[Deptheads] Minutes from last Sunday's meeting

[Eric Burgess]

Just for clarity - all the Gamex and Gateway guests are still in flux -
we're trying to get firm word that they can come. These are our plans but
Vlaada still needs final confirmation, as does Aldie, Cathala is a maybe
and Rich needs to tell me he can make it this year. I am trying to nail
down plans for Vlaada and Aldie so we can include mention of them in the
Orccon book but until then, please keep the plans quiet.

And congrats to Eric, Tanya and Keith!

Thanks,

...ERB
www.boardgamebabylon.com
www.strategicon.net



On Sun, Jan 20, 2013 at 7:22 PM, Eric M. Aldrich I <ealdrich at mac.com> wrote:

> Courtesy of Mike James
>
> Strategicon Meeting 13 Jan 2012
>
> In attendance:  Jason Duvall, Robyn Nixon, Ken Bernard, Tim Keenon, Eric
> Nyquist, Kryssie Mackey, Chris Moody, Tracy and Mike Fryer, John Paiva,
> Eric Downing, Mike James, Eric Aldrich (via Skype), and Victor Bugg (via,
> Skype).
>
> 0. Lunch- Aldrich was actually here for this one, but I can’t email
> lasagna.
> 1. Welcome and Announcements
>                a. Tanya is no longer pregnant! Welcome James William
> Aldrich, and congrats Tanya and Eric.
>                b. Personnel changes – Chris Moody will be taking over for
> Dean Taylor for the next 2 cons. Eric Downing will be stepping down after
> Orccon and Kryssie will be taking over as head of Marketing. Thank you Eric
> for five years of service.
> 2. Orccon
>                a. Budget- Conference room rates have doubled, so admission
> also had to go up. We have some room but this is the money maker that needs
> to get us through, so keep it tight.
>                b. Special Guests and Events- Catan qualifier for national
> tournament at Gencon, which we will also do at Gamex.
>                c. Publicity -- Marketing Email #2 soon- Kryssie wanted to
> do the email this week, but due to the deadline schedule, Eric A. wants it
> to go out Jan 24th. Third email to follow, so get any relevant info to
> Kryssie so she won’t have to make up things for you to do. Also, get any
> important events you want photos or video of to Eric Downing so he can it
> on the photog’s schedule. Geek News Network wants to come and report on the
> con in exchange for rooms, causing Eric A. to have an aneurism.
>                d. Department reports-
> VGs- Will have a dedicated Minecraft server and tournament., and League of
> Legends.
> Dealers Room- Expanded to all four rooms, estimated 70 tables. Will have 2
> separate t-shirts for the first 2 cons, and people will be able to
> pre-order shirts for all 3 as bundle. All raffles will be listed as general
> events. Enough artists to start the Artist Alley again. There will be
> coffee for staff and volunteers during dealer room hours. Please get a list
> of any hot games you want the dealers to have to John ASAP. This is the
> first con will we not be using dealer dollars, they will be dealer tokens
> (or Victors) of laser cut wood that will be valid for all of 2013.
> RPGs -  RPGA and 5th edition play tests will be there. Pathfinder
> increased number of events by a third.  In need of some more tables and
> will talk with Tim to arrange.
> Quartermaster- Moving storage facility during Orccon. New place has better
> hours and is open every con. Roughly 15 minutes away in Gardena.
> BGs- Mega-Mondays tournaments will likely change from Dominion. Orccon
> will be 7 wonders. There are four managers of BGs and training of noobs is
> ongoing.
> Minis- Adding some new games with manufacturer support. Warlord games
> likely, Hawk wargames confirmed. Socal Malifaux will be there in full force
> like usual and looking to get more HMGS events in.
> Registration- Paiva is the world’s biggest suck up. Tracy needs the
> artwork for the badges in 3x4 format. Kryssie had an idea to use the
> burning castle as a watermark on badges and someone else thought we could
> use the different art for attendees vs staff. Rewards will be the awesome
> oatmeal and coconut cookies, so get your badge lists to Tracy early in
> Excel format.
> Eric A- 386 events so far with around 20 in the queue to go. Excellent
> work so far.
> Collectibles- 2 new Magic judges and double the Magic events.
> LARPs- running into a possible space issue
>                e. Signage- Tanya will not be there so Eric N, Ken B, and
> the 2 volunteers who usually help will handle signage this time. Department
> heads, be sure to walk your areas and check your signage. If you want
> something new you might need to make it yourself. Mike Fryer was
> greenlighted to get banners made.
>                f. Website changes- Tanya will work in the Submit button
> issues. Eric A is supposed to be working on the department list bouncing
> some people. Kryssie suggests a page for embedded video. Get special events
> to Tanya ASAP.
>                g. Conbook- We are not changing printers, Eric N gets
> railroaded again into helping. Shawn sold the back page. Any color art for
> the book needs to be to Eric A by Jan 25th.
>                h. Parking- Unofficially the parking north of the Hilton
> looks ok, but we can’t recommend it. Eric N will again be looking into
> parking around the Sheraton.
>                i. Sleeping Rooms- Since Conference rooms doubled in cost,
> we have to be careful with the budget, so watch your room count. Might need
> to start rationing rooms. Volunteers can get reimbursed for parking instead
> of room if they want to.
>                j. Hotel Layout Space- Losing 105 on Sunday again as the
> church group meets every Sunday and has a long-term contract with the
> hotel. Room layouts will be submitted to the Los Angeles Fire Department
> and they will be doing walkthroughs to verify it is up to code. No cooking
> appliances on the con floors, and watch the moving of your tables. Cables
> will need to be taped down. Be very polite and do what they want since
> there is the possibility of fines for non-compliance. We have a very small
> window for the moving or adding of tables so heads need to walk their areas
> and verify the layout. Any special requests of space to Tim by Jan 25th.
>                k. Annual Awards et al- Tanya will get to work but Gateway
> data does not display properly. Kryssie volunteered Ken B to help since he
> is some sort of wizard at Excel.
>                l. Art-Double art due to a miscommunication. Need to get
> John as the Governor from Blazing Saddles in the con book.
>                m. Eric A's schedule- Now that Tanya has 3 kids, she will
> be staying with the newest and send the older 2 south, and is greatly
> looking forward to time away . Eric A will need help watching Keith and
> asks Robyn and Eric B to ask the people who helped last time to do so
> again. Eric will even pay money. Also needs an assistant for the auction
> (as the current assistant will be at a wedding), someone comfortable
> handling money. Mike James stupidly volunteered as a plan B.
> 3. Deadlines
>                Fri, 1-25 Event Submissions
>                     Special Facility Requests due
>                     Con Book Ads
>                Sat, 1-26 Event Pre-reg turned on
>                Mon, 1-28 Room lists to Chris Carlson and Eric A.
>                     Conbook proofs start
>                     Badge list to Tracy
>                Fri, 2-1* Hotel Reg
>                Mon, 2-11 Con Pre-Reg turned off
>                     Event Pre-Reg turned off
> 4. 2013 Planning
>                a. Special Guest(s)- Gamex: Vlaada Chvatil and Aldie from
> BGG.com. Gateway: Bruno Cataltha and Rich Hasenauer.
>                b. Marketing- Art will be done for the whole year soon,
> with John handling it. There was a discussion about do we need an art
> director, and a uniform style vs differing artist styles. This will be
> determined later primarily between John and Kryssie.
> 5.  Board Report- needs to have a plan if the minimum money isn’t reached
> for paying off those owed debt by the current corporation. Still need a
> list of shareholders and percentages. New board will meet at Orccon, time
> TBA.
> 7. Q & A- Recommendation for a Kickstarter area at con. Make a Wish
> charity at Gamex- Idea to sell dice with profits going to Make a Wish.
> Inquiry to the outstanding personality conflict with the Men in Black demo
> group from Steve Jackson Games to be handled by Tim and Mike F. HMGS- Eric
> A needs to respond to Adam Hammer so we can get a greater presence. Need
> Hilton floor plans sooner rather than later. Need paperwork for the Catan
> qualifier to Mayfair. John will look into a new case for the painting
> contest. Check to make sure wireless internet is included on the current
> contract BEFORE the hotel meeting.
> See you all in February!
>
>
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