[Deptheads] Gamex Meeting Minutes

[Strategicon Department Heads]

 Okay folks, here are the minutes. If you want it in a word doc, let me
know. Important stuff here.

Minutes 17 April, 2016

In attendance: John Paiva, Chris Carlson, Mike James, Tim Keennon, Jason
DuVall, Tracy Fryer, Mike Fryer.

Via Skype: Jim Sandoval, Jon Merriex, Mickey Tan, Mei Dean Francis, Victor
Bugg, Eric Aldrich, Shane Sauby, Polly Aylor (no mic).

A. Lunch (get there early -- you're on your own for this) You wouldn’t
download a sandwich?

B. Welcome and Announcements – The only announcement is that there are no
announcements. No welcomes either. Tough Crowd.

C. Orccon 2016

    1. How did we do? 2110 makes it the largest show. El Nino didn’t ruin
everything. Highest gross, shame about the revenue.

    2. What went right? – Most pre-regs, Highest Friday and Saturday
attendance. Parking was good, Signage was great. Sunday attendance was low
because of Valentine’s Day

    3. What went wrong? – Overbilled, a novels worth of hotel issues, Video
Games should always get a power box. Not sure if we made a profit.

D. Gamex

    1. Budget – Very tight, so get pre-approval. Reimbursements close at
3pm. If you don’t need cash you can see Eric A for a check (he said with no
hint of irony that for a huge chunk of Sunday he lives in an alternate
dimension called AuctionLand).

    2. Special Guests and Events – Gameland and Victory Point Games need
tables. Add Team Yankee and the double-blind Midway game to the website.
Late comer AEG’s Mystic Vale also.

    3. Publicity -- Marketing Email #1 ASAP – If you don’t give her info,
Mei will need to use her ‘Dartboard of Randomness +2’ to generate content
for your department. Totally binding too, next time read the EULA.

    4. Department reports –

                Dealers – Restocking con merchandise, adding water bottles.
Need more suggestions box slips.

                Video Games – Blizzard’s new FPS comes out the day before
con. Will try a tournament if possible.

                Open – Could use more space, likely putting demos in lower
lobby foyer.

                Board Games – Catan Qualifiers again, Power Grid World Tour
continuing, now rotating Monday Mega-Tournaments.

                Pathfinder Society – Looking to Move HQ, possibly to
Newport A

                Adventurers League – Epic event again, would like more fans
and more water stations downstairs.

                RPGs – Rotating sign-ups to help one day badge people,
working on rules of conduct for social games.

                Quartermasters – Would like an updated and accurate map for
delivery purposes. Will verify dates and times with moving company.

    5. Signage – Need to add food signs and open gaming rules. If you need
signs or sign related things, get them to Mike James (minis.tyrant at gmail.com)
ASAP.

    7. Rooms – A huge chunk of the added expenses was last minute rooms
being billed at the 2nd and 3rd block rates. This cannot and will not
happen again. Victor is currently going off of what was used last con plus
changes made then. Anything else needs to go to Victor and Eric ASAP, 5-6
is a hard cutoff date. Rooms will only be reimbursed at the first block
rate.

    8. Staff and Volunteer food restrictions  - This means everything.
Outside food, drink, and coolers cannot be in convention spaces. You must
police your space. Signs will be posted to this effect, and we will have a
lunch area on one of the patios. Tim will write the standard verbage that
you must get out to your volunteers. Need to add no coolers to con book
boilerplate.

    9. Hotel Layout Space – Due to hotel changes, these should be submitted
by six weeks before con, which was 3 days before this meeting. Fire up the
wayback machine, or get them in now.

    10. Family track/room – Want a room, not sure one is free. Also looking
at a small toddler block, after a life check and verification of CPR
credentials first.

    11. Business Cards – If you want cards, get info to Eric A and Chris C.
The bug Eric buck has been passed to me. Need to learn to stop volunteering.

    12. Strategicon.net  Email Addresses - Looking into adding
name at strategicon.net emails to look professional and stuff.

E. GAMA Report – Tom Vassell next year, likely at Gamex. John giving shirts
and swag to dealers paid off.

F. Deadlines

    Passed (April 1)

        - Special Facility Requests due

    ASAP

        - 1st marketing email

    Fri, 5-6

        - Room lists to Victor and Eric A. This is a hard date, miss it and
you SOL.

        - Event Submissions

        - Con Book Ads

    Sat, 5-7

        - Event pre-reg on

        - 2nd marketing mail

    Fri, 5-13*

        - Hotel deadline

        - Art for Badge, Con book

    Mon, 5-16

        - Badge lists entered to website, not sent to Tracy - Don't put
staff on volunteer lists

        - Conbook proofs

    Wed, 5-18

        - 3rd marketing email

    Mon, 5-23

        - All pre-reg off

        - Conbook to printer

G. Q & A – Your senior Volunteers get shirts. Be a pal and let John Paiva
know who they are.
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