| 1
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Apologies
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JA
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| 2
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Adoption of Previous Minutes
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HT
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| 3
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Matters Arising
- T-shirts
- Arrived today, 3 sponsors on back, smaller logo on front.
- JA begs us to leave the T-shirts neatly in the boxes.
- Action JA: Send out membership email to inform current members.
- Could do an event during the day in the CS building.
- JA suggests 16:00-17:00 Tuesday 13th as it is after both first and second year labs.
- Action EW: Publicity for free T-shirts out by tomorrow morning.
- Did send a free hoodie to show us what they might be like.
- Annual RA
- Action HT: Chase Annual RA
- Action completed - awaiting response
- Original ARA approved but not with the run added to it yet, HT will chase.
- Use of generative AI
- Contacting pizza companies
- Action EW: Contact pizza companies
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All
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| 4
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Past Events
- Break;
- Went well, quite a few second years arrived after the lecture finished.
- Didn’t run out of anything, so plenty for next week.
- 5K Run
- Seemed to go well, had a few groups throughout ability.
- Changed the groups around to even out the groups.
- JA appreciates us “running” it (two drums and a cymbal…)
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All
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| 5
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Future Events (standing item)
- Break;
- Got enough food and drinks.
- Vale picnic
- Action JS: Guild activity and RA for the park
- JS, EW, JA will be there, TK might be.
- Publicity is done.
- PUB
- Action TK: Announcement for pub
- Action GT: Book Soak for 20:00 on Friday 16th for 30 people.
- AW, GT, IE, TK, JA will be there
- Outlines for major events
- Halloween quiz
- Action HT: Make quiz
- Two quiz rounds made so far
- No update on guild RA.
- Action TK: Publicity, and include T-shirts and fancy dress competition.
- Starting at 19:00 for team setup
- Action JA: Contact the school for atrium
- Need to find out if we can buy alcohol from Aldi.
- Ball
- Action GT: Look around for some options for hosting the ball
- EGM
- Action JA: Make chair slides
- Action IE: Treasurer slides
- Action JS: Check wiki and set up the voting website
- Action TK: Publicity for both 1 and 2 week deadlines
- Action JA: Channels for advertising
- Action AW: Wear TeX costume for EGM
- Christmas Meal
- Moved to Saturday 5th at 18:00
- Hopefully weekend won’t hinder attendance too much
- We can order anything off the main menu for the same cost as the festive menu, to get round the only vegetarian option being mushrooms, nuts, and alcohol.
- List of suggested extra mains in discord.
- Awaiting reply to get tickets on sale as well.
- Ticket prices on google drive and discord.
- Teasoc collab
- Other events
- NQ64
- Only needs the guild documents.
- Action AW: Guild documents for this.
- Bot-a-thon
- Matty might be able to help out and run this, will get back to us.
- Sponsor events
- Bar Crawl
- Action AW: Look into bar crawl
- Action GT: Look into bar crawl
- Ideally early November, on a Thursday, Friday, or Saturday
- 5/6/7th, or 11/12/13th
- Probably 11/12/13th as the other week is consolidation week.
- Can use this to replace the pub night.
- Broad street is what we did last year.
- Barbaras, Rosies, Snobs, Coyote Ugly, Felsons
- JS suggests not Coyote Ugly, but that there are some good ones along the canal.
- Can ask members to steward if necessary, but they need to go to training and not drink anthing.
- Will need to get T-shirts sorted out, design might be on google drive.
- Tickets need to be enough to stop lots of people signing up and not going, stopping other people, but not too much to be unfair.
- Cheese soc collab
- Action GT: Reach out to cheese soc and see if they would like to do 15:00 - 17:00 on the Thursday of week 4
- Action GT: Reach out to cheese soc for alternate dates
- Workshops
- OSM Mapathon
- Action JA: Contact Matt about OSM Mapathon
- Contacted us with some provisional dates but is in the process of getting a job so can’t guarantee anything.
- Will probably speak to him to move to Semester 2
- Python Workshop
- Will need publicity soon for this.
- Action JA: Guild documents for workshop.
- Action EW: Publicity for workshop.
- Ice Skating
- HW proposes doing an ice skating trip, around £10pp, and isn’t too far away or difficult to get to.
- JA suggests running it alongside a Christmas market trip.
- If we get a group booking discount can book it centrally and charge for tickets, if not people can come along and pay for themselves at the location.
- Popular idea with committee.
- 1st-6th December works for this.
- JA asks if he can do it in the TeX costume.
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All
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| 6
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Sponsor/Industry Update (standing item)
- Pipeline and active discussions
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HW
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| 7
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Finance Report (standing item)
- Most recent statement balance: £2061.20
- Actual working balance: About £2280
- Pending incomings
- TPP sponsorship
- Memberships
- Guild open day funding
- Pending outgoings
- Server costs (on grant)
- Pizza
- Alcohol
- Action JA: Speak to Zoe to confirm how the alcohol is being paid for
- Football booking
- Stickers
- Break; cups
- Valyfy lost funds
- EPS Culture Fund
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IE
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| 8
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EDI Report (standing item)
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All
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| 9
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Committee Suggestions (standing item)
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All
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| 10
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Any Other Business (standing item)
- Minecraft Server
- DJ and TK plan to open the end potentially this weekend.
- DJ will go through some mods to make the end more difficult.
- People still seem to be playing, and some config needs doing.
- Tex bot changes
- Action JS: Organise discussion outside meeting and plan the potential changes
- Suggested change to make TeX bot add modules to year group threads.
- Compounds from committee suggestion from last week.
- Made sharing and finding questions and resources easier.
- Only difficulty is keeping an up-to-date list of modules for the bot to use
- JA suggests the module feedback sheet can be used for this.
- Newsletter
- Posted to website.
- Need one per term for sponsors.
- JA will aim for one at the end of semester 1.
- Email folders
- HT has added email folders to try and keep the inbox tidier.
- HT asks people to use these folders and to make more for new events whenever needed.
- JA asks people to mark emails as unread if it is unread before they read it.
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All
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