[Deptheads] Strategicon - Notes

[Shane Sauby]

Hi folks,

    I apologize ahead of time for the length of this e-mail.  Some of you can delete this now since almost everything has to do with BGs (unless you are either Robyn or bored or both =).  I had a meeting with my crew on Monday afternoon and the notes are extensive.  I will try to keep each point brief:

    The most important issue is paperwork.  First off is the amount of paperwork.  There are hundreds of events that do not receive payouts.  I would like to go to a single page system for these events.  Anything that does not require a payout signature should not need Pay Out Sheet.  The non-payout sheets I saw were pretty close to perfect as a combination sign-in and data collection sheet (BTW:  I have paperwork from Monday afternoon.  What should I do with the names/data?)  To make things even more Ken friendly, it was suggested that the paperwork be color coded.  I was thinking a simple system of printing the payout sheets on colored paper, while the sign-in/winners single sheets can be on basic white.

    The printing of the paperwork was a major issue this convention.  I would like to have the forms we are going to use finalized ASAP.  This will allow me to learn how to merge the documents myself and print some of them either immediately upon arrival or even before I get to the convention.  Robyn, how early is the RPG printer available on Friday morning?  And how fast does the printer go through ink?  If I add another 1000 pages a con to its workload do we need to buy more ink?

    Related to the paperwork is the designation of "events."  I would like to change the categories available on the website and include a description to help GMs understand what the different definitions mean and what the different responsibilities are depending on the classification.  I would also like the GM procedures that I have written attached, linked or otherwise accessible from the website.  As for the categories, I would like the following:
Demo/Playtest
Event
Appointment Game
101
Tournament (Small)
Tournament (Medium)
Tournament (Big)
Sponsored
Special

    We will be modifying the table color coding system by adding numbers.  It was suggested that we get a big map to put on the wall.  We can just print out a map (PDF can print posters) but I know we have sign rules.  If the sign is a 10x10 page printout put up with painters tape, will the hotel be upset?  And do we have access to a ladder of some kind so we can put it high up on the wall?  (again, if the hotel lets us)

    Next con BGHQ volunteers will be identifiable with sashes.  The Polycon guys suggested sashes because they are super cheap and we can get a couple different colors to differentiate the BGHQ Lead from the BGHQ Minions.  Can I spend $10 on fabric and giant safety pins?

    Speaking of money, I would like to order my own dice so that I can have them prepped for my volunteers when the convention starts.  Gateway last year we had these great bags set up for all the volunteers that included all the registration coupons, their badges, and their dice.  I would like to try to do that again.

    I would also like to buy BGHQ lunch on Monday.  These guys need a pat on the back .  I have several that are putting in 24 hours and I want them to know how appreciated they are.  It can be cheap food, like pizza or something, and it would be nice if we could get a room away from the ballroom to eat in.

    Another money request is a little bigger.  I would like to cover one of my minions valet parking so that BGHQ has a car.  There were a couple of times it would have been very handy to just send someone to go get something, but the parking at the hotel is prohibitive and the cheaper alternatives are time consuming.  If not the full valet cost, maybe the difference between the alternative?I know we are tight on funds, so that's my last financial request =)

Okay, I think that is it for now.... like that was not enough.

Shane
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