Per the constitution you guys missed some things:
“To plan a LAN event, these questions must be answered. The first 5 questions must be voted on.
When will the LAN event occur?
What time will it start and run until?
Where will it be held?
What game will be played?
Will multiple games be played?
How will those games be supported?
Who will sponsor the LAN event?
What will they donate to the LAN event?
How many banners and flyers are needed to advertise the LAN event?
What type of food will be served?
How many of that type of food will be needed?
How many drinks will be needed?
How many people will be allowed to attend?” (WCU Gaming Club Constitution, 2006)
Granted the place was voted on at the last meeting, and the date was forced, it is still a good idea to follow protocol and vote them in anyway. Good job on the minutes!