[Deptheads] Gamex Meeting Minutes 3-23-14

[Mike James]

Folks,

Below you will find the minutes from the last meeting. I will sent it in a
text file shortly.

Mike

Minutes 23 March, 2013 (yes this meeting is 4 weeks ahead of last year)
Attended by: Eric A, John P, Tim K, Chris C, Jim S, Tracy and Mike Fryer,
Ken B, Kryssie M, Jason D, Shane S, Fred U, and Via Skype Victor B, and
Eric B.

A. Lunch

B. Welcome and Announcements - The big announcment is that there are no
annoucments.

C. Orccon 2014

    1. How did we do? - 1820 attendance, most successful under current
ownership. Lowest hotel bill in a long time, and we blew past all
requirements.

    2. What went right? - Sean Thompson saved us with last second flyers.
Lots of people, great feedback on dealer room.

    3. What went wrong? - No Video Games signage, Library not on map, Tim
forgot about payouts, Open gaming needs supervision and a shortage of
tables led to grumbling, People can't turn left in parking garage and
surrounding parking is pricey.

    4. The Hotel - This hotel is more observant and vigilant, for good or
bad.

    5. What we need to adjust/discuss for going forward
        a. Tables in the Lower Lobby foyer. Who gets them, who is
responsible for them. - Dealers room gets first shot, otherwise Open gaming
tables
        b. The 'Cash and Guns' issue. See also: Werewolf. - Inform Gms that
no flipping of tables are allowed, also see 'D'
        c. Possible need for house phones at HQs or investing in our own
radios for communication (bonus points if they are the same purple as the
vests) - Phones are $75 a piece, so we might try radios.
        d. Open Gaming supervision. - Mike Fryer will handle volunteers,
and needs a vest (see vest notes below)
        e. Signs and some sort of clarification on parking validations. -
Heads up to all, after Reg closes parking passes will be at BGHQ
        f. The load-in/load-out procedure. - Chances are your gear will be
at or around Minis. Best pick it up quick, or I will pick out the things I
like.
        g. Signage for dealers hours, - John will make and post
        h. The reports of inconsistent pricing on parking (tax added or
not) - keep an eye out, will talk to hotel about.
        i. Addition of a denial notice for events in the system - On the
list, see D-6
        j. Addition of room numbers in Con Book. - Up to supervisors to
work out, looking into defaults based on department. Please have done
before conbook is pulled and use the actual room name and numbers so it
matches the map.
        k. HQ locations on digital displays - Can do, but there are fields
we can't change, and any HQ listing will flash with times that might not
apply.
        l. No outside food on con floors. - Tim is going over contracts,
but will make honest effort to inform the attendees.
        m. Concession stands in playing areas - Still working on fitting
one into BG room. Ask hotel to open snack bar early for the coffee fiends.
        n. List of overnight room watchers for hotel security - Primarily
BG/Minis, Open and VG
       o. Vest List - Make purple vests for Open, Video Games, and a
generic Strategicon.

D. Gamex

    1. Budget - Tight per usual, trying to pay off past debts. Something
about hardwood floors and Tahiti.

    2. Special Guests and Events - Local folks, Victor has some set up that
he will send along with his GAMA report. Please get Crit Juice info to Tim,
get any BG table requirements to Shane so he can schedule around them. Also
having Catan Qualifier again, Powergrid World Tour, and Shane will contact
DoW about Ticket to Ride again. Kryssie is working on charity event.
Artemis should be listed as special event.

    3. Publicity - Ahead of the game. Send any info to Kryssie for next
emailer, also get her the conbook link and the BG schedule sheet to her for
the email.

    4. Department reports -
 VGs- Attendance up, but events are down.
 Dealers Room- Dealers room need security people Saturday 8-9:30am Sat and
Sun, and 2-5pm Monday. Also need to have Eric check on oversize vehicle
parking.
 RPGs- The dividers worked great and will use the same layout after good
feedback.
 BGs- Cutting the categories for the games.
 Minis- Great feedback on finally being able to see the games, but players
can't cheat rolls anymore and realize they aren't as good at painting as
they thought.

    5. Signage - Get requests to Tanya, she has a list she already needs to
make, but she needs a decent map.

    6. Website changes - Please add email for event denial, please add link
to Shane's BG schedule, Default rooms based on departments

    7. Conbook - Get a link to Kryssie for last marketing email and
facebook page.

    8. Rooms - Get lists to Victor and Eric, should be fewer rooms this
time.

    9. Hotel Layout Space - Will be very few changes, need to incorporate
the new space and see how that works.

E. GAMA Report - Coming from Victor, will update minutes later

F. Deadlines

    Sun, 4-6
        - Mail flyer to retail stores
        - 1st marketing email

    Fri, 4-25
        - Art for Badge to Tracy

    Fri, 5-2
        - Room lists to Victor and Eric A.
        _ Event Submissions - including room numbers
        - Special Facility Requests due
        - Con Book Ads
        - Art for T-shirts

    Sat, 5-3
        - Event pre-reg on
        - 2nd marketing mail

    Fri, 5-9*
        - Hotel deadline - Not Flexible
        - Art for Con book

    Mon, 5-12
        - Badge lists to Tracy - Don't put staff on volunteer lists
        - Conbook proofs

    Wed, 5-14
        - 3rd marketing email

    Mon, 5-19
        - All pre-reg off
        - Conbook to printer

Art Deadlines per John:
 Gamex Badge Art 4-1
 Gamex Conbook Art 5-2
 Gateway Black and White for flyers 5-12
 Gamex Color for Conbook 5-16
 Gateway Shirt Art 5-30

G. Q & A
 Request for Staff lounge room number and schedule in advance
 When supervisors pick up badges from Tracy, please get your dealers room
game flyers also
 Get any suggestions for guests to Victor.
 Eric needs to audit the auction. Discussion about limiting the number of
lot slips, starting at 10am, getting printed slip pads. The Auction needs
to end by 1.
 Eric needs to talk to Ken F about prize support and keep John in the loop.
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