[Deptheads] Meeting Minutes

[Mike James]

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Minutes 22 April, 2012

-1. Pre-Eric Meeting
	Room Conflicts-We are losing 105 on sunday and another room TBD.
	Rock Band and Dance Central will be  in Redondo Room on Sat and Sun,
	VGs want to expand into another room for tournaments.
	Discussed having a parents cell number on file for kids badges, and how white slavery is lucrative.
	Change of Seminars to Special Events. Eric A said he could do it there, but he had a Mac, so who knows.
0. Lunch
	Eric regales us with tales of shitty driving and some lame excuses about GPS.
1. Welcome and Announcements
	Ken Bernard is logistics now, and doing an inventory. Robyn Nixon Moves to RPGs, Mike James moves into Minis.
	We are at Sheraton through 2013, but will be moving to the Hilton the next 2 years. But it is a secret, so SHHHHH!
	Con is not being sold. Will ikely go Non-Profit and sell shares to staff. 
2. Orccon 2012
    a. How did we do?
	Official Total was 1670, overall very good. Even made money.
    b. What went right?
	Pre-reg was huge. Warmachine/Hordes tourney was huge. VGs did decent despite the move and will stick with the
	new location and expand. RPGs had a 50% increase in independant games, and a 50% drop in cancelled games due
	to lack of players. All the Dirk Henn events were huge.
    c. What went wrong?
	Drop in volunteers. The Sheraton room shuffle. Some signage issues, and the incomplete flyer. Not enough Shirts.
	Some guy named Frank Perkins made LARPs exceedingly difficult. Boffer events causing some issues, and Werewolf
	events blocking the breezeway (which is a fire hazard). Dream Pod 9 stuff never arrived.
3. Gamex
    a. Budget
	While the last one made money, Eric does not want to mak the same mistake as the last 3 cons and blow the wad on Gamex.
	Keep it in check folks. More lights will be purchased. 2013 will be tight due to the rising space rental rates. Also need to
	locate a spare PC for the twitter feed at Reg desk.
    b. Special Guests and Events
	Get info from Tom Jolly, or just make stuff up.
    c. Publicity -- Marketing Email this week!
	Email is done, get anything you need to Kryssie ASAP.
    d. Department reports
	Victor is chasing down some major national tournaments.
	BGs needs volunteers, also inquire to Eric B about contacting past volunteers.
	RPGs adding a number of living campaigns, including L5R. Light on Happy Jacks, and no Podcast. Paizo doubles
	 support. 30% more pathfinder.
	Marketing- if you don't get complete info to Kryssie, she reserves the right to get creative.
	Logistics- Ken is inventorying, might need light bulbs and will get plastic tubs for storage by dept.
	Dealers- Overall very good, still targeting manufacturers. Please get a list of expected hot items to John so 
	 dealers know what to bring. Also, dealer room will be open friday 5-9.
	VGs- consoles down, PCs up! Need a dedicated tournament area and adding 'meet the pros' event.
    e. Signage
	Get any requests to Tanya. 
    f. Website changes
	Any requests to Tanya, Special Events need to be posted so she can link to them, needs Tom Jolly info.
    g. Conbook
	Ads selling ok, any ideas on possibles to Shawn Hendrix. Might want to add section in rules dealing with large games
	 like Werewolf and the like. Does anyone know where the stuff from Dream Pod 9 is from the ad trade from Orccon?
    h. Rooms
	Fewer rooms, don't be surprised if you end up sleeping in your car. 
    i. Hotel Layout Space
	Sheraton double booked 105 on Sunday and another room TBD. Ask Scott and Carol about GW tournament numbers.
4. Deadlines
	5 weeks to Gamex folks!
    ASAP
        - Mail flyer
	 2nd email goes out the 4th of May, 3rd email on 18th of May
    Fri, 5-4
        - Room lists to Chris and Eric A.
        _ Event Submissions 
        - Special Facility Requests due to Tim. First come first served.
        - Con Book Ads
    Sat, 5-5
        - Event pre-reg on
    Fri, 5-11*
        - Hotel deadline-NOT FLEXIBLE (that is what the asterisk means)
    Mon, 5-14
        - Badge lists to Tracy - Don't put staff on volunteer lists or she will draw on your face with a sharpie.
        - Conbook proofs
    Mon, 5-21
        - All pre-reg off
        - Conbook to printer
5. Q & A
	If you want to pre-schedule tweets, let Kryssie know.
	Contact Eric B about Settlers of Catan swag from the tournament, and ask if we can advertise the Boardgame Movie.
	Need to chage rules regarding weapons in the conbook, and get the gear to peace mark the steampunk folks who will
	 bring theirs.
6. Field Trip!
	Kind of had to be here for this one. Next field trip is to the Radisson, to point and laugh about the Parking.


Dictated, not read.