---
# System prepended metadata

title: '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.

