[Deptheads] Minutes!

[Eric Aldrich]

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.