[Deptheads] Meeting Minutes 07-15-12

[Shane Sauby]

Hi Robyn,

    For Orccon I would like to order 150 Vortex Black/Yellow, 50 Vortex Blue/Gold.  When I spoke to them they said they can do up to five different styles per order, so I cut my order down to two styles.

Shane



________________________________
 From: Robyn Nixon <dragonladytoo at trackrecords.net>
To: deptheads at strategicon.net 
Sent: Thursday, July 19, 2012 5:52 PM
Subject: Re: [Deptheads] Meeting Minutes 07-15-12
 

Re: [Deptheads] Meeting Minutes 07-15-12 
Correction to Minutes:

Dice Order:  Limited to 200 for Gateway.  So no new distribution to volunteers this con.  But, we can order a larger number for ORCON (February), but this requires leadtime.  So all departments get your dice for Volunteers numbers into Robyn by this Friday (July 20th) so that we will get our larger order in before the deadline that has limited us up to this point!!  (Point being, that you are ordering volunteer dice for NEXT CON – ORCCON, not for Gateway).

Get your orders in now people, so far only Victor has sent me any numbers.

Robyn


On 7/19/12 5:04 PM, "Mike James" <mjames2871 at aol.com> wrote:


Hey folks, here are the Eric approved minutes.
> 
> Here are the minutes as recorded. I will send them on in 24 hours.
>  
> July 15th Meeting Minutes
>  
> 0. Lunch - This one ends when Eric A. shows up late. As a side note, do you 
>know how annoying it is when Paiva is right?
> 
> 1. Welcome and Announcements - Welcome back Norm Carlson, whose duties have 
>been defined as 'various'. We apparently need an organization chart.
>  
> 2. Gamex 2012
>     a. How did we do? - Official number is 1340ish. Most in a long time.
> 
>     b. What went right? - People! Excellent Friday, no major hotel problems. 
>Quartermaster was a huge help. Charity event went better than expected. Dealer 
>room whining is at an all time low. Richard Borg was an awesome guest and is 
>likely to return. Mr. Borg also wonders why we don't call it a 'Vendors Hall'.
> 
>     c. What went wrong? - Parking on Saturday. Food closed early, no snack 
>cart. Low Warmachine/Hordes turnout. Mike Russel, fix the fucking map, and no 
>color codes (Eric was slightly cranky). The con lost money until John appeared 
>with a magic check from the dealer room that pushed us to the brink of 
>profitability allowing us all to have another hot dog.
> 
>     d. Shirt reprints - Will happen. Send any requests to John Paiva, he has 
>the list Eric A will use for reprints.
> 
> 3. Gateway
>     a. We're early! - Apparently, there is schedule. Huh.
> 
>     b. Budget - Tight, but not overly so. The hotel can ding us for a lot of 
>little stuff, and is likely to since we are leaving and they know it.
> 
>     c. Special Guests and Events - Non-Gaming special guests will not happen 
>in the near future. Marginal guests might be considered. Will take a look at 
>past guests and review who had a tangible impact. A request was made to clarify 
>what is a special event. They are defined as something that deserves to be 
>spotlighted, something not normally run, and mega events. Also requested was 
>better communication and scheduling of guests and thier events.
> 
>     d. Publicity -- Marketing Email this week! - Last chance to get info in 
>for this week's email. There will be a request for info for the Info booth in 
>the near future, please be ready with anything helpful for the Info booth. 
>Department heads need to have a phone list of all important personnel and Shane. 
>Also helpful would be a list of special events and locations. There should also 
>be a central suppository for information (ow). Also a possible mirror site at 
>the con in the Info Booth.
> 
>     e. Department reports - RPG - Dice orders are a max of 200 and need to be 
>in soon. If you have requests for dice get them to Robyn by the end of the week. 
>Possible Polyhedral dice availability in the future. Mike Fryer is no longer to 
>blame for RPGs, Robyn is, may god have mercy. PFS is growing.
> Quartermaster - Needs a new lockdown room, good luck to Tim fiding one.
> Dealers Room - 6 new dealers so far. Raffle is growing and dealers are adding 
>money and prizes, and some dealers will have thier own raffles. Looking to add 
>more manufacturers. 2013 will use Tokens instead of dealer dollars. Hours Fri 
>5-9, Sat and Sun 9:30-6, Mon 9:30-2(ish). Still looking into a silent auction. 
>Dealers want the flea market in the dealers room, and a good laugh was had by 
>all.
> Registration - If our event has an additional cost, please let Reg Desk know 
>in advance because it requires a special entry in the system
> Paint and Take - Getting a big pack of stuff from Reaper.
> Wargame Bootcamp - Short one Staffer and one info desk person. Looking for 
>help, and congrats the Gail and Brett.
> Videogames - Possible pinball arcade! Diablo 3 was a big hit, and Beat the 
>Pros starts next con.
> Minis - Adding a Demo area in front of the Reg area and actively pursuing new 
>games.
> 
>     f. Signage - Sign printer not available so get requests in ASAP. Mike 
>Fryer is checking on banners for the departments. Has a guy to do pull up 
>banners, but will check with the trophy guy and possibly Kryssie's shop on the 
>printed roll up banners.
> 
>     g. Website changes - Tanya is also ahead of schedule. If you are posting 
>or approving events, please add room numbers if not in the ballroom. Eric A 
>needs to scrub the descriptions list (slacker). Current con info box seems to 
>display randomly in latest Firefox. Make sure Photobucket for Gamex gets set up. 
>Update parking info, Eric will take point.
> 
>     h. Conbook - Possibly done by Victory Point Games.
> 
>     i. Rooms - Need to keep rooms down. Emphasize 8 hour volunteers instead of 
>24 hour ones. Going to be rough, hotel rooms increase next year. For folks who 
>live close, something could be worked out to cover parking instead of rooms.
> 
>     j. Hotel Layout Space - Space is tight, if you need anything outside your 
>normal area, contact Tim ASAP. Also, HQ tables are not cafeterias, take it 
>elsewhere hippies, this is not #OccupyStrategicon.
> 
>     k. Art? - Info incoming, Plan B in place.
> 
>     l. Shirts - Mens shirts in the larger sizes will be Tall shirts. Get staff 
>size requests to John Paiva.
> 
> 4. Deadlines
>     ASAP
>         - Design, Print and Mail flyer - Waiting on art.
> - Send out first marketing email - Could use more content.
>     Fri, August 10
>         - Room lists to Chris and Eric A.
>         _ Event Submissions 
>         - Special Facility Requests due
>         - Con Book Ads
>     Sat, August 11
>         - Event pre-reg on
>     Fri, August 17
>         - Hotel deadline
>     Mon, August 20
>         - Badge lists to Tracy - Don't put staff on volunteer lists
>         - Conbook proofs
>     Mon, August 27
>         - All pre-reg off
>         - Conbook to printer
> 5. Q & A - Asking for PC or Laptop for twitter feed display.
> Question about Con App, too hard to hear details over the laughter. Something 
>about Eric A being busy.
> Warord Games and Geeknews wants to be there.
>  
> 
>
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