## **Trustee Annual report 1[st] April 2023 to 31[st] March 2024** ## **Geek.Zone** Charity Number: 1182126 Address: UNION HOUSE 111 NEW UNION STREET COVENTRY Postcode: CV1 2NT Telephone number: 03000 3000 30 Email address: hq@geek.zone Website: www.Geek.Zone Bank: NatWest ## Contents A Summary from chair Social Media Charity Officers Objectives and Activities Constitution Organisational Structure Risks New Trustees Achievements and Performance Looking forward Accounts ## **Social Media** Geek.Zone HQ Geek.Zone/Coventry Geek.Zone/Chelmsford Geek.Zone/London Twitter @GeekZone Facebook /OurGeekZone Twitter @GeekZoneCov Facebook @GeekZoneCov Meetup GeekZoneCoventry Twitter @GeekZoneChelms Facebook @GeekZoneChelms Meetup GeekZoneChelmsford Twitter @GeekZoneLondon Facebook @GeekZoneLondon Meetup GeekZoneLondon **Trustees** **James Geddes: Chair & CEO** **Hannah Geddes: Secretary and Coventry Regent** **Matthew Wadland: Treasurer** **Kate Rees: General Trustee** ## **Volunteers** **Gershom A Chris P Jennifer L** **Developers committee Lead** : James Geddes Team: Sam W, Jack B, Giulio G, ## **Objectives and Activities** The objects of the CIO are: The promotion of social inclusion for the public benefit of the public who are socially and economically excluded on grounds of mental ill-health, who experience high levels of social anxiety and difficulties with social interaction by providing assisting in the provision of advice, guidance, support and educational activities. For the purpose of this clause ‘socially excluded’ means being excluded from society, or parts of society, including access to employment, as a result of disability or mental ill -health. ## **Aims:** Geek.Zone runs events in the community to promote social inclusion and mental well being by giving members a likeminded social network to become part of, including but not limited to board gaming, LAN parties, coding education. ## **Activity:** This year we carry on with in-person events and online events with Pint night with change of venue, Black Country museum, Mcm comic con, Among us online. We also did Auto sport international and Maker central with new event Coventry improv. ## **Constitution:** The Geek.Zone governing document is the Geek.Zone Constitution. This is available at Geek.Zone/Constitution. ## **Organisational Structure** Geek.Zone is comprised of Four Districts; Geek.Zone/Coventry Geek.Zone/Chelmsford Geek.Zone/London Geek.Zone/Discord a 3FThMi These Districts work together to build the community as a whole, they are not separate charities. Geek.Zone has a Trustee board and a "Let's Do This" or "LDT" team. The LDT team might also be known as a steering committee elsewhere. Together, they ensure that the day-to-day tasks are executed. This is coordinated using "Trello" boards at trello.com/geekzone and discord. ## **Decision Making:** Major decisions are made by way of a ballot of all Geek.Zone members. This includes but is not limited to; The appointment of Trustees Constitutional amendments:-Day-to-day decisions are made by a way of a show-of-hands at “Let’s Do This”, LDT, team meetings. Also some decisions have been done on discord text chat service this allowed our member to get more involved in decisions of where the charity goes. Related Parties Geek.Zone does not have any subsidiaries. ## **Risks:** As with all organisations, there are many risks that Geek.Zone faces. The trustees have identified the following as major risks and mitigate them as described. ## **Damage to Reputation:** Geek.Zone has always worked hard to build an excellent reputation in its communities. This has taken years to achieve, and could be destroyed in moments. Damage to the Geek.Zone reputation could lead to; - Loss of members - Loss of partners - Cease of operations In order to mitigate this risk, the Geek.Zone Trustees think very carefully about who Geek.Zone forms any type of relationship with. Full "due diligence" research is carried out before entering into a relationship. Criteria include but are not limited to; - Financial conduct - Leadership & membership conduct - Third party reviews - Incorporation data - Known associations For example, an organisation that has; Seen allegations of abusive leaders Published member data against GDPR Aggravated third parties Would not be one that Geek.Zone would ever partner with. Even if those problems were resolved, the damage to the reputation of that organisation would clearly be so severe that it could not be ameliorated overnight. Allowing Geek.Zone to associate with such an organisation would negatively impact the good reputation that Geek.Zone has worked hard to build. ## **Funding Decline** Geek.Zone currently receives 100% of its financial support from its members. A decline in Geek.Zone membership would impact the funds available to carry out Geek.Zone activities, seriously limiting what could be achieved. In order to mitigate this risk, the Geek.Zone Trustees and LDT team advertise to key target groups through Facebook and Meetup and our Membership system for those who have tick GDPR box and advert on discord and our Just Giving page which we have added. During the cost living crises we saw a decline in donations and other income. To mitigate this we have signed up to ‘easy fundraising’ Redbubble shop platform and charity hive. ## **Inadequate Insurance:** As an unregistered charity at the time, Insurance had been very difficult for Geek.Zone to obtain. This has meant that we are risking our resources in the hope that they will not get damaged or stolen. In order to mitigate this risk, Geek.zone has insurance which cover: **Public Liability and Employers' Liability Public Liability Limit: £5,000,000 Employers' Liability Limit: £10,000,000 Professional Indemnity and Trustees Liability Limits: £250,000 Cyber & Data Risks Limit: £50,000** ## **We have renewed with Markel Direct** **£198.24** we paid this over 9 months £19.82 month 1 at £19.86 ## **Loss of Data:** In the worst case scenario, loss of all Geek.Zone data would lead to a loss of income as we would not be able to contact members. Without a website, meaning we would also not be able to publicise our activities. The Geek.Zone Trustees mitigate this risk by; Ensuring that regular backups are taken Dealing with providers that have resilient systems Using LastPass to store all passwords ## **Fraud** : The risk of fraud is one that the Geek.Zone Trustees take very seriously. For example, identity theft could lead to debts being incurred in the name of Geek.Zone or unwanted associated being sought. The Geek.Zone Trustees mitigate this risk by monitoring the Geek.Zone bank account very closely and by communicating with others through official channels. Currently, only Trustees and LDT Team members have @geek.zone email addresses. Anyone that is not using a @geek.zone email address is not operating with the backing of the Geek.Zone community. The Geek.Zone Trustees are also looking to implement an SSL certificate. This will further identify that the version of Geek.Zone that a visitor is viewing is correct and secure. ## **New Trustees:** Recruitment of Trustees is carried out through member engagement. The existing Geek.Zone Trustees send communiqués to the Geek.Zone community before each Annual General Meeting, requesting that members step forward. This is sent using email, SMS and social media. Trustees are appointed through election by the Geek.Zone community. As there is no limit on the number of Trustees that Geek.Zone can have at any one time, the ballot is held to "Appoint" or "Not Appoint" individuals, rather than having them stand against another candidate. A Trustee is expected to fulfill the commitment they have made to our Geek.Zone community and serve for their entire 12month term. Should extenuating circumstances force them to stand down, the remaining Trustees can appoint a replacement if; The total number of Trustees is less than three or, One of the required positions is left vacant; - Chair - Secretary - Treasurer Wherever possible, the Trustees will hold a by-election in preference to appointing a new trustee without the approval of the Geek.Zone Community. No other parties are currently permitted to appoint Geek.Zone Trustees. Trustee Induction & Training All information required by a new Trustee can be found at Geek.Zone/Trustee. Existing and outgoing Trustees also provide personal support to new Trustees. ## **AGM:** This was held online on 25 November 2023 as the venue last time was too loud. The next one will be held on the 30 November 2024 online. ## **Grant Spending** Overclockers MSI Raider GE68 NVIDIA RTX 4070, 32GB, 16.0" UHD+ 120Hz, Intel i9-13950HX Gaming Laptop: £2,407.98 Xtools XTOOL D1 PRO 40W LASER CUTTING BUNDLE - GOLDEN RED / D1 PRO 10W MACHINE + RA2 PRO + RISERS (8 PACKS) + AIR ASSIST + 40W LASER MODULE |: £2,810.74 ## **Venues/Online/Events** **Coventry Pint night:** is every week we used these venues this year Golden Cross, 8 Hay Lane, Coventry CV1 5RF Town Crier, Corporation St, Coventry CV1 1PB Castle Grounds, 7 Little Park St, Coventry CV1 2UR **Chelmsford Pint night:** is every two weeks The Two Brewers, 80 Springfield Road, Chelmsford CM2 6JY What happens at these events is we chat, eat and play tabletop games. ## **Online Pint Night and Gaming Online** Online pint night and Gaming online we chat and play some online games using Discord, this allows members from across the country and around the world to join in Geek.Zone online community. Games like Among us, Skribbl, Gartic phone and Jack box games, Fall guy, Goose Goose Duck. ## **Geek Quiz Geek Retreat** This event is held every 2 weeks in Geek retreat in Coventry the quiz is hosted on Warp point which other team across Geek retreat franchise enter and prize are giving out to winner. This then went to just within Coventry geek retreat and quiz written by people who work there or by people who attended the event. ## **Dev/Code online** This event is on Sunday and a few were done on other days as well. Anyone can join in, no skill needed, as the event is about helping to learn new skills and also for people who do it for their living. They been working on a website and doing testing on membership system. They have been using Python, Django, Html, CSS, JavaScript, terraform, AWS SQL Kubernetes etc. All this is done through our Github account. - Microsoft, USD$3500 annually, to support our technical capabilities this - carry on from year before **free item no cost** - Atlassian, USD$3450 annually, to support our technical and support capabilities **free item no cost** - JetBrains, GPB£2495 annually, to improve our coding **free item no cost** - Docker, USD$300 annually, to publish our software **free item no cost** - GitHub, GBP£240 annually, to improve our coding **free item no cost** - BitFolk, GBP£64.90 annually, to support our technical capabilities **free item no cost** Most of the above item is free unless stated, the cost is in dollars and pounds, is if we had to pay for it. ## **GeekGrub** This is held at restaurants in Coventry area at different venues including European, Asian, Middle Eastern, South American and general pub style food, **Venues:** Wagamama 7 Bone Hello Vietnam Farmhouse Al Bader Toros Bella Italia Turtle Bay Pizza Hut The Lazy Monkey Unami World kitchen ## **Ten Pin Bowling** This is held at the Tenpin in Coventry, we rsvp and pay at the venue but due to one event where did not get lanes, we started a new system using meetup add on which allows PayPal payment and Geek.Zone pay it for those who have paid. We have mixed ability bowlers. ## **Cinema** This is held at Showcase cinema Walsgrave. We pick a film before hand and then meet at the cinema and find best time for watching Film we have watched: John Wick 4 Guardians of Galaxy 3 The Flash Mission Impossible Dead Reckoning Part One Oppenheimer A Haunting In Venice The Hunger Games: The Ballad Of Songbirds And Snakes Aquaman and the lost kingdom Madame Web Dune Part 2 ## **Comic Con, Gaming Festivals and Other Events** **Geekzone does Star Wars celebration Excel London Apr** : guest and panels, new movies, television shows, books, art, and comics. **Uk games expo NEC June** : uk biggest hobby gaming event play table top games listen to seminar or show support new publisher and developer of games. https://www.ukgamesexpo.co.uk/ **Archery Skreens Park Activity Centre May** : 2 hour longbow session. **Beer and cider festival Admirals Park July** : food, drink, music and family activities **Chelmsford sausage and cider festival Central Park July** : music, food, drink and family activities. **Arcade Sept:** held at the Four Quarters arcade in Elephant & Castle it was open to Chelmsford and London members 2 retro game console N64 and Ps2 and the bar. **Comedy club Aug:** Comedy Club at the Lion Inn in Chelmsford 4 comedians and nigh of comedy. **Ninja warrior Chelmsford uk Nov:** Geek.zone Chelmsford did this activity Ninja Warrior inflatable/obstacle course they stay for an hour and then go out for food. **EGX Oct:** Games & Experiences, Stages & Panels, The Leftfield Collection, EGX Theatre, EGX Live, GI Academy, Portfolio Reviews, Cosplay Central, Retro Zone, Tabletop Zone, Console Corner, Video Game Library, EGX Merch, After Hours - and more. https://www.egx.net/london/en gb.html **Mcm London May/Oct, Mcm Birmingham Dec, Megacon Birmingham Mar 24, Insomnia gaming festival i70 Apr/ i71 Sept/ i72 Mar 24 and Showmaster London July:** Held at the Excel London and Birmingham N.E.C. and Olympia London Comic con and gaming festivals event have comic book TV, movie and YouTube guests, tabletop games, retail, computer and console games and Hardware software, cosplay, panels and shows and artist. Ill,, iy IT 41 **Free Comic Book Day May:** Geek.Zone would go across Coventry and Warwickshire, collecting as many free comic books as possible. This is a great chance to grab some extra comics and manga at a discounted price, but this year we are only able to visit Forbidden Planet Coventry. So, we meet at MacDonalds 8:30am, have breakfast together before heading over to Forbidden Planet. This is what we would normally do, sharing brekkie together is a lovely opportunity to have a chat and imagine what comics and other freebies we can get! **Maker central May:** Crazy inventions, interactive displays and the latest tools and tech for you to drool over. Meet your favourite YouTube stars like Colin Furze. Get creative, be inspired and you can even make something to take home with you. https://www.makerscentral.co.uk/HOME **Motofest June:** Held in Coventry city centre with thousands of people and car displays, live motorsport, classic car and parades also manufactures display, music, art, film and food. https://www.coventrymotofest.com/ MEOQ RHD **Gravity festival Aug:** This event held at Birmingham N.E.C 10,000+ enthusiasts & families, 100's of Europe's best show cars, 100's of exhibitors, the UK's wildest live action, Supercars, Hypercars and much more at Gravity Show 2023! https://gravityshow.co.uk/ - The best live action displays in the UK - 100's of Europe's best show cars - An event for the whole family to enjoy over a whole weekend - Food & drink outlets - Live music & DJ's - 100's of Exhibitors - Biggest Liberty Walk Display in the UK - Mercedes F1 Simulator - Live BMX'ing - Supercar Displays - £1million+ Hypercar Display - Indoor & Outdoor display areas ITY SRA ITY **Picnic Sept:** This was held in War Memorial Park Coventry. Join us as we say goodbye to Summer and hello to Autumn for a lovely little get together. Bring food, drink, blankets, camping chairs - whatever you need to make yourself comfortable and some games! **Black Country Museum Oct:** Held at Black Country Living Museum, Discovery Way, Dudley. Experience sights, sounds, smells, and tastes of the Black Country as you explore shops, houses and industrial workshops rebuilt in our canal side village and high streets. From the Industrial Revolution to postwar prosperity, discover the history of a small region that made a big impact on the people, culture and industry of the world as you say “ow am ya” to the people that made this place home, from metalworkers and miners to nurses and schoolteachers – and even a pub landlord or two. Plus, you can enjoy true beef dripping chips from the authentic Victorian chippie and hard boiled treats from the sweet shop. Black Country Living Museum, Discovery Way, Dudley, DY1 4AL https://bclm.com/ **Auto international 2024 Jan:** Held in Birmingham N.E.C Join Us for Autosport international 2024 Engineering, Motorsport, Performance, Action Arena indoors. Cars from f1 and other motorsport to tractor pull racing display and live action from different vehicles in the arena. https://autosportinternational.com/en EMP&ERI,' L,41, **Coventry improv monthly:** Held in Coventry Baxter Baristas. A fun night of improv in a relaxed coffee shop that sells drinks, cake and some alcohol. Sit back and relax to night of madness and hilarity as Coventry improv take centre stage. No two performances are the same as each performance is built upon the ideas from the audience. **Fargo Geekout Mar 24:** Held at Fargo village market hall Coventry with Zepic Games and Events for an array of boardgames suitable for all ages, while Surprise Encounter beckons brave souls to partake in Dungeons & Dragons quests, live 3d printer, market stalls and cake shop. ## **Boardgames Parlour/Geek Retreat And Games night** This is our board gaming event which is held Geek Retreat in Coventry and The Globe, Hotbox, Cranham Community Centre Upminster, The Ardleigh Chelmsford and Essex area . We play the large board games like Scythe, Betrayal at House on the Hill, Imperial Settlers, Cobra paw and Star Trek: Catan and other games. |FundraisingRegulator|Charity|Demonstrates that we
fundraise responsibly| |---|---|---| |National Council of Voluntary
Organisations|Charity|Helps with volunteering
matters| |VoluntaryAction Camden|Charity|Local volunteering in
Camdem| |VoluntaryAction Coventry|Charity|Local volunteering in
Coventry| |World Association of Non
Governmental Organisations|Charity|Representation of NGOs on
theglobal stage| |Creative Commons|Community|Commitment to open
sourcepublications| |International Association for
CommunityDevelopment|Community|Helps us to develop our
community| |UK Youth|Community|Helps us to help young
people| |National Suicide Prevention
Association|Mental
Health|Guidance on how to
prevent suicide| |Zero Suicide Alliance|Mental
Health|Guidance on how to
prevent suicide| |Institution of Analysts and
Programmers|Tech|Support for our techie
members, discount on IAP
membership for GZ
members| |Linux Foundation|Tech|We develop software for
Linux| |Open API Initiative|Tech|Allows us to contribute to
the OpenAPI standard| |Open Source Hardware
Association|Tech|Commitment to open
source hardware and
greater access to the
community| |Open Source Initiative|Tech|Commitment to open
source software and
greater access to the
community| |OpenUK|Tech|Represents UK open source
in Britain andglobally| |Inclusive NamingInitiative|Community|Guidance on Language
used| ||2017|2018|2019|2019/2020|2020/2021|2021/2022|2022/2023|2023/2024| |---|---|---|---|---|---|---|---|---| |Pint Night|343|1329|1385|1444|479|1162|912|870| |Geekgrub|23|117|94|124|21|36|103|78| |Retro Gaming|78|361|249|267|0|0|0|0| |Cinema|20|75|86|93|17|41|57|32| |Free Film Fargo|23|26|0|0|0|0|0|0| |Invade..|11|21|31|31|0|0|0|0| |Comic con|13|29|39|34|0|0|26|50| |Geek Quiz|11|25|3|0|0|0|0|160| |Home film night|14||0|5|196|188|45|0| |Halloween|5|6|2|2|0|0|0|0| |Geekzone gaming||88|95|93|0|151|209|274| |Theater||5|0|0|0|0|0|0| |Other||69|304|266|34|35|57|49| |Ten pin||49|97|93|0|37|57|39| |Code||16|12|7|175|242|127|114| |LGBT+geek|||13|52|0|19|38|0| |per event||||||||| |Pint Night|19|26|27|25|9|15|12|9| |Geekgrub|5|7|8|10|4|9|8|7| |Retro Gaming|20|26|21|21|0|0|0|0| |Cinema|5|5|5|5|4|4|5|3| |Free Film Fargo|4|3|0|0|0|0|0|0| |Invade..|6|5|6|5|0|0|0|0| |Comic con|4|3|4|4|0|0|3|6| |Geek Quiz|11|6|3|0|0|0|0|7| |Home film night|7||0|5|5|5|4|0| |Halloween|5|6|2|2|0|0|0|0| |Geekzone gaming||7|11|2|0|8|9|6| |Theater||5|0|0|0|0|0|0| |Other||6|14|9|3|4|5|5| |Ten pin||7|8|8|0|7|6|4| |Code||2|2|1|4|5|3|3| |LGBT+geek|||13|9|0|5|8|0| We saw more people going to the quiz and board game event and a small drop in pint night due cost of living and. We also saw increase in our online community as well. We have 70 paid up members at this point 01 April 2023 to 31 March 2024. Members are mainly in the Midlands area and in the South East area as well as some from the South west, there are also some from outside of the UK. ## **Accounts** Insurance is £215.82 this included 2 month from old insurance £28.61and 7 months at the new rate of £19.82 and 1 month at £19.86. We have got easy fundraising donations from members spending on goods and service totalling £124.56 in the donation section. Links Redbubble https://www.redbubble.com/people/geekshopzone/shop?asc=u Easy Fundraising https://www.easyfundraising.org.uk/causes/geekzone ## **Inventory** Man of steel Book Death of the planet of ape Book Arrow book 5 funko pops Gremlins mug Alien book Uno Wild 3 copy og Monopoly Back to the future mug Cluedeo Mario Checkers Puzzler cube Herd Mentality Matchify Among us Battleship card game Batman funko Connect 4 grab and go Draughts Monopoly grab and go Ludo ## **Profit and Loss** ## **Geek.Zone** ## **For the year ended 31 March 2024** |**Profit and Loss**
**Geek.Zone**
**For the year ended 31 March 2024**|| |---|---| ||**2024**| |**Turnover**|| |Donations|797.29| |Geek Zone Events|331.24| |Gift aid|144.88| |JustGiving fund Donation|31.00| |Membership|89.00| |Sales|9.22| |**Total Turnover**|**1,402.63**| |**Gross Profit**|**1,402.63**| |**Administrative Costs**|| |Bank Fees|52.26| |General Expenses|271.90| |Insurance|215.82| |Storage|1,445.22| |Subscriptions|579.40| |Web hosting expenses|160.50| |**Total Administrative Costs**|**2,725.10**| |**Operating Profit**|**(1,322.47)**| |**Profit on Ordinary Activities Before Taxation**|**(1,322.47)**| |**Profit after Taxation**|**(1,322.47)**| Profit and Loss Geek.Zone 18 Jun 2024 Page 1 of 1 ## **Balance Sheet** ## **Geek.Zone** ## **As at 31 March 2024** |**Balance Sheet**
**Geek.Zone**
**As at 31 March 2024**|**Balance Sheet**
**Geek.Zone**
**As at 31 March 2024**| |---|---| |**31 MAR 2024**|| |**Fixed Assets**|| ||**Tangible Assets**| ||Computer Equipment
2,534.44| ||Games and collectibles
480.63| ||Less Accumulated Depreciation on Computer Equipment
(934.83)| ||Less Accumulated Depreciation on donation reserve
(33.04)| ||Less Accumulated Depreciation on Office Equipment
(296.78)| ||Office Equipment
379.49| ||Plant and Machinery
3,559.04| ||**Total Tangible Assets**
**5,688.95**| |**Total Fixed Assets**
**5,688.95**
**Current Assets**|| ||**Cash at bank and in hand**| ||GBP PayPal
30.20| ||GEEK.ZONE
5,438.68| ||**Total Cash at bank and in hand**
**5,468.88**| ||MyInventory
167.63| ||**Total Current Assets**
**5,636.51**| |**Net Current Assets (Liabilities)**
**5,636.51**|| |**Total Assets less Current Liabilities**
**11,325.46**|| |**Net Assets**
**11,325.46**
**Capital and Reserves**|| |Current Year Earnings
(1,322.47)|| |Donation reserve
(78.95)|| |Retained Earnings
12,726.88|| |**Total Capital and Reserves**
**11,325.46**|| 18 Jun 2024 Page 1 of 1 Balance Sheet Geek.Zone ## Geek.Zone ## Notes to the Accounts For the period 1 April 2023 to 31 March 2024 ## 1. Accounting Convention The accounts for the period 1 April 2023 to 31 March 2024 have been prepared on an accruals basis in accordance with applicable accounting standards and the Charities: Statement of Recommended Practice applicable to charities preparing accounts in accordance with the Financial Reporting Standard applicable to the UK and Republic of Ireland (FRS 102) (effective 1 January 2016) - (Charities SORP (FRS 102)) and the Charities Act 2011. ## 2. Going concern The charity's financial statements have been drawn up on a going concern basis as the Trustees have no reason to believe that the charity will not continue in operation. ## 3. Income and Expenditure Income is recognised on a receivable basis Expenditure is recognised on an accruals basis. ## 4. Creditors |Accruals Markel insurance 2 months total
Other creditors (unclaimed expenses)|===========
2024
£39.64
0
£39.64| |---|---|