Minutes of NZLARPS Committee meeting 2 Aug 07

nzLARPS
#1

2/08/2007 NZLARPS Committee Meeting

2nd August, 7.10-9.00pm

Agenda:

  1. Previous minutes
  2. Financial Update
  3. Previous larps
  4. Upcoming larps
  5. Trailer
    a) When to order
    b) Colour
    c) Tidy of Mike’s place
  6. Internet
    a) Show me the larp is done, Yea
    b) Wiki update
    c) Link to NZLARPS from diatribe
  7. Marketing – Is Immersion helping find players for a game?
  8. New membership process confirmation - working
  9. Gear
    a) Successful Workshop run by Brian
    b) Recording and location – becoming hard to find gear, especially with all the larps coming up
  10. Immersion update
  11. Flyers
  12. AGM
    a) Locations
    b) Nominations
    c) Date AGM on the Monday the 17th of September
  13. Other Business

Six members present (Steve, Adam, Rhiannon, Nikki, Anna, Mike) Apologies: AJ. Absent: Craig, Ryan.

  1. Previous minutes were accepted. (1 abstain)

  2. Financial update
    Accounts have been done by Steve.
    The $5000 Lion Foundation grant for the trailer has been put in a separate account. The main NZLARPS account contains $1770 plus $400 from projects yet to come in (plus some petty cash return).
    Wolfgang’s budget prediction details to be emailed.
    2014 is massively over-budget – venue fee was spent on gear, of an initial $200 available, spent $240 without the venue. To date $65 collected in fees. Bought foam from Ryan to make props, which was not included in the budget, and now new foam needs to be bought for Ryan to use for Great Battle.
    Ravenholme – actuals, money and receipts are received. Made $180 with 10 players, 7 crew. Next game 9-11 November.
    Couples – actuals and money received. Made $35.50 profit.
    Stargate –Made a small loss of $32.00. Owes $30 for loan of tents and $50 for radios. Spent $225.82 on food and props to be reimbursed.
    Immersion printing costs to be reimbursed, $76 to Anna, $118 to Ryan for printing covers.
    Games this year generated $1200! Membership fees generated $625. Operation expenditure was $620. Look for more games appearing – as we can afford to help fund them!

  3. Previous larps
    Ravenholme: July meeting: Panmure great venue, got a cheap discount
    Stargate: 4 players only, 5-6 crew. Spit roaster is now ready for operation.

  4. Upcoming Larps
    2014 – next to be held in Craig’s loft, 72min live drum set
    St Wolfgang’s – Forces of darkness currently doubly outnumber forces of light. Crew workshop with Derek for foam helmets.

  5. Trailer
    Trailer is ordered! They want 50% up front. Colour: light grey seems to be a consensus. Lion Foundation funds must be spent within 6 months. We need to send copies of tax invoices and bank statements to the Lion Foundation Trust to prove.

  6. Internet
    The ‘Show me a larp’ pages are now done. Wiki Update – Nikki’s computer crashed and lost some of the data. It is suggested that the wiki pages have three structures: 1) NZLARPS all read, committee edit; 2) PLAYERS all read, registered players edit; 3) GM – registered (or selected) read, GMs only edit.

  7. Marketing
    Is Immersion helping find players? Weekend game coming up gets the front cover, but this didn’t seem to help for Stargate. They may have more luck by finding actual Stargate fans and military people. Perhaps hitting specific markets like this would also help for other games – how to do this? With cards, flyers, or Immersion deliveries?
    NZLARPS has gone international – we now have 2 members in Australia!

  8. New membership process
    Emails now go to the president initially. Cards are to be done on the new NZLARPS printer and laminator.

  9. Gear
    Recording and location needs to be gone over! Stuff gets used or moved during games and we need to keep track of this. For example all the modern gear is being stored at Brian’s. Need a sign-out book.
    Motion to require an official gear officer (as well as a Project Manager and a Treasurer) for each larp event – especially weekend games. Raised by Adam, seconded by Nikki, unanimous pass.

  10. Immersion
    Nightmare Circle in October was booked for front cover, but venue hasn’t been booked and now not sure when it will be. Awhitu is booked and finding a venue is difficult. Other cover ideas are Ravenholme (but already done) and Serenity (maybe next year). Otherwise, a photo from larp just done, eg. St Wolfgangs. Back cover bids have been made, highest so far Company of the Lance at $35, but perhaps overbid and put the Lion Foundation on the back as thanks for the trailer money.

  11. Flyers – yes we need them again, and no, we still don’t have time for someone who knows what they’re doing to design them. They’re needed to put with Derek’s mailouts from Trademe when he sells larp-safe armour and things, as part of his affiliation agreement. Basically they should have the info from the website on them.

  12. AGM – Locations: Where? Council halls, last time’s place, a Uni room, Onehunga community centre? Battlehaven, 308 Great North Road, on the corner with Bond St?
    Later decided to be held 17/09/07 at 7pm, 21a Hargreaves st, Freemans Bay.
    All nominations and seconds to be emailed to an election committee.

  13. Other Business … none brought up.

Action points:
• Anna – invoice selling of back page Immersion
• Steve – chase up back page money for last Immersion (Medieval shop)
• AJ – chase up Brian for foam and budget overload
• Mike – make a gear sign-out book
• Craig – update website
• Steve – need to email or PM 2014 people about money
• AJ – contact Battlehaven for AGM venue
• Craig – create email mailing list for Anna
• Rhiannon – Stargate review for next Immersion
• Rhiannon – get AGM organised somehow – budget $100, expect 30ish people
• Put Harry Potter game idea on Forum
• Everyone – Submit stuff to Wiki