GULGBTQ+ Minutes 02/12/13

Meeting Started: 18:18 Meeting Adjourned: 20:55 In attendance: Iain, Kim, Lauren, Andrew, Amy H, Amy K, Anna, Tiffany, Alex, Mariam, Craig Apologies: Colvin, Charlie

Discussion: Welcome to new committee Members and explain roles: Welcome Mariam and Amy H, do you have any questions about your roles at all? They have no questions about their roles at the moment, but if they do in the weeks to come then they will ask Iain and Kim Review of previous week and minutes: Student mixer: Successful event; good turn out; good number of first timers from Glasgow and a good turn out from other universities and colleges and everyone seemed to enjoy themselves. Post/Mat event: very successful and a good turn out and a nice event EGM: rather uneventful, and undramatic. A point was brought up about how it took longer to start that it could have. Brilliant speeches from all candidates and hopefully this will be our last!

Action points:

Potential for future events with other uni/colleges?

Would suggest in future that if we expected a bigger turn out, then would book a different place with a bigger capacity. At the AGM we would suggest that the secretary sits at the door or at the front with the mailing list in front of them and they tick people off as they come in and only check the necessary names

Ceilidh: Candy Canes: Craig will sell candy canes on the night and bring some blank ones in case people want to buy on the night Free tickets: To go to the honouraries, LGBT unity and tickets to go to those on the spreadsheet. Designated sober people to deal with problems: Anna, Alex and Mariam Cash Box: Should never be left unattended and at the end of the night, Alex to take it home

Post a list of who the honoraries are, who LGBT unity are and whos on the spreadsheet and doesnt have tickets yet The rest of the committee should stay alert and in control though

Raffle prizes: People have been rather successful in collecting their prizes. Almost everyone has gone out already, and there are approximately 16 prizes already. Raffle: Kim will host the raffle on the night, Lauren will hand out prizes and Craig will pick the numbers, and to make it smoother and quicker put the tickets on the prizes instead of letting them pick them? Committee Auction: Iain and Lauren Mexican Fiesta, Anna Navigation lesson, Kim Hangover delivery service, Tiffany Cook a Jamaican meal, Mariam Cook a vegan meal, Andrew Oran mor pantomime tickets. Ticket sales: It was discussed that because people know you can buy the ticket on the door for the same price, and this might be why they are reluctant to pre buy tickets. It was also discussed that we should be promoting the event to other societies. What do we do with the ticket money? Are we keeping all of it? Some of it? It was discussed that we wait and see our finances and then decided what to do with it. Run through of the night: 6pm- meet at venue, 6.20-6.40pm Alex and Amy H go and meet people at St Enoch subway, 7pm- doors open, 7-8pm Photographer, 8-9:15pm- Band first set, 9:15-9:45pm Raffle, 9:45-11pm- Band second set, 11pm- Committee photo, 11:15-11:50pm- committee auction, 11:50-Midnight Auld Lang Syne and end of night, 12-12:15am Committee clean up

Andrew, Amy K and Craig to go out tomorrow and collect prizes All committee to post a definite list of what they have got and where its from

The rest of the committee to decide what they are doing by tomorrow Everyone to write a blurb of what they are offering so we can let our members know before For next committee, maybe have two separate prices for before the event and at the door? Consolidate all the tickets that we have into one so we can work out how many weve sold etc. Amy K has posted in some societies already, Kim and Iain will do the rest tonight and tomorrow

Very important to be there sharp at six! Iain to email band and check if they are okay with changing their timings and email them our schedule of the night Iain to put Auld Lang Syne on a separate playlist to play at the end of the night.

Committee tasks pre ceilidh: Andrew to post on Facebook what props are under his bed for the photos, Iain to email and check how many tables are in the venue, Amy K buy celotape, Craig and Alex go out and buy decorations. Lauren to finalise decorations budget for Alex and Craig

Future events: Book Club: Colvin cant make it for all of it, so Andrew will go along as well Post-Mat: Anna will be away down in London for a month to six weeks, so she will have to organise her events around these times. One at the start and one at the end. Womens: Amy H wants to do her welfare event early on Selfdefence/Luke and Jacks sex work shop, and do her social event late on in the semester. Fringe Events: 12 Hour cheesy? Birdcage? AXM night out on the 10th/11th Jan? Polo events? Semester two events: It was discussed that for this semester we should streamline our events, but make them brilliant, focus on say one big late night talk and film club, instead of several smaller ones. Queerfest: Dates: Feb? Week 4,5 or 6? It was discussed that we should organise with QM that they dont hold rainbow cheesy the same weekend as Queerfest as it deterred some people from coming to our day time events last year. Location: GUU would be perfect as it worked so well last year, but of course there are problems attached to going to GUU. We discussed what we If we pick GUU as a venue, we need to think about what they have done to fix their reputation: Purple paint at freshers week; temp gender neutral toilets; new complaints procedure, and they have approached us and asked if we ever have ideas of how to make GUU events more LGBTQ friendly then we can let them know.

It was discussed that we started our Mens/Womens/Post Mat events quite late in the semester this year, so for next semester, we need to start early

Exec to Put these events in the newsletters throughout the holidays Try and link our events with outside places like QMU events etc. to help us focus on our big events and make the events that we organise the best they can be.

The 8th of Feb was agreed on. Speak to QM and see if this fits into their schedule for rainbow cheesy. A sub committee was formed of Kim, Iain, Amy K, Amy H, Tiffany and Lauren, they will meet up at regular intervals alongside any member of the society why wishes to get involved with organisation. We will know more about our views on GUU after Thursdays meeting with Iain, Anna and Tiffany and after we have seen the results of the review Secure the venue, then go publicity mad Start looking at alternate venues just in case we decide not to go with GUU Really all we want to know from GUU is what they will do to become a more safe place for women and LGBTQ+ individuals

Website progress: Will we have the two websites up in running at the same time; keep the old one up until the new one is ready to go? The url domain name payment was attempted to be paid from Lauren Shoogs account, this is why the website is down. It was discussed whether we should pay this again, in order to get the old website back up? Mariam informed us that the new hosting plan may have things attached to it, like word press and file storing etc. Mariam showed everyone her initial mock-up of the new site, what it would look like without word press to format it Mariam has been looking at new hosting programmes and has a list of ones she thinks will be good. She said that Dream Host, it would cost Hosting 5.5 per month Domain: 5.45 per year Total cost : 66 per year Mariam brought up the changing of the email addresses again and said that if we change the domain name of the website, we may be forced to change the email addresses as there may be a link between them.

We agreed that we should pay the 8 as soon as possible in order to get this site back up, and keep it going until we have the new one ready

Everyone agreed that it was much better than the old one and that it is definitely what we should go for! Well done Mariam! Lauren said that We can afford to pay all of this and the old website right now

Mariam to look into this, and if we do change it then we need to have a test forwarding email system before we change.

Committee Christmas night out: Dates: Start of January when everyone is back and exams and stuff are over Venue: Ice skating or a Lebanese place that Amy K loves. Finances: Sponsorship: AXM: We have had 600 already, in semester two we will get a further 400. We need to make sure that people know that AXM has sponsored the ceilidh. We have no official contract with them, so we need to keep conversation up between us and them Polo: We agreed at the start of this semester that they would give us 2000 in four 500 chunks, and that they would give us an unlimited budget for Queerfest. Amy K said that at the start of the semester, Kirsty and Kenny were

We will decide on a definite date We will decide on a venue when we pick the date

Exec to nail down the official terms of the contract Exec and Anna to arrange a meeting with polo to further discuss the money and to get a clear and professional contract made up

very enthusiastic about sponsorship, so we know that they want to sponsor us, what we need to make sure is that we can get a clear contract and we need to make sure they stick by it. We will have to accept that some members will not be happy that we are hopping into bed with G1, but if we do it then we need to defend it and be strong with it. Katies Bar: Lauren has emailed them about sponsorship and they will get back to her with a figure. Gay Mens Health: weve still to get the 150 for launch night and Lauren has been in touch with them regarding bank details etc. Bank Account and Cash box 167 in bank account after we pay the venue and the band

Exec to write up a contract that makes it clear what they expect from us and what we expect from them in return. Kim to email Polo and arrange a meeting with them to discuss finances

Lauren will let us know what she receives confirmation about sponsorship

Iain to email the band and see if they will accept a cheque on the night as we cant pay using online banking transfer

Campaigns: Rectorship progress: No response from Stephen Fry as yet. Anna has emailed Claire Balding, we are waiting for a response. Meeting with GUU on Thursday to discuss whether they are on board with our candidates and if they would be willing to campaign with us as we realise we are not a society set up for a big campus wide campaign like this one. The idea is for us to start the campaign, and then let a bigger society/union do the bulk of the work and use their resources and let them take the lead.

It was discussed that during these discussions with GUU, we should be aware of re-affiliation and keep it in mind when negotiating. It was agreed that this is a good idea, and we should discuss Queerfest venue as well and let them know that we are possibly wanting to re-affiliate in time for this event. Meeting with Imogen and Gavin at 5pm Anna, Iain and Tiffany to meet outside GUU at 5pm Find out the results of the review Start to get in touch with societies and see whether they will get behind us as well

Any Other Business: Left over booze from Launch night: it is essential that we get rid of this either through committee members, or returning it to bookers as this is profit to be made. Boyd Orr poster board: Mariam asked if

Lauren to phone Bookers and see if it can be returned If it can then Anna will drive it over there If it cant then well just need to get rid of it all and sell it Mariam to think of posters and get some

we were actually using it, Iain brought up that there had been a problem with getting access to it before, but we now have a key and Amy K said that if you go to Boyd Orr, then they will let you in no bother. The First 300 from AXM? : Did this go to Amy K and Charlie? Where is the rest of it? There is some mysterious amount of money floating about somewhere in either QMU locker or in Rian Devlins flat.

designed for our events/ the society and the big one being Queerfest!

Lauren to work out how much money there should be left after Amy and Charlie had been paid Find out where the money is Lauren to ask Charlie what money he received.