Minutes: 4th March 2013

Minutes of STaG Board Meeting, 4th March 2013

The STaG Room, 62 Oakfield 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 was Leonie Gasson (director of Taming).

Agenda

1. Taming
2. NW PM
3. Monsters
4. LIPP
5. InterUni
6. Publicity
7. Social
8. Mainstage Venue
9. AOB

1.  Taming

1. The venue is confirmed,  publicity is done and tech is almost there; Sunday will be hellish: we can get in the venue from 8am, then we create a black box, run the tech and dress rehearsals before the show also at 8pm.  
2. 20 bits of deck and 100m scaffolding arriving at the STaG Room on Saturday - as many people as possible are needed to help construct (not J. Cameron) [ACTION: All].
   *A. McCallum entered the meeting.
3. We are unable to get into the venue on Saturday night, therefore we need to book a van: a big one, perferably a Luton [ACTION: Zoë].  The delivery will be at 4pm - all hands are needed to store things in the STaG Room and then meet at 6am on Sunday morning [ACTION: All].  Rehearsals must be moved from 4pm-onwards on Saturday [ACTION: Soph].
4. The venue didn't answer whether we can leave things in corner until Wed morning, in which case we may need to do the same procedure then.  This also depends on GBR.
5. Publicity - the posters and business cards went to the printers this morning, to be collected tomorrow morning.  The poster was also emailed to the Fraser Building screens, and information has been emailed to Heads of Arts subjects.  A. Cameron has also spoken to ten schools and is expecting heads of departments to email tomorrow, as she mostly spoke with secretaries who weren't sure if Taming was on the syllabus; a couple seemed really interested.  Loads of hashtag cards have also been printed and tomorrow the attack will begin!  Fortunately everywhere is fine to poster this week due to the SRC elections.  She has also made a twitter account and arranged to plug at the end of Theatre and English Lit lectures this week, having already been sent lecture schedules, which will be forwarded to L. Gasson to assign to cast members [ACTION: Amy].   
6. It may be worth contacting old folk homes for the matinee [ACTION: Amy].  
7. 3 reviewers have also agreed to come, two from GUM and one from Polaris.  None know which days they will come yet, but A. Cameron is to send details on to A. Rutherford to book tickets [ACTION: Amy, Aidan].
8. The cards and posters shall be left in the STaG Room for cast/crew/bored members to pick up.  A. Cameron will tell us where to go plug [ACTION: All, Amy].
9. There is the new ticket system, which can be plugged.  A. Rutherford will teach A. Cameron how to get behind the scenes.  Please book tickets [ACTION: All].
10. The blackboxing seems to be sorted, although we need to find out some details still [ACTION: Adam].  It is unlikely that the venue has curtains for those windows, so they need to be covered; we must also find out if the venue has ladders (3.5m high) - we could possibly get them from Gilmorehill, S. Gow's garage or the university [ACTION: Aidan, Soph, Adam, Zoë].
11. The cast is all doing fine, and Facebook has seemed to explode with Taming.  They will be more relaxed when the publicity is out.  Saturday shall be spent sleeping in preparation for the next day - until then, publicity shall continue at full throttle.
12. Door Rota - Sun, Rob & Debs; Mon, Catherine & Nogs; Tues matinee, Alex & Amy; Tues night, Alex & Mabs [ACTION].
    *L. Gasson left the meeting.

2.  New Works Post-Mortem

1. It went really well.  C. Goldstone however has three points, although conceded that mostly she could have avoided them herself: firstly, she was not familiar with proposal form system, and would recommend the VP look over this before their deadline.  A proper application form may work better; the old one she also found at the last minute was a good template.  She wasn't sold on the box; this was for a message or to copy in the proposal form, then upload the script.  In the end it was all well.  
2. From proposals meeting, all ran very smoothly.  She went to two rehearsals which was really helpful, and feels she maybe should have gone to the other two.  A. Cameron did not go to any STaG Nights rehearsals out of choice, to give the productions breathing space, but then slightly regretted that approach too.  Basically you make the cast/crew feel uncomfortable by being there, but if they are scared because they have not done enough work, it does encourage them to pick up their feet.  As opposed to having a BRep for every show, this has a similar function, and C. Goldstone did give advance warning.  It also prepares the Board and the organisers for exactly what to expect.  People also really like it (especially when new to STaG) to see a Board member is there, and that outwith the play there is a support network.  For one of the plays, however, C. Goldstone also needed a rehearsal schedule.  
3. Fundraiser - went very well, and should be a stable NW fundraiser idea as it shows new things but also the four plays.  Chinese NW was also a good party.  
4. Venue - nothing went wrong.
5. Publicity - both M. Godden and S. Linsley were not around during those two weeks so there was a different version of the programme each day.  It brought up that we should keep in mind that if the relevant person cannot do something, do delegate it in the Board.  This in general was something C. Goldstone felt she needed to work on.  
6. The four plays were really good.  
7. Judges - emailed results quickly, however only one judge has given feedback.  Emailing the result is also the best thing to do, instead of the announcement night last year.  G. McNair has expressed interest in meeting each director and writer in person, which is a nice thing to do and in the past has worked out well.  S. Archibald has recently had a hiccup with his laptop, so that may explain.  But we a re hoping soon for three written feedbacks, which can be used for publicity.
8. Finally, C. Goldstone was congratulated on a very successful show.
9. Figures - to be confirmed after R. Tildesley has met with A. Rutherford [ACTION: Rob, Aidan].

3.  Monsters

1. D. Hahn has not been to rehearsals this week but everything seems fine and everyone seems to be feeling good.  
2. Venue - the Mitchell Library does community prices for registered charities (technically we are through the SRC) and the Blythswood Room is available on this scheme on the 23-24th at £35 a day (if not it's £225).  It has a capacity of 40, but we cannot go over that, so we could not do the 38 people with raffle tickets idea.  There is also the Burns Room, capacity 80 and not available on the charity price plan but for only £125 a day, available 22-23rd.  We have been penciled in for both, and there will be a venues visit on Wednesday with A. Parkerclare to make a definitive decision; if the Mitchell does not suit, M. Godden shall call the Council about schools.  There is also the St Andrew's Buiding.
3. Poster - two pictures are potentials, and the basic image is done.  A. Cameron will send it on to A. Rutherford to put the logos on [ACTION: Amy].  Nothing more can be done until venue details are confirmed.
4. The Mitchell also closes at 5pm, so we would have to do afternoon shows.  This may be possible, being at the end of term - if anything it might be better to have afternoon showings.  Offshore could also be a possibility.  M. Godden shall talk it over with A. Parkerclare [ACTION: Mabs].

4.  Love in the Past Participle (LIPP)

1. The S.P.A.C.E. has not invoiced yet - this shall be investigated [ACTION: Mabs, Rob].  The Bedlam form has gone off, and C. Goldstone is meeting with J. May and N. Harrison on Wednesday to finalise which spaces to look at.  Zoo and Assembly applications will be sent by the end of the week [ACTION: Catherine].  
2. Newsletter -  there has be no response except from C. Goldstone.  The deadline is Friday, and the venues deadline is March 14th.  A. Rutherford shall write a blurb about a TechMan in the newsletter [ACTION: Aidan].

5. InterUni

1. All is going fine - R. Tildesley met with J. May and discussed rough plans for getting there.  He and L. McCalister both have railcards (therefore £16 per head), whereas - instead of buying R. Somerville a railcard - his ticket will be a little more expensive.  Otherwise, as the accommodation is free, there are no other costs.

6. Publicity

1. There was some concern about the current plans for the fundraiser tomorrow - there is confusion as to what has been confirmed.  Also, 9-12pm is not a lot of time to make much money - an after-party at the STaG Room might be a good idea.  W. Foote shall replenish refreshments tomorrow, and shall text for help [ACTION: Will].
2. S. Gow should end the rehearsal early, and the STaG Room can be cleaned up before the cast head off to their own fundraiser [ACTION: Soph]. 
3. The venue situation is as follows - we are creating a blackbox studio with a reverse tardis effect - it only fits 100.  Tickets are 85 on the booking form, with 15 reserved for the door.  After discussing costs, it was suggested that S. Gow should give L. Gasson a programme template (for the usual director's note, cast list and crew list).  A. Cameron shall speak to her about this tonight [ACTION: Soph, Amy].
4. Budget for Taming - £100 for publicity (but expected below that).  A. McCallum shall talk to R. Tildesley about tech costs, which need confirmed [ACTION: Adam, Rob].
5. Take caution that R. Tildesley's email is playing up [ACTION: All].
6. It was confirmed that there was a bleed on the poster.

7.  Social

1. Another social?  Each of the next few weeks include Taming, Theatre Studies performances, and Monsters - unless we go out on a Saturday night.  A pub night out is also easy to organise, and to soak up the post-show blues and also the end of the rugby, it was decided for Saturday 16th March [EVENT: March Social].  To be publicised in the newsletter this week [ACTION: Will].  
2. Ball Committee - to be organised over Easter.  
3. Ball céilidh band - tech requirements?  A. McCallum shall enquire and pass on details [ACTION: Adam].

8. Mainstage Venue

To be looked at over Easter (or at least once Monsters is sorted).  The MainStage slot proposal deadline is the first meeting of the new board (outwith changeover meetings), at the end of May.  There are no newsletters over Easter, however [ACTION: Mabs, Aidan].

9.  AOB
No further business.

The date of the next meeting is Monday 11th January at 5.30pm in the STaG Room.

Meeting adjourned.