Committee meeting 18-May-2026

Present: almost everyone. 

No incoming points for the agenda, the agenda will be round table and aob. 

Some key takeaways from the meeting are outlined below:

DTU is generally happy with the club, especially the social media presence, but apparently cannot believe Exiles has that many members. A membership clean-up is therefore required, presumably to separate active players from ghosts, legends, and people who once came to training in 2018.

SoMe is going extremely well, with strong feedback, follower-growth plans, tagging strategies, background music debates, possible photoshoots, sponsor exposure, QR-code stickers, and even discussion of flags next to names. The SoMe presence is drawing younger blood to the club.

• The women’s team is performing well — the kit however could do better

The women are second after the first tournament and expect two full teams next time, which is excellent. Unfortunately, the kit situation still needs ownership, sizing fixes, and colour coordination, because apparently half of Danish rugby has independently decided that “mostly black” is a unique identity.

The men have had a good start to the season, with wins against Odense and Hundested, and Andy Woods joining as forwards coach. There is also a need to improve integration of new players, ideally by telling current players in advance that new humans will be appearing at training. HOWEVER – for some reason exiles mens fail to field a team at the Scandinavian 7s tournament, a tournament centered on beer and rugby, which are core values in the club.

A full calendar of social events is taking shape: home games, BBQs, intro week recruitment, summer friendlies, AD&D, end-of-season BBQ, and possibly a joint rugby weekend. The club’s strategy is clear: rebuild atmosphere, feed people, keep the beer flowing, and ensure Ja-tak can make coleslaw under supervision. – This event has passed – I hope Jatak ended up making a good batch of coleslaw and ribs. 

The Treasurer says finances are good, but outstanding subs, beer payments, passive memberships, merchandise ordering, old kit disposal, club ties, and the 60th anniversary all need attention. In short: the club is financially alive, administratively chaotic, and spiritually powered by shed beers.

If you, after having read the above points, still feel like reading the rest please go ahead. A fair warning though, the further content outlines the discussions as they have been captured by assisted intelligence, and may not provide full meaning of the official dealings of a committee meeting for mere mortal beings.

Meeting w. DTU earlier in the day, generally DTU are happy with us, especially impressed with the SoMe content. 

Exiles have been asked to clean up membership list. 

Head of ladies

Amanda excused, provided up from RD, not much news. Question should Exiles participate in the Spjald koloni through Gentofte, possibly difficult to have students spend their summer on this. We will leave it to the individual players.

Womens are second place after 1^st tournament, Exiles lend Speed players. 2 full teams for next tournament. Womens from visiting side (Netherlands) will join Exiles ladies for next tournament.

Mens and womes will meet up after the respective games. 

Much chatter on a projector on how to watch the finals at DTU and how to get this organized, Head of Mens will organize activities on the pitch, Social will organize meetup after the finals. Beer and food will be organized. Ja-tak was taught how to make coleslaw.

Discussions on theme for the weekend – police or cartoon characters – Simon suggest cartoon to facilitate cosplay.

The theme nights help a lot on the interactions on the social media.

Discussion on the branding and ROI for sponsors, Hannah has received info, but it lacks the ROI for the potential sponsors. Communications secretary will expand with data from SoMe interactions and reach to highlight the level of exposure that Exiles can provide. Specific potential sponsors were discussed. Target size of potential sponsors are being discussed, corporate vs. small businesses. 

Discussion on the new womens kit, which is ongoing. Ownership is needed, Hannah will follow up. 

Many teams have recently chosen to play in predominantly dark or blackish colours, which is complicating things. This will be taken up at the next parliament.

In any case the womens kit needs to be updated from a sizing perspective as it does not fit.

Communications secretary walks the committee on views on SoMe, and account updates. Discussions on the background music for the posts. Communications secretary loves the “Get ready” tune.

Discussions on strategy for increasing the number of followers on SoMe. Hannah has generally received a lot of positive feedback on SoMe of Exiles. Discussion on arranging a scheduled photoshoot. DTU would possibly shoot new photos of the club during training.

Discussions on what is the official channel for contacting the club. 

Communications secretary proposes a shared drive, somewhere to maintain Exiles files and pictures. Hannah wants pictures of the new committee.

Discussions on how to log onto the website. 

Also, a discussion on Head of Mens holiday in Anders caravan.

Communications secretary explains Treasurer how to link sponsors to the Exiles Instagram.

El Presidente provides a quick motivational speech on not having too many beers and excuses himself.

Discussion on stickers with logo and QR code to promote exiles.

Merchandise discussion, on having available stock for merchandise. Simon holds a story lesson. And underlines that we do not want stock. There are however some issues with how to order merchandise. 

A guide to buy merchandise should be prepared and made available on the website. 

Consensus is that the SoMe stuff is going really good and “we” are very good at doing this. Discussion on tagging individuals/organizations/etc. people wants flags next to names and stuff. It would overcomplicate things for Hannah. Suggestion to put a jolly roger next to the name. 

Social excuses recruitment. He has a spot for DTU at the intro week in September. Do a give away at the intro week. 1 bbq ticket if they follow us on SoMe. 

The secretary will have to buy his own ribs as he is not on Instagram.

SoMe resp. will attempt at making more posts with individual tags as it seems people prefer these tags. 

Titi re-iterates that AD&D is 21^st of November, event location is booked. Relationship w. Bootleggers good. Sasha manages the contact as single PoC. Six Nations Mens went well, Six Nations Womens not that well, very limited traction. Our Head of Womens admits she forgot about the Womes Six Nations.

The shed cleaning went well and was followed by a bbq. Many social activities are coming up in the coming time. 

First proper home game coming up. Simon stresses that we need not make ton of profit, but keep the atmosphere going especially as we have had limited home games the last year, so the atmosphere needs to be re-established.

Social is requesting the guys calendar for the fall as the social team is maintaining a social calendar to ensure appropriate activities. 

The big banner should be put up for events only, and then be dismantled when used, as it works as a sail. 

End of season bbq to be scheduled, same procedure as last year. 

Considerations are made for organizing a joint rugby weekend across the club, locations such as Sejrborg could be suitable. 

Activities around the summer friendlies are being organized. Mens wont join Scandinavian 7s this year.

Beer break.

Recap of DTU meeting:

DTU will create a pitch calendar which also includes maintenance schedule. The general vibe is that DTU cares little for the sports facilities and clubs. 

Requests will be sent for new door, mending of pitch etc. Discussions on a “club house” or possibilities for this, not a chance – so far at least. Maybe joined collaboration between clubs. 

Club membership to DTU gym, is not really an option. DTU and DTU sport are two separate entities.

A request will be send to expand the pitch to appropriate dimensions. 

w.r.t. winter training Lyngby does not seem like a viable option, as priority for the renovated astro will be given to football. 

Gentofte may be a viable option for a weekly training outside. With option for payments. Ideally book winter training ASAP to ensure availability, possibly with the oldest from Gentofte. Indoor training in the sports hall is not a viable option. 

Head of Mens and Womens will coordinate off-season winter training together with Mandy. Gentofte should be invited to Mens training over winter, if the pitch is arranged through Gentofte.

Womens would like to use the running track for off-season training, as an option.

Additionally – funding to be applied for more training equipment, tackling shields, mats etc. 

The code to the shed will be shared on an as needed basis. It is not really an issue as we have not had break-ins from club members, but from outsiders. 

Head of Mens.

Good start of season, a good game against Frederiksberg, victories against Odense and Hundested. Former player Andy Woods have joined as forwards coach. 

Joined training session on Thursday 7^th went well, but we need to be better at informing the team so they know new players are coming to facilitate integration. 

A formal collaboration agreement should be prepared, Ja-tak has begun but has been prevented. An official/unofficial collab post could also be made with to outline the collab.

The pitch inspection completed w. Michael Lay (RU) the pitch is not wide enough, he would reach out to DTU to expand the width of the pitch. 

Treasure goes through the financials, all good. Discussions on making a “passive type” membership. To supplement the social membership. 

Head of Mens and Womens to check for outstanding Subs. 

Remember to pay for beers in the shed.

AOB

The development tournament was poorly organized, and there was a lack of support from RD. Exiles spent 15k on the setup, but there were hardly any attendees, and no refs were made available. We do not see that RD supports the development of the game sufficiently. 

Some old stuff left over from Corona times and old kits, this will be auctioned off, or lottery ad summer bbq or ADD. 

Ties, the club wil buy 200 ties and re-sell them at 150/160. Considerations for the 60^th have begun. 

Head of mens will look to re-start singing etc.