1 Meeting 3
2
3 Attending Clubs: CFC, CSSC, DSC, PCS, UCC
4 Date: July 31, 2022
5 Property: July 31, 2022 11:05 AM
6 Tags: weekly
7
8 1:45pm meeting commenced
9
10 Present:
11
12 Sophie (PCS)
13
14 Milton (DSC)
15
16 Jun (CFC)
17
18 Lilly (UCC)
19
20 Jack (CSSC)
21
22 Cormac (UCC)
23
24 Lara (UCC)
25
26 Absent (apologies):
27
28 Dom (CFC)
29
30 Heidi (PCS)
31
32 ## Stand Ups
33
34 ---
35
36 ### Dom
37
38 - Report
39
40 ### Jun
41
42 - Report
43
44 ### Jack
45
46 - Report
47
48 ### Div
49
50 - Report
51
52 ### Sophie
53
54 - Report
55
56 ### Jordan
57
58 - Report
59
60 ### Naufal
61
62 - Report
63
64 ###
65
66 - Report
67
68 ###
69
70 - Report
71
72 ###
73
74 - Report
75
76 ## Agenda
77
78 ---
79
80 ## Admin Stuff
81
82 ### Date/Time
83
84 - Saturday the 12th of November
85 - Possibly change the date, Monday?
86 - EVERYONE Go back to committees find out what times work
87 - CFC Friday 14th/11th
88 - 5:30pm doors open, 6:00pm start
89 - Maybe 7PM, helps with people getting ready/ if they have an arvo exam.
90 - Start at 7PM
91
92 ### Venue
93
94 - Quiz Night is generally held at the Tavern
95 - easy to transport things to
96 - will need to discuss with the manager about security, catering, general bar use, venue capacity + number of tables etc
97 - Online booking system? Worth double checkjin
98 - ACTION LILLY : Ask cam hall what q’s they asked to the tav to get it all organised. And send email to tav once found out.
99 -
100
101 
102
103 - Is the weekend tax worth avoiding?
104 - Put it on Monday week after exams (14th of Nov 7PM Start (Doors open 6 30))
105 - Tav also does catering :)
106
107 ### Finances
108
109 - Expenses
110 - Venue Hire
111 - Have to check, will be less expensive on the monday
112 - Catering
113 - Price included in ticket
114 - helps with kitchen closing/ preordering
115 - Dont quote Lilly on that
116 - Kitchen closing at 6??? absolutely need to cater in that case
117 - [https://www.uwastudentguild.com/assets/downloads/catering/tavern/quiznight2021_menu.pdf](https://www.uwastudentguild.com/assets/downloads/catering/tavern/quiznight2021_menu.pdf)
118 - Advertising (Posters)
119 - resounding yes
120 - Theme?
121 - Cam hall usually does a theme
122 - Tech related themes
123 - viddy games
124 - cosplay
125 - Tech company?
126 - A phrase
127 - Age of technology
128 - ACTION EVERYONE: Figure out themes, poster. Go back to committees
129 -
130 - Prizes
131 - every club agrees to a purchase $50 worth of prizes
132 - Unanimous
133 - Have to be purchased specifically for this event. Cant be lying around the clubroom for example
134 - We will reimburse up to 50$ for individuals buying prizes for their club
135 - Quantity over quality
136 - Minimum of 3 per club up to 50$
137 - Disclose your sponsors to keep things easy
138 - We want a spread with less overlap.
139 - ACTION EVERYONE: Discuss prizes with your committee
140 - Minigame expenses
141 - USB/Jellybeans in a jar
142 - Coin flip minigame
143 - Gold coin to enter
144 - Raffles are easy to do
145 - Need to budget a prize or delegate some shared prizes to it
146 - paper planes (but we have to clean them up 😢)
147 - Dinosaur game contest
148 - ACTION EVERYONE: Go to committees and think of minigames
149 -
150 - Income
151 - Tickets
152 - Physical or online
153 - Online is way easier
154 - In addition to tickets at the door
155 - Surcharge of 1/2%
156 - Managable
157 - Unanimous
158 - Eventbrite
159 - UCC can use their square reader
160 - Same with CFC
161 - Someone research best / cheapest ticket management
162 - ACTION: Jun will do this
163 - Potential minigame income
164 - not decided, next meeting
165 - Profit split
166 - Lilly propose that all profit is split evenly between the participating clubs currently in the subcommittee, and any excess unforeseen costs are split by the following arbitration process:
167 - The subcommittee will endeavour to devise a split with the objective of minimizing harm to all involved clubs. This split will then be presented to all clubs for approval. Should any club fail to approve this split, this process will be taken to the Guild for oversight and arbitration.
168 - Unanimous
169 - UISS and URC
170 - Absent two meetings with no reps
171 - CUT THEM
172 - They can always do a guest round 🙂
173 - Some advertisement to be done with them
174 - “featuring guest rounds from X Y and Z”
175
176 ### Ticket Sales
177
178 - In person tickets, or online tickets with a surcharge?
179 - ACTION: Eventbrite will be set up by Jun
180 - How were tickets done last year?
181 - Ticket types: individual vs table tickets (8 people), early bird vs regular
182 - ACTION: Lilly will check what % to use for early bird tickets
183 - set up a way to keep record of tickets sold
184 - Some sort of spreadsheet for everyone to reference
185 - eventbrite
186 - cheapest ~ cssc
187 - @Jun Yap
188
189 ### Budget
190
191 - Spreadsheet
192 - Do we have access to last years?
193 - Lilly can send in cam hall budget
194 - Just make sure you adjust for surcharge
195 - “Money / budget - Naufal, Lilly(Grace)”
196 - Jack does finance….
197 - ACTION Jack, Naufal, Lilly to get this done / started and post in discord
198 - Start this ASAP, cant be finished until the event is but if we have a tentative budget to do everything that we can before study break it would be good
199
200 ### EMP
201
202 - official event manager on the EMP will need to be sober the whole night
203 - Jun doesnt drink 🙂
204 - Jun nominates Dom to be the EMP writer
205 - UCC can provide a previous EMP to assist.
206
207 ## Quiz Night Structure
208
209 - generally 10 rounds with ~2 breaks (minigames running in the breaks)
210 - Set up 530
211 - Doors open 630
212 - Start at 7 sharp
213 - We want the quiz to be done by 11 (subcom will have to stick around though)
214 - Introduction first
215 - bribes, rules, etc
216 - darkmittee to organise rounds by themself
217 - Sound test multiple days in advance
218
219 ## Advertising
220
221 Marketing - Jun, Sophie
222
223 ### Quiz Night Theme
224
225 - Figure out number of posters, printing budget, etc.
226
227 ### Posters & Ticket
228
229 - graphic design can be done after we figure out a theme
230
231 ## Darkmittee Section
232
233 > Cameron hall has this thing where you divide into light and darkmittee
234 >
235 >
236 > Lightmittee organises the quiz logistics
237 >
238 > Darkmittee organise the quiz questions and hosting
239 >
240 - benefits are great
241 - Darkmittee forbidden from participating
242 - Lightmittee can participate instead
243 - ACTION EVERYONE: Allocate a light and darkmittee from your club
244 - UCC: Cormac Darkmittee, Lilly Lightmittee
245 - read old quizzes
246 - so we don't repeat questions from recent years
247 - look for feedback from prev quiz night rounds
248 - look for spread of difficulty
249 - questions shouldn't be about obscure texts, but rather obscure questions from popular texts
250 - music round: need to go in and check everything works re: tech, sound etc
251 - figure out round structure
252 - what rounds, what order
253 - start writing the quiz
254 - start quiz slideshow (later)
255 - host roster (who is hosting which round/running what minigame)
256 - marking spreadsheet
257 - discuss how bribes work (bribe limit etc)
258 - Food or drink from the tav
259 - Can be anything though
260
261 ## General Business
262
263 - Any questions?
264 - meetings at 130, sunday
265 - Current venue is good
266 - Subcom regulations would be good to agree to
267 - Please review 🙂
268
269 ### Action Items
270
271 Meeting closed 2:54 PM
272
273 PCS 14 (21%)
274
275 CFC 16 (25%)
276
277 UCC 12 (18%)
278
279 CSSC 10 (15%)
280
281 DSC 9 (14%)
282
283 QFin 3 (4%)
284
285 /64
, as shown below in the list of files. Do
