[Deptheads] Minutes!

[Eric Burgess]

I apologize for this being so late. Although I lovelovelove my new job, it
is keeping me very busy alongside my game design work. But I've secured
timing and support for the Vlaada events now.

*Vlaada Events for Gateway 2013*

All Weekend

Vlaada-Thon - Players can play any Vlaada Chvatil game and get points for
playing and winning. The top ten players with the most points will get
prizes. I'll find prizes for the event, although it would be awesome to get
some dealer dollar support for the top prizes and maybe $2 prizes for all
of them (remember that low prizes help drive people into the dealer room!)
We will release a point value based on the length of time to play the
games. We'll also give points for games from his game company, Czech Games
Edition. We'll have printed forms at the Library (as well as Play to Win
game forms) and will run the whole thing with the library staff. I'm
writing up something more marketing-friendly for Kryssie's e-mail.

Friday

7pm - Q&A session with Vlaada Chvatil - I assume we can get the theater? If
not, please advise me ASAP so I can update the listing.

Saturday

9am - Through The Ages tournament - Already registered by someone else. We
can have Vlaada visit the tournament. He may have an alternative scenario.
7pm - Galaxy Trucker - Vlaada will be bringing special ships for the final.
Shane - can we get this for a Tournament? How about a Big one?

Sunday

12pm - Space Alert - Shane's friend already added it.
7pm - Dungeon Lords - Added by Erick Vallejos.

Vlaada may have playtest games we can run in the afternoons on Saturday and
Sunday but those will need to be walkup because he couldn't confirm he will
have them until he gets here.

Vlaada doesn't need a table in the dealer room, as noted before, but if you
want him to come by at some point to meet the dealers and sign games,
please let me know.

Let me know if there are questions.

On Tue, Jul 30, 2013 at 11:05 AM, Eric Aldrich <ealdrich at mac.com> wrote:

> Minutes 14 July, 2013
> 0. Lunch
> 1. Welcome and Announcements - Last Con at the Sheraton, which means they
> know we aren't coming back (in the short term
> anyway) and they don't neccesarily need to do us any favors. Be aware of
> that. Also, welcome aboard Jim Sandoval, RPG
> Supervisor.
> 2. Gamex 2013
>     a. How did we do? - 1470, best Gamex on record, but (as of the time of
> the meeting) we don't have the bill, so we don't
> actually know in a monetary sense. (update: we still don't have the bill
> as of 30 July)
>     b. What went right? - Lots of things, notably the first run of the
> room policy.
>     c. What went wrong? - At this point, it is nitpicking, but the
> algorithm predicted 1550 attendees. Miscommunications
> with marketing. Minor issues with dice.
>     d. Shit that needs to change (and no, I won't be more explicit) -
> Direct quote from Eric A. "When we looked closer we
> found small bits of corruption. If anyone is found to be gaming the system
> or gaining monetarily from the con they are
> done. Zero tolerance."
> 3. Gateway
>     a. Budget -- it's really tight - Maybe, kinda, sorta. See 2a.
>     b. Special Guests and Events - Vlaada is all set, although Shane need
> events.
>     c. Publicity -- Marketing email going out ASAP (it's out!), Flyers are
> here! - Complete with date!
>     d. Department reports - Board Games- Need events with Vlaada.
>         RPG- 56 Pathfinder games, RPGA is still very strong out west.
>         Video Games- League of Legends and Minecraft are the big events,
> tournament interest is waning.
>         Dealers- Sold out, and then some. Possibly will have tables in
> front of dealer room.
>     e. Signage - there will be no new signs for Sheraton. Department
> banners are here!
>     f. Website changes - Need to check on progress for having embedded
> video on website.
>     g. Conbook - Anyone can sell ads! Any ad deal will have to be worked
> out before the ad runs, with a strong preference on COD.
>     h. Rooms - With Gamex in the can the policy is being reviewed and
> numbers adjusted. Victor will update policy to include the parking
> reimbursement policy (which will remain at parking OR room, and be limited
> in price.)
>     i. Hotel Layout Space - Few changes, get special requests to Tim.
> 4. Con sale - Just a reminder, but the deadline to buy in is the Gateway
> con. Contact Eric or Tim for details.
> 5. Deadlines
>     ASAP
>         - Mail flyer (being done)
>     Fri, 8-2
>         - Room lists to Victor and Eric A. - After this, they reserve the
> right to tell you "no"
>     Fri, 8-9
>         _ Event Submissions
>         - Special Facility Requests due
>         - Con Book Ads - which should be paid unless other arrangements
> have been made
>     Sat, 8-10
>         - Event pre-reg on
>         - Hotel deadline* (trying to move to 8-16)
>     Mon, 8-19
>         - Badge lists to Tracy - Don't put staff on volunteer lists
>         - Conbook proofs
>     Mon, 8-26
>         - All pre-reg off
>         - Conbook to printer
> 6. Q & A - Chris Carlson might not be at Gateway.
>     Eric A needs to lock in the basement at Hilton.
>     Staff/Supervisor con shirts will be held until 1pm on Saturday. After
> that time they will enter the inventory for sale.
>     This will be the policy for all cons moving forward.
>
>
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