[Deptheads] Minutes from Gamex Meeting

[Strategicon Department Heads]

Minutes 19 April, 2015
 In attendance: Robyn, Mei, Tim, Shane, Chris, John P, Jon M, Tracy and
Mike, Jim, Jason. Eric A and Victor via Skype

A. Lunch (get there early -- you're on your own for this)

B. Welcome and Announcements - Now that we hit 2000 attendees, we are
considered a 'Medium Convention', one step closer to 'Gamer Small'

C. Orccon 2015
      1. How did we do? - 2020 attendees, best since the 90s.

     2. What went right? - A great many accolades were heaped upon us all
by Eric, far too many to list. Use your imagination.

      3. What went wrong? - Last con for Ken Barnard, the Quartermaster.
The all year t-shirt was printed incorrectly, Hide and Go Seek-Sign Edition
went too well.
 Broken water pipe. No baby sitter on Friday and Saturday for Eric.

 D. Gamex
      1. Budget - Please keep it tight, will be some large outlays before
this con, but in decent shape. Don't be stupid, per Eric.

     2. Special Guests and Events - Dan Verssen of DVG, Michael Coe (Needs
table in dealers room), Ian Steadmann. Please get info to Mei and Tanya

      3. Publicity - Marketing Email #1 written, will go out soon. Please
get info to Mei or she will start making things up. Trying to get LA Times
there, likely no
 coverage before con. Egon said print was dead anyway.

      4. Department reports -
  Board Games - Low on HQ volunteers, Catan World Qualifier again,
Reorganizing categories for annual awards. Needs 3 totes.

   Video Games - Carmaggedon is releasing 2 days before con, getting prize
support. Pinball tournament again.

   Dealers room - Sold out again, new vendors. Getting vendors from
Wondercon at Gateway.

  Pathfinder - Looking at a multi-table special event, over 100 tables.
Need to submit events to our site. Trying to incentivize the Pathfinder
Card game
 crossover.

   Open Gaming - Robyn will be helping Mike Fryer.

   RPG - Upstairs room really helped.

      5. Signage - Need to standardize sign sizes for storage. Going to use
11"x17" and 2'x3'. Jim Sandoval is heading this up. Sucker.

      6. Badges + Website changes - Entering badge lists in testing now.
Need to seperate RPGs, Pathfinder, and Adventurers League for departments.
We now have a 280
 character limit on event descriptions, but this is not actually reflected
on the website (feature, not a bug. More of an easter egg I guess).

      7. Annual Awards et al - Will be given out this con.

     8. Conbook - Ahead of schedule. Lots of ads sold. Have cover art
already

      9. Rooms - No room crunch yet, but the first block will sell out! If
the Clippers manage to not Lakers their way out of the playoffs, it might
get very full, very
 fast. Looking to make Staph rooms all on the 3rd floor.

     10. Hotel Layout Space - Special requests to Tim ASAP. Pathfinder
wants another table in the HQ room.

      11. Art - Have all shirts, conbook cover, and the correct yearly
shirt. Looking for another pin. Still trying to get a con ahead on art.



      12. Family track/room - Is this still a thing? Spoiler: No. Need to
add a logo for the events list that denotes Family games.

      13. Storage! - Going to a Logistics company that will handle the
storage and transportation of our stuff. Departments need to inventory
their stuff and consolidate
 into stadardized storage if possible. Chris Carlson is happy to help you
throw away anything you don't need. John Paiva will be meeting with company
and will provide
 full details. Will need to get stretch wrap and a handle too.

E. WonderCon + GAMA Report
   Wondercon - Able to recruit vendors, likely won't have a table next
time. Would like to have GMs to run games in gaming area to promote us.

   GAMA - New hotness is organized play events for all the manufacturers.
Hitting 2K attendees helps us get more manufacturer support.

F. Deadlines
      ASAP
          - Mail flyer
          - 1st marketing email
      Fri, 5-1
          - Room lists to Victor and Eric A.
          _ Event Submissions
          - Special Facility Requests due
          - Con Book Ads
      Sat, 5-2
          - Event pre-reg on
          - 2nd marketing mail
      Fri, 5-8*
          - Hotel deadline
          - Art for Badge, Con book
      Mon, 5-11
          - Badge lists to Tracy - Don't put staff on volunteer lists
          - Conbook proofs
      Wed, 5-13
          - 3rd marketing email
      Mon, 5-18
          - All pre-reg off
          - Conbook to printer

G. Q & A
   Dealers room needs door watchers again.

   Move in will need to completely empty the storage, some chump
volunteered.
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