[Deptheads] Minutes in handy Text attachment

[Mike James]

Second verse, same as the first. Little bit louder and a little bit more
text file attachment.

Mike
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Minutes 13 July, 2014

Attendees: John Paiva, Tim Keenon, Chris Carlson, Jim and Lori Sandoval, Ken Barnard, Jason DuVall, Robyn Nixon, Mike and Tracy Fryer, Mike James.
Via Skype Hotline: Eric Aldrich, Shane Sauby, Victor Bugg, Chris Cummings.

A. Lunch - And what a lunch it was.

B. Welcome and Announcements
    1. Server migration - Done-ish. Physical move completed, updating software. Still need to figure out special characters.

    2. Phone number migration - Will change number after Gateway because some people can't fathom calling a 408 area code for a LA con (google voice would settle this) 
	Also needs moderation. Any volunteers?

C. Gamex 2014
    1. How did we do? - Financially best ever, but no attendance numbers (see below).

    2. What went right? - Getting used to the new hotel, Lower Lobby supervision made things good, notably Werewolf.

    3. What went wrong? - No flyers mailed out, Hotel room blocking issues, need to update website parking info.

    4. The Hotel - Less communication because of another convention near ours, but hey they got our money and that's how they roll.

    5. What we need to adjust/discuss for going forward
        a. Signs and some sort of clarification on parking validations. - Seems to be ok, but when in doubt MORE SIGNAGE!

        b. The reports of inconsistent pricing on parking (tax added or not) - Still checking, but no actual complaints about it this time.

        c. Addition of a denial notice for events in the system - According to Shane, has been working since last con.

        d. No outside food on con floors. - Hotel didn't seem pissed (see C-4 for possible reasons), John will update notice for handouts.

        e. Concession stands in playing areas - Will now be in the foyer in International along with upstairs.

        f. List of overnight room watchers for hotel security - To Tim and Eric A.

        g. Getting the computer out of storage to get the data dump - Probably going to wait until Gateway. This is why we can't have nice things.

        h. Web site upgrade - Backend work done (insert own joke here), Upgrading photo albums, need to verify e-mail aliases. Would have made a Geo-cities joke, but it would have gotten removed.
	
	i. Locked Rooms - Need to speak to hotel about opening rooms for non-staff (i.e. DON'T).

D. Gateway
    1. Budget - Working on having a per department budget, should be finalized by Orccon (seriously, don't laugh).

    2. Special Guests and Events - No guest of honor, possibly no Charity event. Guests and special guests for this con include Seth Jaffee, Tasty Minstrel games, Derak Morrell, jeff Saidek, Laughing Moon Adventures with a guest with them from the tv show Face-off. Guests for feb and may of 2015 will be finalized at Gencon (including Eric Lang, flying frog, and a Pathfinder guest). Also Some tie-in with the 30th anniversary of Weird Science, since Ilan Mitchell-Smith is a regular at Strategicon.

    3. Publicity - Have art for Flyer (since released), Shirt art for next year coming soon.

    4. Department reports:
	Collectables - Collectable events, tourneys, or gms--contact me directly.
	Dealers - Working on tables and Grid Game. 
	Quartermaster - Will need to go to a larger storage space (clean out your junk folks)
	RPGs - Starting 'Games on Demand' and will likely need to increase space in the near future.
	Open Gaming - Could use more volunteers
	Board Games - Tables good, Kickstarters moving downstairs.

    5. Signage - Update Registration signs to say 'Convention Registration' or get Tracy interpreters.

    6. Website changes - In process, per above.

    7. Conbook - Please sell ads!

    8. Rooms - doing a good job keeping room counts down. Keep it up. I mean down.

    9. Hotel Layout Space - Some changes coming for Orccon, but without a good reason for Gateway, keep the whining to a minimum.

E. Deadlines
    Sun, 7-20
        - Mail flyer
	- 1st marketing email
    Fri, 8-1
        - Updated parking info on site
    Fri, 8-8
        - Room lists to Victor and Eric A.
        _ Event Submissions 
        - Special Facility Requests due
        - Con Book Ads
	- Art for T-shirts - Done!
    Sat, 8-9
        - Event pre-reg on
	- 2nd marketing mail
    Fri, 8-15*
        - Hotel deadline (asterisk means non-negotiable, not that it was noted anywhere in here)
	- Art for Badge, Con book 
    Mon, 8-18
        - Badge lists to Tracy - Don't put staff on volunteer lists
        - Conbook proofs
    Wed, 8-20
	- 3rd marketing email
    Mon, 8-25
        - All pre-reg off
        - Conbook to printer

F. Q & A