Minutes of Meeting on 23/04/24 at 12:15pm

Minutes by AI (Whisper and Claude). Tweaked by Ali.

Attendees

Fergus
Vincent
Ali
Akrit
Godfrey
Elisa
Jinxuan
Lucas
Agam
Cat
Lewis
Arin
Yuto (Online)
Tomas (Online)

Meeting called to order at 12:15 PM.

1. Collaboration with the School of Informatics

The School of Informatics is open to having both alcoholic and non-alcoholic events, recognizing the need for both types of events.
CompSoc can support the school by advertising events as CompSoc events with the Informatics logo more prominently.
In return, CompSoc socials will be further subsidized by the school, even more than the current situation where the school provides a significant amount of money.
This collaboration could lead to Informatics students joining CompSoc, benefiting both the society and the school.

2. Expanding the committee and reaching out to other schools

CompSoc currently has around 1,500 official members, with a focus on Informatics students.
Vincent suggests targeting STEM students and those from other fields like finance or business, as it could be beneficial for collaborations, projects, or starting businesses together.
Concerns were raised about expanding the committee too quickly, as it could lead to difficulties in management and communication.
There are suggestions to keep the core committee small and establish connections with other societies through existing committee members or volunteers.
The SIG (Special Interest Group) structure allows for small group activities while maintaining a manageable core committee size.
Expanding the committee should be done gradually, based on demand and workload, rather than creating roles for the sake of titles or CV boosting.
Collaborations with other societies can be achieved through existing committee members, such as the example of the Mathematics society’s social secretary also being a year representative for CompSoc.
The focus should be on establishing connections and collaborations first, before creating dedicated roles within the committee.

3. Non-alcoholic events and attracting a diverse range of members

CompSoc currently attracts two main groups: academically inclined individuals who enjoy technical talks and those who enjoy drinking and socializing.
The society should aim to create a middle ground that caters to a wider range of interests among the 1,800 CompSoc members.
Pub nights can be intimidating for some members, especially if they don’t know anyone or feel pressure to drink alcohol.
Incorporating activities like board games, pool, darts, or bowling alongside pub nights could make events more inclusive and less intimidating for new members.
Completely non-alcoholic events should also be considered to accommodate members who may not attend events with alcohol due to religious or other reasons.
The Christmas market event was a successful example of an event that attracted a diverse group of members.
Other event ideas include movie screenings for popular film releases, which could be subsidized by CompSoc and followed by a social activity.
The goal is to find a balance of events that appeal to the majority of members, considering factors that attract or deter attendance.
A vote or survey on the Discord server and Instagram could help gauge member interests and preferences for events.

4. Revamping Student Tech Meetups (STMUs)

STMUs have seen low attendance when there isn’t an AGM or EGM, with only about 20 people, including committee members, attending the last non-AGM/EGM STMU.
Akrit suggested that the current format of STMUs, with highly academic talks, may not appeal to a broad range of members and can feel like an extension of their university lectures.
The goal is to make STMUs more accessible, engaging, and appealing to encourage attendance and participation.
The proposed structure includes a more general talk followed by an academic one, catering to different interests and backgrounds.
Networking opportunities and sponsor stalls could be incorporated during breaks, but logistics and the value for sponsors should be carefully considered.
Concerns were raised about the feasibility of sponsor stalls, as it may be difficult for sponsors to justify the cost and effort of attending for a short duration, especially if they have to compete with other activities like pizza breaks.
Improving the streaming setup and investing in a dedicated camera for live streaming and recording events could enhance the professionalism and reach of STMUs.
A budget of around £1000 could be allocated for a proper streaming setup, ensuring consistent quality and ease of use.
Speakers should be screened to ensure they deliver engaging talks, balancing academic content with accessibility for a broader audience.
The inclusion of both academic and general talks is crucial to maintain the interest of those who appreciate the academic content while also catering to a wider audience.
Advertising STMUs and other events on social media platforms like Instagram, TikTok, or Reels can help attract more attendees and provide insight into the event atmosphere.
Collaboration with societies like the Hoppers and Formula Student was discussed to include more people from other fields.
The social media officer will be involved to film and promote events on social media platforms.

5. Merchandise and branding

The current merchandise, such as hoodies with prominently displayed committee titles (e.g., President, Vice President, Secretary), may be intimidating or unappealing to some members.
New merchandise ideas include quarter zips or jumpers with subtle CompSoc branding, such as the logo and the member’s name or committee position if applicable.
Committee members should have the option to choose between different merchandise styles, such as quarter zips or jumpers, and have their names or positions embroidered.
A merchandise store could be set up, offering items made to order, with a system for members to collect their purchases at designated events or times.
The logistics of the merchandise store were discussed, with the possibility of having a 15-minute window at weekly events for members to collect their orders.
Freshers’ Week was identified as an excellent opportunity to sell merchandise and attract new members.
Other branding suggestions include designing and purchasing a CompSoc flag, banner, and tablecloth for events, which could be added to the Secretary’s responsibilities.
The committee discussed the possibility of offering pink quarter zips as a unique branding option, depending on the design and consensus among members.

6. Miscellaneous topics

CompSoc should focus on creating content for social media platforms like Instagram and TikTok to showcase events, attract new members, and provide insight into the event atmosphere.
The social media officer will be responsible for filming events and creating engaging content for various platforms.
The annual report and the discord mods voting process need to be addressed and planned, with the Vice President taking the lead on the voting process.
A handover of roles and responsibilities should be conducted before the summer break to ensure a smooth transition.
The committee discussed the appointment of Discord moderators, with the aim of having three moderators appointed by the committee before opening applications for additional moderators.
The Fergus emphasized the importance of committee members setting their Discord notifications to “All messages” for the committee chat to ensure timely responses and avoid delays in decision-making.
The committee agreed to schedule additional meetings throughout the summer to plan for Freshers’ Week and other upcoming events.

Action Items

Fergus to discuss collaboration opportunities with the School of Informatics and relevant individuals.
Create a plan for expanding connections with other societies and schools through existing committee members and volunteers.
Brainstorm and plan a diverse range of events, including non-alcoholic options, and conduct a vote or survey to gauge member interests.
Revamp STMUs to be more engaging and accessible, incorporating a mix of general and academic talks, networking opportunities, and improved streaming setup.
Allocate a budget for a dedicated streaming setup and camera for STMUs and other events.
Design and order new merchandise, focusing on subtle branding and committee identification, and explore options for a merchandise store.
Set up a merchandise store with a system for order collection at events or designated times.
Create a content plan for social media platforms to showcase events, attract new members, and provide insight into the event atmosphere.
Address the annual report and constitution amendment voting process, with the Vice President taking the lead on the voting process.
Conduct a handover of roles and responsibilities before the summer break.
Appoint three Discord moderators and set up an application process for additional moderators.
Committee members to set their Discord notifications to “All messages” for the committee chat.
Schedule additional meetings throughout the summer to plan for Freshers’ Week and other upcoming events.

Next Meeting

To be scheduled as needed, with a focus on one-on-one meetings for specific tasks and regular meetings throughout the summer for event planning.