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

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.

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.

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.

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.

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).

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.