[Deptheads] Gateway Minutes

[Strategicon Department Heads]

Folks,

Here are the minutes from the Gateway meeting.

Mike

Minutes 26 July, 2015

In attendance: Tim K, Chris C, John P, Chris and Danielle S, Shane S, Dave
H, Mei  F, Mike F, Jason D, Mike J, Nick C (Eventually).

Via Skype: Eric A, Victor B, Jon M

A. Lunch – Eric let it slip that Apple’s next big thing is a food based 3D
printer, so you will be able to partake in this one from home by Orccon.

B. Welcome and Announcements

    1. Contracts Signed – Currently at the Hilton through 2020, but we have
outs if we decide we need it.

    2. Evaluating possible move – Need to look at possibly moving before
that, and we are running out of hotels with more space.

C. Gamex 2015

    1. How did we do? – 1870, best Gamex we have records for.

    2. What went right? – Parking after 12 on Saturday, Board Game Jam,
logistics was ok and will get better.

    3. What went wrong? – Parking Friday and Saturday morning, Video Games
needs a large rolling box, signage, some confusion between BGHQ and Library
boxes.

    4. The Hotel – Taking a much harder line on outside food and beverages
(alcohol included), so please be vigilant. The hotel has started selling
beer in the Gamer Bytes area, so we need to change the conbook accordingly.

D. Gateway

    1. Budget – Good. We have room if you need stuff.

    2. Special Guests and Events – Need special events, get any info to Mei
and Tanya ASAP.

    3. Publicity – Facebook had to merge, if you want to be an editor, let
Mei know. All our press dropped out, so Mei is trying again.

    4. Department reports :

                BGs  - Schedule filling up. No Catan qualifier. Will do
Powergrid and might have the Ticket to Ride champion challenge again.
Werewolf has moved to RPGs.

                RPGs – Moving on up to a deluxe apartment in the San
Lorenzo area on the 2nd Floor.

                Marketing – Need vendor and shirt list from John. Need
updated Library list. Going to run the Arcknight promotion again.

                Video Games – Not a lot happening mid-summer. Need one 50
gallon rolling box.

                Dealers – Sold out, might be able to add dealers in Lower
Lobby if Wifi can be added.

                Library – Will continue handling Math Trades. Might be
adding RPG and Minis rulebooks.

                Quartermasters – Getting used to new system, working on a
list of what goes where. You need to have your stuff ready by 4pm!

                Seminars – Having a Kickstarter panel.

                Minis – Possible large Fantasy Flight tournaments at Gamex
2016.

    5. Signage – Tanya has a list, if you need something get it to her.
Going with 11”x17” or 2’x3’ foam core boards. Quote already forwarded,
working on templates and modular designs now.

    6. Website changes – Badges MUST MUST MUST be entered into the website
for Tracy to pull and create badges. There is also a bug report form for
all the new changes. Live it, love it.

    7. Art – While we are out of bananas, we do have art. Proofs should be
up soon.

    8. Rooms – You know the drill, keep it tight.

    9. Hotel Layout Space – RPGs moving to 2nd floor, LARPs to 3rd, using 2
of the Lower Lobby RPG rooms for more open gaming.

    10. Family track – Need more family events. For those of  you afraid to
read, it is listed under the maturity menu on the event submission form.

E. Deadlines

    Soon

        - 1st marketing email – Get stuff to Mei ASAP or she will get
creative, and not the cute creative, the malicious creative. With YOUR
stuff. She told me.

    Fri, 8-7

        - Art for T-shirts – For website.

    Fri, 8-14

        - Room lists to Victor and Eric A.

        _ Event Submissions

        - Special Facility Requests due

        - Con Book Ads

    Sat, 8-15

        - Event pre-reg on

    Wed, 8-19

        - 2nd marketing mail (maybe)

    Fri, 8-21*

        - Hotel deadline

        - Art for Badge, Con book

    Mon, 8-24

        - Badge lists in system – Must be in or they will need to be
generated at con whenever Tracy feels like it, in order of largest bribe
received.

        - Conbook proofs

    Wed, 8-26

        - 2nd/3rd marketing email

    Mon, 8-31

        - All pre-reg off

        - Conbook to printer

F. Q & A

Going to have some sort of booth at Wondercon. Will need to have some GMs
from the various departments for a cross section of offerings to
intersperse with local developers. Will need to know sometime in November(?)
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