[Deptheads] Orccon Meeting Minutes

[Strategicon Department Heads]

Ok all, Minutes below. Also available in Word if you want that.

Strategicon Meeting 10 Jan 2016

In attendance: John Paiva, Tim Keennon, Mike James, Fred Upton, Mei Dean
Francis, Jim Sandoval, Chris Carlson (more or less), Chris and Danielle
Suarez, Tracy and Mike Fryer, Jason DuVall, Polly Laylor

Via Skype: Eric and (occasionally) Tanya Aldrich, Victor Bugg, Ryan
McMullin, Shane Sauby, Jon Merrix

A. Lunch – Had to be there for that one.

B. Welcome and Announcements

                1. We’re not moving – Still looking, but not moving. Yet.

                2. Illness during downtime scuttled a few plans – Eric had
surgery on his back and new birthing hips, something about his half an ass.
Look, fill in any questions you have with your own punchline.

C. Orccon

                1. Budget – Have room, but don’t go crazy. Possible
attendance hit due to El Nino.

                2. Special Guests and Events – Most are already up on the
site, just waiting for an updated John Wick bio. Any special events need to
go to Eric and Mei, ASAP.

                3. Publicity - Mei can write pitches for you if you want to
hit up game companies and the like.

                                a. Marketing Email #1 ASAP – Give Mei
anything notable or she will once again be forced to make stuff up, which
is retroactively binding.

                                b. Art – Kevin Hill is the new art
director. Any art requests go through Mei.

                                c. Shirts – Done.

                                d. Flyers - Have flyers, Mei is going to
put on the Department Heads list (where it will probably sit until Eric
approves it).

                4. Department reports

Dealers room: Sold out yet again.

Reimbursements: It really helps everyone if the GMs know they have a payout
event. Just sayin’.

 Video Games: Lots of new stuff coming out. Wants one of the new printers.
Todd’s last con for a while.

Registration: Get your badges in the system by January 25th at the latest,
more info on this later.

Open Gaming: Expect complaints about the space, but open RPGs can be sent
to RPGHQ for unused tables.

Library: BGG list matches Dave’s list, and just needs to be updated with
whatever is new. Will make sure library folks check in with RPGHQ for
unused space.

Quartermaster: Would like a key card to the locking rooms on move in day.
Couls also use an updated map. Need to figure out what isn’t used and can
be tossed or stuff that can stay at storage facility.

RPGs: Eric needs party games SV login info to be able to edit events. Will
be in contact with John Wick for special events.

Board Games: On a personal note, Shane is rather mushroom-like. Very busy,
queue is cleared. Catan qualifiers again, Power Grid World Tour again, lots
of Ticket to Ride events, and will check with Asmodee over the future of
Catan events now that that they own the rights. Wants one of the new
printers.

Pathfinder: Wants one of the new printers, and the Pathfinder Card game now
falls under Jon’s purview in the PFS structure.

LARPs: Wyrd con is in September. Will be moving to occupy the space
formerly used by Adventurers League. Looking to reach out to the Vampire
LARPs after their latest shake-up.

Lounge: Meet and Greet is Friday night. Hot food Saturday and Sunday, Taco
night is Saturday.

Adventurers League: Thanks for all the help pulling off possibly the second
largest AL event in the world. Moving down stairs into the Lower Lobby and
will need signage to reflect that.

Suggestion Boxes: Boxes will be at Registration, RPGHQ, Library, Minis,
Board Games, Dealers Room, Open Gaming (which will be taken with the
supervisor so the piranha-like attendees won’t loot our supplies). Paiva
will drop off the supplies, and from this con forward if your department is
on the above list, you will store the box in your stuff from con to con.

5. Signage - Being worked on, have templates and a printer. Will number
signs so we can track changes easier.

6. Website changes – Give Mei ability to add badges. Give John and Tracy
the ability to edit badges. Update default rooms to new department areas.
Update map.

7. Annual Awards et al – Polly will crunch the data by the end of the month.

                8. Parking – Working on the adjacent buildings for close
parking.

                9. Rooms – Get room lists to Victor and Eric ASAP. You can
change names later, but the room block needs to be finalized.

                10. Hotel Relations – They are holding to the letter of the
contract, so the outside food thing will continue to be an issue. Do not
eat at HQs.



                11. Hotel Layout Space – Adventurer’s League moves to Lower
Lobby. Flea Market moves back up in the main foyer. Any special requests to
Tim, he needs a good laugh.

                12. Family Track - If you have anything family friendly,
please consider putting it in the Family Area upstairs across from
Collectibles. Bringing back Fuzzy Heroes.

                13. Library – Will make a list of family friendly games
available in the library to supplement the other helpful lists.

D. Deadlines

                Mon, 1-11 Room lists to Victor B. and Eric A.

                Fri, 1-22 Event Submissions, Special Facility Requests due,
Con Book Ads

                Sat, 1-23 Event Pre-reg turned on

                Mon, 1-25 Conbook proofs start, Badge list to Tracy

                Fri, 1-29* Hotel Reg

                Mon, 2-8 Con Pre-Reg turned off,Event Pre-Reg turned off

E. 2016 Planning

                1. Special Guest(s) – Victor has a list, but it is a
secret. Also possibly adding Adventurer’s League Admin games.

                2. Marketing – Won’t need more color ad space.

                3. WonderCon + GAMA – No WonderCon this year. Victor will
need your business cards to hand out at GAMA (Spoiler alert, you get
business cards).

F. Q & A

                Business Cards: Eric has the template and will be bringing
you new spiffy cards with the spiffy new logo. If you need them sooner
rather than at con, let him know and he can send you the file.

                Future Meetings: If you get the email about the meeting,
you should be there or send someone in your place so we can browbeat you
into stuff no one else wants to do. Worked good this time, but please RSVP
so Eric doesn’t feed John for a week.
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