Aberystwyth Community of Gamers Meeting Minutes 24th May 2011

8/6/2019 Aberystwyth Community of Gamers Meeting Minutes 24th May 2011

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MINUTESAberystwyth Community of GamersCommittee Weekly MeetingNick Brookes Flat24th May 20117:00pm

In Attendance

Nick Brookes, Liam Edwards, Lisa Newton, Rhys Short, Keiran Russell, Sam OHara, Sin Elliott and BenMayne

Absences

None

Approval of Minutes

The minutes of the previous meeting were not yet available, they were therefore assumed to be correct.

Actions from Last Meeting

Nothing has yet to happen in regards to a Minecraft server although it was attained that such a server doesnot require licenses.

Sponsors

First Trip to gain sponsorship ended badly, most places required proposal letters.Toys n Gadgets however have offered 5% off to members, and vouchers for prizes at events. Vouchershave yet to be attained. Sam OHara wishes to be informed of all sponsorship deals made as they happen toevaluate the deal struck.

Actions to be taken

1. Amount being Asked for increased to 200 from 1502. Proposal letters targetedto Coopers Arms and Toys n Gadgets.3. A meeting with the manager of The Angel, Nick Brookes, Lisa Newton and Sarah Dawson to meet

with the manager.

4. Nick Brookes to provide Ben Mayne with paper to print newly targeted proposal letters


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Liams Timetable

Summary of Liam Edwards Document by the author.

Fundraising: sponsorship, membership fees and Event fees.

The pricing structure should be simple to understand, and reasonable in light of amount charged formembership.

Kathy is Kieran Russells main guild contact, she is believed to of permanent position there so should beavailable next year for help with funding and grants.

Keiran Russell demonstrated his lack of knowledge on the funding systems for sports in Aberystwyth.

Tournaments

Aim is to have monthly tournaments decided upon a month in advance. Polls posted on Facebook to enablethe community to get involved in game selection. Although it is possible for the same games to be playedevery month, it was decided if that is what the community want, that is what they will get. The right tochange the game based on upcoming tournaments with other universities are reserved to enable playing ofsuch a game to gather a team.

Inter-university tournaments should be organized a month before so a team can be gathered. There will bea complete difference between casuals and tournaments.

A Full timetable for each tournament will be drawn up a week before the event and published in advance ofthe event.

Pricing for people who bring kit should be made simpler and the distinctions between bringing kit forpersonal use and society use made. Example of the over complicatedness of the system lies with KeiranRussell and his understanding on how the current system worked, which was incorrect with the spirit andthe rules of the system.

Committee agreed with the notion that Keiran Russell is an awkward person, trying to expose holes in thepayment system for events, by arguing bringing his own PC for his own use is the same as bringing a PC forthe Society use at the event.

Facebook

Group should become the main focal point for members with the page acting as a platform to publishinformation and for advertising.

Inventory

Ben and Sin have a Wii that could be used at events if needed, although both are not donations to thesociety. Clear downloadable form for which members can fill in information about what kit they would bewilling to lend to the society for events.


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Venues

Keiran Russell Suggested that the BBC room should be used instead of the chapel because of its association

with Cwrt Mawr Bar and it being a Guild Building all insurance that the guild has covers the society in saidbuilding.

On all discussion between any committee member and Nick Brookes, Keiran Russell would like to beinvolved in them.

Refs

Refs should be knowledgeable about the games in certain aspects for instance with a First Person Shooterthe ref should know that 4 people on a large map would give an unfair advantage to players who are not asexperienced with the game. Training will be provided to refs, this will be done through a document tobolster their knowledge.

Awards

At the end of every year and awards evening/dinner will be held where trophies will be given out. Details ofthis will be decided upon by the committee, closer to the time. The awards evening will be organized by LisaNewton.

Ranking

A new system will be discussed and created with Liam Edwards, Lisa Newton and Keiran Russell.

Advertising

New games for casuals possible, with advertising about the casual at the union in between lectures.

Actions to be taken:

1. Liam Edwards is in charge of the inventory for all events.2. Liam Edwards will investigate the BBC room for use in events3. Liam Edwards to decide upon venue for events.4. Liam Edwards, Lisa Newton and Keiran Russell to meet and create a new ranking system which is

simple and every can understand.


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Advertising

Within a week of pervious event advertising should begin for the next tournament. Fixed posters which getrefreshed every now and then will mean they will not blend into the background, changing the colourscheme will also help do this. Flyers should also be used for events advertising.

Possible companies for advertising moo.com and vista print, however moo.com do not do posters, cheapestway is to do posters ourselves with the help of someone in the society who would like to volunteer.

Inter-University Events

Swansea University appears to have a gaming society, although a contact of Ben Mayne claims there is nosuch society in Swansea. Despite research from Keiran Russell finding Crossfire and a Swansea UniversityGaming Society.

An E-mail address for Cardiff University games society was passed on from Rhys Short to Nick Brookes forfurther investigation.

One major issue involving distance of travel, if it is possible to stay overnight, there is almost no limit in theUK where we can go, however if we cannot we are limited to driving distance.

E-league

More information needs to be gathered about this possibility only thing really known so far is that studentsfrom 3 different universities have organised it.

Actions to be taken

1. Keiran will ring universities to find out about their gaming societies2. Talk to people behind the league assumed Keiran Russell or Nick Brookes will do this

Social Secretaries Plans for the Future

Weekly socials, day to be decided, so far it is either Tuesday or Wednesday evenings. Wednesday there is aroom at The Angel have the back room available on Wednesday nights (after midnight) which could begiven just to ACOG; members could provide music for the time spent at angel.

Any Other Business

E3

Ben Mayne put forward the idea of streaming E3 live during the 6th of June, to attract members and a lastthing ACOG do before the end of the freshers stay in halls.


1. Ben Mayne and Keiran Russell will investigate how to hold such an event.


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Civilization 5

Weekend event for the members that would like to play such an event. Possible to invite other universitiesalong, with the idea of several practice games being played before and all or nothing match to win theevent.


1. Ben Mayne will ask Huw about these types of things.

Network Admin

Santhosh Kannan has approached Keiran Russell about being a network admin for the society.


1. Nick Brookes will draw up a list of questions for Keiran Russell to ask Santhosh Kannan about theposition.

Pokmon for Japan

Press release about them and the money they raised in the Cambrian times.

Big Society Quiz

Freshers week quiz involving as many societies as possible.

Actions to be taken

1. Keiran Russell and Ben Mayne along with Lisa Newton will handle the event, Nick Brookes to be CC

General Actions

1. Keiran Russell will inform Rhys Short of the members to be placed on a new mailing list

Documents

Aberystwyth Community of Gamers Meeting Minutes 24th May 2011