NZLARPs Auckland Meeting 9-03-2015
In attendance: Prema Cottingham, Walter Hamer, Dave Luxton, Mikaere Curtis, Clare Stones
Absent: Roelof van der Merwe, Daena Schofield
Meeting start: 7:30pm (approx.)
Acceptance of previous minutes: Clare wasn’t at the last meeting, so someone else took the minutes, and they cannot be found. Therefore we cannot post (or accept) them until they are found.
Finance report (Walter):
The change of bank has finally been sorted out. Walter will need read access to the account – up to James to arrange.
Moonbright:
- Mike has been paid back for expenses.
- Dave needs to be paid back for a Moonbright gear purchase from Trademe.
- Actuals for Game 1 submitted to James.
- The actuals for Game 2 are being prepared for submission by Dave.
- $105 payments collected on day, sounds like there are still a couple of crew ones to come.
Gear storage move:
- Walter thinks there may be some outstanding reimbursements to be paid to Tigger.
Action Point: Walter to follow payments to be made to Tigger up with James, to see if there are any outstanding payments.
Hogwarts Game
- Game 1 did well but is currently sitting on a loss of $5 (very small!). However 3 players have not paid yet; once they do it will make a profit. The actuals for the game have been submitted, they have been sent to James.
Venue used: Meola Rd Scout hall during the daytime, Horticultural Centre during the evening.
Auckland Council Grants
- The Auckland Council Funding Programme has undergone some changes; James has sent information on this through to Prema. The grants are now targeted towards one-off things. This means we are unlikely to get funding for gear storage. However we could apply for funding for big upgrades to gear, or for games with wide appeal.
We brainstormed ideas for things we could apply for in terms of gear funding: upgrading boxes, upgrading weapons, components for making shields, black robes.
Would the council want us to ask for whole gear items, or would they fund raw materials?
The grants can either be for sums under $1000, or sums over $1000. Sums over $1000 require an organization to have an official structure, and we do, so we would be able to apply for the larger grants. - We should mention the grants to Crucible, as they might also want to apply.
- It would be a good idea to apply every year.
Action Point - Walter to investigate further and get back to us with recommendations.
Gear Report: Mike Curtis.
- Mike has sorted through unsorted gear (we got some extra from Donna Burt)
Some of it might go down to Hamilton for them to use in their storage
The Hamilton game just starting up got props from No Quarter.
Discussion of any stuff we have that would be suitable for them to use – army gear?
We may use this for Chimera, but can take it down to Hamilton for events - Guards Guards costuming – material that can be used to make stuff, some costumes that would make good peasant costumes, 4 dresses for slim ladies
- Mike will provide Hamilton with some gear – some which is good and some which they can decide to keep or throw out.
- Mike to provide gear storage place with a list of 10 people who are to have “official “ access to gear
Marketing:
- Prema and Walter had a meeting with Roelof, to determine what marketing tasks need to be done.
- We could apportion marketing tasks among committee so the full burden doesn’t fall on one person.
- Action Point: Someone in committee to set up a marketing template
Prema:
- Hogwarts LARP – Game 2 budget submitted
They are looking for a centaur costume for next game – should ask Derek.
Good profit margin for the next game (which is running as 2 day games in one weekend).
Motion: That the actuals for Hogwarts Game 1 be accepted. 1st Prema, 2nd Walter - > Unanimous.
Motion: That the budgets for the Hogwarts Night game and Hogwarts Game 2 be accepted. 1st Prema, 2nd Walter -> Unanimous
Past Larp events:
- Hogwarts.
- Cowboys and Pirates weekend – The games went really well, very enjoyable. No drop outs! And a couple of quite new players! They will send us the actuals soon.
Sounds like the train game went down especially well. Has inspired Prema and Walter to write one. - Moonbright – Down the Garden Path – went really well. About 35 crew / 15 players. This game benefits from having a lot of crew, as some of the scenes are quite complicated. There were tons of new crew, and they recruited a runner who was going past into the crew!! Who then attended the Pirates and Cowboys game!!
Haven’t sorted out the actuals yet but expecting to make a profit.
Next game – it would be great to have some sunscreen. Also need makeup wipes, and small containers for water for makeup.
Action Point: Ask Kara to buy whatever makeup she thinks is needed for game.
Consider giving Kara a koha for petrol, given she does the makeup for the game and she has to drive an hour each way from Kaukapakapa to get here.
-> Budget in a Koha of about $20 for next game. - Crucible weekend game
Prema found the game enjoyable and was happy with the amount of plot. - Crucible player sanctioned events.
Upcoming LARPs:
- Hogwarts game 2
- Dry Spell
- Chimera – Anna is looking for games for it.
Additional notes:
- NZLARPs calendar needs updating.
- Walter approves of the new gear storage. So much easier to take gear out and put it away.
The map showing where the boxes are may need to be improved as some people have trouble reading it.
Meeting finish: 8:20pm.