[Deptheads] Minutes from April 21 Meeting

[Mike James]

Okay folks, here is the meeting minutes from the Gamex meeting with Victor's notes added in at the end of the Q&A section. I will attempt to send it as a file as well, but we will see if the system lets me. If you want it in a wordpad or word file, contact me directly.

Mike

Minutes 21 April, 2013

In Attendance: Chris Carlson, John Paiva, Mike James, Tim Keenon, Eric Nyquist, Tracy and Mike Fryer, Jason Duvall, Chris Cummings, Eric Aldrich (via Skype), Victor Bugg (via Skype), Shane Sauby (via Skype)

0. Lunch - Included a virtual tour of Eric and Tanya's new kitchen, and meeting the newest addition James.

1. Welcome and Announcements - Shane will be moving back to California over the summer, and is less creepy then before.

2. Orccon 2013
    a. How did we do? - 1700 official attendance. Best show yet financially, but took half of the net and paid off some outstanding debt.
    b. What went right? - No major disasters, The Fire Department didn't fine us or shut us down, Parking wasn't a fiasco, The sudden loss of flea market tables seemed to work with the extended hours, the tape on the ballroom floor worked fantastically (and will be stolen by miniatures), Catan qualifier actually made money.
    c. What went wrong? - Gravity always wins and the glass tops are not glued to the tables, publicity was weak, special events were last minute and should have been up longer, Eric ruined the con book, but no one seemed to notice, Boardgame paperwork not done.

3. Gamex - 200 pre-regs already, highest ever at this point.
    a. Budget -- it's really tight, had to buy ribbons (5000 minimum) and the debt payoff (see 2A), so anything not yet approved is likely a no, although banner will be done this week.
    b. Special Guests and Events - Need write ups and pictures ASAP, will add Artemis to special events.
    c. Publicity -- Marketing has been sent! Need to contact Shawn Thompson about mailers, info sent for charity ball but need to recontact to verify
    d. Department reports - 
 BGs- Smaller HQ made worked out good, Shane wanted to know who can approve events and will work that out with Eric, Game shows will move to General events.
 VGs- Increasing variety of tournaments. League of Legends and Minecraft very popular.
 Minis- Still working on getting manufacturers. Abberant games is coming back. A super hero themed godzilla game at next con as a tie in with the super hero theme.
 RPGs Robyn and Mickey needs to get events up!
 Dealers (not a department)- Could use more room already, have 10 dealers dressing up as heros for the theme.
    e. Signage - Tanya will be back, so get requests to her soon. Need to fix dealer room nd flea market hours.
    f. Website changes - Eric B needs to update the game library pages
    g. Conbook -- we've sold out our color ads!
    h. Rooms - Manditory room rationing. Details below.
    i. Hotel Layout Space - We will still need to deal with the fire department, so the layout from last time will be used for the remaining cons at the Sheraton. Still have a few things to work out with Ars Victor.
    j. Wargame move upstairs - Bootcamp has 12 foot of tables in Minis if they still want the foot traffic.

4. GAMA Report - Email from Victor is coming Norm Carlson is helping with guests. 2014 has Looney Labs, Flying Frog,  Playroom Games, and Educational Insights as possibles so far.

5. Deadlines
    ASAP
        - Mail flyer - Contact Shawn Thompson, probably owe him a check.
    Fri, 5-3
        - Room lists to Victor and Eric A.
        _ Event Submissions 
        - Special Facility Requests due
        - Con Book Ads - Also make sure the volunteer info has the room reimbursment removed
    Sat, 5-4
        - Event pre-reg on
    Fri, 5-10*
        - Hotel deadline
 - Get list of things you want the photographer to see to Kryssie and Troy
 - Artwork to John Paiva
    Mon, 5-13
        - Badge lists to Tracy - Don't put staff on volunteer lists
        - Conbook proofs
    Mon, 5-20
        - All pre-reg off
        - Conbook to printer

6. Q & A
 Tim will handle Artemis
 Remove hotel reimbursements from con reimbursment forms
 Add link to volunteer page on site in marketing email
 Get artwork to Tracy for badges
 
 
 1. Convention Services

Titles have been adjusted for Legal reasons.
----Staff---
Eric Aldrich, Tim keenon, Victor Bugg, John Paiva, Chris Carlson, Kryssie Mackey, Tracy Fryer

----Supervisor---
Those in charge of  a department will have the title "Supervisor". Under this will be the department they supervise.

Example:
Supervisor
Boardgames

Supervisors:
Board & Card Games- Shane Sauby
Miniatures- Mike James 
Roleplaying Games- Robyn Nixon
RPGA- Mickey Tan
LARPs- Ryan McMullan
Computer & Video Games- Jason DuVall
Movies- Nick Chavez
Marketing, Collectible Cards & Miniatures, Dealer Room, & Registration Supervisors are already listed as Staff.

----Convention Support---
The title "convention Support" is given to individuals who are either in charge of a specific convention function 
before/ during /after  the con or they do various support tasks before/ during/ after the con. 
If they have a specific function it will be listed under their title "Convention Support" on their badge.

Example:
Convention Support
Quartermaster

Convention Support:
Tanya Aldrich- Webmaster
Ken Barnard- Quartermaster
Ken Schrepfer- Payouts
Mark Hyman
Eric Nyquist
Mike Fryer

----Senior Volunteer-- 
This is the person(s) who is in charge of your department in your absence and/or right hand person. Each 
Supervisor can award the title "senior volunteer" to  up to 2 volunteers and boardgames can do this for up to 4 
volunteers. This title is also given to volunteers that help out with certain convention services.

Example:
Senior Volunteer
Miniatures

Pre-Appointed Senior Volunteers:
Alfonzo Smith- Convention Auctioneer
Stephanie Kelleher- Special Guests
Matt Grimaldi- Special Guests
Norman Carlson- Special Guests
The Senior Volunteers per Department are appointed by the Supervisor.

----Volunteer---
A volunteer is someone that works in a department. and helps in it's operations (HQ, gofer, etc).
A GM is someone that is just responsible for the running of their game or event. If they do volunteer work as well 
as Gm they are a volunteer. Badges are same as they are now. Volunteer in purple with the department listed 
underneath.

Example:
Volunteer
Games Library

----GM---
Same purple band as volunteers but says "GM" or "Gamemaster" instead of volunteer.

----Staff Lounge---
We will have a staff lounge at Gamex. 
It is open to Staff, Superviors, Convention Support, and Senior Volunteers.
Drinks, snacks, fruits &veggies, etc..... A  place to relax and refresh.

 2. Rooms
The rooms are divided by 4 so each "room slot"= 1/4 of a room = Room Quarter.
Each Supervisor will be given an allotment of Room Quarters (1/4 of a room).
All Room Quarters do not have to be put together. Mix and match with other departments or someone can pay the 
difference if 2 of them want 1/2 a room to themselves (some couples prefer this).
The "24 hours of scheduled volunteer time = 1/4 of a room" is gone. It no longer applies and is no longer on the website. 
Room Quarters are a Perk. Each Supervisor decides who to reward room quarters to and what they base it on. Totally up to the Supervisor.
Each supervisor manages their volunteers and Gms hours, schedules, and events....and they decide how to award their allotted Perks (Room Quarters, dice, etc)
Convention Support is awarded 2 room quarters for themselves (1/2 a room).
Each Supervisor is awarded 2 room quarters for themselves (1/2 a room). 
**Your Room Is In Addition To The Room Quarters You Get To Award**. Supervisors can use the other 2 Room Quarters of their personal room (1/2 a room) for volunteers...so this is an additional 2 room quarters to award. 

Room Quarters:
Board Games: 16 (4 rooms)
RPGs: 8 (2 rooms)
RPGA: 8 (2 rooms)
Collectibles: 8 (2 rooms)
Registration: 4 (1 room)
Video Games: 4 (1 room)
Dealers Room & Miniatures: 4 (1 room)
Games Library: 4 (1 room)
Marketing: 2 (1/2 a room)
LARPs: 0 (Ryan is covered)
Movies: 0 (Nick is covered)

These are the Room Allotments. 
Any Supervisor with an emergency request during the con for an additional Room Quarter(s) due to extenuating circumstances will take their request to Eric Aldrich or Victor Bugg.
The deadline for emergency requests is 6pm Saturday.
Promising Room Quarters beyond your allotment is not an emergency. 
Supervisors send your Rooms lists to Victor Bugg and Eric Aldrich. 
When you send your Volunteer lists to Tracy Fryer make sure to note if they are a senior volunteer, volunteer, or GM.
Feel free to message me with any questions about your Room Quarter Allotment or Room issues.
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