[Deptheads] Planning meeting minutes, 22 October 2017

Tue Oct 31 20:22:09 PDT 2017

Hey folks,

Sorry for the delay, some important stuff in here, notably the badge wall
for room registration and a few other things. Let me know if you want in
another format,

Mike

Strategicon 2018 Planning Meeting Minutes 22 October 2017

In attendance: Mike James, Melissa and Bandon Weiss, Danielle and Topher
Suarez, Fred Upton.

Via Skype: Eric Aldrich, Victor Bugg, Jim Sandoval, Mei Dean Francis, Tracy
and Mike Fryer, Shane Sauby, Jon Merriex, Jason DuVall, Nick Chavez
(Intermittently)

. Lunch – We had pizza.

I. Announcements

    A. New LARP director – We welcome Tara Leederman as new LARPs director.

    B. New Website Live – Sort of. Details later.

    C. Acting Events Coordinator – Mike James will remain acting Events
Coordinator for now. If you need anything that originally went through Tim,
you need to talk to Mike about it.

II. This Year

    A. Gateway 2017 – Gateway was as large as Orccon.

    B. Overall – Best year for attendance, over 6700 for the year.

    C. Goals from last year

               1. 5 percent increase across the board – 2 out of 3. Gamex
was only a 3% increase, but 7.5% increase overall.

               2. 101’s for all departments – Not entirely, but we did add
some.

               3. Fix the food situation at the hotel – Fixed is such a
loaded term subject to POV. It is better, but we will strive to improve
where possible.

               4. Full web site overhaul – Facelift, yes. Wordpress, no.
There were updates behind the scenes.

               5. Avoid burnout – We think this worked. If it didn’t, you
were too tired to complain, which is still a win.

               6. Expand Traditional Card Games – Proof that failure is an
option.

               7. Business cards – We think those that wanted them, got
them, even if all the accompanying info isn’t factually correct. If you
need cards, please let Eric know.

               8. Send from strategicon.net – In a fit of revisionist
history, we are at the 20% done mark.

III. Next Year

    A. Goals

               1. 5 percent attendance increase across the board

               2. 101’s for all departments - Looking to add in Party Games
and maybe some in Video Games for old folks and luddites, maybe some
Minecraft. Seminar 101 entitled ‘shut up and sit down’ already on the
schedule.

               3. Improve the food situation at the hotel – The Gamerbites
prices are discounted from what they originally wanted. Yes, really. Scary,
right? We will still work on the food thing.

               4. Complete web site overhaul – Tweaks to the front end
where needed, and technomance Wordpress into cooperating.

               5. Avoid burnout – Less work, more booze! No, that won’t do.
Same work, more booze!

               6. Expand Traditional Card Games – Expanding from Zero
shouldn’t be that hard, should it? Discussion to change name to Standard
Playing Card games to avoid confusion.

               7. Update business cards – The aforementioned factual
inaccuracy. We no longer have a PO Box. If you need cards, please let Eric
know.

               8. Send from strategicon.net – It seems that the last 80% is
the hardest.

               9. More notable guests – Victor and Eric Burgess working on
a list of possibilities. If you have anyone you want, give suggestions to
Victor, bribes accepted.

               10. Determine where we will be in 2021 and get the contracts
signed – Started discussion with Hilton on post 2020, also doing due
diligence on the few possible alternatives.

    B. Special Guests – Jeff Siadek, Looney Labs, and Twilight Creations
were all floated.

    C. Marketing – Plan coming. All marketing badges MUST go through Mei.
Marketing badges do not get to run events.

    D. Budgets – New year, new contract. We don’t know exactly how this
changes stuff, so get an OK for anything.

    E. Web Site status update – It’s live. Get bug reports to Tanya if you
find anything.

    F. Hotel changes – Between the NBA All-Star game and Gallifrey, rooms
will be an issue. Room link will be behind a badge wall. If your volunteers
are getting their own room, they will need to have a badge in the system.
Room rates going up slightly, but 3 nights no longer needed.

    G. Price changes – After not changing prices for years, we are needing
to raise the badge prices slightly. Details below.

    H. Issues and other important stuff

               1. Fix our volunteer attendance accounting procedures – If a
GM/Volunteer has a purchased badge, the department head will need to submit
a badge form to get the person a GM/Volunteer badge. The purchased badge
will then need to be turned in for reimbursement. If this procedure is not
followed, Tracy is allowed to assault you in the method of her choosing,
probably verbal, but why risk it?

               2. Inclusivity Policy – Being proactive for the gaming
community, Jim is working on a draft to forward to Mei for the Conbook.

               3. Voicemail – We are adding a voicemail service, if you
think you need a box, send your plea to Eric. Bribes accepted in cash or
wargames (rare and unpunched).

IV. The Future and Beyond

    A. At Hilton until 2020, potentially until 2025 – Haggling and
chiseling have begun.

    B. We’re looking for a potential new venue, but the Hilton seems to be
the best option - Based on the space we have, 3000 is the likely cap unless
we add crowd surfing (probably a party game).

V. Q&A

Possibility of moving large Video Game tournaments into Carmel.

Video Games need GMs badly.

New Pricing – Going up across the board as follows:

a.      VIP $700

b.      Friday Only $20

c.      Saturday/Sunday $35

d.      Monday $15

e.      Full $65

f.       Pre-Reg $55

g.      Group -$5

h.      Family $75 (Saturday/Sunday)

i.       Single Event $15

j.       Annual Prereg $120

k.      Annual at door $140

l.       Kids $10
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