ents:public:minutes:2020-2030:2020_21:2020_07_22 [Ents Crew Wiki]

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====== 2020-07-22 University of St AndrewsStudents’ Association — Ents Committee Meeting ======
**Those present** Ryan  Delaney,  Lucy  Brook,  Kian  Cross,  Andrew Barron, Sam Lane, Nikita Shvedov, Alan Chodyniecki 

**Absent** Will Jamieson

**Date** 22nd July 2020 6:07pm–7:02pm

===== 1 Agenda =====
  * Review of existing and new information regarding Freshers Week.
  * Review of any existing work and proposed work for Freshers Fayre video.
  * Discuss ideas for Countdown to St Andrews sessions.
  * AOB.


===== 2 General Discussion =====
  * Ryan sent an email to Tom, Ian, Chris, Phil and Julian asking for information needed by Ents:
  - How many people will be allowed in the tech box and will social distancing/masks need to be enforced?
  - Can we have meetings in the Union, or will they need to be online?
  - Generally, what access will we have to Union space?
  - For the time being we should assume access will be limited and therefore much of what we do will need to be digital.
  - A podcast or show on STAR was mentioned.
  - The video cables attached to the projectors vibrate, which may cause them to cut out.
  - It was mentioned this may be because some of the screws used to tighten their 'position' are missing.
  - We might have a functional lighting model we can put in Blender/Unity. It is a bit broken at the moment but is in the process of being fixed.
  - Lucy mentioned the University may have access to 601 from 9 until 6 on weekdays for lectures.

===== 3 Freshers Week =====
  * There is not too much information about what will be happening in Freshers Week yet.
  * As more information is received about Freshers Week, it will be shared.
  * Current ideas for outdoor events are open air cinemas, small gigs etc. These may then also be live streamed (with a small cost to view).
  * Tom (DoES) has done a survey indicating people would pay approximately £5 to view a live stream, however this may vary if the stream was, say, of a comedian they were familiar with.
  * When live streaming is confirmed, Andrew & Sam can sort a nice camera.
  * This will probably begin as a hire, however if Tom wants to continue with live streams and people are paying to watch them, we may purchase one.
  * Ryan said Tom said, in a normal year, Ents would be justified in buying a camera --- so it might get bought either way.
  * If we want multiple camera angles, we may need to purchase additional equipment.
  * We will need to purchase additional equipment to make our existing equipment safe outdoors.
===== 4 Freshers Fayre =====
  * Freshers Fayre will be virtual.
  * We need to make a sub-committee introduction video by 30th July (which is longer than 2 minutes).
  * Because people don't usually like being in these videos, we will use the footage we have from freshers and refreshers.

===== 5 Countdown to St Andrews =====
  * This will be two weeks of virtual content from the 24th August and is for students in quarantine. 
  * Tom wants sub-committees to at least host a Q&A. We would also like to fill some of the other slots, so we need to find some content we can produce, which will last an hour.
  * Lesson on how to rig your own studio/instruments.
  * Let people have a few seconds to control the Union lights from online. This can then be livestreamed. It could be done in Vision if we do not have access to 601.
  * Something similar to the above could be done for projections.
  * For sound we could have a multitrack editor on website. We have multitrack recordings from previous events. People can then mess around with these to get an idea about mixing.
  * Introduction to DJing.
  * We probably will not have physical access to the Union for this.
  * Once Ryan has chatted with Tom, he will setup smaller groups for some people to work on the light/sound ideas.

===== 6 Training =====
  * Sam would like to restructure the flow of training content production.
  * Due to lack of venue access, Sam suggests we can produce blog posts and videos for website/social media. The general flow is:
    - Someone comes up with an idea/concept for training.
    - Someone produces that training (e.g. someone who understands projections well, would produce the projections training resources).
    - Then it goes to Sam (or someone else who is capable of assessing it).
    - Then it goes to marketing to be published.
  * The blog posts can be apart of a Wiki.
  * Lets push getting things out because it would be good to get Ents public and out of just St Andrews.
  * We can make the general inventory public (i.e. the categories of things we have) but not the full inventory (i.e. how many and where they are).
  * We could potentially create a second email list for people outside of St Andrews to sign up to.
  * We can have public posts, which link to private posts containing venue specific information.

===== 7 Tasks =====
  * **Alan** --- Organise 'Meet the Committee' social media posts.
  * **Everyone** --- Send Alan a photograph of themselves for the 'Meet the Committee' posts.
  * **Ryan** --- Write a description of what Ents is and record a 30 second video (including his face).
  * **Ryan** --- Setup a chat with all those who are interested in creating the Freshers Fayre video, currently Alan, Sam and Andrew.
  * **Ryan** --- Create a marketing channel on Teams.
  * **Ryan** --- Get the wiki up in the next few weeks.
  * **Ryan** --- Ask Tom if Ents can get their own droplet, so Ryan doesn't have to host.

===== 8 Next Meeting =====
  * Updates on the Countdown to St Andrews video.
  * **Date** 29th July 2020 at 6pm