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# UWA Esports Committee Meeting Minutes 2025-03-06 -------------------------------------------------------------------------------- #### Attending: Jasmine, James (online apologies), Mikey (online no apologies), Geoff, Elijah, Kimi, Julian (online no apologies), Alex, Anthony (online), Adam (late, apologies) #### Apologies: #### Absent: Jimmy #### Chair: Alex #### Minute Taker: Jasmine #### Location: UWA Esports Clubroom #### Meeting Scheduled: 9:00am #### Meeting Opened: 9:14am #### Previous Action items: Alex: > Attend Unigames meeting on Tuesday to pitch Megagame Collab idea - ongoing > announce Quiz Night around 6pm tonight - done > Book room 109-110 for Late Registration - done > Message Basil about Redbull sponsoring quiz night prizes - done Alex, Jasmine & Jimmy: > Create social responsibilities door manual update - ongoing > Organise who is writing what for the Door Manual Update - ongoing Anthony: > Publish documentation on how to manage fleet and add computers to the domain - ongoing > figure out our demographic, social events, talent pool and competitive calendar to give to Unisports - ongoing > touch base with Redbull in Vic Park about WA tournaments/showcases - done Jasmine: > message people who have Sentry the Sentry role - done > follow up with ALVA & organise a time to meet for more details about prospective Collab - ongoing > contact Avesta to confirm date for Dress To Impress Collab - ongoing Geoff: > make a budget for the Gap in Clubroom around start of semester - ongoing > do O-Day grant (due 7th March 11:59pm) or delegate to another exec if needed - done Adam: > book the Loft for Smash Bros Tournament - done > make announcement message and/or graphic for Smash Bros Torunament, to include: location, time, round robin format, reminder for people to bring their own controllers (if they can), 4 pack of redbull for prize - done > organise advertising for guild screens for Quiz Night - ongoing (by James) Elijah: > book EMP for Smash Bros Tournament - done > post announcement message with forms for AEL tournament - done > do EMP for Late Registration - done Jimmy: > confirm with Kimi about running Valorant on Monday & if she can be in the clubroom - not present James & Jimmy: > Learn how the clubroom PC system works from Anthony - done (only James, not Jimmy) Mikey: > Work on door sensor integration into discord bot - not done > Meet with Gary to discuss door sensor Discord bot - not done Undelegated: > talk to URC about collaborating to make a keyboard and/or mouse - done (by Anthony) ##### Motions Passed via Circular: * none --- ## Individual Reports ### President (Alex) * Did Quiz Night announcement * Organised Editor's Meeting * Booked rooms for Perth Smash ### Vice-President (Anthony) * Done maintenance on minthara * Established coms with Basil, talking abt further support * done league inhouse * Closing valorant application on friday, doing tryouts on monday. ### Secretary (Jasmine) * Hosted the Brunch event with Kimi & Ari * took lots of photos for a hopeful post! * sat in calls for Casual League of Legends night * went to editors meeting * sent some emails * messaged itgirls about collab * messaged ALVA about collab * contacted sentry people and organised times for training as relevant ### Treasurer (Geoff) * deposited gold tickets * did Oday grants * deposited cash in locker for later westpac deposit * looked into $2500 student life grant and whether or not it's per club or event ### Social Media Manager (Kimi) * hosted valorant in the clubroom (thx anthony for playing on my behalf) * went to the brunch event * went to editors meeting * resized quiz night post ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Held Smash Round Robin event * Attended Quiz Night Editors meeting #### Elijah * Submitted EMPs for Late Registration and Smash Round Robin * Assisted at Smash Round Robin event * Posted announcements for AEL and Late Registration #### Jimmy * not present, no report given #### James * Wrote Quiz Night questions * Hosted Marvel Rivals Night w/ Julian * Got a tech briefing from Anthony * Sent Quiz Night poster to Guild to be posted on Guild TVs (waiting on response) * Attended editors meeting #### Julian * no report given #### Mikey * Nothing this week sorry gang --- ## Club Finances Report * Netsuite Account: $3874.71 * Is likely outdated due to Guild * Westpac Account: $989.91 ### Outstanding Reimbursements * Jasmine for Coke & Kirk's drinks * reimbursed * Alex for various prizes from Korea * reimbursed * Jasmine for fresher welcome printing * Jasmine for fresher welcome ice * reimbursed * Kimi for fresher welcome Pizzas * reimbursed * Jasmine for brunch subway cookie platter * Kimi for brunch sushi platter * reimbursed * Adam for printing * reimbursed * Adam for o-day ice * reimbursed * Alex for clubroom mouse * Alex for fresher welcome drinks Adam arrived 9:21am #### O-Day Grants * is done and submitted! * Geoff says hopefully will get the max amount --- ## Events ### Inhouses / Games Nights #### Previous ##### Thursday, 27th of February, 7pm * Game: Marvel Rivals * Coordinator(s): James & Julian * Turnout: 12-18 People * Notes: * Excellent turnout, will continue to run weekly ##### Friday, 28th of February, 7pm - inpromptu * Game: Among Us * Coordinator(s): Chell * Turnout: ? * Notes: * Only Jimmy from committee attended who isn't here and isn't here to report ##### Monday, 3rd of March, 7pm * Game: Valorant * Coordinator(s): Jimmy & Kimi * Turnout: 15-20 people (3 people in clubroom) * Notes: * Kimi says for now continue weekly * Jasmine says and maybe slow down to fortnightly if it slowers down a bit ##### Tuesday, 4th of March, 12pm - in clubroom * Game: Smash Bros Ultimate Round Robin * Coordinator(s): Adam & Elijah * Turnout: ~10 people competing and others came to watch * Notes: * This ran well and worked well * Seems great to continue as a semi monthly thing in future ##### Tuesday, 4th of March, 7pm * Game: Lethal Company * Coordinator(s): Jimmy * Turnout: 10-12 people * Notes: * Jimmy not present, so no notes ##### Wednesday, 5th of March, 7pm * Game: Casual League of Legends * Coordinator(s): Anthony & Alex & Jasmine * Turnout: ~25 * Notes: * decent turn out * Anthony and some members want to move it to 8pm, that's easy and fine to do #### Upcoming ##### Thursday, 6th of March, 4pm - in clubroom * Game: Team Fight Tactics (TFT) * Coordinator(s): Jasmine * Notes: * should prob do a small announcement for this > Jasmine: make a small announcement for TFT ##### Thursday, 6th of March, 7pm * Game: Marvel Rivals * Coordinator(s): James & Julian * Notes: * announcement need to be made ##### Monday, 3rd of March, 7pm * Game: Valorant * Coordinator(s): Kimi (games night) & Anthony (try outs) * Notes: * competitive try outs to be apart of the games night so that we can tryouts, people watch tryouts and event have casual game if numbers allow * the clubroom will be open but try out players will get priority of PCs > Anthony: make discord announcement for valorant try outs / games night ##### Tuesday, 11th of March, 6pm * Game: Among Us * Coordinator(s): Mikey & James * Notes: > James: make discord event & announcement for Among us ##### Wednesday, 5th of March, 8pm * Game: League of Legends * Coordinator(s): Anthony * Notes: * it is now 8pm! > Anthony: change discord event time for League of Legends ###### Weekly schedule post * we will now continue with this now that the first 2 weeks that were on the flyer are completed > Kimi: make week 3 what's happening graphic for insta story & discord announcement #### Future Plans/Ideas ##### Games Night Suggestions: Siege/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo * Minecraft will likely be on a Saturday in future * James also wants to do a one off Halo games night sometime ##### Interal Valorant, for fun, Tournament * Abbie (Financial Member) on our discord said they were interested in an Interal Valorant Tournament * Alex says we may not have enough players, we probably don't have enough players but we maybe could if we get enough * Alex says we also may not have the time currently as tournaments take a lot of time and energy to run * Anthony says there may be potential for this later in the sem * People agree ##### Sims 4 Build Competition/Showcase Current Idea: to have a themed build competition people can submit to over a week or two and then with a showcase discord call at the end * still on backburner, Jas is tired #### Major Tournaments ##### Joint / Own Team for QUT Teams: Div 1, Div 2, possible Div 3, possible Pathfinder Start Organising: After O-Day, using O-Day to gauge interest Entry fee: $300 * We are currently confirmed not participating * UWA Sport understands and is on side with us therefore we will not participate ##### Murdoch Tournament Notes: Waiting for pricing guide & event schedule timeline Entry fee: $200 * Anthony is waiting on response ##### Australia Intervarsity Valorant Tournament Tentative Time: Late March, Every Monday at 6pm AEST (4pm AWST), Deadlines: our sign ups close (9th of March), trial session (10th of March), their sign ups close (17th of March) * Try outs are this Monday during our normal Valorant Games Nights (as mentioned above) ##### AEL Signups Deadline: 12th March (our deadline) 23rd March (AEL deadline) Tentative Teams: Marvel Rivals, Rocket League, possibly CS2 * announcement went out * Will Shout out this at Marvel Rivals Night * We could maybe put posters up around campus to advertise this * Alex says put all of our teams on 1 A4 to put around campus * Anthony says once UWA Sport respond he can do more advertising * Alex says to get on this ASAP, probably today, jsut email or drop by * The current flyer used at O-Day has a QR code to the pro team discord * add a quick links with all the sign ups on one page > James & Julian: Shout out AEL at Marvel Rivals Games Night > Jasmine: add Esports signups/teams discord to quick links ### Other Events ##### Gals, Gays & Genders Brunch Tentative Time: 11am, 27th of Feb @ Hackett Cafe * It went really well, around 1/3rd UCC people and 2/3rds UWA Esports people * ~23 people attended * Jasmine says people have had positive sentiment both IRL and on discord and she believes these events are good to keep doing to engage demographics that are often underrepresented in gaming spaces #### Upcoming ##### Quiz Night Sem 1 2025 Tentative Time: 6pm onwards, Thursday 20th March 2025 * editors meeting happened * we are getting close to finalising every round * we have enough or nearly enough questions for each round * we need to order prizes ASAP ($200 was the budget for prizes) * can maybe order today if needed * Basil is happy to supply redbull but didn't mention peripherals so Alex will mention this again * Catering/Administration * We are using humantrix * use the same ticket system for entry * still have soft drinks & pizzas for everyone * pretty much run the same quiz night in regards to admin * Alex says may be worth getting posters around campus, & cameron hall maybe today * will reuse the flyer design * announcement has been posted on discord, discord event has been made * not posted on instagram, kimi will do > Alex: put Quiz Night posters (reusing flyer design) around Campus and Cam Hall > Kimi: post Quiz Night on instagram ### Collaborations ##### CELT * Anthony emailed asking about collab, is waiting for response #### UWAnime x UWA Esports Smash Tournament Collab Tentative Time: Semester 1 Week 7 on Thursday Tentative Plan: relaxed Smash tournament, players choose a rule set (we have competitive with Perth Smash) * Adam has started communication about this * spoke about specific dates, timing is a little difficult but will be sorted out soon * Alex asks about prizes * Adam says they haven't discussed this but will >Adam: confirm specific timing & prizes for UWAnime Smash collab #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Touch Base: when new unigames committee settles in * Alex says he can now officially talk to them as they have had their AGM #### Pixel Expo Date: 13-14th of September Tentative Plan: possible joint stall with UCC, Smash Perth * We have not had any emails back * Elijah will ask if Smash Perth want to join us maybe #### ALVA x UWA Esports Minecraft Server/Event Collab * Jas messaged back and forth with ALVA to organise a time to meet but missed the message to confirm time * (Jas failed at communication :sob:) > Jasmine: reorganise time to meet with a ALVA rep about collab #### itgirls Dress To Impress Collab * Avesta says they might just do the games night instead of in addition to an in person event * but they have not confirmed a date > Jasmine: confirm date with itgirls for Dress To Impress Collab #### Late Registration Collab w/ Smash Perth Time: March 8th, @ Ezone room 109-110 * it happened * announcement on discord * has not been announcement on instagram * we don't have a graphic for it * Alex says for a one time bit you can make a bad one in MS paint for funny * Kimi says they will have time to make the poster tonight * has not been made a discord event, Elijah can do this > Elijah: make late registration discord event > Kimi: make & post Late Registration graphic for insta post --- ## Clubroom Items ### Machine Reports * Minthara had some issues * The GPU wasn't pressed in far enough and should now have been fixed * secure boot wasn't properly set up but should be fine now * The internet wasn't working for a valorant on monday * Anthony says they aren't sure but it seemed to have fixed itself * It is likely because it was shut down which messes with the wifi sometimes * no one other than Anthony knew this was a problem that happens when you shut down the PCs so we should sign this better & inform people of this * Teemo had some issues * HDMI output on the motherboard doesn't work * HDMI input has now been changed so works now * bluetooth isn't working * possibly because the bluetooth card is not seated properly * Anthony can look into this * Scraggy has 1.5 TB and Minthara has 1 TB storage while Minthara and Teemo both have 2 TB * Anthony suggests getting 2 TB for each of these PC and put the old storage towards a new server node and says it could cost around $340 ($170 each) * Geoff is for this, and says people are running out of storage on Scraggy & Minthara * Alex says $340 is not a small amount of money * Anthony says the server can have a list of games on a server to download or update games which would be much faster than pulling it from steam server * Alex suggests maybe just to get one for now and asks which PC to prioritise * Anthony & Geoff says Minthara so we can encourage more people to actually use it * Consesnsus is reached that this is a good idea and we can circular the exact details through discord soon * Minthara keyboard * the current one is not great * Could use the new custom keyboard we're working on with URC currently > Anthony: make clear signs to tell people not to shutdown PCs & why > Anthony: look into cost for Minthara storage upgrade ### Other Items ### Gap in Clubroom Current Idea: 3 pieces of mdf braketed together * needs to make a budget to be approved for this, Geoff says he will today * Alex says hopefully get this done in the week #### Door Sensor Discord Bot Deadline: Start of Sem 1 (not accomplished ) * Mikey just needs to sit with Gary for a bit to do this * Alex asks if this can be done by next meeting * Anthony says Gary will be in on project night at 6pm * Mikey says he can make that time #### TVs * The idea of possibly putting a second TV above the current TV and put on Esports games, ambience, and/or chromecast * We do not currently have a wall mount so would need to buy one * People say we should have the smaller TV for games below as it has better frame rate and then move current one to be wall mounted * Alex notes that we may need to move everything out when construction for possible elavator but wall mount isn't hard to uninstall so it's probably ok #### Square on a PC * Geoff suggests just setting up the square on a PC so it's easier for sentry members > Geoff: set up one of the PCs to have square reader #### USB c * James says a USB c is needed for controllers to plug into PCs and the length needs to go from PC to peoples hands * Alex says he has so many he can probably donate one, else we can look into this * Consensus is this is good to have > Alex: look into possible usb c to donate to club --- ## Closed Section --- ## General Business ### Guild Affairs * There is a Student Life Grant now * Geoff is looking into this, he has spoken to some people and has emailed Nic and the UWA person responsible for this Grant ### Sentry Manual Update: Social Responsibilities Tentative Release: Early 2025 * Very little progress has currently been made * Alex says if we have time today we should work on this more ### Code of Conduct * Tony mentioned to us about having a Code of Conduct is good * Jas says it is good to have something to point towards when needed in moderating our club spaces * Alex says it can also help with removing people * ### Changing where the discord meeting call is * Jasmine says we should move the discord call to the main server instead of the committee server * Consensus is this is a good idea for transparency * Anthony says we can make it a stage call so only committee can talk unless they can ask for speaking rights via dms ### Next Meeting Date * 9am, thursday 13th --- #### Meeting Closed: 10:45am ## Action Items Alex: > Attend Unigames meeting on Tuesday to pitch Megagame Collab idea > put Quiz Night posters (reusing flyer design) around Campus and Cam Hall > look into possible usb c to donate to club Alex, Jasmine & Jimmy: > Create social responsibilities door manual update > Organise who is writing what for the Door Manual Update Anthony: > Publish documentation on how to manage fleet and add computers to the domain > figure out our demographic, social events, talent pool and competitive calendar to give to Unisports > make discord announcement for valorant try outs / games night > change discord event time for League of Legends > make clear signs to tell people not to shutdown PCs & why > look into cost for Minthara storage upgrade Jasmine: > message people who have Sentry the Sentry role > follow up with ALVA & organise a time to meet for more details about prospective Collab > contact Avesta to confirm date for Dress To Impress Collab > make a small announcement for TFT > add Esports signups/teams discord to quick links > reorganise time to meet with a ALVA rep about collab > confirm date with itgirls for Dress To Impress Collab Geoff: > make a budget for the Gap in Clubroom around start of semester > set up one of the PCs to have square reader Kimi: > make week 3 what's happening graphic for insta story & discord announcement > post Quiz Night on instagram > make & post Late Registration graphic for insta post Adam: > confirm specific timing & prizes for UWAnime Smash collab Elijah: > make late registration discord event James: > organise advertising for guild screens for Quiz Night > make discord event & announcement for Among us James & Julian: > Shout out AEL at Marvel Rivals Games Night Jimmy: > confirm with Kimi about running Valorant on Monday & if she can be in the clubroom > Learn how the clubroom PC system works from Anthony Mikey: > Work on door sensor integration into discord bot > Meet with Gary to discuss door sensor Discord bot ![Teemo](https://hackmd.io/_uploads/BySPhn2RA.jpg)