[Deptheads] Minutes from Gateway Meeting 7-24-16

[Strategicon Department Heads]

Hey folks,

Here are the minutes from the Gateway meeting. As usual, if you wish in
another format, just let me know..

Mike

*Minutes **24 July, 2016, 1 pm*





* New Meeting Location:       American Legion Post 112       310 W Emporia
St,       Ontario, CA 91762 *In Attendance: Tim Keennon, Chris Carlson, Jim
Sandoval, Danielle and Chris Suarez, Polly Laylor, Jason DuVall

Via Skype: Eric Aldrich, Victor Bugg, Tanya Aldrich (intermittently), Shane
Sauby, Mei Dean Francis, Ryan McMullan, David Holt, Jon Merriex


* A. Lunch (you’re on your own — eat before getting there)* – Tangentially
related, it has been decided that King Taco is a sophisticated delivery
system for red sauce.

*B. Welcome and Announcements* – As previously announced, John Paiva has
resigned from the Dealers Room, and Victor has taken it up. John will still
be with us in a GM capacity. Kevin Hill, the art supervisor has also
resigned due to increased real life workload.  Also, Mike James is the 5th
vote on the board of directors.


*C. Gamex 2016   1. How did we do?* – Attendance 2020, equals Orccon 2015.
*   2. What went right?* – Budget (sort of), food policy went somewhat
better than expected, Dying kingdoms really liked the 3rd floor room
accommodations.
*   3. What went wrong?* – Room budget overruns (more on that later),
Please leave lamps in LARP rooms, there is such a thing as too dark and
moody.
*   4. Food Policy* – Decently received unless you bought pretzel chips.
Well enough so that we didn’t get charges for reasons. Kudos to Video Games
for policing the food in their area.
*   5. The Hotel* – Video Games need their scatterbox by 6pm Friday.


*D. Gateway   1. Budget* – Some room, but no last minute rooms, see below.
*   2. Special Guests and Events* – Tanya will have on the site when she
gets pics and bio. If you have special events, get write-ups to Tanya and
Mei, with graphics if possible.
*   3. Publicity* – Send Mei anything email worthy or she will start making
stuff up. We are not doing flyers, but might try Groupon (which apparently
is still a thing).
*   4. Department reports*

A. Video Games – Hearthstone and Overwatch tournaments were huge, will do
again.

B. Payouts – Went smooth, more sheets turned in than normal.

C. LARPs – Wyrdcon is right after Gateway, which will affect
attendance…..Dramatically!

D. Library – Moving to Santa Monica B, adding shelves. Need more volunteers
for Friday 3pm and Monday 11am-1pm for unpacking/packing duty. Will look
into incentivizing badges or going to Home Depot. Need stand-up department
banner.

E.  Board Games – Mega 7 Wonders on Monday, adding a Mega-Midnight
tournament on Saturday. Power Grid World tour conclusion for 2016. Shane
will contact Robert Neff about running the political games track, and with
a private security firm given the heated political atmosphere these days.

F. Pathfinder – PFS has the season 8 events premiere at Gateway.

G. RPGs – Happy Jacks podcast will now be at all 3 cons. Need to get some
cross promotion going. Also planning games with Jim Pinto and a series of
1-shot dungeons.

H. Minis – Will have some new stuff with Warmachine/Hordes 3rd edition just
being released and new Bolt Action.

I. Quartermaster – Storage company was late again, will be exploring
options.


*   5. Signage *– Need signs detailing LARP and Party Games event room and
times. If you need a sign, send Mike James the specific verbiage you want.
If you have bothered reading the minutes, you see what a hack he is and
don’t want him to have to make it up for you.
*   6. Website changes* – Add default rooms for events. Add new email
aliases. Separate RPG, AL, and PFS for ease of searching and organizing.
Update Library to Santa Monica B, Update Map. Mobile site under
construction, investigate app?
*   7. Art *- Shirts coming, pins done and guaranteed to keep the
historical guys arguing for the foreseeable future.
*   8. Rooms* – Last minute rooms killed the budget last time, no last
second rooms! If you can’t get your stuff in on time expect to be sleeping
in your car or someone’s bathtub.
*   9. Staff and Volunteer food restrictions* – Big Brother is watching
folks, don’t try to be clever. We did good, let’s keep it that way.
*   9. Hotel Layout Space* – Hotel wants 1 month lead time for layouts. So
get anything special to Tim ASAP or you will end up running games in the
alley.
*   10. Annual Awards for 2016* – Looking to revamp, possibly add global, 2
player, and co-op awards. Ideas welcome. Alternatively, winners get a
handshake and a swift boot in the ass (this was less popular).
*   11. Cards and Email Addresses* – Eric has the card template,, which
needs to have the margins adjusted. Please contact Eric for files. Also
working on getting Strategicon.net emails, which will be first initial last
name in most cases.







*E. Deadlines   Soon       - 1st marketing email   Mon, 8-1       - Special
Facility Requests due* – This also includes any changes to your layout.





*   Fri, 8-5       - Art for T-shirts   Wed, 8-10       - 2nd marketing
mail   Fri, 8-12       - Room lists to Victor and Eric A. *– This is
non-negotiable.








*       _ Event Submissions       - Con Book Ads   Sat, 8-13       - Event
pre-reg on   Fri, 8-19*       - Hotel deadline       - Art for Badge, Con
book   Mon, 8-22       - Badge lists to Tracy - Don't put staff on
volunteer lists *– Leave Staff badge art the same, don’t release the Kraken







*       - Conbook proofs   Wed, 8-24       - 3rd marketing email   Mon,
8-29       - All pre-reg off       - Conbook to printer *

*F. Q & A*

Request made that if a department head forwards something to you, that you
reply so they know the request  isn’t just floating out there.
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