1 # Meeting #4 Charity Vigil Subcommittee 15/04/2022
   2 ## Attendance
   3 - Lara Frcej (UCC)
   4 - Lilly Fowler (UCC)
   5 - Ethan "Gibbi" Gibson (Unigames)
   6 - Connor Brennan (Unigames)
   7 - Lorenzo Iannuzzi (UniSFA)
   8 - Ezran Bailey (UniSFA)
   9 - James Frayne (PCS)
  10 - Alan Cheng (PCS)
  11 
  12 ## Apologies
  13 
  14 
  15 ## Meeting scheduled: 11.30am
  16 ## Meeting open: 11.41am
  17 - Alan's charing as Gibbi is on discord..
  18 
  19 ## Event Management
  20 ### Charity Choice
  21 - WhoGivesABuck still hasn't responded.
  22   - Call WhoGivesABuck tomorrow if they're open.
  23 - Don't have a charity at the moment.
  24 - ACTION: Connor to research charities on his own and get in touch with them before the event.
  25 
  26 ### EMP
  27 - Gibbi filled in the Covid form.
  28 - Guild hasn't approved the EMP yet.
  29 
  30 ### Date and Time
  31 - 16th Saturday 4pm - 17 Sunday 9am.
  32 - Check the handover for stuff we need to do on the day.
  33 
  34 ## Planned Activities
  35 - As before.
  36 
  37 ### Schedule
  38 - Lara's working on it.
  39 - ACTION: Everyone to send Lara their clubs event schedule.
  40 - Have a shared link for the scheduel that individual clubs can put in their event times.
  41 
  42 ### Sub Committee Plans
  43 - Create plan for subcommittee avaliabily for the 16th/17th.
  44   - Roster for who's at the door.
  45   - Whenisgood as well.
  46 - 4-10pm : 2 people at the door which charge people for entry.
  47   - 10-12pm: 1 person at the door. 
  48     - Stamp hands.
  49     - Post midnight don't need someone at the door.
  50 - ACTION: Everyone to figure out if you're running an event and then do the whenisgood.
  51 - Within committee assign who is in charge for certain events/who will be in the clubroom.
  52 
  53 #### Raffle and Auction
  54 - Raffle then Auction.
  55   - 12am.
  56   - Gibbi will run the raffle and Jackie the auction.
  57   - Uniames has raffle tickets.
  58   - Raffle goes for around 20mins and auction depends.
  59   - Events re run at 12.30am but is flexible.
  60 
  61 - Gibbi leaves 12.01pm
  62 
  63 - If you won't be there for the raffle and auction, tell a friend you're preferences for prizes incase you win.
  64 - Prizes displayed in the corridor before and during the event.
  65   - Auction prizes will be there as well, with a sheet to start bidding. 
  66 
  67 - No breakfast break.
  68 
  69 - PCS: 3 prizes and 1 small one.
  70 - UniSFA: 5 prizes. Might auction a Unigames shirt.
  71   - If UniSFA does auctions the shirt, Jackie will auction it. 
  72 - Unnigames: 8 raffle prizes. Will auction: fog of love, the conspiracy booster box (box of magic cards), 2 unigames d6, harbour card game, war game called necromunder.
  73     - Silent auction before auction officially starts.
  74       - Can bid before hand, at the start of the event.
  75     - Others can bid for you.
  76     - Auction rules will be posted by Gibbi.
  77       - Written on the whiteboard. 
  78     - Re-used prizes from uncharity.
  79 - UCC: Has 5 prizes that aren't 3D printed. And 5 maybe 6 3D printed prizes, not includuing UCC competition prizes.
  80 
  81 - Have a photo of all the prizes and a PCS prize photo, along with the finished scheduel and have that done before 8pm.
  82 - ACTION: Everyone do the above.
  83 
  84 ## Finance
  85 - Raffle ticket prizes: 1$ each.
  86 - Entry fee: $5.
  87 - Pizza: $400 (Will most likely change though).
  88   - Order pizza at the door when you come in and have a final call at 6.45pm.
  89     - Door people will collect pizza cash at the door.
  90       - Alan will provide the online form for pizza later tonight. Will put in discord.
  91     - Call Dominoes at 7pm.
  92     - Dinner break would be 7.30-8.30pm, but can be flexible.
  93     - Lara or Connor will pick up the pizzas and pay in cash with the money provided.
  94       - Tell Dominoes we're paying in cash.
  95 - Printing fee: $5.
  96 - Unigames will provide the float.
  97 
  98 ### Budget
  99 - Every club has approved the budget.
 100 
 101 ## Advertising
 102 - Every club has put up an announcment in Discord/Facebook.
 103 - Posters are up (Thanks Jackie).
 104 - Pride Department said they would advertise the event, but we haven't seen anything yet.
 105 - RE-Have a photo of all the prizes and a PCS prize photo, along with the finished scheduel and have that done before 8pm..
 106 - If a charity responds by tonight or tomorrow morning, advertise the charity. Otherwise have posters at the event for our charity and announce it at the door.
 107 
 108 ## General buisness
 109 - ACTION: Everyone to fill out the roster.
 110 - If the square reader is running, we can use it.
 111   - There's a surcharge and it's not cash.
 112 - UCC will be using dispense and will figure that out.
 113 - Sub-com set up at 2pm.
 114 - Pack up will be as we go after an activity is done. Officialy start packing up at 9am.
 115 - PCS can use the loft for events.
 116 - Tins for collecting money?
 117   - UniSFA has some some tins.
 118 - ACTION: Everyone to look if they have tins to collect money in. 
 119 
 120 ## Meeting closed: 12.49pm
 121 ## Action Items
 122 - ACTION: Connor to research charities on his own and get in touch with them before the event.
 123 - ACTION: Everyone to send Lara their clubs event schedule.
 124 - ACTION: Everyone to figure out if you're running an event and then do the whenisgood.
 125 - ACTION: Everyone to take a photo of all the prizes and a PCS prize photo, along with the finished scheduel and have that done before 8pm.
 126 - ACTION: Everyone to fill out the roster.