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

• Updates on the Countdown to St Andrews video.
• AOB.

• 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.

• Date 5th August 2020 at 6pm