Minutes: 12th November 2012

Minutes of STaG Board Meeting, 5th December 2012

Cooper's Bar, 499 Great Western Road 5:45-6:30pm

In attendance were A. Cameron, Jack Cameron, N. Donald, W. Foote, M. Godden, C. Goldstone, S. Linsley, A. McCallum, Sophie McCormack-Gow, A. Rutherford, R. Tildesley, Z. Williams
Apologies from H. Allan, A. Ciupka, D. Hahn
Also present was E. Igelström (previous FinSec), for the transition in the position.

Pending actions from previous Minutes

• All (& Zoë) - Clean-Up after SN
• All - Share on Facebook for SN, put up posters and book tickets.  There will be tickets at the door.

Agenda

1. SN
2. HB
3. NW
4. Publicity
5. External Events
6. Social
7. Venues
8. Exec
9. AOB

1.  STaG Nights

1. Starts tomorrow - all is going well; programmes are almost done, tech/dress rehearsals are on the day, and chairs are prepared for tomorrow morning.  Anyone's help at 10:30pm tomorrow morning to move chairs into the van would be appreciated [ACTION: All].  [*E. Igelström entered.]  
2. No afterparty venue as yet - somewhere needed urgently!  Any suggestions to be forwarded [ACTION: All].
3. Storytelling instructions - to be given with tickets.  
4. Band - turn up at six for a soundcheck.  
5. Door Duty - from 6:45pm (remember to print off booking sheets after 5pm; check Facebook for rota again - Sophie, Jack, Alex, William, Aidan & Sinead).  Especially if on the doors but for all the Board, please wear all black and/or STaG T-shirts [ACTION: All].
6. Conflicting opening times were circulated; officially at 7:30pm the doors open, with plays starting at 8pm. 
7. Shows - are going well.  A. Cameron spoke to all the directors today, and all are happy with what is happening.  
8. Memberising - the email should be sent out [ACTION: Amy/Aidan].  E. Igelström to go to the venue to collect money from D. Mackay.

2.  History Boys

1. Grant form - received by R. Tildesley; to be sent off tomorrow after figures located [ACTION: Erik/Rob].
2. Fundraiser - to be blurbed in this and the next weeks' newsletters [ACTION: Aidan].
3. Rehearsals are going very well,  from next Sunday the whole show is being run [ACTION: rehearsal, 11:30pm, Zoe and Adam, Chaplaincy (tbc)].  
4. Venue visit - several issues include it being too small, the audience can see into the wings, it's noisy and echoey, trains pass overhead, and there is a height issue on stage.  Some scenes are being re-blocked and everything shall come together again.  
5. Posters - out today, S. Linsley shall go around the university tomorrow.

3.  New Works

1. Venue - booked.
2. Panel - two judges have been booked.  Ideal remaining judges are to be emailed, such as Rob Drummond and Kieran Hurley.  S. Linsley also mentioned a Glasgow writer, or there's Katie in the Theatre Department; two people are to be emailed at a time, in stages.  
3. Newsletter - blurb from next week [ACTION: Catherine].

4.  Publicity

1. SN - we know people are coming, however tickets are not being booked and it's only half-full for the first night.
2. HB - posters done.  A letter has been drafted to local schools with the possibility of workshops.  Perhaps this should be held over until other CommProj workshops, and amalgamated into this.
3. Finance - a 10% discount for schoolkids is to be implemented, as it should bring in 20+ people.  The whole letter is to be sent to the 'Grammar Nazis' [ACTION: Sinead; Zoë, Harriet, Nogs, (Erik)].
4. S. Linsley is to add text to the SRC image, which shall be sorted by A. Rutherford [ACTION: Sinead & Aidan].  The images are on the uni web service.  We should also send it to the English Lit. and Philosophy departments [ACTION: Sinead, Zoë?], and Sarah in the Music Dept. [ACTION: Nogs].
5. A banner for website with proposal deadlines is required [ACTION: Sinead].

5.  External Events

1. Inter-Uni Competition - the same thing as in Bristol last year is to happen in York on March 11th.  December 10th is the deadline - perhaps expand a SN act to 50 minutes; everyone is to keep an eye out for any suitable plays during SN.  To York it is about £15 on the train (or even cheaper by minibus).  The Board voted on going ahead with this engagement (it is a month after NW, and MS2 is at the end of March).
2. NSDF - lots of festivals.  They need to see a performance - perhaps MS2, 29th March?  The viability of its financial requirements should be investigated on the website [ACTION: Rob].  For next week, a budget of some sort should be drawn up [ACTION: Erik].  The Board also voted that they were happy to proceed with this.

6.  Social

1. Meal - 6th December at D. Hahn's flat [EVENT: Board Christmas Dinner].  
2. Next week a Secret Santa is to be drawn [ACTION: Sinead] and the food arrangements sorted; it would be particularly useful if nobody was to miss next week's meeting for this reason! 
3. Trip - Amy has booked her minibus test.  E. Igelström is to practise and do it again - he shall book his test this week [ACTION: Erik].  S. Linsley is to share the address and other information [ACTION: Sinead].  If H. Allan is also to sit the test, then 3 people have a license and hopefully 2 out of 3 can attend the trip (E. Igelström is possibly otherwise engaged).

7.  Venues

1. Ball - GUU bookings become complicated after Christmas with The Hive being shut.  The date for the Ball shall be the 20th May [EVENT: STaG Ball, GUU Debates Chamber].  M. Godden is to book for the whole day, and also the bar [ACTION: Mabs].
2. STaG Room - MSA has a new President.  The cleaner tidied up the mess after the Hallowe’en Party; next time we should leave a sign up saying that she doesn't have to.  However M. Godden has already kindly spoken to her and bought her chocs.

8.  Exec

1. Next meeting - just after the Mainstage.  
2. Minutes - to be circulated [ACTION: Nogs].  
3. Content - not much discussed, new writing deadlines and general management; all seems to be going well.
4. Email action points every week [ACTION: Nogs].

9.  AOB

1. Rehearsal schedule for all of STaG Nights is to be sent to M. Godden for booking [ACTION: Amy & all directors].  
2. SN P.A.s and Tech - Stereo is providing us with 3 microphones through the P.A. system.  Acoustic and bass guitars go through the amps.
3. Christmas Social - a trailer goes live tonight; please enjoy and share.
4. SWG3 - S. Linsley is to contact John the Programmer about publicity on their website [ACTION: Sinead].
5. SN - Sk[in] title - to be fixed on the website.  On blurb it also says that the performances are to be performed simultaneously, which is not actually happening.  Instructions shall also be sent detailing how to tackle the website ourselves [ACTION: all Aidan].
6. SN - the money box shall be provided [ACTION: Erik & Rob], and instructions for the booking sheet shall be forwarded [ACTION: Aidan].  On the door, wait until it is only 5 mins until the performance before letting in the waiting list.  Festival passes shall be available to sell on the door; and remember to rigorously note names on a waiting list for allowing some extra folk in.

The date of the next meeting is Monday 19th November, 5:30pm in the STaG Room.

Meeting adjourned.