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Size: 3508
Comment:
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Size: 3508
Comment: 3rd times the charm. /me beds to avoid more stuff ups
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| [[https://docs.google.com/document/d/1F0ofL9S00DL-1z4Of1SxLmGpdESxJiIqqGJ_gfmaxjA/edit?usp=sharing || LAN site prep]] [[https://docs.google.com/document/d/1IejuEDStugwj6koWdRetLYMajS8hi_GpJIBEdD5Mke4/edit?usp=sharing || UCC-CASSA MegaLAN]] |
[[https://docs.google.com/document/d/1F0ofL9S00DL-1z4Of1SxLmGpdESxJiIqqGJ_gfmaxjA/edit?usp=sharing | LAN site prep]] [[https://docs.google.com/document/d/1IejuEDStugwj6koWdRetLYMajS8hi_GpJIBEdD5Mke4/edit?usp=sharing | UCC-CASSA MegaLAN]] |
Venue
The proposed venue for the 2013 MegaLAN is the Winthrop Undercroft (Building 101 on the Crawley Campus).
Costs
Our booking cannot be confirmed until 10 weeks in advance (just over a fortnight away as at 20130404).
The estimated venue hire cost is just under $440 (inc GST) and covers the service charge and cleaning costs. If [MRD] is not available to supervise additional staffing costs will be incurred (which we want to avoid).
Layout
A draft layout can be found over at http://mattdidcoe.com/megalan-rough.pdf, a better layout is now available at http://mattdidcoe.com/megalan-tidy.pdf
This layout has tables in a North-South orientation with a capacity of between 94 and 120 depending on the level of comfort/space offered (it gets tight on either end near the stairs and eastern wall). There's space along the south side for consoles or alternately these can potentially be located in G05 if [MRD] can negotiate access. Consoles were located on the East and Southern Wall of the room and didn't take up much space, thanks to Byte Nyte for providing them and [TJB] for organising.
Cables (power and network) would be distributed from the North end of the table down as the 3 phase outlet is located in the NW corner of the room (another is available just outside on the SE corner and can be fed back in easily if required). A 3-phase power distribution unit was found in the Undercroft and used along with 2 rented units costing $150 which [SZM] organised from
Trestle tables are available at a small cost, exam desks are free of charge but may not be wide enough for most peoples rigs. Guild tables acquired as well.
Catering / Food & Beverage
Suggestion is just to have a bulk pizza run done (ie. situation normal), given the size it will be a good idea to forewarn the pizza place of choice ahead of time. Dominos generally works best price wise. [XON] was able to organise a pizza van Il Paiolo who served us awesome pizza but it is small and not cheap, $15 Full Pizza - $8 Half Pizza.
[MRD] has also suggested a coffee machine which could be a good money earner in conjunction with regular drink and snack sales. A fridge is available but will not handle the capacity we'll likely sell. A trailer fridge or series of other fridges will be needed along with people to look after the stock during the event.
A joint Snack and Coke run between UCC and CASSA was held the day before the LAN to buy goods. Refreshments more than covered attendance of 40+ people, may need more fridges/eskies with at least double the attendance. Thanks to [BOB] for providing an esky which saved [SZM]'s back.
Ticketing
Online booking / ticketing is suggested given it will be a cross club event. Plenty of options around with minimal fees compared to the hassle of trying to organise manually.
After late organisation with the website (thanks [BG3]) tickets were handled through bank transfer and an email to exec@. Suggestion to use a Google Form and Dispense / Bank Transfer in the future, investigate other online ticketing options.
Sponsors
Publicity
