Meeting #2 Charity Vigil Subcommittee 21/03/2023

# Meeting #2 Charity Vigil Subcommittee 21/03/2023 ## Attendance - Grace (Proxy) - Lorenzo - Patrick (Discord) - Charlotte - James - Chloe - Chris - David - Thomas - Thalia (Discord) ## Apologies ## Absent ### Meeting scheduled: 16:00 ### Meeting open: 16:15 ## Previous Action Items > Everyone: Get talking to sponsors. (In progress) > Everyone: get committee approval for 14th-15th of April (UniSFA: yes, Panto: yes, UWASCA: yes, PCS: yes, UCC: in progress, Unigames: no discussion) > Everyone: go to your committees for auction prizes. (in progress) - Some clarfication on rules needed? - Auctions can be anything in the pocession of the Club, can be part of the $60 prize budget, but not required. > PCS, Panto, and UCC New-mittee: get your subcom regs in order (PCS: Yes, Panto: Yes, UCC: uhh no meeting yet :) ) > James (PCS): write the EMP and Loft booking. (Done) > James (PCS): fill out After Hours Access (AHA) form. (??? Guild being strange) > Lorenzo (UniSFA): make the budget. (Done) > David (Unigames): Advertising. (Not yet) ## Event Management ### Charity Choice - Who Gives A Buck is dead :( > Thomas: Google Perth-based Charities with regards to topics > - Pride department probably knows about LGBT Charities > - Shenton House probably knows about Mental Health Charities ### EMP - EMP Submitted and Approved ### Date and Time - 14th-15th of April pending. - 4pm-9am - Unigames' has concerns: - Awkward attending times. At start of Study break people are willing to go because you can procrastinate assignments, but end of study break people are not willing. - Panto cannot do in 7th-8th-9th, people are away for Easter, puts us in a weird position. - Either we go ahead with 14th-15th, or we push it back. - Pushing it back is worse tbh - We have no other options but 14th-15th, because that is when all clubs are available. ## Planned Activities ### Club Activities > Clubs: Get discussing what activities that the Clubs wish to do. - PCS Panto and UWASCA will have to share loft and corridors. - Y'all need to figure it out. - Panto wants to do a scavenger hunt thing throughout Cameron Hall. - Thomas would just be in one place. - Similar to PCS's UnProgramming competition - What would they be looking for in a Scavenger Hunt? - PCS and Panto to discuss this together. - UWASCA wants to do a crafting corner - Activities only until Midnight. - UniSFA collab? Medieval themed movies. - UWASCA could have back corner of loft. - History themed quiz. - UCC has a standup projector that can be set up in the loft. ### Sub Committee Plans - Scheduling is done of whole night, for advertising. - We need from every club, when and what the club is offering for Sub Coms - We also need a Door Schedule. - Door people accept payment and manage the raffle. - It is done on a schedule of availability. > Chris: Start on making the Schedules. - PCS managing the pizza order? - We can reuse what they did in UnCharity #### Raffle and Auction - We decided on a $60 prize budget. - Some concerns from a few clubs. - UWASCA, similarly to Panto, makes what they sell, could that be included in the $60 prize limit instead of purchasing? - UWASCA already has the material, like leather, fabrics. It is already stuff that is being sold for a set price. - It would be the same as Panto, it is an Economic loss and therefore able to be reimbursed, as was discussed with Panto. - Panto also considering making the nominal value of the tickets sold at the raffle lower, and they could purchase another raffle prize. - We aren't going to say no, but we also were OK with Panto having only tickets. - Prize budget would be included in the overall budget of the event, and there may be too many prizes because too many clubs? - Desentivises purchasing raffle tickets. - Why dont we limit how many prizes the clubs can get? - The prize money isn't reimbursed to the clubs, it will not detract from whats being given to charity. - There can be more higher-end prizes. - instead of 6*$10 prizes, we had 2*$30 prizes. - Raffle Tickets were barely sold out of 800 at UnCharity so maybe 800 is the limit? - If we buy the extra tickets, we can just keep the unused tickets? - If we are reducing the number of prizes, people may choose to bulk buy tickets. - There will always be people who bulk buy their tickets. - Someone could spend $10 on raffle tickets, and get a $30 dollar prize. - Someone could, but people may choose to also buy more tickets individually. - There are more prizes because more clubs anyways, it could be balanced. - This is why there would be a hybrid prize scheme, a few $40 prizes and more $5 prizes for example. - There are also sponsors who give out prizes for free or at a reduced cost. - How much of a tangible impact would this have? - How would we know if we don't do this? - We should experiment to know for future Charity Vigils. - If we have 2 more clubs, do we want to bring the prize limit down to $50. - We had 4 clubs last year, $200 total prize budget. - We have 6 clubs this year, $360 total prize budget. - If we lower to $50 it may be more reasonable. - Are we expecting an increase in attendance of 80% given the %80 increase in clubs? - Likely no. - Lorenzo moves to approve a $50 dollar prize budget per club, Thomas seconds. - 9 - 0 - 1 Motion passes. - Lorenzo moves to purchase 3x400 raffle tickets instead of 4x400. David seconds. - 11 - 0 - 1 Motion Passes. ## Finance ### Budget [Budget Link](https://docs.google.com/spreadsheets/d/1NV53MrFap4jwRr7IUf9Hvjc5ldfci0LW4WqEM739WlA/edit?usp=sharing) - Discussion on this tabled on whether all *profits* goes to charity or all *proceeds*? - Pizzas for example are not part of the budget, but we always have a net-zero pizzas. - The result of this should be made explicit in the handover. ### Cost Split - Costs are split equally; unforeseen costs to be borne by the incurring club or discussed by the subcommittee where relevant - Unforseen cost is something that is not in the budget, and not considered for placement in the budget, but is spent for the purposes of the event. - If some club spends $300 on an activity, would we all have to have the cost? - No, unless it has been approved by the Sub Committee. - Chair moves that the question be put. - Passes unanimously. > Everyone: Get the Cost-split approved by committee. ## Advertising - David will ideally have something drafted up for next meeting. ## General buisness - No general business. ### Meeting closed: 17:09 ### Action Items > Thomas: Google Perth-based Charities with regards to topics > - Pride department probably knows about LGBT Charities > - Shenton House probably knows about Mental Health Charities. > UCC New-mittee: get your subcom regs in order > David (Unigames): Advertising. > Chris: Start on making the Schedules. > Unigames: Approve date and time. > Everyone: Get talking to sponsors. > Everyone: go to your committees for auction prizes. > Everyone: Get discussing what activities that the Clubs wish to do. > Everyone: Get the Cost-split approved by committee.