use a lot of the tables from LIB1 if need be.

• Need to email Estates about the power again, probably sooner rather than later.

WASD

• Room is booked from 6pm Friday to 10pm Sunday! Saturday and Sunday pretty much the entire day.

• WASD is now confirmed as the 1st-3rd of February.

• We should open signups sooner rather than later.

• Would be gooooooood to list donation incentives - we need to start thinking about some of this stream-specific stuff quite soon.

Sponsors and Publicity

• Sam Hine is in the process of hunting down sponsors for the event. Currently talking to RoG.

• noblechairs and OCUΚ will probably also be involved, but if RoG want to be a headline sponsor then they should get priority.

• Publicity! Hi Dan!

  • We want to do big screen advertising, have the Street Team distribute some flyers (probably under 5000 of them), and generally advertise this pretty bigly.

  • speedrun.com and /r/speedrun are good, free, natural places to advertise.

  • We want a one-pager with a domain name and likely a Facebook page.

Production

• Do we want other things at the event?

  • Things like our regular gaming stuff, but noise is a concern.

  • Could get sponsorships for arcade machines or something?

  • HTC Vive? Might be a good idea.

• We want the production quality to be higher than last year, including soundproofing and probably backdrops.

  • We need all sorts of fancy visuals now. How exciting. We might be able to approach Warwick RAW to help with this.

• The next few minutes consisted of a lot of people pointing at a screen, which I'm not sure how to transcribe onto the minutes. Basically talking about layout. Very productive, probably.

Organisation

• For submissions we want a demo of them running the game, as a proof they at least vaguely know what they're doing and have some non-negative charisma.

  • Also want to know what times they're available to run.

• In terms of exec requried:

  • We need one person doing stream visuals.

  • One doing audio and stream interaction (donations etc).

  • One doing "community corner".

  • One doing stream interviews.

• We need to document processes for contacting security etc.

Merch

• We can have merch! Lanyards, keyrings, enamel pins, stickers (obviously). Our existing branding is awesome and we should use it.

• We probably want lanywards to staff and runners (for security purposes more than anything).

• Maybe beanies?

AOB

• Clothing order is happening, Sam is waiting on an email.

• Certs issue on hopper at the moment, David I to look into.

• 3D printer upgrades - David I had to change bits of the order for various reasons.

• Secret Santa has opened, signups close Friday.

• LSEG want to do a talk. No idea when, although we were thinking some time next week provisionally. Might be too late for that now.

• 3D printing workshop to happen later this term or early next.

• Pop! is happening. Circling in Fusion Bar beforehand.

• We need to buy a SingStar microphone.

Quotes

Amelie - "Well the problem then is that we won't have a floor."

Amelie - "Hear me out. WASD condoms."

Toby - "Nobody is allowed to dive into our Scrooge McDuck money bin."