Meeting #7 Charity Vigil Joint Subcommittee 16/05/23

# Meeting #7 Charity Vigil Joint Subcommittee 16/05/23 ## Attendance - Grace (UCC) - Bryce (UCC) - Lorenzo (UniSFA) [Online] - Patrick (UniSFA) - James (PCS) - Chloe (PCS) - Chris (Unigames) - David (Unigames) - Thomas (Panto) [Online] - Thalia (UWASCA) - Charlotte (UWASCA) ## Apologies ## Absent ### Meeting scheduled: 16:00 ### Meeting open: 16:12 ## Previous Action Items >ACTION: @Thalia to create a feedback form. (Done) >ACTION: @Lorenzo to update the Handover Document. (Done) ## Finance ### Budget [Budget Link](https://docs.google.com/spreadsheets/d/1NV53MrFap4jwRr7IUf9Hvjc5ldfci0LW4WqEM739WlA/edit?usp=sharing) ### Cost Split - Got the receipts for everything - How much does each club have to give another club? (In the budget) >UCC give UWASCA $4.35 UniSFA, PCS and Panto give UWASCA $3.66 Unigames give UWASCA $1.66 - Reimbursed for raffle prizes? (No - it's Charity Vigil.) - Only get reimbursed for raffle tickets - Individuals should get reimbursed by their club for raffle prizes, but the club doesn't get reimbursed. - Do we have to account for the different costs of raffle prizes each club spent in the cost split? -- If different clubs got prizes with different costs, do we even it out? -- In the future, should be worded better. -- Fine to leave it as it is for now. >MOTION: To approve the final budget. >- Unanimous All clubs need to approve the budget so we can start distributing the money. >ACTION: @Everyone: Approve the final budget. ## General business ### General Feedback Thalia has access to all the answers to the feedback form. - Only got four answers, one of which didn't go to Charity Vigil. - Overall satisfaction!! Generally satisfied with all activities. - Prizes for the auction was good, cap for the raffle prizes was good. - Not a lot of enthusiasm for some events... - There could be some time where people can just hang out and not do specific events in future Charity Vigils. - Some issue with space with UWASCA. - Comment for Panto: Looked interesting but not many people did it so didn't end up doing it. - Advertise more that the event is drop-in, drop-out. ### Pizzas: - Not everyone ordered pizza: the menu options were unappealing, people had their own food. - Expand the options in the pizza form? More options will be nice. - Deluxe pizzas were confusing, plus a gluten-free pizza that wasn't labelled. (Dietary restrictions) -- A bit chaotic. -- Put that on the handover? Pizza order form modification. - Only have to search for 2 people to give them their pizza order. ### Prizes: - Overall satisfaction. - Prize options for the future: More dice (general dice?), more card/boardgames and gift cards ### Advertisement: - Mediocre rating. - Two people did not see any of the physical advertisements (posters). - People generally learnt about it on Discord - Discord advertisement's effective. - More physical posters will be appreciated in the future. ### Digital advertisement: - Higher rating than physical advertisement. - Easy to access. - Discord sends an event reminder (handy!), though UniSFA and Unigames notifications came in late. - No remarks regarding to Facebook advertisemenrts. - Overall: Discord's working well!! ### Other feedback: - Amount of time to prepare? 3-4 weeks of preparation before we got a poster out. - Consider pushing the event back in the semester? Maybe not. -- Have sub-com meetings earlier? - UCC general meeting: Later in the semester. -- Generally shouldn't gather a sub-com before a club's AGM (Can't expect who's going to be in a committee, so can't expect whether they can be in the sub-com in the future) - Should consider another time (Later?), even though there will be lower attendance? -- End of Week 7 or End of Week 8 so people doesn't have too many assignments, and they can attend an overnight event. Sub-com can also organise the details better. -- Or we can put it after exams. -- Current date for the event is good for attendance, but bad for organisation. Prioritise organisation rather than attendance, since some aspects were pretty rushed. - Other clubs can help out UCC (or any club) if they have their AGM later. Won't be as rushed in this case - can organise details earlier. -- First year that UCC's AGM is late. Not normally late. -- In Handover: If the committee of a club is not firm, the representative of the club should not be chair/minute-taker/whip. - Venue? Can't control it really... (It's a Cam Hall Clubs activity, it should be in Cam Hall) - Would love each club to have two sub-com members. -- What if something happens and the one sub-com member cannot attend to other meetings? -- If a club doesn't have two sub-com members they probably shouldn't be involved. -- Up to every year's sub-com, but just want to raise awareness to this topic. - Signs on the backdoors: Needed! -- If it is not in the handover, put it in the handover - Incident: Someone left their bag in the Guild Hall. Went back to get it in 10pm, couldn't get it. Very distressing situation. -- Make sure you leave your bag in Cam Hall/Inside a clubroom!! -- Put it in Announcements: Make sure you can access your bag at all times. - UWASCA: One item didn't end up getting auctioned. $60. - Don't rely on square too much. There is a surcharge. We get less donated to charity. -- Put in Future Advertising: Cash only. (Much easy to handle + no surcharge) -- Future Sub-com: Should specific whether it is cash only/digital payment allowed from the start. (Hard yes/no.) - Make sure action item was completed! Only Action Item: Get all clubs to approve the final budget. > Not an action item, but... Everyone ask their committee whether the event should be held later. (In general, opinions regarding to the date of the event, and when to organise it.) > Calendar of every club - should decide on a weekend that every club can organise Charity Vigil early on. ### Meeting closed: 4:53pm ### Action Items @Everyone: Approve the final budget. ### Digressions Thanks for organising an AMAZING Charity Vigil :)