Minutes 2023-01-31

2023-01-31

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