Minutes: 11th February 2013

Minutes of STaG Board Meeting, 11th February 2013

The Elliot Library, GUU, University Avenue 5:35-6:40pm

In attendance were H. Allan, A. Cameron, J. Cameron, A. Ciupka, N. Donald, W. Foote, M. Godden,  C. Goldstone, S. Gow, D. Hahn, A. McCallum, A. Rutherford, R. Tildesley, Z. Williams

Apologies from S. Linsley

Also present were Dominic di Rollo and Daryl Green (writer/director/cast, General Horseplay)

Agenda

1. GH Post-Mortem
2. Taming
3. Monsters
4. InterUni
5. NW
6. Ven
7. Soc
8. Elections
9. Tech
10. AOB

1.  General Horseplay Post-Mortem

1. D. di Rollo and D. Green said that it was good to do the first STaG show submitted to NSDF and expressed their gratitude for the opportunity.  Stereo again was a great venue as the space worked well, and the whole thing ran well on night.  There were a few points, however, for STaG to take on board about NSDF:
2. Venues - having talked to M. Godden about venues yesterday, they expressed concern about the new system.  They realised that the system is currently being changed and it is no easy task for M. Godden to do it all, but there were problems in getting venues for rehearsals, acquiring Stereo in the first place and getting to the venue for the show.  They sent the rehearsal dates three weeks in advance for booking as many as possible, but ended up in the rehearsal studio in the St Andrews Building, for example, and on the day before the performance were at a loss and rehearsed in an Adam Smith tutorial room.  
3. If the vague details on getting in and having no chairs for the performance was a decision on STaG, D. di Rollo and D. Green should have been alerted and made aware how to deal with it.  It was pointed out that this was a venue mistake, and had happened at STaG Nights; for GH the venue sent an email confirming the tech, P.A. and chairs, but an hour before the show we were told there were no chairs.  Should have thought that it could be the same again and taken precautions, but perhaps in our naïvety we did not expect this to happen twice.  Another issue was squeezing in the Tech/Dress rehearsals after clearing the stage and venue of rubble and rubbish, which they were not alerted to upon arrival.  Again it was mentioned that when you book a venue, nobody would expect to have to clear rubble off the stage, and that this was a fault on the side of the venue.  If not blacklisting Stereo, we at least need a team of people to arrive early and sort everything out, and tell the cast and crew what to expect.  Thanks were expressed to Z. Williams and A. McCallum for getting everything done and sorted before the show; that is primarily what the Board is here for and nothing ever seems to go smoothly, it is in the name of theatre.
4. These issues were not the same during STaG Nights, as they were the last to tech so everything had been sorted.  Although everything works out well in the end and you just have to keep going, this can brush away things that could have been avoided.  Having said that, there are always problems with venues: previously, every show was in the G12 and every studio slot in the studio.  Now sometimes we are in theatre venues, sometimes non-theatre, and although obviously you propose expecting a theatre, even if listening to what you are saying it is realistically not natural for a non-theatre venue to have everything ready.  We need to be specific when we ask, but they are not used to this when they are running nights; this is not a solution but at least an explanantion.
5. Is there a way to make rehearsals better?  Venues was changed because the places were getting anoyed: with seven shows on there were seven SMs with non-bookings and missed bookings all in the name of STaG.  We also have limited bookings in the QM, for example, and each show depended on a decent amount of time.  It seems to have created a whole host of problems and is a lot for M. Godden to do - would it not be possible for two people, splitting the workload in two?  This has been considered and it is a lot to do, and the shows need to support each other.  It is the middle of term and submitting rehearsals times quickly is great but if other shows don’t, everyone has to wait until all timetables are through so that it is equal.  We are aware that currently this is an issue, as we are developing the new system.  If one show is proactive, is it fair that they don’t get their rooms booked - should it not be survival of the fittest?  However GH did know their arrangements before other shows.
6. Being the first for NSDF, that has potentially played a massive role - it feels like experiment for STaG with a major emphasis on being for NSDF judges, with a slight failure to realise this was a show in own right people which paid for.  Only on the second night when judges were there did we use chairs and programmes.  However it would have been impossible to get chairs on the first night, and the programme was mandated by NSDF.  If this was scheduled into the STaG year with someone in charge from earlier on, someone could have been there to liaise with Stereo. 
7. Communication breakdown and dates - they were led to believe that the show would be on the 14^th January, then were told that it was not confirmed and was instead in February.  It was difficult going into the production not knowing when the show was going to be, with everything up in the air and the different dates being confusing.  They were told at end of last semester that they were going, then only after the New Year did dribs and drabs of information about what they were doing come through.  In answer to what information was required, it was expressed that little was known about the process, responsibilities, the date, if someone needed to liaise - they would have been hapy to do that if they had known.  When things went wrong at the end and at the start, some things must have been avoidable if they had started a week or two earlier in planning.
8. Publicity - they were fortunate with the audience in end, although they felt that publicity was very limited, perhaps systematic of the NSDF experiment.  The publicity budget was the same, and there were problems with the printers so the posters were not up as early as usual, as well as there being a delay in getting the poster image.  It was probably mostly word of mouth.  The situation did create a marketing conundrum: if the show has already been on, should it be NSDF excitement and ‘catch the show again’ or publicising it as a new show?
9. Mostly for personal peace of mind, it would also have been good to have had a Production Meeting.  Every show should have that meeting; instead they got sporadic email replies.  S. Gow was SM so it probably would have helped if someone else had been Board Rep; A. Rutherford was also Production Manager.  However it felt very detached - although maybe this was taking for granted that S. Gow was on their team.
10. The point is to give a play the opportunity and STaG the opportunity to go to NSDF.  If it is something to continue in future, how should we decide which play is chosen?  If a STaG Nights play it may become too much like a competition, which would take away a good thing about the festival.  Perhaps every show that happens should be made aware of the possibility.  
11. Because of the timing of the judges, if it is too much of a nightmare because so much going on, is it actually worth doing?  Is the STaG calendar just too saturated?  They did enjoy it and preparing for an external judge; we don’t know what NSDF would be like, but like the Fringe it is good to aim for.  But perhaps we should be more realistic about the resources avaialble, especially regarding rehearsal spaces.  Having shows which are all polished and ready to go - perhaps better than producing a few more but which are rushed?  It shall be fed into the calendar next year.
12. The judge asked why they put themselves forward?  They didn’t even know idea it was a possibility.  If there is a desire for Glasgow shows to go, why not do it external from STaG?  It was incredibly expensive.  Perhaps if people are interested in going, STaG could facilitate it but the production is left to do its own thing, and knows it.
13. Once again D. di Rollo and D. Green said thank you for the opportunity - fingers crossed for Monday.  The statistics are 12 out of 140 shows (8.5%) are accepted.  
14. It was decided to hold off further discussion on the process until we know what the verdict is [ACTION: agenda].

2.  Taming of the Shrew

1. Rehearsals are going well, currently with a lot of workshops and character work.  
2. Budget - details are to be forwarded to L. Gasson [ACTION: Rob].  
3. The main issue is still venues - M. Godden spoke to Scottish Youth Theatre, and it seems in all we have three options - we'll see how the situation is at the end of the week.  The Pavilion and Old Fruitmarket are too expensive.  The Citz has a break in their Mainstage, and we are waiting for the woman to get back.  The studio is also free for a week, as is Partick Burgh Hall; Maryburgh Hall is full.  Scottish Youth Theatre is viable as their show is in the third week of March; the studio room has a capacity of 80 and is also free for all of March.  Details have been passed on; there is the Blue Room - audience of 60 - and a few similar others.  Recital Room at City Halls is doable but has an awkard timetable - it would be a day-in-day-out thing.  St Andrews in the Square costs £700 per day.  Overall there are about four viable options.  Glad Cafe is still to be looked at.  L. Gasson has been emailed with the latest.
4. Fundraiser - D. May is involved in a production of 'A Midsummer's Night Dream' this week, so is rather busy; W. Foote will email her later [ACTION: Will].  The date is to be the 7th March [EVENT: Taming fundraiser].

3.  Monsters

1. Auditions - today, and tomorrow until 5pm.
2. Production Meeting - probably to be postponed, possibly at some point this week [ACTION: Debs, Aidan, Zoë, Adam, Mabs, Sinead...]. 

4.  InterUni

Very little idea of what’s happening - tickets have been acquired, haven't heard anything over the weekend but hopefully there might be an email when home tonight.  J. May is back on Friday, after which we need a budget meeting [ACTION: Rob, Aidan].

5.  New Works

1. The get-in has gone suspiciously well for two shows, everyone is happy and The S.P.A.C.E. is fantastic.  There is little to no time to rig; we are there again tomorrow.  
2. The potential flat is no longer available for the afterparty, although there has been some interest from someone who however is not involved in NW.  A request should be posted on the NW Facebook page [ACTION: Catherine].
3. C. Goldstone has a meeting with the SRC tomorrow but will come back for the Dress, which should start bang on 4pm.  Programmes are all done and are going to be printed off before every performance [ACTION: Catherine?].  F. Surgeon Shea has not emailed with a replacement judge; if no email arrives tomorrow, there will only be four judges - hopefully one won’t just turn up, although this wouldn't cause too many problems.  G. McNair has said yes but not replied to confirm, although from experience he seems a man of few words; C. Goldstone will give him a call [ACTION: Catherine].
4. The Board was reminded to book tickets [ACTION: All].  Sales are going quite badly - there are still a few left on the door every night.
5. Doors - a rota is needed [ACTION: Nogs].

6.  Venues

1. Clean-Up - to be scheduled as soon after NW as possible [ACTION: All].
2. Cecilians - this morning for the Get-In we found the NW set covered in paint, footprints everywhere, the bathroom full of paint, the sofa ruined and half-eaten takeaways and rubbish everywhere.  The cleaner had to clear out all of the stuff, and was very amiable about it.  A Cecilian came down as we were leaving - they knew our get-in was today, and even so, paint can't be easily shifted.  We are aware that their show was this week.  M. Godden will send an angry email, sending a draft to the Board first [ACTION: Mabs].  Having mentioned many times that this is unacceptable, it has now affected a show.  A 'three strikes' idea was suggested.  It is up to the next Board to decide if the Cecilians are allowed to use the room next year; as their show is now over and they have the summer, it is realistic for them to find another space if needbe. 
3. Booking Sheets - M. Godden explained that since taking down the sheet, it has been much easier to keep track.  However, asking J. Cameron and W. Foote in respect to those having shows at the moment, it is harder for them to keep track of whether they got that room and at what time, resulting in a slight communication breakdown.  A vote secured keeping the current situation, however it was agreed that there has to be a visual timetable, perhaps on the website.  It is useful even for cast/crew in a free hour to know if you can pick stuff up, for example, without walking into a rehearsal.
4. A. Rutherford will look at how to put something into the website [ACTION: Aidan].
5. M. Godden agrees with this suggestion, provided she is shown how to use it.

7.  Socials

1. Newsletter - something should be added about the social on the 27^th February.  Snacks may need to be stocked up; this shall be double checked [ACTION: Will & Aidan].
2. Ball - N. Donald is to get back to the band [ACTION: Nogs].  There has been no formal confirmation received for the Debates Chamber, although it has been booked.  M. Godden will talk to the GUU person tomorrow; we also need to book the bar [ACTION: Mabs].  
3. Ball budget?  There will be a meeting after NW, although based on previous years the band budget was £250.

8.  Elections

1. Elections - already a few people are starting to ask when the elections are.  This is usually 3 weeks after the end of the Easter holidays, which would mean Sunday 5^th May - or perhaps Saturday 4th - this will be confirmed when the exam timetable is out [EVENT: provisional elections date, 5th May].  A barbecue beforehand was also suggested, as is tradition.  
2. AGM - this should take place at least 14 days before the elections - the decided date is 20th April [EVENT: AGM].

9.  Tech

1. 48 rolls of tape are to be bought to stock up [ACTION: Rob & Zoë].
2. Other Tech - it would also be useful to get more poles for hanging lights on - if some venues don’t have these, lights must be strung up in a rather precarious fashion.  Hopefully these can be bought before Monsters.  Conversion leads for silver lights are also required as these currently cannot be used.  A. McCallum will make a list and find a budget figure [ACTION: Adam & Zoë], as will Z. Williams to sort out a couple of items such as sandpaper.  A broom and dustpan are also needed [ACTION: Aidan].  Especially before MS2, we should make sure to stock up backstage and for tech.

10.  AOB

1. A. Cameron is directing the Vagina Monologues for the SRC, which involves 3 workshops.  Everyone has a script and the production requires 20-something girls to read, in the QM.  Please come and spread the word; the auditions are tomorrow in the John MacIntyre building [ACTION: all].
2. The wall outside of the STaG Room is broken; not by us, but it needs to be fixed and we should probably buy some polyfiller [ACTION: Zoë].  The Cecilians have fitted a lock on the bathroom door, and did paint a smiley face next to the hole in the wall to apologise.  A GUSA person filed a request form for the bathroom lock when it was broken in November, and nothing was done by Estates and Buildings.

The date of the next meeting/last meeting of the semester is Monday 18th January at 5.30pm in the STaG Room.

Meeting adjourned.