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>.