====== 2020-08-23 University of St Andrews Students’ Association — Ents Committee Meeting ======
**Those present** Ryan Delaney, Tom Groves (DoES), Lucy Brook,Kian  Cross, Andrew  Barron,  Nikita  Shvedov, Will  Jamieson, Alan Chodyniecki, Mika Schmeling, Sam Lane (joined 5:16pm)

**Date** 23rd August 2020 5:05pm–5:44pm

===== 1 General Discussion =====
  * Andrew has done a new Ents website --- send any feedback to him.
  * All of the SPOs have been copied over.
    * They need to be finished, updated and checked.
    * Check the spreadsheet(<https://docs.google.com/spreadsheets/d/1R9S_ApARzsEznXne1PzoJd_uj0cnD_Mo26OpFxbPAmA>)to see which need writing/reviewing.

===== 2 Venue Updates =====
  * No updates.

===== 3 Countdown to St Andrews =====
  * The date has moved to on the 4th September.
  * ITS have not emailed back to confirm or setup an event link. Once they do, we should get a testing event scheduled too.
  * There will be a DJ talk/PowerPoint.
  * Andrew & Sam will hopefully do a tour of the venue (particularly for sound), if we are allowed access.
  * The lighting stream will be run separately. We will have links to it from the Countdown to St Andrews stream.
  * We should use licensed versions of our lighting software, so that there are no watermarks.
  * Plans must be made for both the possibilities of access and no access to the venue.
  * If we have access to the venue, then the streaming HQ will probably be there.

===== 4 Events =====
  * There are not too many updates since the last meeting.
  * In theory, outdoor events are allowed. However, we are awaiting answers from lots of people.
  * There are no details on which events will be happening yet.
  * There are plans for a virtual Clan Warfare.
    * There will be a livestream from the Stage. This will consist of a couple of presenters and a DJ.
    * They will give challenges to people, who will be in their kitchens/rooms in halls.
    * There may also be some pre-recorded content of Hall Committees doing Clan Warfare games.
    * There may also be some projections on the side of some halls, if Hall Committees are willing to pay for some/all of this.
    * In-person aspects of this will be done within bubbles. Bubbles of more than five people will need to split up.
    * RBS have roughly okayed this.
    * Once access to the Union has been agreed, we will organise staffing.
    * We do not know what's happening with society events yet.
    * We need to put together a plan for users meetings.
    * We might not even need them, as the last update that Ryan had from Phil was that we are not allowed to give equipment out from the Union at all.

===== 5 Tasks =====
  * **Ryan** --- Get Vision keys from Paul.
  * **Ryan** --- Put Andrew's new website on the server.
  * **Ryan** --- Get access to our page on the Union's website and remove the in-person meeting times.
  * **Ryan** --- Make an Ents Crew Team. This can be public, so that anybody can join.
  * **Ryan** --- Message individual people who will be streaming on Countdown to St Andrews, to put together a plan.
  * **Ryan** --- Post lighting demos so people can give corrections, updates and feedback.
  * **Everyone** --- Keep Ryan updated with your Countdown to St Andrews availability.
  * **Everyone** --- Try to get people to attend the Countdown to St Andrews virtual event by sharing on social media, telling your friends etc.
  * **Everyone** --- Check, update and complete the SOPs <https://drive.google.com/drive/folders/1DNbWMxBumqYJRLUO10J1f7kOkqmclQcV>.

===== 6 Next Meeting =====

**Date** 2nd September 2020 at 6pm