[Deptheads] Minutes and notes from meeting 30 March

[Patrick Havert]

Folks,

I can't see how minis will fit into the end of the ballroom.  They should 
also get the Penthouse, as last time even though the Ballroom E-F was not 
full, it used at least 60% of that space, and filled the Penthouse.

I know the LARP crew wants it for at night, but we need to be realistic 
about the space we have.

-Patrick


----- Original Message ----- 
From: "Eric M. Aldrich I" <ealdrich at apple.com>
To: "deptheads" <deptheads at polycon.org>
Sent: Monday, March 31, 2008 10:42 AM
Subject: [Deptheads] Minutes and notes from meeting 30 March


> Agenda 30 March, 2008
>
> 0. Lunch
> 1. Welcome Announcements
>     - Tim Keennon: Computers
>     - Robyn Nixon: Assistant Miniatures
>     - Round table (nothing of note)
> 2. Orccon
>     a. What did you think?
>         Con went well
>     b. What went right?
>         The Hotel Staff
>     c. What went wrong?
>         The Hotel
>         - Parking
>             Parking lot across the street. $10/day?
>             Hotel parking is being improved.
>     d. How did we do?
>         1400 people est. Best since 2003.
> 3. Gamex
>      a. Publicity
>         - Flyer
>     Need details for flyer by end of week.
>     Get flyers to Robyn for ConQuest LV.
>     Get flyers to Heather for Devi.
>         - Special Guest
>             Zev (Z-Man) Shlasinger - Special Guest
>             Jason?
>             Matt?
>             People able to pitch game designs.
>         - Special Events
>             D&D 4th Ed Premier
>         - News Items
>             We need them for the front page
>      b. Layout/Room Changes
>         Ballrooms: as before -- open wall between D & E
>         Foyer: same as Orccon
>         Catalina: same as Orccon, except F only storage, payouts (no 
> games)
> La Jolla A/B: Computer Room/Seminar and Movie Room
>         No 3rd floor
>         Laguna, Malibu, Newport -- all RPG/LARP
> CCGs and BGs might share part of the CCG room. (Victor and Patrick H  will 
> coordinate as necessary)
>         San Jose for BGs, Special Events
>         Century: RPGA
>         Cabanas: RPG, LARP
>         Penthouse: LARP, RPG, long BGs
> 4. Website
>     a. Event specific required fields in Run/Edit event
>     b. Sign-up sheets done
>     c. Previous con event lists available
>     d. Requests
>         - RPG limited time options
>         - News submission form
>         Special events page
>         World Wide Web email
>         Robyn email of approved.
>         Forum link to a please login page, change menu link in index.
>         Roommate list on forum.
>         Run Event staff approve option. No approve request sent if 
> approved checked.
> More obvious menu items. Menu rollovers
> Set target = a name (not _blank) for gallery pictures.
> ***** Windows testers needed for the website, especially Vista. XP  also 
> needed for thorough testing.
>
> 5. Game Library
>     Need to contact companies about donating games to con. Eric  Burgess 
> to head
> 6. Deadlines
>     Fri, 4 April
>         - Flyer to printer
>     Fri, 11 April
>         - Mail flyer
>     Fri, 25 April
>         - Room lists to Norm and Eric A.
>     Sun, 27 April
>         - Next meeting, LAX Radsisson, 1 pm
>     Fri, 2 May
>         - Hotel room reg deadline
>     Sat, 3 May
>         - Special Facility Requests due
>     Sat, 10 May
>         - Event pre-reg on
>         - Event listings for conbook due
>         - Ads for conbook due
>     Mon, 12 May
>        - Volunteer lists to Tracy/Mary
>     Mon, 19 May
>        - All pre-reg off
>        - Conbook to printer
> 7. Q & A
>     Departmental packet of forms.
>     Badge number needs to be on the badge.
>     Get contact info at reg desk for kids badges.
>     Liability form for all child badge. See PolyCon.
>     Emphasize to volunteers that every person must have a badge to  play.
>     Write down the badge number on signup sheet on check in for game. 
> Ensures badge and helps to confirm name spelling.
>     Blizzard might be out for Gateway.
>     Announcements of things starting or closing.
>     Get guests lined up for next year in Oct - Nov.
>
>     Windows testers needed for the website, especially Vista. XP also 
> needed for thorough testing.
>     Ask Aaron if he would be able to do more signs, if we give him  the 
> graphics.
>     Ask Norm about a PVC banner poles.
>     Consider having more made for banners for headquarters.
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