+
+ | 1
+ |
+ Apologies
+ |
+ JA
+ |
+
+
+ | 2
+ |
+ Adoption of Previous Minutes
+ |
+ HT
+ |
+
+
+ | 3
+ |
+ Matters Arising
+
+
+- Hoodies
+
+- Membership renewals
+
+- Fresher’s Week
+
+
+- Societies Fair Stall
+
+- Annual RA
+
+
+- Committee Bios
+
+ |
+ All
+ |
+
+
+ | 4
+ |
+ Committee Handover
+ |
+ All
+ |
+
+
+ | 5
+ |
+ Past Events
+ |
+ All
+ |
+
+
+ | 6
+ |
+ Future Events (standing item)
+
+
+- Fresher’s Week
+
+
+- Board games night
+
+- Mixers
+
+- Pub
+
+- Societies night
+
+- Fresher’s Quiz
+
+- Scavenger Hunt
+
+- Park/Winterbourne
+
+- Other events
+
+
+- Break
+
+- CSS Plush Making
+
+- PUB
+
+- Outlines for major events
+
+ |
+ All
+ |
+
+
+ | 7
+ |
+ Sponsor/Industry Update (standing item)
+
+
+- 2026 sponsorship collateral update
+
+- Outreach strategy and committee involvement in the sponsor selection process
+
+- Pipeline and active discussions
+
+ |
+ HW
+ |
+
+
+ | 8
+ |
+ Finance Report (standing item)
+
+
+- Most recent statement balance: £250.15
+
+- Actual working balance: £255.49
+
+- Pending incomings
+
+
+- Pending outgoings
+
+
+- Server rental
+
+- Stickers
+
+
+ |
+ IE
+ |
+
+
+ | 9
+ |
+ EDI Report (standing item)
+ |
+ All
+ |
+
+
+ | 10
+ |
+ Committee Suggestions (standing item)
+ |
+ All
+ |
+
+
+ | 11
+ |
+ Any Other Business (standing item)
+
+ |
+ All
+ |
+
+
\ No newline at end of file
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@@ -0,0 +1,689 @@
+
+
+ | 1
+ |
+ Apologies
+ |
+ JA
+ |
+
+
+ | 2
+ |
+ Adoption of Previous Minutes
+
+
+- Unanimous adoption of previous minutes
+
+ |
+ HT
+ |
+
+
+ | 3
+ |
+ Matters Arising
+
+
+- Hoodies
+
+
+- Action GT: Put message out for hoodie pickups in September
+
+
+- Action completed
+
+- Most have now been collected, can send a message later in the term if any are not collected later on
+
+
+
+- Membership renewals
+
+
+- New renewals - probably majority in fresher’s week from the events
+
+
+- Fresher’s Week
+
+
+- Societies Fair Stall (23rd & 24th September)
+
+
+- Action GT: Create calendar for this year using the template
+
+
+- Action completed
+
+- Action DJ: Find out how much new banners would cost - EPS Exhibitions
+
+
+- Action completed
+
+- Would be £50 + VAT (down from £75)
+
+- HW says look at other places as seems expensive
+
+
+
+
+- Annual RA
+
+
+- Action AW and HT: Look through and remove old events no longer run and add any new events.
+
+
+
+- UG talks
+
+
+- 11:00-13:00, 15:00-17:00
+
+- In new Munrow lecture theatre
+
+
+- Societies Fair
+
+
+- Put availability for fresher’s on spreadsheet
+
+- Add comment if not available at any point
+
+- EPS College society fair stand in week 1, will need to wait for timetables to be out
+
+
+- MSc Induction talk
+
+
+- 10:00-12:00
+
+- Same place as UG talks
+
+
+- PGR talks
+
+
+- No reply about times yet
+
+
+
+- Committee Bios
+
+
+- Will be pushed on the 31st August
+
+- Meet the committee in early September
+
+
+ |
+ All
+ |
+
+
+ | 4
+ |
+ Committee Handover
+ |
+ All
+ |
+
+
+ | 5
+ |
+ Past Events
+ |
+ All
+ |
+
+
+ | 6
+ |
+ Future Events (standing item)
+
+
+- Fresher’s Week
+
+
+- Mixers
+
+
+- First Year Mixer
+
+
+- GT and HT say it was directly after one of our lectures last year
+
+- JA posits pub night fresher’s and mixers week 1
+
+- AC says pub night and mixers were different, but could be very similar depending on how they’re run which may make one pointless
+
+
+- PGR Mixer
+
+
+- Are running it jointly with the school’s PG Reps to get better attendance
+
+
+- International Mixer
+
+
+- Unlikely to be doable as we don’t have an international rep, and the school run one of their own
+
+- IE says the school does run one
+
+- AW asks for a volunteer to go to the school’s international student mixer
+
+
+
+- Board games night
+
+
+- Need to contact the school about use of the building and games and purchasing alcohol
+
+- Tabletop society said they might be there but have not confirmed yet
+
+- AW will ask person he knows who knows the current president if no reply from them soon
+
+- Action JA:
+
+
+- Contact the school about board games night
+
+
+
+- Pub
+
+
+- JA suggests Soak as the food is better and better for getting to know people
+
+- DJ suggests Joe’s is cheaper
+
+- JS and AW say Joe’s will be rammed on friday night in fresher’s
+
+- HT says it was in week 1 last year
+
+- HW suggests doing both
+
+- JA says this could be one at both (Joe’s and Soak)
+
+- AC says it could put people off if we don’t have enough committee and have things on too often
+
+- JA says figure out the day we are going to do it on, but week 1 is probably better
+
+- GT asks what time it would be
+
+- JA says it is usually earlier than the regular pub nights so probably 7
+
+
+- Societies night
+
+
+- Action AW: Contact Robotics and OStem
+
+
+- Activity done on guild website
+
+
+- Fresher’s Quiz
+
+
+- Action HT: Create a smaller quiz for first week to get people in the building
+
+
+- Action AW: Message Todd for alcohol and booking the atrium
+
+
+- Action carried forwards
+
+
+- Could be done on thursday as nothing else is planned
+
+- No rush for times, but need to let the school know
+
+
+- Scavenger Hunt
+
+
+- Guild activity submitted
+
+- Not got questions for it, as the same one was used for 3 years
+
+- Action HW: Create scavenger hunt question sheet about the university
+
+- GT asks when it will be
+
+- JA says pretty much throughout the week
+
+- HW asks about publicity for it, and suggests a QR about it on the stand we have
+
+- JA agrees, and says it needs more advertising
+
+
+- Park/Winterbourne
+
+
+- Going to an outdoor place for a casual sober meeting at a weekend
+
+- JA says fresher’s week is packed, so this would be good for a weekend
+
+- JA suggests the park and continuing with winterbourne in the second semester
+
+- Suggestions:
+
+
+- Selly Park - Longer walk
+
+- Green space on the vale
+
+- Green space behind the guild, but will probably have the tent up still
+
+- Space behind the Watson building
+
+
+
+- CSS Lunch
+
+
+- Alfred Works have replied about doing Tuesday but needs £100 deposit
+
+- Deposit is converted to bar tab or QR vouchers
+
+- JA will email again to confirm what that means, and try to convince them to change their idea
+
+- JA says it is doable with the sponsorship incoming
+
+- St Paul’s have replied but can’t do Tuesday
+
+- Hopefully can get more people this year with more advertising
+
+- Need to wait for them to respond to decide next steps
+
+
+- Other events
+
+
+- Action ML: Reach out to VGS to ask about an early collab
+
+
+- Action pending
+
+- Break;
+
+
+
+
+- Will figure out day and time, and the source of the food and drink for it soon
+
+
+- Won’t start it immediately as people won’t have much work
+
+- DJ says they might be able to get a costco card and will have a car at uni to get food
+
+- GT asks what food?
+
+- JA says usually biscuits, crisps, and other foods, but milk is a problem. UHT has been suggested as an alternative.
+
+- GT asks if costco is likely to be much cheaper
+
+- HT asks if the fuel for the trip has been accounted for when working out which is cheaper
+
+- IE might be able to run it depending on time
+
+
+- CSS Plush Making
+
+
+- Action AW: Message Fearne to start planning it if possible
+
+
+- Action in progress
+
+- Message has been sent but no reply
+
+- Fearne did send a list of the items required previously
+
+- Could reach out to members to see if any of them know how to crochet
+
+
+
+- PUB
+
+
+- AW and HT will try to run it between them
+
+- Making sure pub is booked and publicity done
+
+
+- Outlines for major events
+
+
+- EGM
+
+
+- Roles to fill:
+
+
+- International Rep
+
+- First Year Rep
+
+- PGT Rep (Maddy stepping down by then)
+
+- EDI Officer
+
+
+- Anyone is welcome to step down if they need to at any point, it is a lot of work
+
+- If anyone wants to swap roles, let JA know ahead of time
+
+- Need 2 weeks in advance and a room booked
+
+- Need to set up the website, and everyone who has worked on it previously is not on committee
+
+- Was week 4/5 last year, before halloween quiz
+
+- Will confirm with Matty about the guild’s view on the website
+
+- Wed 21st October, 13:00 onwards provisionally
+
+
+- Halloween quiz
+
+
+- Action HT: Make quiz
+
+
+- Thursday 29th October, 18:00 onwards provisionally
+
+- Need to get good prizes for it
+
+- Have too many halloween TeX stickers
+
+- Have holographic TeX for costume competition
+
+- Always get blahaj for the winners, but could look at others depending on price
+
+- Will need to make the school aware for the microphone system and Todd for alcohol
+
+- Small blahaj is £5
+
+- 10cm alien is £2
+
+
+- Christmas meal
+
+- TNMOC
+
+- Hackathon
+
+- Ball
+
+- NQ64
+
+
+- Publicity
+
+
+- GT will do calendar
+
+- EW says separate posts for each event and can do discord and instagram for that
+
+- HW will do scavenger hunt announcement
+
+- EW will send link to formatter website
+
+- Make event in discord when doing an announcement
+
+- Need to make sure announcements are out early
+
+
+ |
+ All
+ |
+
+
+ | 7
+ |
+ Sponsor/Industry Update (standing item)
+
+
+- 2026 sponsorship collateral update
+
+- Outreach strategy and committee involvement in the sponsor selection process
+
+- Pipeline and active discussions
+
+- New proposal - Adding the name and certain details into the proposal to personalise it per company
+
+- Also made a video to show we are serious
+
+- Have contacted (nearly) all the past sponsors
+
+- Have done a large amount more this morning for second round:
+
+
+- Various tech companies in Birmingham, including some startups
+
+- The companies who are regulars at the careers fairs
+
+
+ |
+ HW
+ |
+
+
+ | 8
+ |
+ Finance Report (standing item)
+
+
+- Most recent statement balance: £250.15
+
+- Actual working balance: £255.49
+
+- Pending incomings
+
+
+- Pending outgoings
+
+
+- Server rental
+
+- Stickers
+
+
+- Draft of a grant application written
+
+
+
+- Other grant applications also in progress, deadline is 31st August
+
+- IE asks about purchasing the t-shirts
+
+- JA says probably early September as all sponsors before the 1st September need to be on them
+
+- JA says that smaller orders more often is better, to save having too many left over
+
+- IE asks about asking for a grant for half of the money, and the school paying the other half
+
+- JA agrees this is a good idea
+
+- IE says there is a grant for the server and website costs which he has calculated based on last year
+
+- School say they will give a set amount of money, which we spend and then ask for specific things to spend that money on rather than being given a lump sum
+
+- GT suggests asking for more money as the number of students is increasing (and we had no sponsors last year)
+
+ |
+ IE
+ |
+
+
+ | 9
+ |
+ EDI Report (standing item)
+ |
+ All
+ |
+
+
+ | 10
+ |
+ Committee Suggestions (standing item)
+
+
+- Action DJ: Make the poll for it in announcements, pinging the minecraft role
+
+
+- Action pending
+
+- Do a poll for if people want it, and a poll for mod packs and other options so people have a choice
+
+- 4 cores and 4-8GB of RAM to run on Hetzner probably
+
+- IE says last year’s cost is on the bill so can be included in the grant request
+
+- DJ says they might be able to run it locally
+
+- JS says Hetzner have roughly tripled their prices since last time so alternatives may be better
+
+
+ |
+ All
+ |
+
+
+ | 11
+ |
+ Any Other Business (standing item)
+
+
+- Tex bot changes
+
+
+- Action JS: Organise discussion outside meeting and plan the potential changes
+
+
+- Action carried forwards
+
+
+
+- Other meetings over summer
+
+
+- Action AW: Poll for potential meeting or availability
+
+
+
+- Publicity
+
+
+- Action TK: Make graduation graphic soon
+
+
+
+- Next meeting
+
+
+- At some point not long before fresher’s week
+
+- Action JA: LettuceMeet link for next meeting
+
+
+- Email to all students
+
+
+- Can’t do postcard to students
+
+- Original message was too long but has been cut down
+
+- Has some dates and times in but they may change
+
+- GT asks if the school will be able to advertise us nearer fresher’s week
+
+- JA says he thinks Todd is the person to ask
+
+
+ |
+ All
+ |
+
+
+
+
+
+