ents:public:minutes:2010-2020:2018_19:2019_04_17 [Ents Crew Wiki]

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====== 2019-04-17 Committee Meeting Minutes ======
===== Present: =====
  * Bruce Turner (Building Supervisor) 
  * Adam Powrie (DoES) 
  * Paul Lancaster (SSC Entertainments Convenor) 
  * Spencer Percival (Secretary)
  * Natasha Maurer (Technical Coordinator) 
  * Tom Groves (Technical Coordinator)
  * Will Thompson (Performance Space Manager)
  * Polina Sevastyanova (Social Secretary)
===== Apologies: =====
  * Lucy Brook (Entertainment Space Manager - Deputy Head)

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**Meeting begins: 16:06**

Previous minutes accepted.

===== Events: =====
  * Weekly event run-through
===== Equipment: =====
  * Soundboard had an issue and Adam and Bruce are looking into it since it hasn’t been able to be fixed
===== Other: =====
  * Committee roles for next year:
    * Performance Space Manager and Social Secretary have claimed to not have large enough roles
    * What do we need to cover more?
      * Better publicity
        * This could go to the social secretary
        * Advertising training and events
        * Taking pictures at events
        * Posting on social media
        * Updating marketing material
        * Backstage looks
      * Should take core jobs and create roles from those
        * Creating marketing stuff and sourcing footage (working with marketing department)
        * Making more clear when everyone is available for socials
        * Could create a social engagement officer role
      * Will’s jobs (what he’s done)
        * Cleans tech box and gets upset when other people don’t
        * DJ training and booking DJs
        * Marketing for DJ training
        * Managing Ents Crew page
        * Doing a bit of tech coing when no one else was around
        * F*cking with the projection rack
      * Lucy
        * Stepped in when Paul wasn’t there
        * Did some training
        * Tried to keep things tidy
        * Stepped up when other people needed to take time out for studies
      * Tom
        * Meant to be doing training and reporting issues
        * Might not be useful to have two people again depending on who applies
        * Should there be two at the same level and can the role be split equally?
          * There should be a triangle or like a senior who makes decisions based on who they have as tech co’s, delegating tasks to them and helping them when they need it
          * Tech co should be coordinating training, maintenance etc. –– not doing everything themselves
          * Should be coordinating techs
          * Everyone should be working for the same goals
          * Should be asking other people to do training in their specific fields
          * Should have some oversight about what is going on in the venue.
            * There should be a reporting procedure. Should have patch-panel sheets (event, date, person, what they did)
            * Everyone should be leaving the venue as they found it
          * There is a lack of communication
          * We have been trying to push Users’ Meetings because we can only communicate as much as we know to the crew
          * Job:
            * Distributing event information to crew and getting sign-ups
            * Maybe we should have undefined committee roles (flattening the committee):
              * People sign-up for specific roles
              * It would be chaotic
              * Something will be missed
            * There is no load-balancing which is what we’re having the difficulty with at the moment (some people do almost all the events)
            * We need to update the constitution and actually follow it
            * Why don’t we make ambiguously named roles but assign less broad responsibilities to them?
              * We cannot force Committee members to do all the events
              * Different categories do not have equal numbers of events
            * We are the authority in our venues the same way the Byre tech’s have authority there
            * Our budget is due to income
              * We can be provided with more rigorous training to get us the respect we need
            * We are short of rooms and people
              * People’s expectations and demands are getting exhausting
              * The Union will be evaluating what is worth putting on, what is best for the general populous
              * We need a high quality of production, but we cannot guarantee that by using volunteers and overcommitting them
              * Societies are completely oblivious of the needs for success
              * Looking to make bookings more efficient and simpler
              * There will need to be a limit to the number of large productions we can do properly each term, unless the people putting the events forward are technically minded and can do it
              * We know people like titles and we know they’re useful because they encapsulate transferrable skills
            * Ents should be assigned events to oversee as an Ent and be in charge of

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**Meeting ends: 17:11**