[Deptheads] Minutes from Jan 11 meeting

[Strategicon Department Heads]

Strategicon Meeting 11 Jan 2015

In attendance: Fred, Rusty, Robyn, Mei, Tim, John, Polly, Jason, Mike F, Tracy, Mike J.
Via Skype: Eric A
Via Cell: Victor

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


1. Welcome and Announcements - The only announcement is that there are no announcements.

2. Orccon
 
 a. Budget - Have some wiggle room, but please don't waste. Keep the rooms down if possible.

 b. Special Guests and Events - Catan Qualifier again, Power Grid World Tour, Pathfinder VIP Mike Brook(?), Crash Games. If you have anything else, please get info to Mei for PR and Tanya for website. Will also have a Valentines/They weren't married? Congratulation party for Jason and Polly.

 c. Publicity -- Marketing Email #1 ASAP to Mei

 d. Department reports - Dealers room sold out, Foyer has 3 tables left. Adding Water bottles and a Yearly shirt. Volunteers needed Friday 2-5pm, and 8-9:30am other days for door security.Investigating printing awards at con.
Artemis will be running shorter sessions and could really use capable volunteers.
Adentures League replaces RPGA

 e. Signage - Will get new pop-up banner for Adventurers League. Get requests to Eric and Tanya ASAP

 f. Website changes - Change RPGA to Adventures League/RPGA for a year, Flea Market still listed in foyer instead of downstairs. If you have any website complaints, get info to Tanya with Operating system and browser info. List details for art submissions on site.
 g. Annual Awards et al - Trophies made soon, get any relevant info to Tanya

 h. Parking - Need info on Oversize vehicles
 
 i. Conbook - Ads to sell! Immediate pay increase for every ad sold (offer void if you actually get paid)

 j. Rooms - Hotel almost sold out. Completely.

 k. Hotel Layout Space - Get special requests to Tim, he needs a good laugh.
 l. Art - Getting a large bank of art for future use.
 
 m. Family Track - Contact soon, get Rachel's contact info to Mei (racheltzorel at gmail.com)

 n. Flyers (done as of Jan 16) - Using an evergreen flyer, which from context clues I figure means we will use the same flyer for the whole year. Also, somewhat postcard sized-ish. Sort of.
 
 o. Library - Need to get something capable of running OSX for the Library software, Eric is working on.

 p. Events (double secret agenda item) - 400+ events, more than Dundracon. Get them approves and in.

3. Deadlines

 Fri, 1-23
  Event Submissions, 
  Special Facility Requests due
  Con Book Ads

 Sat, 1-24 
  Event Pre-reg turned on
 
 Mon, 1-26 
  Room lists to Victor B. and Eric A.
  Conbook proofs start
  Badge list to Tracy - She WILL email you reminding you, and confirming recepit of a list. If you don't get them, she didn't get them, and you won't like her when she is angry.
 Fri, 1-30* 
  Hotel Reg

 Mon, 2-9 
  Con Pre-Reg turned off
  Event Pre-Reg turned off

4. 2015 Planning

 a. Special Guest(s) - Ideas and requests to Victor

 b. Marketing - Get anything you want to Mei.

 c. WonderCon + GAMA - Will have a booth at Wondercon.

5. Q & A 

If you can't be at a meeting, you need to send a rep for your department
 Tanya is still chasing down the email problem on event approvals and denials. See her recent email about it. If you didn't get it, let us know so you can.

 If you wish to attend Polly & Jason's wedding, give them an address for invitations.