# UWA Esports Committee Meeting Minutes 2025-03-13 -------------------------------------------------------------------------------- #### Attending: Jasmine, Elijah, Adam, James (online, no apologies, the best bon jovi song), Kimi (online, no apologies), Mikey (online, no apologies), Jimmy (online, no apologies), Anthony, Geoff, Julian (late, online, no apologies) #### Apologies: #### Absent: #### Chair: Alex #### Minute Taker: Jasmine #### Location: UWA Esports Clubroom #### Meeting Scheduled: 9:00am #### Meeting Opened: 9:10am #### Previous Action items: Alex: > Attend Unigames meeting on Thursday to pitch Megagame Collab idea - ongoing > put Quiz Night posters (reusing flyer design) around Campus and Cam Hall - ongoing > look into possible usb c to donate to club - ongoing 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 > make discord announcement for valorant try outs / games night - done > change discord event time for League of Legends - done > make clear signs to tell people not to shutdown PCs & why - ongoing > look into cost for Minthara storage upgrade - 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 > make a small announcement for TFT - done > add Esports signups/teams discord to quick links - done Geoff: > make a budget for the Gap in Clubroom around start of semester - ongoing > set up one of the PCs to have square reader - ongoing Kimi: > make week 3 what's happening graphic for insta story & discord announcement - done > post Quiz Night on instagram - done (by Alex) > make & post Late Registration graphic for insta post - done Adam: > confirm specific timing & prizes for UWAnime Smash collab - done Elijah: > make late registration discord event - done James: > organise advertising for guild screens for Quiz Night - ongoing > make discord event & announcement for Among us - done James & Julian: > Shout out AEL at Marvel Rivals Games Night - not done Jimmy: > confirm with Kimi about running Valorant on Monday & if she can be in the clubroom - not done (but happened anyway) > Learn how the clubroom PC system works from Anthony - done Mikey: > Work on door sensor integration into discord bot - ongoing > Meet with Gary to discuss door sensor Discord bot - not done ##### Motions Passed via Circular: | Circular Motion: Approve 10 new Quiz Night posters and 10 competitive team recruitment posters for $21.23 | -- Moved by: Adam Seconded by: Anthony Outcome: Passed Geoff arrives 9:11am --- ## Individual Reports ### President (Alex) * Realised the quiz night booking didnt go through, fixed by delaying one week * Made Quiz night posts with new date on the gram and on Discord * Working on an email out to all club members for quiz night * Organised and attended editors meeting ### Vice-President (Anthony) * Looked into storage upgrade for Minthara * (tried) getting Westpac access * Did tryout for Valorant and League inhouse * Deployed cobblemon server ### Secretary (Jasmine) * Messaged ALVA again * Messaged Sentry applications people * 'ran TFT' (no one showed up lol) * went to editors meeting * added competitive teams discord link to quick links * started working on committee poster ### Treasurer (Geoff) * emptied out lockbox * deposited cash into Westpac account * (tried to) give Anthony Westpac access * went to Bunnings (no budget made) * exec meeting ### Social Media Manager (Kimi) * made weekly schedule and posted * made late registration graphic and posted * hosted inhouses w anthony (why didnt u come jimmy) * attended editor's meeting * did not play marvel rivals (I'll beaat u next week Adam) ### OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey) #### Adam * Talkes to UWAnime about Smash event * Printed new posters for Quiz Night and Competitive Teams * Attended Quiz Night meeting * Reached S3 in Marvel Rivals (get rekt Kimi) #### Elijah * Assisted at Late Registration #### Jimmy * Finally learned how the clubroom PC system works from Anthony * Wrote quiz night questions * Attended the editor meeting #### James * Wrote Quiz Night questions * Attended Quiz Night meeting * Hosted Rivals Night w/ Julian #### Julian * no report given #### Mikey * Hosted Among Us Night * Made Among Us Modding Guide (YT) --- ## Club Finances Report * Netsuite Account: $3874.71 * Westpac Account: $2072.67 * cash to the tune of $1040 has been deposited into westpac * O-day grants and golden tickets have not gone through in the guild systems yet ### Outstanding Reimbursements * Jasmine for fresher welcome printing * Jasmine for brunch subway cookie platter * Jas needs to find invoice (woopsies) * Alex for clubroom mouse * Alex for fresher welcome drinks > Jasmine: find subway cookie platter invoice > Alex: find clubroom mouse amazon invoice --- ## Events ### Inhouses / Games Nights #### Previous ##### Thursday, 6th of March, 4pm - in clubroom * Game: Team Fight Tactics (TFT) * Coordinator(s): Jasmine * Turnout: 2 * Notes: * Was just me and Yvonne so didn't bother running ##### Thursday, 6th of March, 7pm * Game: Marvel Rivals * Coordinator(s): James & Julian * Turnout: 6 * Notes: * Will run again, hoping for higher turnout * Not sure why it was lower turnout than usual ##### Monday, 3rd March, 7pm * Game: Valorant * Coordinator(s): Kimi (games night) & Anthony (try outs) * Turnout: ~30, max of 42 * Notes: * Jimmy was last minute unable to come * Kimi says they really needed more committee members there * The casual part went fine but the tryouts needed more help as people were moving between the two without letting people know which made things difficult to manage * Jasmine & Adam say in future we should do these at different times to avoid this issue entirely ##### Tuesday, 11th of March, 6pm * Game: Among Us * Coordinator(s): Mikey * Turnout: ~10 * Notes: * Went fairly smooth * Could've used a higher turnout, but we hope attendance will build * Some new faces which is good ##### Wednesday, 5th of March, 8pm * Game: League of Legends * Coordinator(s): Anthony * Notes: * really quiet, people might just be locking in for university, only got one game in * Alex asks if we should make it fortnightly, * Anthony says to try again next week and see what happens Julian Arrives 9:23am #### Upcoming ##### Thursday, 13th of March, 7pm * Game: Marvel Rivals * Coordinator(s): James & Julian * Notes: * Jasmine says to remember to shoutout AEL ##### Sunday, 16th March, 6pm * Game: R6: Siege * Coordinator(s): Jimmy * Notes ##### Monday, 17th March, 7pm * Game: Valorant * Coordinator(s): Kimi & Jimmy (& maybe Adam & Geoff on standby to join call if needed) * Notes: * ##### Tuesday, 18th of March, 6pm * Game: Among Us * Coordinator(s): James & Mikey * Notes: * ##### Wednesday, 19th of March, 8pm * Game: League of Legends * Coordinator(s): Anthony * Notes: * will run again to gauge interest, see if we should make it fortnightly instead ##### Weekly schedule post * Kimi to make and post this > Kimi: weekly schedule post #### Future Plans/Ideas ##### Games Night Suggestions: Siege/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2/Halo Current Plan(s): Minecraft (likely on Saturdays) * Jimmy says they want to do a seige night as there has been some attention for it * Alex says if you can find a gap in our schedule then run it, we currently have friday-sunday free * Jimmy says he can do sunday 6pm #### Major Tournaments ##### Murdoch Tournament Notes: Waiting for pricing guide & event schedule timeline Entry fee: $200 * Anthony says apparently this has fallen through due to issues with funding and they will apparently contact us again in second semester ##### 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 ran, the teams are looking very optimistic and will do a final scrim round tonight ##### AEL Signups Deadline: 12th March (our deadline) 23rd March (AEL deadline) Tentative Teams: Marvel Rivals, Rocket League, possibly CS2 * Announcement went out * Rocket League has enough people for a full team * Marvel Rivals has ~5 applications * CS2 has around ~6 applications * Anthony says Murdoch has asked us to scrim with them (all AEL teams and a League of Legends team as well) * Alex says to see if the teams are keen, if they are then it's a good idea but it might be difficult to organise * people agree ### Other Events #### Quiz Night Sem 1 2025 Tentative Time: 6pm onwards, Thursday 27th March 2025 * was postponed due to the booking not going through * Alex says it's their bad for not checking it was confirmed but they had some tech issues on their part that meant we didn't get informed earlier * questions are mostly ready * Alex says questions are close to being finalised * Alex says we need to order prizes pronto, probably do this today * Alex is going to use revo to email our members today * Geoff suggests upping the prize budget to $300 so things can be more impressive on the prize table * Alex says it might not be needed as we already have ~$100 of prizes in the locker * Julian says they donated a bunch of prizes * so we can go through these items after the meeting and see if this helps * Geoff mentions the Dress code for committee * Adam says the MC can wear a suit but others that are behind the scenes don't need to * Geoff says they aren't MCing but they want to wear one anyway * Everyone says this is fine and some others may join in > Alex: order prizes for Quiz Night ASAP > Geoff: look through donated prizes and see if he still wants to increase Quiz Night prize budget ### Collaborations #### CELT Date: our contact returns from leave on the 16/03 * guy is on leave until march 16th or something so he will get back to us after that hopefully #### 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) * It is now locked in for Friday week 7, 11th of April at 2:30pm - whenever it finishs * Alex asks about venue * Adam & Elijah says they are just doing Ezone Social * UWAnime are doing the booking and EMP * We will make graphic (Kimi will make the graphic) * Adam says 1st place $45, 2nd place $30, 3rd place $15 * split between the clubs is $45 in total * it is free entry if you're a member of either club * Alex asks about the prize pool and it being aimed at casual players at the same time * Adam says we will have a pick and ban phase of rule sets, some of the rule sets will favour casual players > Kimi: make UWAnime x UWAES Smash Collab Graphic #### Unigames x UWA Esports Megagame Collab Tentative Time: Semester 1 holidays Touch Base: when new unigames committee settles in * Alex says "I'm working on it" #### ALVA x UWA Esports Minecraft Server/Event Collab * Jas has been talking to try organise a time, will follow up again today #### itgirls Dress To Impress Collab * Jas needs to poke Avesta again #### Cobblemon w/Curtin Games and Esports * Alex & Anthony had a meeting with them last sunday to discuss * We are just going to have a joint server * Alex asks whos interested in helping * Adam asks what is needed, Anthony says Server administration and general server running * Adam, Mikey & James say they are interested in helping out so they will join the planning server #### Pixel Expo Date: 13-14th of September Tentative Plan: possible joint stall with UCC, Smash Perth * Alex says we got an email with a community welcome pack with how much a stall costs * it is $150 + GST for a stall (table, chairs, tickets) * Alex says if we are keen then do we want to invite UCC * Anthony says about Smash Perth or even maybe Redbull * Alex says we don't want too many cooks in the kitchen, and Redbull is a good suggestion but they probably have their own stall * Smash Perth is for none students so they are probably better for us to join with * We are also unsure how much UCC would actually get from joining us at this event * We need a stall plan before we do the booking * We can take memberships but mostly just advertise our events and tournaments > Alex: message Jafar about Pixel Expo joint stall #### Late Registration at Curtin * Graduation Tournament at Curtin, it will have all the higher players banned so will be more welcoming for lower level players * Also have suggested having a UWAES v CGES for fun * We can help advertise this when we have more information #### Bubbletea Society * Have reached out to Adam about doing a collab sometime in Semester 2, August that is retro gaming themed * They usual run an activity and just also have bubble tea there * It would likely be in Ezone Social * They will do decoration but want us to supply games and gamers if we can * Supplying games is tricky * James says they have consoles we can provide on the day * Anthony says we can bring laptops/PCs for emulators * Geoff we have atari * Anthony asks how retro are we talking * technically anything older than 15 years is retro but it's probably more about the vibes #### Club Carnival Time: 1/04 at midday * is on Tuesday, April 1st is when it's hosted * Geoff says they can do the majority of the work * application closes on sunday * it's usually pretty easy and relaxed > Geoff: registrate us for Club Carnival --- ## Clubroom Items ### Machine Reports * Anthony removed the shutdown button and restart button to try avoid people shutting down the PCs * Alex asks about people having tech issues and needing to restart so asks to bring that back at least or just make signs like we said last meeting * Anthony says some people won't read signs but there is consensus from others to have them anyway * Consensus is Anthony will make poster/sticker for this > Anthony: make signs telling people to not shutdown PCs * Minthara struggles running riot but Anthony says it is most likely issues with vanguard * Alex says this is a notable problem as we have a large player base for those games * Alex says to chat outside the meeting to try fix this * Anthony looked into the storage but the motherboard for Piltover (server) doesn't have an M.2 slot so we need an adaptor that costs around $17 * Anthony proposes Crucial 2 TB NVME SSD + Adaptor combo from Umart which costs $183 * Alex says we should fix the current issues before upgrading Minthara * Alex and Julian have motherboards they could donate if needed * We will discuss this outside the meeting and come back as this is taking a while & we can research more Mikey leaves 10:06am > Anthony: delegate and/or investigate issues with Minthara and riot games > Anthony, Alex & Geoff: discuss upgrading storage for Piltover/Minthara further outside of meeting ### Other Items ### Gap in Clubroom Current Idea: nothing or sound isolation foam * Geoff says it is now a lot more expensive than before so is now consider using cardboard * Alex says cardboard may be worse than just leaving it * The main issue may be sound isolation so Geoff suggests that we could just get sound isolation foam to fill it, everyone says they sounds good #### Door Sensor Discord Bot Deadline: Start of Sem 1 (not accomplished) * Mikey plans to work on it on this week #### TVs * Geoff will looking into the specifics for wall mounts for TVs * The current TV mount is a vasomount * We should do something about the scuffed TV, either ewaste or put this is the loft or something > Geoff: look into wall mount for TV #### TV Console * Will move Xboxs to the TV console as the second bench is nearly entirely empty currently #### Square on a PC * Geoff couldn't find the square, will work on this later #### USB c * If we are wanting a like 2m one we should probably just buy > Alex & James: motion and then buy USB c cable --- ## Closed Section * Jack Bariss, Ash Sanctis, and Edward Leicester are approved as Sentry --- ## General Business ### Guild Affairs * Tenancy meeting on the 25th of March between 12-1pm ### Sentry Manual Update: Social Responsibilities Tentative Release: Early 2025 * Alex worked on this a little bit but more work needs to be done, hopefully a draft by next meeting ### Code of Conduct * We should action item someone to write this * Adam says he can > Adam: make a draft Code of Conduct ### Meet the committee poster * Julian says the meet the committee post into a poster or something to put in the clubroom * Jasmine says they started working on a poster but it was plain so Julian can do this > Julian: make a meet the committee poster for clubroom ### Next Meeting Date * next Thursday 9am --- #### Meeting Closed: 10:29am ## Action Items Alex: > Attend Unigames meeting on Thursday 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 > find clubroom mouse amazon invoice > order prizes for Quiz Night ASAP > message Jafar about Pixel Expo joint stall Alex, Jasmine & Jimmy: > Create social responsibilities door manual update Alex, Anthony & Geoff: > discuss upgrading storage for Piltover/Minthara further outside of meeting Alex & James: > motion and then buy USB c cable 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 clear signs to tell people not to shutdown PCs & why > delegate and/or investigate issues with Minthara and riot games 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 > find subway cookie platter invoice Geoff: > make a budget for the Gap in Clubroom around start of semester > set up one of the PCs to have square reader > look through donated prizes and see if he still wants to increase Quiz Night prize budget > registrate us for Club Carnival > look into wall mount for TV Kimi: > make week 4 what's happening graphic for insta story & discord announcement - done > make UWAnime x UWAES Smash Collab Graphic Adam: > make a draft Code of Conduct James: > organise advertising for guild screens for Quiz Night James & Julian: > Shout out AEL at Marvel Rivals Games Night Julian: > make a meet the committee poster for clubroom Mikey: > Work on door sensor integration into discord bot > Meet with Gary to discuss door sensor Discord bot