# Meeting #4 Charity Vigil Subcommittee 04/04/2023
## Attendance
- Grace (UCC)
- Bryce (UCC)
- Patrick (UniSFA)
- James (PCS)
- Chloe (PCS)
- Chris (Unigames)
- David (Unigames)
- Thomas (Panto)
- Thalia (UWASCA)
- Charlotte (UWASCA)
## Apologies
- Lorenzo (UniSFA)

## Absent

### Meeting scheduled: 16:00
### Meeting open: 16:12
## Previous Action Items
> Thomas: Google Perth-based Charities with regards to topics. (Done)

> David (Unigames): Advertising. (Done)
> David: Finish Poster by next meeting. (Done)
>
> Chris: Start on making the Schedules.
>
> Everyone: Get talking to sponsors.
> -> Unigames - Yes
> -> PCS - no sponsor
> -> UniSFA - waiting
>
> Everyone: go to your committees for auction prizes.
> -> UCC - no auction prizes
> -> UniSFA - in progress
> -> UWASCA: Done
> -> Panto & PCS - no auction prizes
>
> Everyone: Get discussing what activities that the Clubs wish to do.
> -> UCC: Done
> -> PCS: Done
> -> UniSFA: Done
> -> Everyone else: In progress
>
> Everyone: send event schedule to Chris
> -> UCC: Done
> -> Everyone else: Not done
>
> Everyone: Approve budget please (Done)
>
> Everyone: Put the logos into the Discord. (Done)

## Event Management
### Charity Choice
- Talking to Freedom Centre
- Perth-based Charity: providing safe place for LGBTQIA+ youth for mental and sexual health
- They accept donations, though have to double-check
- Can't start advertising until we get permission to use their logo

### EMP
- Done!

### Date and Time
- Still the same: week after Easter
- **Friday 14th April 4pm to Saturday 15th April 9am**

## Planned Activities
- Everyone continue to send schedule to Chris
- General times?
- **Raffle: midnight until 1am?**

### Dinner discussion:
- **Time?** Scheduled eating time at 7pm. Dinner run at 6:30pm?
- Latest dinner time should be 8pm. (or else it's too late)
- Double check and call Dominoes'? Broadway?
- Last event: At the door, get pizza order. 7pm - last call. 7:15pm - order pizza.
- Another last event: people start eating at 7pm and events start back up at 8pm.
- 9pm - 10pm: Too late for dinner (8pm latest)

>Motion: Voting on dinner time (time when pizzas arrive and people start eating)
>
- Unanimous: 7:30pm dinner time (till 8:30pm)

**Conclusion for times so far:**
Dinner time: 7:30pm - 8:30pm
Raffle time: 12am - 1am
The rest of the time (other than dinner and raffle time): Clubs schedule-in activities

### Club Activities
Same as Planned Activities

### Sub Committee Plans
## Finance
Action someone to purchase ticket books in Officeworks?

>Action @Thalia@UWASCA to purchase ticket books in Officeworks

### Budget
[Budget Link](https://docs.google.com/spreadsheets/d/1NV53MrFap4jwRr7IUf9Hvjc5ldfci0LW4WqEM739WlA/edit?usp=sharing)

Passed by all clubs!

> Action: @Everyone to start getting $50 prizes

### Cost Split

Done!

## Advertising
- Can't start advertising until we know we can use their logo
- Will call Freedom Centre tonight
- Facebook: One club can make the Facebook announcement and co-host it?
- Unigames has private group though
- Once have poster: Action all clubs to announce it on discord chat, discord events, facebook and instagram (if the club has an instagram account)
- Print posters in UniPrint: UCC does not have colour printers
## General business
- Borrow any equipment from other clubs? For clubs that don't have a club room in Cam Hall?
- Can "steal" equipment from the loft (eg whiteboards)
- Power? UCC has extension
- UniSFA has to confirm events with other clubs...? Power and other equipment.
- UCC not using projector during 4pm to 7:30pm.
- UCC: Stand-up screen that you can set up in the loft. Should work in the loft
- Probably just need power lead? Extension cable? UCC has it.
- UWASCA collab with UniSFA for fantasy movie? Messaged Lorenzo about this.
- UWASFA: Bring it up with rest of the committee - fantasy movies? Movie to be determined.
- Sort out a timing for that then can come up with schedule (private discussion)

### Meeting closed: 4:41pm
### Action Items
@Chris: Continue making the schedules
@Thalia: Purchase ticket books in Officeworks
@Everyone: Start getting $50 prizes
@Everyone: Send event schedule to Chris (if you haven't done that yet)
@Everyone: Continue talking to sponsors. (if you haven't done that yet)
@Everyone: Continue going to your committees for auction prizes. (if you haven't done that yet)
@Everyone: Continue discussing what activities that the Clubs wish to do. (if you haven't done that yet)

Once have poster: Action @Everyone to announce it on discord chat, discord events, facebook and instagram (if the club has an instagram account)