Auckland Committee Meeting Minutes - 3rd August

NZLARPs Auckland committee meeting minutes - 3rd August

In attendance:
Prema Cottingham, Walter Hamer, Mikaere Curtis, Dave Luxton, Clare Stones

Previous minutes accepted unanimously.

Action Points from last meeting:
Armageddon:
Martin got in touch with us, Crucible still keen to have a stall in conjunction with us.
However, Ryan is not attending Armageddon this year, and James who does costuming is having his own stall. Ryan will be hosting his stuff at James’ stall this year.
Discussion points:

  • Can we have people attending in costume and distributing pamphlets? We should ask first and check before doing this.
  • The Stall cost for this year is higher than other years, cost is $600 for whole stall or if we did split 50:50, $300 per group.
    Because we have high gear fees and therefore we have to manage our budget tightly, we can’t afford to spend unnecessarily.
    Aethercon is closer to what we do than Armageddon is, also more opportunity to spend time with people who are interested.
    Conclusion:
    Decision from the committee is that it’s not worth attending Armageddon this year.

Walter - Moves that we don’t purchase a stall at Armageddon this year. 2nd by Prema. Unanimously accepted.

Action Point: Prema to contact Michael from Aethercon about having a stall there.

Action Point: Prema to contact the Crucible GMs, to indicate we won’t be attending Armageddon.

Librarycon
Librarycon is on again this year, $10 if they supply the table or free if you supply your own for the stall. It’s at the Panmure Library.
We are definitely keen to attend this and have a stall there. Last time we recruited a larper and a photographer.

Spreadsheets for gear fees
Mike - hasn’t done spreadsheets for gear fees yet, however Mike will do that this week. Malcolm has posted up the attendance numbers for previous games.

Gear costs / Fundraising

  • Mike - The next flagship will need to be an NZLARPs project, in order for us to keep the gear going long term at current storage cost.
    Discussion about other fundraising ideas:
  • Improv nights (these would be good for the community, it’s a social get together. Could even play each other’s characters as part of it :slight_smile: )
  • 60 to 80 player games - a bit easier to run than a massive flagship
  • Social games
  • Day games
  • Raffle (prizes could include first pick at something like Chimera, time towards larp costume / weapons creation, a specific spot in game…)
  • Quiz night - can be targeted at people inside and outside NZLARPs. Fantasy/Sci Fi could be a good topic. Could operate well as a marketing tool as well as a fundraising tool.
    We will revisit these post chimera.

Finance report (Walter)
Budget template - not done yet. Walter is however in discussion with James about finances / budgets.
Chimera - at the time of this meeting, payments still coming in, however some people have paid for food but not convention yet. Current bank balance is healthy, however outgoings for Chimera to go out.

Gear report (Mike)

  • Hamiltonians will be bringing up gear hired for fallout to Chimera
  • Gear for Chimera discussed with Tigger and Anna, sorted out.
  • Key for trailer lost - fell off Mike’s key ring on train. Will need to replace padlock.

Marketing (Prema)

  • No previous larps (apart from Fallout) in last month
  • Janine has pulled out of GMing Hogwarts larp. She is looking for other GMs to take the project over.

Future events:
Chimera
World that Is

World that Is has submitted a project proposal to us. Sophie has moved up here so will be running it in Auckland.
Game is for approximately 45 people and will be running in a slightly different format, as an overnight game.
Doesn’t need any gear, as NZLARPs does not have a lot of post-apocalyptic gear. Will be purchasing some gear for game.
Will be running at Kiwiana’s Lodge in Huia.
Budget has a fair bit of leeway in it. People are to provide their own food.

Prema: Moved that World that is be accepted. Walter - 2nded. Approved unanimously.

AGM:
Last year it was held mid-october.
Planning to hold in October again.
We will need to hire a hall - possibly the one in Ellerslie. Or Horticultural Centre (this is our preferred option).
Will require us to have internet access - we can use a mobile hotspot. Sounds like Dave and Mike have phones that can do this.

Action point - Prema to talk to Michelle about AGM.

Meeting finish - 8:30pm.