Agenda for MegaLAN Meetings
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.
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).
Tressel tables are available at a small cost, exam desks are free of charge but may not be wide enough for most peoples rigs
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.
[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.
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.
