Posted on November 25, 2024

Directors’ Meeting – 27th June 2024

Minutes of the Meeting of the Directors of the Scottish Orienteering 6-Day Event Company Limited held online via Zoom on 27th June 2024 at 7.30pm

Present: Directors:- David Kershaw (DK), Colin Eades (CE), Ewan McCarthy (EM), Kevin Reynard (KR), Rachel Wilson (RW), Robin Strain (RS) Special Advisors:- Keith Roberts (KeithR), Ben Hartman (BH), Tim O’Donoghue (TO’D) Others:- Andy Mitchelmore (WOC Event Director)

1. Welcome and Apologies

DK welcomed everyone to the meeting. An apology was received from Nikki Howard (NH).

2. Register of Interests

No change for Directors or Special Advisors noted but all to advise DK of any amendments.

3. Approval of Minutes of Meeting of Directors (30th May 2024)

Minutes were approved.

4. Matters arising from previous minutes

Equipment insurance

NH has received the final information to send to Howdens. Cover still to be arranged.

British Orienteering/SOA/S6D contract

Signed and in place.

5. WOC 2024

Financial update (KR) – main points to highlight:

  • Cash flow – Funds are in good shape. Money has been received from City of Edinburgh.
  • £70k contingency is largely drawn down. Close monitoring to be maintained.
  • Income side is generally under control.
    • Some details in entry fees still to be checked, but generally good.
    • Merchandise – some will be available at the event for trying on and buying online (online shop will also re-open)
    • WOC Tour has a good entry level (in excess of 1200)
    • Grants
      • Under control – £75k remains to be collected after event
    • Sponsorship
      • Over £40k of VIK so far, work ongoing to get more VIK.
      • IOF information on aligning the rights and benefits was not clear, so WOC 2024 has done a large amount of work to make it clearer.
  • Cost side continues to have some uncertainties and continues to be closely monitored.
    • Venue costs are generally under control.
    • Finance line – has some IOF costs exposed due to currency exchange.
    • Insurance values need to be checked further by SOA (procured through SOA)
    • WOC Office under control.
    • IT – no recent changes, generally under control with known costs.
    • Arena costs generally under control with known costs.
    • Marketing
      • £10k to come from BOF
      • Cost to be incurred for the dressing of arenas with branding.
  • IOF Eventor entry system has had problems that have cost WOC 2024 organisers time that WOC 2024 should be entitled to recoup from IOF.
  • DK thanked KR and AM for their continued work on the finances.

Risk Register

  • Risk register has been updated this week by AM, KR and RW.
  • A new risk has been added regarding receiving entry fees from athletes’ representative bodies.

Event Director Report

AM updated the Board:

  • Information to volunteers to be sent out imminently
  • Resident awareness. There will be a mail drop next week with Wester Hailes and Leith particularly in focus due to the unusual use of these areas for large public events.
  • Relevant procedures to attain road closures and parking restrictions have been started.
  • Marketing and publicity
    • Videos now on Lothian Buses with other avenues of publicity being investigated. Busy period in Scottish mass media (e.g. election/other sporting events).
  • AM has updated EPOG and no concerns currently outstanding.
  • The protocol for the opening ceremony was discussed.

6. Dates of Next Meetings (tba)

Early August – WOC only

Mid-September – S6D only.