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

• 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.

• No updates.

• 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.

• 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.

• 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>.

Date 2nd September 2020 at 6pm