Minutes of meeting: Exiles committee August 24^th 2026.

Agenda:

1. AoB
2. Sponsors
3. Shed
4. Website
5. Subs & Licenses
6. ADD
7. Ties
8. Winter training
9. Short status

First point under AoB: 

Recruitment and Rookie day

Recruitment week at DTU ongoing, the club is represented but more support from active players is needed. 

Rookie day is planned for September 8^th. At the time of the meeting insufficient information had been shared, which may have been the cause for insufficient numbers signing up. 

3 points decided for rookie day:

At the time of preparing the minutes, both events have been held, seemingly successful. What remains to see is how well new players stick and are integrated into the team.

Conclusion, earlier and clearer communication on larger recruitment events is required to activate more people. Head of Mens and Head of Ladies should be informed earlier to ensure traction in the teams, and generally when people sign up there should be better information about expectations. 

Short note Exiles is, as always, trading hotdogs for followers on SoMe.

Member activation

Currently there are concerns about member involvement in the operation of the club – especially during key event such as recruitment week. It has been worse, but that is no excuse. Different incentives were discussed, but ultimately club members should want to participate in the operations and development of the club. 

Decision: Nick will draft a letter on behalf of the committee which will be distributed to club members, channel to be decided. But must be limited to the internal club channels. The letter will be an aim to address the lack of engagement and underline the: Ask not what the club can do for you, but what you can do for the club mentality.

Sharing of posts

It was discussed that, the author forgot the name, shares posts from private groups which cannot be seen by the recipients. So, it should be published rather than shared or the text should be copied.

Visual identity and Merch

The club needs to revive the visual identity, and mor mech is needed. Existing members are training and flashing Exiles merch. However, newer players have no option for buying merch. 

The existing platform for mech was way mor expensive than initially anticipated, a cap is about 300.- We are not locked to the current Merch provider. 

Komkom who is currently responsible for handling Merch, is stepping out of the role. Fabio volunteered to replace. Ja-taks comment from 1 prop to another.

Hanna was about to contact a polish manufacturer, as alternative. 

The benefit of Macron was that there is a possibility of not having stock on hand which is preferable.

No clear decision. Apart from Fabien taking over the baton of merch. 

Note: Fabien is to be included in committee chat and invited for committee meetings. 

Article in the post:
Hanna suggests to spend money on an article in Copenhagen post rather than on Instagram, in order to reach a wider target than those who subscribe to the profile. Last was in 2017, the article will be attempted to be pushed to before September 8^th. 

The suggestion was widely accepted. The article was successfully posted on September 4^th 2026. https://cphpost.dk/2026-09-04/sponsored/exiled-in-denmark-united-by-rugby/.

Additional note: It would be good if we can get match reports posted in the post, this was done back around 2013, however authors for the match reports will be needed.

A side discussion on practicalities on recruitment day and rookie day evolved. As the events have passed the planning will be lost in the fogs of time. Together with the reason for why Exiles Ladies were banned from Tinder. 

Sponsors

Hanna opens the agenda, with the Sponsor point.

As other clubs we should remember to thank our sponsors in SoME posts, however she is uncertain who the active sponsors are at this stage, and if they would like to be involved an “be thanked” (honestly who wouldn’t like to be thanked). 

As we are looking for more sponsors, we should be clearer on the value add and exposure that we as a club can provide. 

Sponsors of Exiles may not use DTU as part of marketing, and we cannot claim that we have affiliation DTU, but we have affiliation to DTU Sports. 

Decision: A task force for sponsors is needed, Titi will head this up.

Decision: Sponsor info on website must be updated, revisited on website point.

Some good news:

The backroom will re-open September 23^rd and be available for events and post-match gatherings. A social event should be created to celebrate this.

Shed

The conversation transitioned from sponsors to The Shed. The current state is unacceptable, we are at this stage unable to properly lock the shed door. Simon and Mandy will reach out to DTU contact and try to apply what-ever pressure to get the shed door fixed. As we need a proper door that can be locked properly.

Website

Hannah would like to make the website more sleek and with a stronger visual identity. We are facing the issue that with the current hosting format we have very limited options for changing the layout of the website. 
 Hannah has been given as much access as possible. Hannah has post meeting tried to make changes but fallen short the work continues. 

Sub & Licenses

As usual Subs must be paid. Head of mens and ladies must make sure that subs are paid and help enforce no pay – no play. Especially for 2^nd half subs.

ADD

ADD will be November 21^st – same venue as last year. 

Same year as DTU graduation, hopefully this will drive for former students to participate. 

Simon will reach out to Tom to get quotes for two different types. Titi considers looking into alternatives to spice things up.

Titi will reach out to Simon regarding budget for ADD.

Ticket sale to be launched during September – Titi to reach out to Philippe when time approaches.

It is important that the invite outlines how good a party it is, and the head ofs help promote the event together with senior players. 

The dates for pre-meetings should be set ASAP. 

Photos from last ADD will be shared w. Hanna.

Ties

A new shipment of ties has been received, a tighter control must be kept they will be sold a bit higher than last. Titi will drop by and pick some up prior to recruitment. Further tie sales will be managed by Ja-tak, delegation may be required. New price to be set and communicated by Simon. 

The new price will be 150 per tie.

Winter training

Winter training is an ongoing topic:

The mens team refrains from using the indoor DTU training facilities. The womens will be using the indoor facilities to the extent possible based on the training planned.

Many options were floated w.r.t. where and when outdoor winter training could be, no clear decision was made, only that the efforts will continue. And that a solution must be found as soon as possible.

Rountable:

Ja-tak (head of mens)

Things are going good generally w. the main team. However there has been a number of players who moved on, thus the team is struggling somewhat to fill key positions such as props. Focus is on recruiting players to strengthen the ranks, which combined with players returning from injuries should make a strong competitive side for the season.

Amanda (Captain)

The new tournament structure is still cause for concern and frustration; the club will collect and provide feedback after the tournament has ended.

Titi (½ of social)

Primary focus on supporting recruitment and the ADD – se previous section from agenda.

Hanna (Comms)

Discussion on hotdogs and rookie day.

Comms will include more practical information on how to join the club etc.

Also there is a general lack of updates and content from the mens team. Which makes targeted information to recruit more to the mens team will be difficult. 

Ja-tak to ensure more information from the mens team towards Hannah.

Suggestion to have match reports, but it will require a dedicated author at all games, this have historically been injured players on the day. 

Same w.r.t. line up – they should not be sent 1 a.m. on the night before.

Lucca (Recruitment)

One of the big weeks – focus on recruitment week and rookie day.

Titi (½ social) again

This is the busy part, upcoming international tournaments, ADD and the season. Focus will be on strengthening the relationship w. bootleggers. 

Again, help is needed from players to support the events throughout.

Titi will try to open up an account with inco to buy in bulk. 

Focus will be on reviving traditions in the club.

Simon (Treasurer)

Pay bl**** subs. 

Discussion on how much the club support players who get international opportunities, especially strong from the ladies side. 

No clear decision was taken it was discussed and cornered until we’ve seen the final bill for busses.

It is uncertain where the technical stuff for match recordings is stored 

Sophie (head of ladies)

The ladies will be going on a 15s tour – a first in Danish rugby, Exiles will be visiting Berlin.

Denmark 15s also consists mostly of exiles, limited sponsorships. Scandinavian 7s played w. CSR, it was good fun.

Nick (El presidente)

No news.

New standard meeting time is: 5.30 pm. For committee meetings.

Next meeting in week 43/44 starting October 12^th and 19^th respectively.