[Deptheads] Minutes and notes from meeting 30 March

[Eric M. Aldrich I]

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.