MuSoc 25/26 Committee Meeting 1 – 04/08/2025

Held over Facebook Messenger Video Call

Present:

  • Matilda (President)
  • Eva (Secretary)
  • Luke (Treasurer)
  • Sophia (Tour)
  • Angela (Concert Manager)
  • Ethan (Social)
  • EJ (Wellbeing)
  • Charlotte (Publicity)
  • Amy (Ensembles)

Not Present:

  • Charlie (Concert Presenter)

Agenda:

  • Talking through each committee role with relevant member/general thoughts and making decisions

Publicity:

  • Most things sent through messages already
  • First post on the 14th Aug congratulating on results day, generally outlining what we do!
  • Welsh translations – Matilda may have to take lead on this
  • Somewhat regular posts needed after first post – keep people interested ahead of freshers!
    • Introductions of committee members and ensembles
    • Ensembles first – ask MDs what they want to highlight in each post
    • Some freedom around what goes in posts
  • Looking at OBS ahead of time, and then looking in person at hardware equipment for streaming LTCs/Concerts

Social:

  • Venues for socials – do we move away from Revs?
  • Needing to contact venues soon to arrange things before memberships go on sale
  • Improving socials from last year – more themed socials?
  • Deciding to stay with Revs – contact to book Christmas meal/discounts etc.
  • Pubs? – Do we want to stay with Mac? Generally no, where do we want to go to? – Woodies/Crwys?
  • Woodies is closest – already have an association with them (to an extent) due to Wing Wednesdays
  • Start thinking about some social themes over the summer

Concert Manager/Presenter:

  • Matilda needs to do handover!
  • Thinking about ideas for themes this upcoming year
  • Live streaming – setting this up
  • LTC slots booked every week, although concerts only held fortnightly

Secretary:

  • Sort Hoffi Coffi
    • Hosting events
    • Discounts
  • Contact Revs to continue with current partnership
  • Contact Woodies to try and set up partnership
  • Contacting music office (with President) for room bookings
  • Exploring and setting up WhatsApp community (with Publicity) and shared OneNote (President/Ensembles)

Treasurer:

  • Making sure to pay people back on time generally throughout the year!
  • £6000+ usable balance – need to pay Marcus for ball photography, among a few other things, so will go down a bit – around £5,800
  • Membership prices can stay the same (can be discussed at the AGM at the end of the year if this needs to change for next year)

Ensembles:

  • Can’t make freshers week (no problem) – happy to coordinate online
  • Ensembles Fair – start thinking about later in the month
  • Booking ensemble rooms for next year – when can we speak to the music office
  • Can’t put ensembles in specific time slots yet (due to not knowing lecture times etc), but needing to start thinking about it
  • Some ensembles haven’t found new MDs yet – Pop Ensemble especially
    • Have interim MDs (Sophia/Amy) over the summer, to set it up for next year
    • Elect new MDs in the new term

Tour:

  • Start gauging interest for tour this year?
  • What went well/not well on tour July 25?
  • Coordinating with Jazz on tour for this year – making sure we have communication earlier in the year
  • If Jazz apply for and get North Sea do we also go to Amsterdam?
  • Joint tour – helps to make it financially viable? Bigger numbers
  • Start exploring different venues – Bonn/Cologne etc?
  • Generally put a pin in tour discussions for the moment (not particularly urgent)

Wellbeing:

  • Work with Ethan for wellbeing socials – guide dogs always a hit
  • Monthly quiz in one of the LTC slots?
  • Joint wellbeing socials – talk to Bryn (Jazz Wellbeing)

All:

  • If anyone needs any help or support, please reach out! Matilda happy to have any one on one meetings if there’s any help.
  • WhatsApp community?
    • QR code on membership cards?
    • Concerns over people wanting to share phone numbers
    • Announcements for specific ensembles
  • Day trips out to places – group discounts
    • Millenium Centre etc?
    • Risk Assessment etc – need to be planned ahead of time
  • Joint OneNote? Or some amount of communication between committee
    • Also including ensembles?
    • Easy way to share repertoire, and general updates about each role

Actions:

  • Contact The Woodville to talk about starting partnership (Eva)
  • Contact Hoffi/Revs to continue partnership – events at Hoffi (Eva)
  • Matilda/Ismini handover for Concert Coordinator roles (Matilda, Angela/Charlie)
  • Setting up live stream (Eva/Charlotte teach, Angela/Charlie/Matilda)
  • Think about social themes (Ethan)
  • Think about LTC Themes (Angela/Charlie)
  • Pay outstanding finance requests (Luke)
  • Ensembles Fair – start to coordinate with Jazz (later in the month) (Amy)
  • Start communicating with Jazz about tour, deciding if it will be a joint tour (Sophia, Matilda)
  • Explore possible new locations for tour, potentially pitch to Jazz at a later date? (Sophia)
  • Start thinking about wellbeing socials and coordinating with Jazz Wellbeing(EJ/Ethan)
  • Look into WhatsApp communities (Eva/Charlotte)
  • Contact music office for room bookings for ensembles – MuSoc and Jazz, as well as any definite ‘no’ weekends for Christmas concerts, access to MacSuite/Music Building for non-music students (Matilda/Eva)
  • Setting up a shared OneNote (Eva)
  • Pop Ensemble MD/Organisers need to be organised – send out an interest form, interim MDs (Amy/Sophia)
  • Updating SU Website to show what we offer this year (Eva)