[Deptheads] Meeting notes

[Eric M. Aldrich I]

Rough Notes from the meeting:

Agenda — 11 Oct 2009

0. Lunch
1. Welcome and Announcements
	a. Tim Keennon is Event Coordinator
	b. Chris Carlson is Head of Operations
	c. Victor Bugg will be "Industry Liason" or something like that  
(title to be determined -- Victor can choose)
	d. Norm Carlson will still be around.
2. Gateway 2009 and 2009 in general
	a. How did we do? 950 people, close to break even
	b. What went right? Demos, Dealer room had 4 new and happy vendors,  
RPGs good, feedback pizza went well, new volunteers, Board game  
transition smooth
	c. What went wrong? LARPs had bad locations, climate control, Mike F  
and Victor need minions, electrical in La Jolla
	d. Department reports
	e. Hotel(s)? Parking, food and its location, elevators
	f. Has everyone got their money back yet? (no, unless they were at  
the meeting)
	g. Things we've learned. Flea market can't start at or before dealer  
room -- moving to 11 am to 3 pm Sat, Sun
	h. Winners Lists -- need them if they didn't go through payouts
3. 2010
	a. Hotel(s):
	Westin and Sheraton contracts on par
	Westin still has park and ride, Eric to check if that is scheduled to  
go away.
	Radisson trying to make last second offer -- if set up fee gets  
waived we'll talk
	b. Special Guests and Events: Trying for Alan Emrich for Gateway,  
trying for Richard Borg for Gamex. AEG maybe at Orccon. Lonnie Gill at  
Orccon
		All demos in Foyer (Except RPGA). No selling at demos. Eric Burgess  
going to Essen and will do some soliciting there
	c. Publicity: Get events up
	d. Website changes: Add required 3 different time options, limit the  
time options for RPGs. Add an RPGA check box to adjust RPG time  
options and modify listing in con book.
	e. Job Descriptions: Eric will be writing some
	f. We need an art director! Janice, see bottom of page for art details.
	g. Resources: RPGs/LARPs tight on space, 12 cabanas, Newport, La  
Jolla, and Top of Radission
		Dealer Rm will be lock-down for reg
4. Misc
	a. NeonCon: Janice and Eric
	b. GAMA Trade Show: Norm
	c. Other conventions: HMGS, ComicCon, Next Oct. Camaria Ontario
	d. Business cards: see below
	e. T-Shirts: see below
5. Q & A
Requests for Tracking new attendees.
	Con videos for website

Need artists for
Revamped logo: up to $200 offered
T-shirt design, 1 per year: Booth offered
Con specific website art/conbook art: Booth offered for enough
Conbook/Mailer, clip art: Art contest

Tim handling sign printing
Goodie bags?
List RPGA events separately in master schedule, add midnight time slot  
for RPGs
Need simple board game descriptions for con book -- will make all  
conbook descriptions shorter
Broadside Bash needs to be connected with Tim