====== 2020-07-29 University of St Andrews Students’ Association — Ents Committee Meeting ======
**Those present** Ryan Delaney, Tom Groves, Lucy Brook, Kian Cross, Andrew  Barron,  Sam  Lane,  Nikita  Shvedov,  Will  Jamieson, Alan Chodyniecki

**Date** 29th July 2020 6:04pm–6:47pm

===== 1 Agenda =====
  * Updates on the Countdown to St Andrews video.
  * AOB.

===== 2 General Discussion =====
  * Users meetings will be online.
  * They will only go ahead if we are teching for things.
  * We may tech external events.
    * This is unusual.
    * We usually just give them them a flight case of equipment and let them sort it themselves.
    * However, seeing as the majority of out events are likely to be external, it may better for us to do it.
  * No Mermaids for first semester.
  * Probably going to leave the old SharePoint up for legacy reasons.
  * Ryan is working on an introduction video. Mika said Ryan looks like a robot so he needs to redo it
  * Big welcome to Polly.

===== 3 Venue Access =====
  * Chris is now working on what access Ents will have to the tech box when we return.
  * There is a provisional 'no reason why not' for access, so long as nothing substantial changes.
  * Union will be opening at some points in the next few weeks. So we should have a firm idea on what is happening a few weeks after that.
  * Hopefully as we approach Freshers Week we will get some more info on what we can and cannot do.
  * The University is taking over venues across the town, including The Stage.
  * We will not have access during teaching time in the week.
  * Hopefully the university will bring their own equipment.
  * We can then take down the main projector and use it for outdoor events.
  * We are looking to continue in person training.
  * We are not sure what form that will take and it depends on our access to the venue.
  * There is limited information and we are waiting on responses from various people.

===== 4 Countdown to St Andrews =====
  * We will use Teams Live.
  * We may have a follow up event for people who are interested in joining Ents, where they can ask specific questions.
  * We need to request access for Teams Lives through IT services.
  * They need a rough idea of what we're doing, so we should produce a running order.
  * We may stream on Facebook too.
  * Tom has given us a slot: Saturday 5th September 4--5pm.

===== 5 Events =====
  * The Union is pushing outdoor events.
  * They are going to try and get alcohol licensing for the piazza and field (directly behind the Union). Therefore there will be more events in those places.
  * There may be more outdoor events on University grounds around St Andrews. So Ents will be doing remote setups.
  * The main projector //should// be bright enough for outdoor projection.
  * Events will be things such as outdoor cinemas and outdoor music gigs at venues around town.
  * Estates is risk assessing every venue in St Andrews (including University buildings).
  * So getting the Spanish Gardens risk assessed, for example, is not high on their priorities.
  * A live music event in the Botanic Garden is in the planning process. More info to come soon.

===== 6 Equipment =====
  * Ryan has started reaching out to companies about hires and has also reached out to Estates to see if they can provide power for outdoor events.
  * We need to decide what we need to buy and hire to make our equipment work outside.
  * We need to make everything as safe as possible.
  * We should do this soon so we have a list of equipment ready for when we are given the go-ahead.
  * Ryan is getting information about power requirements for outdoor events.
  * We should move some cables from backstage to the tech box, in case we need to run a small event at small notice and cannot access backstage due to lectures.
  * The Performing Arts Affiliates are planning on doing much smaller events, so the tech requirements will be much smaller (or none at all).

===== 7 Tasks =====
  * **Everyone** --- Send Alan a photograph of themselves for the 'Meet the Committee' posts by the next meeting.
  * **Ryan** --- Put together something to organise Countdown to St Andrews.
  * **Ryan** --- Put together something to organise hires for equipment waterproofing.
  * **Ryan** --- Create a suggestions document for website.
  * Start working on lights programming, if we are going ahead with this.
===== 8 Next Meeting =====
  * **Date** 5th August 2020 at 6pm