[Deptheads] Meeting notes from 26 June

[Eric M. Aldrich I]

0. Lunch
1. Welcome and Annouoncements
	Patrick Saul - Gone (after two successive "family emergencies" put  
him somehow at Fanime)
	Robert is stepping down, but not leaving completely.
	Eric D is taking over publicity.
	Lori Assistant of Boardgaming
2. Gamex
	a. How did we do?
		1020 (approx. 250 voluteers, 50 exhibitors, 30 staff/special guest/ 
other)
		Still lost money, but it's not too bad -- we overspent on publicity  
mainly
	b. What went right?
		4th Ed went well
		Computer room
		Foyer events (paint and take, demos, special events)
		Auction
		Cooperative Pandemic went great
		Demos went great
	c. What went wrong?
		RPGs understaffed and needed better communication -- Denys family  
emergency was big issue.
		Getting people into the rooms they reserved. Main staff only and  
others on special case basis only.
		Open gaming
		Dealer info handled by email requires dealers to actually read it.
		Stay 3 play free on website if we keep it (we're not).
		Tables in foyer disappeared sometime before Sunday morning.
		RPG gms need to state their room preference in advance.
		Better communication with Alfonzo.
		Payouts other than Monday printed.
		List of who's in charge an any given time.
		Need hotel contacts for the whole weekend.
		Minis need to be rearranged.
		Maps not oriented right in some cases.
	d. Department reports
	e. Hotel?
		A/C needs to be adjusted better
		light bulbs
		walls
		elevators
		Room charges.
		Rude staff.
	f. Has everyone got their money back yet?
		Yes, apparently
	g. Things we've learned.
		(Nothing -- no notes here)
	h. Winners Lists -- get them to Tanya electronically
3. Gateway
	a. Special Guests and Events
		Wargame Marathon
		Euro Marathon
		Election Related -- need cardboard stand up figures of the two major  
candidates (to guard dealer room?)
		War game designers - Who?
			Alan Emerich
			Roger MacGowan (or someone from GMT that hasn't been convicted of a  
felony)
			Grant Dowdleyish
			Dan Veerson
			Alan Moon
			Joe Miranda
			Dana Lombardi
			Punkey Harry
			Harry Rowling (not going to happen)
			Jack Greene
			Ty Bomba
	b. Publicity
		Going back to postcards for mass mailing
		Going to let the game stores get a direct kickback for selling  
registration
	c. Reg Fees
		Going up $10 across the board. Early bird reg at old prices.		
	d. Department reports
	e. Event/Tournament spread out
		Volunteers have to run part of their hours juring off peak.
		Computer room stay open.
	f. Other
		More signage - Flea market
			Historical Miniatures Demo signs
			Need more big banners. Boardgames =>
			Demo games, M&M, ask us how to play signs.
		Beth and Fran getting Staff badges.
		Advertise feedback and raffle.
		Poll the people as their gaming.
		Parking - We need a map of the parking options.
			Next meeting need to know what available.
			Renting hand trucks.
		John needs some edit privilages.
		More event stats in con book.
4. Hotel
	a. We ain't moving
	b. Why? Because we can't find anyone for less that $15,000
	c. We need the following to move:
	    40,000 sq feet
	    The dates available
	    setup fees no greater than $5000
	    room night requirements around 400 per con (Orccon can be  
greater, Gamex and Gateway smaller)
5. Deadlines
	Reg Fee Warning Mailer - June 23
	Flyer to printer - June 27
	Website update - June 27
	Website explanation of hotel situation - June 27
	Need solid info on parking - July 27
	Hotel Reg - Aug 8
	Event Submissions - Aug 15
	Con Book Ads - Aug 15
	Event Pre-reg turned on - Aug 16
	Conbook proofs - Aug 18
	Badge list to Tracy and Mary - Aug 18
	Con Pre-Reg - Aug 25
	Event Pre-Reg - Aug 25
5. Q & A
	Foyer - each con, enphasis on a dept.
	Theme specific special events across the depts.
	Need a game request.
6. Next Meeting
	27 July at the Radisson