# WTH 2021

## 20/8 OSL Meet

### Purpose of meeting:
* Clarify new safe distancing measures
* To do list before approaching sponsors

### Takeaways:
* [Logistics] More concrete stuff like venue booking and catering etc can only be confirmed closer to the date, will reconvene in March 2021.
* [Logistics] Due to safe distancing measures, we will most likely use up more venues compared to previous arrangement.
* [Program] We can't have mass gatherings of people. So schedules like meals and mass briefings will be held in smaller clusters (within each group's working venue).
* [Program] Need to draft a new EPF based on the current new normal scenario.
* [Logistics] To consider: currently orientation requires 25 venues.
* [Logistics] Venue availability may be an issue, so may need to work on basis of 5 people per team, and ensure that there is no intermingle between groups (make sure that they stay in the venue that they are working in)
* [Fablab] Need to clarify new guidelines given by Fablab staff.
* [Logistics] The event date maybe concurrent with discoveryweek, so need to communicate with them regarding the use of space.
* [Logistics] Cost of last year's logs have been absorbed by osl, so must fix the budget plan to pitch to the spons.
* [Program] Target Audience: priority for SUTDents, open to public => subject to approval by incident management team. (% open to public) => base it on this year's registration.
* [Logistics] Consider what we alr have, and what we need for future iterations. (to gauge sponsorship / donation that we will need from ext organization)

### To do:
#### [Program]
* Prepare a new EPF based on the safe distancing measures (prepare plan A plan B scenarios)

#### [Logistics]
* Tidy up the carried over materials & equipment from last year, so that we can start on the budget plan
* Tentative number of people

#### [Sponsorship]
* Compile the list of company & people to approach
#### [Design]
* Prepare a new pitch deck based on the current program & budget plan
#### [Automation]
* Compile the percentage of participants from this year's sign up responses

## Raw notes:
> clarify epf guidelines
> if crystal were to review the new normal, difficult to confirm most of what's in the epf
> student's affairs v busy, given the new intake (venue wise)
> most venues will be planned for academics
>
> usually need q a number of venues to put groups together, satellite & main fablab
> bigger venues, mph etc for exhibition
> (limited venues for that month)
> this was all in may, now in sept
>
> current proposal : not based on new normal, need to look into the safe distancing measures (email sent from student life: resumption of 5th row activities)-> make a new epf proposal, base on the new capacity.
>
> osl will only be able to advise nearer to the date.
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> bump osl for new normal.
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> clean up epf before approaching the sponsors
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> each be given a room, limited to venue availability
>
> event & safety briefing @ bigger venue: maybe split into smaller groups.
>
> meals: no gathering (eat within own groups).
>
> instead of submitting epf now and reviewing as it is, work on the guide 6 months before the event date (march 2021).
>
> put epf on hold till next year march.
>
> format of the hackathon is the big issue.
>
>
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> so far, there's no request on outsiders (public) participating in our 5th row event, except for instructors.
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> come up with a plan A & plan B (open to public vs not open, at certain %).
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> venue availability => limited venue space, change the group size.
>
> right now, orientation -> need 24 venues. (about twice our size)
>
> new guidelines on fablab based on the new measure.
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>
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> sanitize equipment after they use (fablab to take note, check with the fablab ppl)
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> check if we can deploy 3dprinters in each venue.
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> check with discoverysutd if they are going to use some venues.
>
> iron out the FORMAT of hackathon first before reaching out to the sponsors.
>
> if EHS were to oversee the event, they need to review the risks.
resumption of fifth row is for current situation
still quite fluid: this event is still in the coming year.

> when is the latest to approach this sponsors? Disclaimer: subject to changes.
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> safe distancing measures is under incident commander.
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> best if set aside rules (each team has a specific venue).
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> [logistics] technically dont need to pitch for the tshirts etc (that was already been paid for) review the sponsor pitch deck & budget plan.

>
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> reflect all the format of the hackathon into the new pitch deck.
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> REQUIRED to submit: epf, budget plan. venue (2 months before), meal quotations etc (1 month before).
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> agreements are all invalid now, need to redo the new agreement.
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> money will only come in after the event, expenses will be made before the event.
>