2023-01-31 Meeting

January 31, 2023

2023-01-31 Meeting

Start Time: 18:00 End Time: 20:00

Attendence

• Kelton (President)
• Autumn (Co-Treasurer)
• Mini (Co-Treasurer)
• Eliza (Membership)
• Shaun (Sysadmin)
• Charlie, Jaz, Ryan
• Louis (Taxposter)

Topics for Discussion

• MH post-mortem
  • went well overall
  • tl;dr: more things done ahead of time
  • mailing client issues (QR code setup)
    • backup spreadsheet solution worked
    • need headcount
    • should be completed ahead of event
  • announcements/intro not planned
    • script should be made ahead of time
  • individual events went well
  • judging should be more planned ahead of time
    • took 2.5 hrs; judges and participants went over 5 min
    • proposal for next judging: combo of acm + sponsor judging
    • number tables physically and then have teams put where they are on Devpost/spreadsheet (2 numbers per unit table)
  • final presentations should be ahead of time / communicated to teams earlier
  • sponsorship: double check dates next time, do outreach earlier; should have central organized sponsorship area
  • assume dietary restrictions
  • ethernet as an accomodation
  • swag: do swag earlier (ties in with sponsor communication)
  • sleeping area: close it up, figure out how to close the lights there, make it more obvious its Sleep Time (+ sleeping bags setup)
  • switch to in-person only so there's only live judging
  • should record stream next time
  • account for dropoff for breakfast (1/2 left)
  • put out snacks in more regular intervals
  • have dedicated slidedecks beforehand (opening/closing ceremony)
  • devpost content earlier
• spring events
  • can fund 3 more events: blog workshop, code mini golf, paper pals
  • charlie in charge of movie nights
  • room reservations
  • movie night, ctf, code golf, drawing night, paper pals need to be added to the website (add blog workshop later)
    • write/take prev blurbs and give to hemant
  • dates established
• officer availability
• ssf
• cse student org fair (ben koch)
  • I'll go :)
• shana meeting recap
  • waiting on sue's update for next steps
  • dietary restrictions / parking fees not reimbursed; paid by us
  • waiting on costco membership update
    • tax-exempt items cannot be bought from costco until update
• cables
  • find them
• mh purchasing
  • purchase prizes + request
  • within 2-3 weeks (teasurers job)
• epurch reconciliation (TODO)
• MH travel reimbursements
  • full name, mailing address, receipts, amount
• political crisis
  • ash is now vp
  • andrew is now free 2010 toyota camry
• reuters
  • email