Minutes: 28th May 2012

Minutes of STaG Board Meeting 28^th May 2012

The STaG Room, 62 Oakfield Avenue 5:30-6:45pm

In attendance were A. Cameron, N. Donald, C. Goldstone, E. Igelström, S. Linsley, A. McCallum, A. Rutherford, Z. Williams

Apologies from H. Allan, A. Ciupka, W. Foote, M. Godden, D. Hahn

To approve the Minutes of the previous meeting of 20^th May 2012

One amendment was noted regarding the dates of Freshers’ Week.  All else was approved as a true and correct record.

Pending actions from previous Minutes

3. j)  M. Godden

4. b)  W. Foote

4. e)  A. Ciupka

7. C. Goldstone

1. Ball
2. WHBIT
3. Bristol
4. NTN
5. MS1
6. Freshers’
7. Membership Fees
8. Board ‘Uniform’
9. Glasgay
10. Exec Update
11. Any Other Business (AOB)

1.  Ball Update

1. Financial Report - currently not much feedback can be given due to outstanding receipts - for example the completely unclaimed budget of £100 for decorations - however it is apparent that the Ball will have made a profit nonetheless.  E. Igelström expressed a wish to be included in the Facebook Group to follow up on receipts, which S. Linsley will sort out [ACTION: Sinead].  Donal bought most of the gear so E. Igelström should approach him [ACTION: Erik], there having been no particular budget discussions in the Ball Committee.  The current figure however stands at £433 profit, with 56 people attending.
2. Report from Donal - to be given after the Summer.  Positive comments were given by the Board, although it was suggested that for future events there should be more of a schedule laid out for the photographer.

2.  WHBIT Update

1. Accommodation - this has still not yet been found.
2. Finance - the fundraising at the Ball after-party was very successful and the total raised is now £502.  To make up the remaining £300 over the Summer, suggestions included face-painting, a gala or setting each cast member a goal of raising £50 each - A. Rutherford will email Cerne to discuss ideas [ACTION: Aidan].  Overall everything is on track, and assuming all goes as planned the Fringe will make a pleasant loss of approximately £1372.
3. Press - developments are slow, however a press list will be compiled by the end of the week.

3.  Bristol Update

Preparations recommence on the 12^th June.  Nothing about finances has been heard yet from Bristol.  The design for the website banner has been started.

4.  NTN Update

1. Directors - so far one director has come forward; the call for directors should be reiterated again in this week’s newsletter [ACTION: Harriet].  
2. Venue - A. Rutherford will book the venue this week [ACTION: Aidan].

5.  MS1 Update

1. Finance - estimated figures from the budget meeting suggest £35 profit, with a total of £900 made if each night sells out.  The budget is effectively less than previous years but it should be plenty for this year’s plans.
2. Press - The hunt for a designer continues, although S. Linsley has approached a graphic designer to make contacts.  500 business cards can be bought for £3; some could be teasers, simply black with quotes, and others with information about the performance.  These are more handy than larger flyers, and cast members could each have a stack to distribute.
3. Auditions - scripts have already been prepared, and auditions timetabled and planned.

6.  Freshers’ Update

There is no set budget for Freshers’, although this is being investigated and S. Linsley has emailed Izzy for information and is also talking to W. Foote about preparations, which are going well with 6 Freshers’ volunteers already - this item should remain in the newsletter [ACTION: Harriet].  W. Foote is also emailing the SRC and is creating a Facebook Group for an ideas pool.

7.  Membership Fees

1. Requirements for groups - it was suggested that for non-show involvement in STaG the membership fee should be implemented but lowered, and even though participants of the Writing/Reading Groups e.g. tend to come and go, they could be charged on repeated visits, although this creates an amount of administration work.  As every group does effectively lead towards performing in a show, however, a vote decided that the fee will remain for participation in a show only, as many group members would probably like to show support in becoming a member anyway.  It was also noted that receiving the newsletter does not require membership.
2. Raising the membership fee - a vote replaced £5/£3 (Freshers’ reduction) with £8/£4.  Calculations show that with these changes, approximately £350 extra would have been available this year.  The Freshers’ discount was retained as an incentive to commit and a way to remember signing up, also providing a useful selling point.
3. ‘Gold Membership’ - a higher tier of audience-targeted membership was proposed as spectatorship is an important part of theatre besides performance.  

• Overview - Gold would provide invitations to special performances, Early-Bird tickets for MS, half-price on Festival Passes and 20% off all shows.  An initial idea was also free entry to NMS, however this was decided against as the entry fee is already ‘suggested donation’.  A ‘Studio’ membership has actually been implemented in the past.
•  Price - this is hard to calculate as it would have to be trial and error, based on the estimated popularity of the scheme.  Assuming the sum would be relatively intimidating regarding a student budget, payment in installments was suggested, although this would intervene with buying tickets.  A different sum could also be implemented for non-students.  
• Sales - the alternative membership could be sold up until the first performance (NTN), at Freshers’ and through the newsletter, as Freshers’ alone probably does not create much audience-only interest; it was pointed out though that most audience figures come from participating STaG members throughout the entire year anyway.  Relevant university departments could be offered the deal, however this seems over-complicated and unnecessary.
• Gold vs normal membership - the Gold scheme could replace the normal fee, be paid in addition as an ‘upgrade’, or membership types could be split into involvement vs spectatorship.  This adds complications regarding a member’s shift in interaction with STaG; for example a member could pay for Gold, starting more as an audience member, but then participate in shows and therefore have no need to pay entrance fees, but still have to possibly pay normal membership to be in a performance, if Gold were treated more as a ticket scheme.  A discount on the membership fee was consequently suggested.
• Estimates - tickets for MS1, MS2, Festivals and 3 NMS comes to a total of £53.  The proposed discounts would provide a saving of £18.40, which would be 35% off STaG.  If the fee for Gold membership was therefore £15, this would be a total saving of £3.40.
• Conclusion - the Board voted for the idea to be pursued.  E. Igelström will continue working with figures and report back at the next meeting [ACTION: Erik].

8.  Board ‘Uniform’

An alternative to the orange T-Shirts, a new ‘uniform’ could be used in more formal situations and gives an air of professionalism when representing STaG.  The Board in attendance voted on having both names and positions embroidered on polo shirts, the colours chosen by individuals but then agreed by the Board.  Any final voting was postponed until the whole Board was present, prices had been investigated online and W. Foote had been contacted about previous uniform purchases [ACTION: both Sinead].  Regarding prices, the Board member could pay the cost with a supplement from STaG funds.

9.  Glasgay

A vote was taken on applying for this, which requires 10 minutes of theatre for a festival slot.  The deadline for submissions is 30^th June, so the STaG deadline is the 22^nd June [DEADLINE: STaG submissions, 22/6/12; Glasgay 30/6/12].  A. Cameron will write a blurb for the newsletter [ACTION: Amy Cameron] and shall forward any emails from the festival itself.

10.  Exec Update

A meeting shall probably take place on Thursday at about 7:30pm, however A. Rutherford shall confirm this and remind the Board about submissions by Wednesday night [ACTION: Aidan].

11.  Any Other Business (AOB)

Designers needed for HB should be advertised in the newsletter [ACTION: Harriet].

This was the last meeting before the Summer.  The date of the next meeting is Monday 3^rd September, 5:30pm in the STaG Room.

Meeting adjourned.

Minutes: 20th May 2012

Minutes of STaG Board Meeting 20^th May 2012

Cooper’s Bar, Great Western Road, 6pm

In attendance: H. Allan, A. Cameron, A. Ciupka, N. Donald, W. Foote, M. Godden, C. Goldstone, E. Igelström, S. Linsley, A. Rutherford, Z. Williams

Apologies: D. Hahn, A. McCallum

1. Administration
2. New Talent Nights (NTN)
3. Calendar
4. Freshers’ Week
5. What’s He Building in There? Update (WHBIT)
6. The History Boys Update (HB)
7. Archives
8. Executive
9. Any Other Business (AOB)

1.  Administration

A. Rutherford briefed the board with an overview of how board meetings operate and how the board is organised.

2.  NTN

1. A discussion was had to decide between the play for NTN being either "Pinocchio" or a Roald Dahl play.  A. Cameron has researched into an adaptation of "The Witches."  It has a good cast size and is popular.  W. Foote has researched into Pinocchio and it has a better cast size with more speaking parts.  Books for both plays will have to be bought [ACTION: pending].  The Board came to decision that the NTN play would be Pinocchio (PIN).          *N. Donald joined the meeting.
2. Auditions for NTN will be held on the Sunday at the end of Freshers Week between 2-5pm [EVENT: 9/9/12 NTN auditions 2-5pm].  
3. M. Godden and D. Hahn have agreed to be Board Reps for the production(s) [ACTION: Mabs & Debs].  2 Reps instead of 1 for NTN (one for each production) was suggested by S. Linsley, seconded by A. Rutherford.
4. The deadline for potential directors to put themselves forward was decided as Friday 8^th June [DEADLINE: 8/6/12], with email discussion to follow and confirm choice by 5pm, Tuesday 12^th (unless discussion unfinished) [ACTION: All 12/6/12].  An advertisement will be put in the newsletter [ACTION: Harriet] which will also include a description of PIN by W. Foote [ACTION: William 23/6/12].
5. A. Ciupka volunteered to act as Publicity Assistant for NTN [ACTION: Alex].

3.  Calendar

Preliminary proposal deadlines and performance dates were decided, mapped out on the STaG Room wall calendar.

1. NTN - performance dates 8^th-9^th October [EVENT: 8/10/12 PIN].
2. SN (STaG Nights) - proposals deadline Friday 12^th October [DEADLINE: 12/10/12], with auditions to be held from Tuesday 16^th and cast by the following Monday 23^rd.  Performance dates 7^th-9^th November [EVENT: 7-9/11/12 SN].
3. MS1 (MainStage Semester 1) - agreement that auditions during NTN preparations will not cause substantial problems, during the weekend of 22^nd-23^rd September, subject to Harriet Bolwell’s availability [EVENT: 22/9/12 HB auditions].  Performance during the week of 19^th November [EVENT: approx. 19/11/12 HB].
4. NMS (Non-MainStage) - it was decided that the first Found Spaces should be specifically geared for a venue other than the STaG Room, as this would create timetabling difficulties with both MS1 and SN.  Proposals should be in by Friday 31^st August [DEADLINE: 31/8/12] performance dates 21^st-23^rd October [EVENT: 21-23/10/12 NMS].
5. First Board Meeting after the summer will be held on Monday 3^rd September [EVENT: 3/9/12 Board].  First Board Meeting after Christmas will then be Monday 7^th January [EVENT: 7/1/13 Board].
6. NW (New Works) - proposals should be in by Friday 4^th January so a full list can be compiled for the first Board Meeting [DEADLINE: 4/1/13] and a NW meeting on the day before [EVENT: 6/1/13].  The performance is then to take place during Reading Week from 13^th-16^th February [EVENT: 13-16/2/13 NW].
7. MS2 (MainStage Semester 2) - the suitability of the last week of Semester 2 was discussed, as this impacts on travelling home for Easter, although most deadlines tend to be during the previous week and the several weeks before that are Theatre Studies production weeks for the various year groups.  The MS depends also to some extent on the availability of the venue; a larger venue than The S.P.A.C.E. was also suggested.  Therefore it was decided for MS2 to remain during the last week of term but performed only over 3 days, with the Technical Rehearsal on the Tuesday [EVENT: 18-22/3/12 MS2 production week].  Proposals were set to be directly after MS1 on Friday 30^th November [DEADLINE: 30/11/12].
8. NMS - in Semester 2 there is less need to avoid a Studio slot, and the performance is due on 28^th-29^th January [EVENT: 28-29/1/13 NMS] with proposals in by Sunday 11^th November, leaving time for discussion and venues research [DEADLINE: 11/11/12].
9. NMS - a studio slot was also placed on 8^th-10^th March [EVENT: 8-10/3/13 NMS] with proposals in by Friday 1^st February, to be discussed the following Monday [DEADLINE: 1/2/13].
10. Community outreach - suggestions were made of working with non-university organisations such as the West End Festival, and taking theatre into nursing homes or schools, which establish a venue and could possibly replace a Found Spaces/Studio slot.  Alternatively various university-related events would also be suitable, such as Climate Change Week, Amnesty International, Drag Week, Gay Pride and Glasgay - although these may impact on established STaG dates.  M. Godden proposed starting a Community Project Group; dates at this stage depend on affiliated groups, however this will be researched over the summer [ACTION: Mabs] and the performance would be sometime during the 5-week space before NW [EVENT: within 7/1-10/2/13].
11. PerfA (Performance Arts) - A. Cameron also proposed a new group producing Performance Arts, to run every week in Semester 2, the performance being around Friday 1^st March [EVENT: 1-2/3/13 PerfA].  S. Linsley suggested that Reading Group should incorporate recitals too.  Overall 5 STaG groups are now present: Improv (weekly, all year, 2 performances), PerfA (weekly, S2, 1 performance), Reading Group and Writing Group (fortnightly, alternating weeks, all year) and Community Group (tbc, probably weekly, S1, 1 performance).
12. Improv (Improv Teatime) - feedback from E. Igelström regarding the recent performance was very positive, describing it as do-able and undemanding and possibly suitable for multiple performances per semester, although this was discounted as it would impose on other STaG events.  More audience interaction was suggested, however, as was using other venues such as the QMU Comedy Night.  Improv performances would work well as Welcome/Farewell events, and although rehearsals would often be during the exam period, there are few enough required that date compromises should be found.  Therefore the next performance date would be the last day of teaching on Friday 30^th November [EVENT: 30/11/12 Improv].

4.  Freshers’ Week

1. This year’s Freshers’ is the week of the 10th September [EVENT: 10-14/9/13 Freshers’ Week].
2. W. Foote talked to Donal and Flora about placing STaG and Staged stalls together to avoid confusion between the two groups, however the Freshers’ Fair stalls are allocated, although it was suggested that both societies should email the SRC, first contacting the Staged PR Manager [ACTION: William].
3. Events during Freshers’ - the stall during the first 2 days; workshops from the Writing Group and Improv, and possibly Flora holding a Shakespeare workshop.  W. Foote also suggested an Improv Social, which would combine a social gathering with short performances, possibly in addition to the Scratch Night.  Finally the Barbecue would provide a contrast to the Scratch Night, being less performance-orientated; all these events must take place after flyering, however.  The next newsletter is to ask for Freshers’ volunteers to get in touch [ACTION: Harriet].
4. SRC Calendar - last year a calendar of Freshers’ events was produced by the SRC, who should be emailed soon [ACTION: William, urgent].
5. A. Ciupka will report back at the next meeting on possibilities regarding the QMU during Freshers’ [ACTION: Alex].
6. STaG Bear - whether to include it this year, or perhaps a deer instead or offering free hugs.  Discussion to be continued.
7. W. Foote and E. Igelström to meet to discuss budget and email A. Rutherford to attend [ACTION: William & Erik].
8. Publicity Assistant for Freshers’ - C. Goldstone [ACTION: Catherine].

5.  WHBIT Update

1. Over halfway regarding fundraising, accommodation not yet confirmed but email communication soon regarding publicity.  Finishing rehearsals until July.  
2. Costume girl - uncertain whether she can even make it to Edinburgh, she has failed deadlines and been absent at rehearsals.  Board decision to find someone else and change the press pack [ACTION: Catherine].  Inclination to refuse reimbursing any money spent, however this depends on the exact initial agreement made - A. Rutherford to email Cerne about these issues [ACTION: Aidan], meet with E. Igelström this week to discuss the budget and also at some point the WHBIT team [ACTION: Aidan, Erik & Catherine].
3. Accommodation - 1 flat (and temporary bedding) required.  M. Godden mentioned a very suitable friend’s flat which will possibly be available, and is waiting for a reply.

6.  HB Update

Stage Manager needed.  A. Rutherford will meet with A. Ciupka (Board Rep) and Harriet Bolwell before the next meeting [ACTION: Aidan & Alex].

7.  Bristol Update

Rehearsals have started, with minor amendments being made which should bring the overall time to 40 minutes.  Rob Drummond has not replied yet, although C. Goldstone is also emailing Cerne to take over general liaison regarding play [ACTION: Catherine].

8.  STaG Ball Update

Generally everything is going well, although still no P.A. System.  A list of those on doors was read out [ACTION: All] and shall be circulated [ACTION: Aidan], and a float should be provided [ACTION: Erik].  

9.  Archives

M. Godden shall be in charge of the committee.

10.  Executive

Meeting next week.  Has become somewhat of a non-entity recently, but is being reinstated to support STaG as a group, a board and as performers, with meetings at the beginning and end of each semester.  Any queries should be forwarded to Exec members (President, VPs, FinSec and GenSec) to be put on the open agenda [ACTION: All].

11.  Any Other Business (AOB)

1. Affiliation with SRC - to be completed at the start of the next term [ACTION: Nogs].
2. The weekly deadline for all newsletter items is 5pm Tuesdays.

The date of the next meeting is Monday 28^th May, 5:30pm.

Meeting adjourned.

Minutes: 14th May 2012

Minutes 14th May 2012

HANDOVER MEETING PART 2

In attendance: S. Gregson, G. Bennett-Lurie, H. Allan, Erik Igelstrom, C. Goldstone, D. Di Rollo, A. Rutherford, W. Foote, C. Felstead, D. Keenan, C. Beaumont, L. Monkman, H. Bolwell,  A. Ciupka, Z. Williams, A. McCallum, S. Linsley, M. Godden, A. Cameron

Apologies: L. Taylor, D. Hahn N. Donald, I. McArthur.

Agenda

1) Autumn Mainstage

2) New Talent Nights (NTN)

3) Bristol Update

4) WHIBIT Update

5) STaG Ball

6) Next Year’s Calander

7) The Next Board Meeting

1) Autumn Mainstage

Proposals: Heidi with ‘A Streetcar named Desire’, Heather and Robert with ‘A Woman of No Importance’, Harriet B. with ‘The History Boys’ and Kat & Jenny with ‘Lady Windermere’s Fan’. Director(s) presented their creative proposal, where asked questions by the board and then the board discussed which mainstage would be chosen. Next term’s mainstage will be ‘The History Boys’ directed by Harriet and the board rep will be A Cuipka. Harriet will have meetings with E. Igelstrom, A. Rutherford and A. Cuipka before next term commences.

2) NTN

The format (1 children’s play over 2 nights) used for the past 2 years will be upheld. Plays discussed: Pinocchio, Brother Grimm fairy tales, Roald Dahl plays such as James and the Giant Peach (JAGP) and The Witches. There were worries that JAGP would be too focused on a central group of characters, leading to increased drop out levels, A. Cameron suggested chorus roles portraying the Peach etc. The possibility of splitting large roles (such as Pinocchio the wooden boy/real boy) was discussed though it was recognised that this is very much a creative decision to be made by individual directors and we cannot enforce this. C. Felstead mentioned the possibility of 3 Roald Dahl plays over 3 nights but this was considered too demanding of time for those involved. A. Cameron will research JAGP, helped by L. Monkman and H. Bolwell will ask her friend about a particular script that could be used. Next week’s newsletter will warn potential directors that the opportunity is coming up and once the deadline is announced directors will have 2 weeks in which to email the board with their statements of interest.

3) Bristol

The week of 18^th-25^th May will be an intersive rehearsal period. SM still to be determined – Z. Williams will be around for the beginning of the process but either L. Taylor or (if L. Taylor is unavailable) L. Heaney will accompany C. Goldstone and cast to Bristol as SM.

4) WHBIT

The tie dye fundraising event raised £110, bringing WHBIT over halfway to its £800 target. Cocktails and pizza will be sold at Cameron’s birthday shindig and food/ drink to be sold at the after ball party, subject to permission from E. Igelstrom and T. Pennock. The possibility of a Eurovision night was discussed, however it was decided that this would have required a longer amount of time to publicise, instead a karaoke night was suggested. Games will be available at the ball, for a £1 fee. No news on accommodation yet, however it was pointed out that prices would drop in late June, as the Fringe approaches. Website account needs to be re-emailed by A.Rutherford to C. Felstead and D. Di Rollo.

5) Ball Update

A meeting took place today and tasks were assigned to different committee members. There will not be a DJ, though a time relevant playlist is being created for after the celidh band. D. Keenan to e-mail A. Rutherford about PA system and the rest of both boards about when they are needed. L. Monkman encourages everyone to bring in glass jars.

6) STaG Calendar

A. Rutherford to bring in wall calendar to next meeting and discuss next year’s calendar with new board. H. Bolwell interested in moving the Autumn mainstage back.

7) The Next Board Meeting

Freshers week will be discussed and when all board members can return to Glasgow. The next meeting will take place at 6pm on Sunday 20^th, probably at A. Rutherford’s new flat, though exact location TBC.

Minutes 30th April 2012

STaG Minutes 30^th April

W.Foote, C.Felstead, S.Gregson, D.DiRollo, C.Goldstone, E.Igelstrom, C.Beaumont, D.Keenan.

Apologies: A.Rutherford, H.Bolwell, G.Bennett-Lurie, L.Monkman, I.McArthur. H.Allan,

Clean up on Saturday at 1pm

1. Hope Here.

8.40pm Tuesday 1^st May. 15 tickets have already been booked with 5 spaces left.

A confirmation email was received from the NTS. Costume has been  organised for the actor. Two posters have been put up in Offshore and there will be a preview practice performance in the STaG Room after the board meeting. S.Gregson and C.Felstead have volunteered to be on the doors for the performance. Tech is apparently not required as the need has not been expressed by the director. The possibility of having tech for the benefit of aesthetics was discussed.

2. Bristol

Stage Manager needs to be advertised in the newsletter, which C.Goldstone will write. Currently awaiting more details from the festival organisers. The possibility of having a board rep for the production was discussed. Furthermore the possibility of creating a publicity poster image for “After Eight” or whether we should find a publicity image from the festival itself. Enquiries will be made into tech facilities/requirements.

3. What’s He Building In There?

A grant was received from the SRC for £500. The Old Hairdressers have confirmed that they are free on the 15^th May for a potential fundraising event to be held there. Discussions are being held with a potential DJ and enquiries will be made about DJ equipment. Fundraising has been booked at the GUU selling toasties at the HIVE. Poor turnout from some of the crew members at rehearsals and socials was discussed and concern was raised about the logistics of getting such things as costume ready in time.  The press pack and trailers are progressing well and the relationship with ZOO Venues is strong so far. A teaser advertisement for the Old Hairdressers fundraiser will be put in the newsletter.

4. Elections

D.Keenan needs help with supplying refreshments for the event, and a backup plan for adverse weather cancelling the BBQ and having the event in the STaG Room was established. The necessity of one being a member in order to vote was stressed and will be reiterated in the newsletter. D.Keenan and H.Bolwell will be hosting the event and will need to write a speech. The Board have to arrange giving their own mini speeches about their positions before the votes for those specific positions take place. Flyering for the Ball will also take place at the event and we will be selling hoodies. This will also be advertised in the newsletter.

5. STaG Ball

D.Keenan is awaiting confirmation from the ceilidh band within the £250 budget. A friend of L.Monkman has confirmed the possibility of a DJ set at the event and Emily Burckhardt has a friend who will take photographs. I.McArthur is making posters and flyers for the event. The booking sheet for online ticket booking will be put up on the website following the same format as booking tickets for STaG shows. The cost for a ticket will be £15. The booking system will be advertised in the newsletter and on the facebook event. Awards – E.Igelstrom will start working on an online voting system to go out by the 8^th May. He will check through the past production details to find all the nominations.

6. Improv Tea-time Performance.

Date has been confirmed for the 8^th in the STaG Room. Refreshments may have to be replenished after the elections. The issue of a rehearsal scheduled during the elections in the STaG Room was discussed in the eventuality that the elections must be held in the STaG Room all day. Other rehearsal venues will be researched.

7. Board members must meet up with their successor  once the successor has been elected and must print off a board pack to give to them.

8. The possibility of a post ball get together for old board members was discussed.

Minutes 7th May 2012

Minutes 7th May 2012 HANDOVER MEETING PART 1
In attendance: S. Gregson, G. Bennett-Lurie, H. Allan, Erik Igelstrom, C. Goldstone, D. Di Rollo, A. Rutherford, W. Foote, C. Felstead, D. Keenan, C. Beaumont, L. Monkman, H. Bolwell, L. Taylor, I. McArthur
Also in attendance: A. Ciupka, N. Donald, Z. Williams, A. McCallum, S. Linsley, M. Godden
Apologies: A. Cameron, D. Hahn

 Agenda
1) Hope Here Post Mortem
2) Bristol
3) WHBIT Update
4) Improv TeaTime
5) STaG Ball
6) EGM
7) Cheques
8) AOB

1) Hope Here Post Mortem
Gavin attended the meeting to discuss how he felt the performance went. He felt it went well and the experience was enjoyed by all involved. Having a simple piece makes it easier to put together in a short space of time and so it was easy to find rehearsal times and spaces. C. Felstead pointed out that this did not mean more complex pieces should be rejected. It was suggested that technically heavy pieces could be pre-recorded so as to make it easier as the prospect of doing it live can be a bit daunting. NTS were helpful and didn’t interfere in the process too much. Annie sent her feedback and was pleased with the whole experience, she enjoyed the workshop style rehearsals she had. A board rep should have been found earlier so that there is only one person in contact at all times to make things run smoother. Time constraints need to be acknowledged. The live feed was helpful and the feedback from people watching was good. It was suggested that a board member could watch it and tweet positive comments so as to keep up the social media side of STaG.

2) Bristol
The deadline for a stage manager will go in the Newsletter and will be Friday 11th May. It has been suggested the play be cut down to about 40minutes – C. Goldstone feels this needs to be a collaborative process and will work on it with the cast. Another option is to ask the New Works judges for feedback tips and suggestions where it could be trimmed. The board rep will be A. Rutherford and C. Felstead will send on all information she receives. A mini publicity campaign will be started – mostly online but also focusing on people we know in Bristol.

 3) WHBIT
The board rep will remain as C. Beaumont and he will pass on all his comments about the show to A. Rutherford before term begins (as he will not be there). There is little to update the board on, a fundraiser is being planned but the venue has not yet been confirmed. It will be decided by Wednesday if it will go ahead so as to be mentioned in the newsletter. The production meeting went well and costume and make up are being discussed. For the swap shop fundraiser H. Bolwell asked the board to donate unwanted clothes etc. and to bake cakes. Headshots need to be done as soon as possible, C. Goldstone will organise this. The website is in progress and just needs to be put online.

4) Improv Teatime
Refreshments will be bought with the help of I. McArthur. The money box will be brought down to the STaG room by C. Beaumont. The STaG room will be tidied from approximately 4pm and the room will be decorated. C. Felstead stressed the importance of making sure all doors are locked because of security concerns.

5) STaG Ball
The GUU has been confirmed, the band has been booked and a photographer has been found. There will be a hair and beauty workshop to help people plan their outfits. A DJ is possible and L. Taylor can find suitable DJ equipment. The deposit will be given to the GUU. A ball committee meeting will be held soon and the board is advised to book tickets as soon as they can. The awards need to go in the newsletter this week so E. Igelstrom asked that the board check the email he sent out. The after party venue has been sorted.

6) EGM
L. Monkman will chair as C. Felstead will not be there however they will meet to discuss the agenda. A new constitution will be proposed and the board will be able to read this before the meeting. A paper copy will be there as well as a copy of the current constitution for other members to read before changes are discussed and voted on. There will be a computer there to edit as the meeting progresses to avoid mis-wording anything.

7) Cheques
The bank details will need to be changed over.

8) AOB
The new board are advised to discuss the mainstage next week as well as New Talent Nights.
The email addresses will be switched over and the facebook admin will be changed.
MMSINS post mortem email will be sent out and will be discussed next week.
The feedback form will have more detail added to it to make it easier to fill out.
Rob Jones has items for the archive which C. Felstead will acquire and organise.

Minutes 23rd April 2012

STaG Board Meeting 23.04.12 In attendance: C. Beaumont, G. Bennett-Lurie, H. Bolwell, D. Di Rollo, C. Falstead, W. Foote, C. Goldstone, S. Gregson, E. Igelström, D. Keenan, I. McArthur, L. Monkman, A. Rutherford Also in attendance: S. Hyland, A. Kane Apologies: H. Allan (taking minutes – I.McArthur) L. Taylor Agenda: 1. CINDERS Post-Mortem 2. Five Minute Theatre: Hope Here? 3. WHBIT 4. Bristol Inter-Uni Drama Showcase 5. STaG Elections 6. EGM 7. The STaG Ball 8. Hoodies 9. Improv Teatime Performance 10. STaG Room Clean-up 11. A.O.B 1. CINDERS Post-Mortem Directors and production manager present. Dir. S. Hyland + G. Bennet-Lurie, Prod Man. A. Kane. Directors began by explaining they were slightly disappointed at the turn-out of actors, after picking a play with a large amount of parts to cast. It was considered that this was likely to be due to other plays casting at the same time, as well as the requirement for actors to audition during the day, as opposed to the evening. It may be better to have evening auditions as an option in the future. Drop-out rate, the directors also explained, was quite high at around four. Reasons given were students not realising how much work was involved with a mainstage production. It was agreed that underlining the amount of work before auditions could prove off-putting, but that this ‘warning’ about how much work was involved should be delivered at the read-through, or at the earliest possible opportunity after audition, so as to deal with any drop-outs quickly. CINDERS has successfully applied for an SRC grant, but the status of the grant is somewhat unclear since the show has already taken place. The likelihood of us receiving the grand retrospectively can be confirmed or denied at a meeting tomorrow, between the financial secretary and the SRC. In the case of actors who do not commit the full time required at crucial points such as tech rehearsals, the idea was entertained that very small parts, although necessarily small in most cases, could be ‘made more of’ or artistically re-considered early on in the process, if it seems like some parties will need to do a lot of waiting, so that busy students can attend rehearsals more at their convenience, or alternatively, offer them the opportunity to leave the project where appropriate. Clarity, it was agreed, was what was required when casting any actor in any role. Financially, it was pointed out how overwhelmingly successful the fundraisers were. G. Bennett-Lurie and S. Hyland were the first directors to take on a Fundraising Manager, A. Cameron, who achieved the fundraising target for two events before the first was even over. It was also pointed out that one of the positives of these events was the number of new faces who attended. The idea to save money taking taxis instead of hiring a van to move the set would perhaps be reconsidered next time as not worth the money saved for the additional time spent waiting. The financial secretary pointed out that the cost of picking up flyers and posters should be considered when working out a budget in future, as well as the cost of the materials themselves. This will be included in the relevant packs. G. Bennet-Lurie commented on how positive it was for the board representative for the production, C. Beaumont, to be present as much as he was. It was agreed that having the board rep. for any production present at the initial meetings (financial meeting, publicity meetings etc) was a good idea for future productions. S. Hyland pointed out that, despite not being able to carry out the planned post-show discussion because of a small turn out, it was a shame as areas such as writing and reading group, theatre discussions and so on were not more formalised, developed and used to re-inforce one-another in the form of a more academic interest in theatre within STaG. C. Beaumont commented that feedback from the cast suggested that they felt familiar with the board as a useful point of contact. The importance of keeping feedback anonymous was underlined. Those present were reminded that books needed to be settled for the production before the new board arrive, so all receipts must be submitted very soon. The positive comments from some actors and from E. Grossman of the Slavonic Studies department, as well as comment from R. Barbour, a member of the cast, were passed on to the board. 2. Five Minute Theatre: Hope Here? Hope Here? is now cast and will be filmed in the Offshore café. G. Todd, director, has apparently investigated that the venue is suitable and available for the project. It was agreed that audience numbers needed to be clarified, so that a booking system could be opened on the STaG website. Whether STaG (or indeed anyone)’s lighting will be used for the performance is unclear – G. Todd will be contacted about this. A. Rutherford is happy to offer help technically. It will be clarified as to when G. Todd will return from Edinburgh and begin his rehearsals officially. It was agreed that G. Todd’s play should have a small publicity emblem or poster to promote it, as this would be congruent with ‘Which Shoes do you Choose?’ from last year. I. McArthur will organise this. 3. WHBIT WHBIT is reported as going well, a grant application with the SRC is being processed for WHBIT, the status of which is also unclear until tomorrow’s meeting with them. C. Goldstone underlined the importance of contacting the remaining members of the WHBIT team about taking the outstanding headshots before the 26th of this month, in readiness for the ‘IdeasTap’ publicity competition (which offers advice on publicising shows at the Edinburgh Fringe), which she will undertake. The WHBIT ‘teaser’ video has gone online, D. Di Rollo explained his plans to publish more videos, featuring more of the actors to continue the publicity effort and maintain the public interest in the project. It was pointed out that N. Hutchins at The Media unit Studio in the Glasgow University Learning and Teaching Centre is a fantastic resource and should be taken advantage of in future, particularly with regards to making YouTube videos to advertise future productions. A number of additional grants are currently being submitted, and as such, the printing of publicity materials will be slightly delayed, so that any additional logos from sponsors can be included on posters and flyers at the last-minute, where necessary. Additional methods of raising money, including applying for other grants through ‘fund-finder’, as well as taking on sponsorship from companies offering support in exchange for logos appearing on materials, are being investigated by the WHBIT team. The WHBIT script has been updated and checked for appropriate length, and C. Falstead reminded the board of the importance of paying the venue before the May deadline. The membership secretary agreed that the teaser trailor would appear in the next newsletter with a small blurb lifted from YouTube. The WHBIT website is still under construction but the content will be uploaded in the next week or so, and is expected to go live mid-May, in tandem with the Fringe guide, where the website address will be published. It was pointed out that, in terms of website design for the Fringe, a lot of code from the construction of the original STaG website can be copied in order to create new ones which, nicely, are congruent with the original STaG website, as well as saving time. 4. Bristol Inter-Uni Drama Showcase It was pointed out that the WHBIT team would not be available on the 18th June for this event – and therefore in order to be involved, a previous production would need to volunteered or nominated. Considering the imminent deadline, it was suggested that a member of the board should contact, by phone, various directors from STaG Nights and New Works in order to find a small group with a shorter piece to attend the festival and perform. I.McArthur agreed to do this job. It was agreed that only plays which practically are transportable can be considered, both in terms of set, length and size of cast. It was agreed that any show which went forward would do so on the same basis on which proposals are accepted for any STaG production. The various directors will be given a period of one or two days to contact their cast if they are interested in being involved. 5. STaG Elections H. Bolwell and D. Keenan will run the elections. C. Falstead pointed out the somewhat complicated nature of how the elections are ordered, in terms of candidates putting forward preferences, and that those in charge would need to be well organised to try and overcome clashes as effectively and straight-forwardly as possible. E. Igelström assured the board that he was explaining clearly to all candidates the rules of the event, including the necessity to include a small speech. It was also pointed out that all the manifestos need to go on the STaG website. It was eventually agreed that this would take place as soon as possible, rather than on one specific date before the election day. A. Rutherford will investigate facilitating these uploads. It was furthermore suggested that board members writing short blurbs (as last year) about the advantages of running in elections and playing a part in the board might help encourage applicants. C.Falstead will contact the members of the board about this. The social convenor will facilitate getting refreshments for this event. C. Falstead pointed out to the board members that this year, members will meet privately with their successors to answer any questions about the positions they are handing over, and supplementing the information provided in their pack. 6. EGM This is confirmed to take place on Sunday 13th May. Since current President, C. Falstead, cannot attend – the current vice presidents L. Monkman and/or L. Taylor will run this meeting. E.Igelström confirmed that this will appear on the website, along with news of the mainstage production. 7. The STaG Ball D. Keenan updated the board that he was still searching for a poster designer and a photographer. The current Ceilidh band proposed look promising and are within budget, and L. Monkman and A. Rutherford will look into DJ and equipment hire to play afterwards. D. Keenan will also investigate a member of the committee supplying a flat for the after-party. E. Igelstrom and D. Keenan will begin putting together the questionnaire for the awards ceremony. 8. Hoodies It was agreed that STaG hoodies would be made available to buy at the elections. 9.Improv Teatime Performance E. Igelström updated that board that the 8th of May is still the proposed date for the event. He and T. Pennock are still recruiting members of the Improv Teatime troupe, with a mind to advertise the event in the newsletter as soon as possible. 10. STaG Room Clean-Up A clean-up is scheduled for Saturday 5th May at 1pm. 11. A.O.B H. Bolwell explained that she felt the board hand-over should include a list of the membership, physically recorded on paper. C. Falstead pointed out that an electronic list exists on the box.net moodle programme used by the society. The board were encouraged to take advantage of this facility for passing on different types of information to the next board. H. Bolwell pointed out also that more contact information would be useful in terms of contacting previous and current members of the board. E. Igelström will consider passing on this advice. C. Beaumont pointed out that additional feedback could be given to those to proposed 5 Minute Theatre ideas but who were not chosen. C. Falstead will look into this. E. Igelström asked if the board had any objections to the newsletter being sent out a day later this week. There were none. C. Falstead reminded the board about the importance of providing archive content, which she has contacted various members of the board about privately. END