UWA Esports Committee Meeting Minutes 2025-02-27

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Attending: Jasmine, James, Elijah, Alex, Adam, Jimmy (online), Julian (online), Anthony

Apologies: Geoff, Kimi, Mikey

Absent:

Chair: Alex

Minute Taker: Jasmine

Location: UWA Esports Clubroom

Meeting Scheduled: 9:00am

Meeting Opened: 9:22am

Previous Action items:

Alex:

Attend Unigames meeting on Tuesday to pitch Megagame Collab idea - not done
announcement for Gary’s Mod Night - done
email Pixel Expo about having a stall - 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
When close time is announced, make Australian Intervarsity Valorant Tournament sign up - done
Work on a competitive teams poster for O-Day - done

Jasmine:

message people who have Sentry the Sentry role - done

Geoff:

make a budget for the Gap in Clubroom around start of semester - not present

James & Jimmy:

Learn how the clubroom PC system works from Anthony - not done

Mikey:

Work on door sensor integration into discord bot - ongoing

Everyone:

edit your meet the committee post - done

Motions Passed via Circular:

Motion: Approval of Fresher Welcome items, 2x Ice bags ($9.98), Pizzas ($64.96), & Icebreaker printing ($27), $101.94
Moved by: Jasmine
Seconded by: Adam
Outcome: passed

Motion: Approve the following profit distribution for Uncharity Vigil, meaning UWAES receives $165.64 from UCC $165.64 from ucc
Moved by: Adam
Seconded by: James
Outcome: passed

Motion: Approval of brunch items, Subway cookie platter ($33), Costco Sushi platter ($39.99), 72.99, costs to be split with UCC (they will reimburse the club)
Moved by: Jasmine
Seconded by: Alex
Outcome: passed

Motion: Approve Oday items, printing of flyers and posters ($159.06) and ice ($4.99) for a total of $164.05
Moved by: Adam
Seconded by: James
Outcome: passed

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Julian joins 9:25am

Individual Reports

President (Alex)

• Did many things (o-day, fresher welcome, etc)
• My brain is too fried to remember anything else I shall be honest

Vice-President (Anthony)

• Ran league games night
• Met with UWA Sport
• Helped with Fresher welcome
• Done Pro server recruitment call extension announcement
• Helped with O-Day
• In progress:making knowledge base website

Secretary (Jasmine)

• it feels like so much dude (it just isn’t)
• printed and laminated various signs for clubroom (clubroom rules, resuable white board signs, discord and sign up qr code signs, minthara & scraggy specs signs)
• helped at o-day (got sunburnt )
  • helped set up & pack down
  • shilled so much
  • bought eskis from home
• helped at fresher welcome
  • printed icebreakers
  • purchased ice
  • bought eskis from home
• organised the brunch, it’s after this meeting!
• went to SOCPAC meeting
• Hosted League of Legends Games Night
• Hosted TFT in the clubroom
• started working on a 2025 committee poster for clubroom
• trained Michael for Sentry
• updated Sentry member list on PCs
• I feel like I did other things but who knows

Treasurer (Geoff)

• not present, no report given

Social Media Manager (Kimi)

• not present, no report given

OCMs (Adam, Elijah, Jimmy, James, Julian, Mikey)

Adam

• Assisted at O-Day
• Assisted at Fresher Welcome
• Wrote Quiz Night Questions
• Attended final (I think) Uncharity Vigil subcom meeting

Elijah

• Assisted at O-Day
• Assisted at Fresher Welcome

Jimmy

• Signed up so many people at O-Day
• Brought in camping chairs for O-Day
• Assisted at Fresher Welcome
• Hosted the Valorant night in the clubroom. It was very successful
• Participated in the casual League of Legends night

James

• Hosted Rivals night w/ Julian
• Wrote Quiz Night Questions
• Kept room open during O-Day (Lmao imagine dying in the heat)

Julian

• Hosted Rivals night w/ James

Mikey

• Talked to Gary, planned to eventually work on door integration together (hopefully in person)
• Helped host valorant night, taking full host once Kimi and James left

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Club Finances Report

• Netsuite Account: $3,874.71
• Westpac Account: $1,285.32

Outstanding Reimbursements

• Jasmine for Coke & Kirk’s drinks
• Alex for various prizes from Korea
  • has been partially been reimbursed
• Jasmine for fresher welcome printing
• Jasmine for fresher welcome ice
• Kimi for fresher welcome Pizzas
• Jasmine for brunch subway cookie platter
• Kimi for brunch sushi? platter
• Adam for printing
• Adam for o-day ice

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Events

Inhouses / Games Nights

Previous

Thursday, 20th of February, 7pm

• Game: Marvel Rivals
  • Coordinator(s): James & Julian
  • Turnout: ~6
  • Notes:
    • Had a modest turnout, we had some good times doing meme strats in quick play.
    • Expecting this Thursday’s Rivals night to be much bigger though, since many people have expressed interest since O-Day

Monday, 24th of February, 4pm

• Game: Team Fight Tactics (TFT)
  • Coordinator(s): Jasmine
  • Turnout: ~6
  • Notes:
    • Someone had to make a new account cause they were not on OCE server, should have probably get everyone else to play 1 without them but other than that went well, got people to introduce themselves and have general yaps

Monday, 24th of February, 7pm

• Game: Valorant
  • Coordinator(s): Jimmy & Kimi
  • Turnout: ~30
  • Notes:
    • The turnout was a lot of people and the event went on from around 7-10pm
      • Adam says last year it started similarly with being so populat but slowed down ALOT as time went on (as we know, eventually stopping the weekly valorant nights)
        • Consensus is we should continue holding it weekly for now and see how interest/attendance goes

Wednesday, 26th of February, 7pm

• Game: Casual League of Legends
  • Coordinator(s): Anthony & Jasmine
  • Turnout: ~20
  • Notes:
    • actually started at 8pm due to Anthony running late and deciding to push it back
    • had a bit of a slower start with just 1 game running but eventually had 2 games running (one being slightly higher elo, ~plat lobby)
      • Was a little difficult to juggle the 4 calls with 2 people so Jasmine suggestions possibly having 3 coordinators or at least ensuring 1 coordinator is in each game (Anthony and Jasmine are not good enough for higher elo lobby, skill issue, but we can just be there anyway)
    • We will likely continue these as a lot of people turned out for it

Upcoming

Thursday, 27th of March, 7pm

• Game: Marvel Rivals
  • Coordinator(s): James & Julian
  • Notes:

Monday, 3rd of March, 7pm

• Game: Valorant
  • Coordinator(s): Jimmy & Kimi
  • Notes:
    • It went on for a long time last time so was difficult to host partially in clubroom
    • Possibly Kimi can attend in person

Jimmy: confirm with Kimi about running Valorant on Monday & if she can be in the clubroom

Tuesday, 4th of March, 12pm - in clubroom

• Game: Smash Bros Ultimate Round Robin
  • Coordinator(s): Adam & Elijah
  • Notes:
    • advertise it with a graphic (ideally) or just a discord announcement also works fine
    • EMP is needed as we want to book the Loft
    • Extra setups to be brought in
      • Ideally we would have 3-4 setups,
      • Various people say the more set ups the better
        • Alex thinks we won’t have room for 5 setups
        • Adam agrees and thinks 4 is the limit
        • Everyone agrees this is valid and a reasonable amount of switches for this relaxed round robin tournament
      • Aquiring setups:
        • Julian 2 switch set ups
        • Elijah 1 switch set up
        • Club 1 switch set up
      • People will probably bring their own controller,
        • make sure to add that in the announcement to remind people
      • Committee bring their own controllers too as well as people using the club controllers
    • Will be a round robin tournament
    • Can give a 4 pack of redbull for the winner

Elijah: book EMP for Smash Bros Tournament
Adam: book the Loft for Smash Bros Tournament
Adam: 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

Tuesday, 4th of March, 7pm

• Game: Lethal Company
  • Coordinator(s): Jimmy
  • Notes:
    • Jimmy says he will work on the modpack soon
    • Jasmine says we should make it more accessible for people with lower spec set ups as we’ve had previously had issues of a few people being unable to play due to the large number of mods
    • Julian suggests to possibly run a vanilla+ modpack that just allows quality of life and maybe a few common and popular creatures
      • Everyone seems to agree this is a good idea

Wednesday, 5th of March, 7pm

• Game: Casual League of Legends
  • Coordinator(s): Anthony & Alex & Jasmine
  • Notes:
    • Anthony asks to move it to 8pm
      • Jasmine says we can move it starting from week 3 but as we have advertised it everywhere, such as flyers at oday, for 7pm then we should keep it for 7pm
        • Alex agrees
        • Anthony understands & agrees
    • Jasmine & Alex will likely be able to attend from the clubroom

Thursday, 6th of March, 4pm - in clubroom

• Game: Team Fight Tactics (TFT)
  • Coordinator(s): Jasmine
  • Notes:
    • Adam suggests adding an online option for people to join
      • He received one comment about a person being keen to join online
      • Jasmine says they don’t know how many people would be interested in this and therefore is unsure if it is worth the effort, especially as we don’t have a great set up for micing up the room
      • Alex says the main goal for this event is to get people to interact in the clubroom so online is likely not needed but we would defininately do online or hybrid if it was a more serious or tournament format
      • Consensus is to keep it as only inperson for this event

Future Plans/Ideas

Games Night Suggestions: Siege/Fortnite/BTD6/Minecraft/Among Us/Rocket League/TFT/CS2

• The various games listed above have been requested by a few members
• Consensus is we can consider these for week 3 schedule and beyond as we have already advertising our 2 week schedule and would rather not make changes to it

Internal League of Legends, for below gold/plat elo

Current Idea: bring back the old matchmaking bot

• no updates
• We have so many other tournaments and events that we may not even want to run this anymore
• We can still look into getting the matchmaking bot running for league games nights though

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

• no updates
  • Jasmine wants to run this when things have settled down a little

Major Tournaments

PlayAid Social Showdown

• This happened
• Everyone played for fun and did indeed have fun, but didn’t perfer the best competitively (hehe)

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

• This event has now implemented a $300 entry fee
  • Anthony says over half of unis over east and all other unis in WA are no longer participating in this event now either because they cannot find the money to enter or they do not agree with the idea of paying so much for a tournament with no financial incentive
    • Anthony says we should stand with these other unis and not participate either
    • However Anthony notes that, UWA Sport says they would likely be willing to share the cost with us if we want
    • There is currently no consensus on this as people mostly either don’t have an opinion or are considering this information
      • Will discuss again next week

Unisports Team

• Anthony had a meeting with Unisports team
  • There are Uninationals in November
    • The only confirmed game is League of Legends and even that is not on the main page yet,
    • they also plan to get fighting or shooter games
      • Anthony says they seem pretty intouch with what is popular/competitive in gaming at the moment
    • The event is in very early stages of planning currently
  • Unisports said they are happy to help us get team jersey’s for Esports, the design they propose is similar to Volley Ball team and other teams or we can make our own design
    • They will be paying for this
  • Unisports said they are happy help us advertise more of our competitive teams/events with things such as the banners on light posts
  • Unisports said they are down to help showcase matches such as the upcoming Murdoch
  • Unisports asked for our demographic, social events, talent pool and competitive calendar
  • Additionally, there is possibility URC to collab with Unisports are happy to help us make a keyboard and mouse for
    • Alex says this could be a lot of work and maybe a lot of work
    • Anthony says it should cost the same as our current keyboards and we could replace some of ours
• Redbull said they have an esports arena in Vic Park and they want to do some WA tournaments/showcases there
  • Anthony will touch base,
  • Alex notes that Basil from Rebull has already spoken to them but touching base is good

Anthony: figure out our demographic, social events, talent pool and competitive calendar to give to Unisports
???: talk to URC about collaborating to make a keyboard and/or mouse
Anthony: touch base with Redbull in Vic Park about Wa tournaments/showcases

Murdoch Tournament

Notes: Waiting for pricing guide & event schedule timeline

• They have updated pricing now (previously we thought it was going to be $200)
• Alex says they were trying to get it down to $100 last time they spoke
• They haven’t locked in any times currently
• Anthony says he needs to get a pricing guide and event schedule timeline

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)

• Signups has been pushed back to the 17th
  • Signups for us will close on the 9th and trial session on the 10th
    • Blair has agreed to help out as he’s a higher ranked player

AEL

Signups Deadline: 23rd March
Tentative Teams: Marvel Rivals, Rocket League, possibly CS2

• Elijah has made all the forms and just wants someone to check them
• Will have all forms together in 1 message
  • Hopefully posted later today

Elijah: post announcement message with forms for AEL tournament

Other Events

O-Day

Time: 11am-3pm, Friday 21st February 2025

• it went well
• we had around 180 sign ups on the day

Fresher Welcome

Time: 4pm, Tuesday 25th of Feb @ Ezone Social
Events: Icebreaker bingo, group walkover to clubroom at the end

• also went well
• We had a peak of around 50-60 people
• People came to the clubroom afterwards and hanged around for a while afterwards
  • We got people into Cam Hall so that’s a huge win
• Alex says he has noticed that a lot of people who came to Fresher Welcome are now at Game nights
  • which is great, exactly what we want!

Upcoming

Gals, Gays & Genders Brunch

Tentative Time: 11am, 27th of Feb @ Hackett Cafe

• Unsure on attendance predictions (Jas is fearful (she always is))
• Food has been bought

Future Plans/Ideas

Quiz Night Sem 1 2025

Tentative Time: 6pm onwards, Thursday 20th March 2025
Advertising Deadline: O-Day

• way too close (help)
• Alex will do an announcement for this and try to post around 6pm/6:30pm
• Jasmine made the discord event for it
• Tickets are on sale now
• Alex says we could do a funny reel but prob not bother
• Alex has put a schej to organise an editors meeting is out
• We need to order prizes at this editors meeting
• Julian will likely be MCing for quiz night
  • We can have guest MCs, good as it helps spread this around as it is tiring
• We need to print posters to put around the campus
• Give some flyers to UWA College
  • Adam can go give flyers to them
• Put an application to guild to put advertising to put on screens
• Guild what’s happening form to add quiz

Alex: announce Quiz Night around 6pm tonight
Adam: organise advertising for guild screens for Quiz Night

CELT

• Anthony says we may want to consider doing something for CELT
• Alex says we have a lot on our plate but we can add it if people are keen

Collaborations

UWAnime x UWA Esports Smash Tournament Collab

Tentative Time: Semester 1 Week 7 on Thursday
Tentative Plan: relaxed Smash tournament (we have competitive with Perth Smash)
Touch Base: first few weeks of Sem

• Adam and Elijah spoke to them briefly on Oday
• They say we will likely let players choose a rule set to make it more casual
  • Such as have items or final smash

Unigames x UWA Esports Megagame Collab

Tentative Time: Semester 1 holidays
Touch Base: when new unigames committee settles in

• no updates

Pixel Expo

Date: 13-14th of September
Tentative Plan: possible joint stall with UCC, Smash Perth

• Alex emailed them, no response yet

ALVA x UWA Esports Minecraft Server/Event Collab

• ALVA’s President has contacted us via instagram about a prospective collaboration for a minecraft building event
  • We replied asking for some more clarification on what they were looking for exactly with listing a few options and currently they say they would like to host a little compeition over some time period with a design brief with judging of submissions at the end
  • They would like to iron out details in a meeting together sometime
• Some people say it would be good to ask them about doing it later in semester, at least after Quiz Night as we currently have a lot going on
• Jasmine says she is happy to take the lead on this at the moment

Jasmine: follow up with ALVA & organise a time to meet for more details about prospective Collab

itgirls Dress To Impress Collab

• Avesta sent a message to Jasmine about doing this
• They want to do this collab online after their in person event
• Dress To Impress is on Roblox and is therefore very accessible for people to play
• Jasmine to confirm the date with Avesta
• Consensus is that this could be a good and simple event

Jasmine: contact Avesta to confirm date for Dress To Impress Collab

Late Registration Collab w/ Smash Perth

Time: March 8th, @ Ezone room 109-110

• Alex can do the booking later today
  • March 8th, room 109-110
• Elijah can do the EMP

Alex: Book room 109-110 for Late Registration
Elijah: do EMP for Late Registration

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Clubroom Items

Machine Reports

• Minthara is having display issues
  • Anthony will diagnose it today (if monitor, GPU, cable)
    • If it is GPU we can get a new one
  • The boot sector corrupted but is now fixed
• Otherwise everything (to our knowledge) is running fine
• A member did mention problems with storage but it should be fine other than Scraggy which only has 1TB so we may want to upgrade that to 2TB that is the same as the rest of our fleet

Other Items

Gap in Clubroom

Current Idea: 3 pieces of mdf braketed together

• no updates
  • Geoff is still on holiday

Door Sensor Discord Bot

Deadline: Start of Sem 1 (not accomplished )

• Mikeys report says he contacted Gary about meeting in person to sort this out soon

Mikey: meet with Gary to discuss door sensor Discord bot

Clubroom Furniture Rearrangement, possibly make room for 5th PC

Current Idea: try to make room for a 5th PC, obtain bigger TV console

• Alex’s want to get rid of the Xboxs
  • Anthony says we can still get use of Xbox 1 and will get use out of it
  • Jasmine says they have only seen 1 person use it for like 10 minutes
  • Julian says there is some interest by people shown for this at O-Day
  • Anthony says we can attach to the main TV

TV

• the larger of the spare TVs (sonic) has half a panel that is busted (is a very noticable problem in low light settings, not so much otherwise)
  • Can either E-waste it or give it away
• The second spare TV is being donated by Julian
  • Alex says about mounting it
  • The reason Julian has donated this TV is because the current main TV has some latency issues
    • Julian says he’d like to replace the current TV with the one he donated
    • Jasmine says we should just use it as a secondary set up and if people care about the latency they can just use that one as she hasn’t heard anyone complain about it and the average casual player base probably won’t even notice
    • Alex says they don’t want to replace the current larger TV with a smaller one
    • Julian asks if we’d move the switch between the set ups then
      • Alex says they can bring their own or move the club one between set ups

Framed Posters / Misc. Decoration for clubroom

• We have put up prints (thanks Adam), more is good but it is already looking good so we can leave it as now
• Julian says they have a Pokemon poster they can donate but they would like to frame it first

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Closed Section

Jasmine: message Sentry who has been approved

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General Business

Guild Affairs

SOCPAC

• Jasmine went to SOCPAC and these are her notes for things that could be relevant to us:
• Guild Posts
  • Weekly what’s happening Guild posts
  • Fill in Link before end of each wednesday
  • Jasmine suggests we do this for Quiz Night or other IRL/big events
• Student Life: SSAF Grants
  • A new grant from the Uni to help clubs run events on campus to encourage belonging for students
  • Would be good to consider something different/alternative
  • Applications for this are open now
  • $500-$2,000 grants are available
  • Last year pride’s Busselton Trip was funded by this
• SPGs
  • SPG applications are open but is likely best to wait for the pending approval of the changes from Guild
• O-Day Grant
  • Due 7th of March 11:59pm
    • Need to get on this ASAP!!
  • Initial result come out on the 17th March
  • Appeals will be processed on the 1st April - no appealing appeals
• Eligible for the cost of the BASIC STALL and $4 per member signed up on the day up to 50 members (guild members) - $365
• Treasurer Training
  • DELAYED
  • 40% decrease if not completed treasurer training
  • You are NOT required to complete it for O-Day grants, It’s only required for SPGs and Semester Grants
  • 30% decrease if late
• Access Department
  • If we ever want funding or advise to make our club more accessible we can contact the Access Department
  • There is a Disability Awareness Training that takes a max of 2 hours to complete if people want to do that
• Ethnocultural Department
  • Culturally and Linguistically Diverse students
  • We have a lot of international student members
  • They are keen to do collaborations
  • Remind us to send relevant students to them for support
• PROSH
  • Registration for Eftpos marshals closed yesterday
• Tav Venue Booking
  • Can now reserve an area of the Tav for free
  • Prices of other Tav hire options have been updated

Geoff: do O-Day grant (due 7th March 11:59pm) or delegate to another exec if needed

Sentry Manual Update: Social Responsibilities

Tentative Release: Early 2025

• We aim to get this done by next week

Redbull Sponsorship

• We have sorted this out
• Alex will message Basil about sponsoring our Quiz Night with Prizes

Alex: Message Basil about Redbull sponsoring quiz night prizes

Next Meeting Date / IRL Meeting

• 9:00am in the clubroom
  • Only attend online if you cannot make it in person

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Meeting Closed: 10:30am

Action Items

Alex:

Attend Unigames meeting on Tuesday to pitch Megagame Collab idea
announce Quiz Night around 6pm tonight
Book room 109-110 for Late Registration
Message Basil about Redbull sponsoring quiz night prizes

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
touch base with Redbull in Vic Park about Wa tournaments/showcases

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

Geoff:

make a budget for the Gap in Clubroom around start of semester
do O-Day grant (due 7th March 11:59pm) or delegate to another exec if needed

Adam:

book the Loft for Smash Bros Tournament
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
organise advertising for guild screens for Quiz Night

Elijah:

book EMP for Smash Bros Tournament
post announcement message with forms for AEL tournament
do EMP for Late Registration

Jimmy:

confirm with Kimi about running Valorant on Monday & if she can be in the clubroom

James & Jimmy:

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

Undelegated:

talk to URC about collaborating to make a keyboard and/or mouse