[Deptheads] Planning Meeting minutes from 11-11-18

[Strategicon Department Heads]

Ok folks,


Below are the minutes from the November planning meeting. If you wish to
have this in another format, please let me know.

Thanks,


Strategicon 2018 Planning Meeting minutes 11 November 2018

In Person: Mike J, Brandon and Melissa, Chris S, Fred.

Via Skype: Eric A, Victor, Tracy and Mike F, Tara, Jon, Jim, Shane, Jason



. Lunch, although at noon, it’s more of brunch.



I. Announcements

    1. Orccon 2022 dates finally confirmed with Hilton, for future
reference, Super Bowl trumps Strategicon. Who knew?

    2. Formally splitting up RPGs into three separate departments.
Adventurer’s League, Pathfinder Society, and RPGs. This will be a change to
make it easier to search, and make the life of the associated supervisors a
tad easier.

    3. 100 years ago today.... “At eleven o’clock this morning came to an
end the cruelest and most terrible War that has ever scourged mankind. I
hope we may say that thus, this fateful morning, came to an end all wars.”

David Lloyd George, British prime minister, November 11th 1918



II. This Year

    A. Gateway 2018 – Attendance 2430, Highest yet.

        1. How'd we do? – Apparently pretty good. Paid attendance also up.

        2. What went right – Stuff and things. Lots of them in fact.

        3. What went wrong – Fewer things, some out of our control, parking
elevators for one.

    B. Overall

    C. Goals from last year

               1. 5 percent increase across the board. 3, 3, and 4 percent
increase respectively.

               2. 101’s for all departments. Getting there. Just remember,
we need to train the next generation of gamers, along with some of the
current generation.

               3. Improve the food situation at the hotel – Probably as
good as it is going to get.

               4. Complete web site overhaul – Done, but still needs tweaks.

               5. Avoid burnout – You are all still here, so leaning
towards success.

               6. Expand Traditional Card Games – There was a pause here
while we all had a much-needed laugh.

               7. Update business cards – Done as far as we know. Although
we get to do this dance again.

               8. Send from strategicon.net – We thought we were laughed
out, turns out we weren’t

               9. More notable guests – While the value of guests is still
debated, we definitely had some, and they were well received.

               10. Determine where we will be in 2021 and get the contracts
signed – Newton’s First Law of Motion states a Convention at the Hilton
will remain at the Hilton. I may be paraphrasing here.



III. Next Year

    A. Goals

               1. 2500+ for Orccon and Gateway, 2200+ for Gamex – Static
numbers means Eric doesn’t need to use the percentage function of the
calculator on his phone. That, and these numbers are obtainable.

               2. 101’s for all departments – One of us, one of us….

               3. Checklists for all departments – Just a list of what we
do pre-con so we don’t have things falling through cracks.

               4. Avoid burnout – Play a damn game, would ya?

               5. Update business cards – New phone system, no PO box
anymore. If you need new cards, let Eric A know.

               6. Send from strategicon.net – No really. Stop Laughing.

               7. More notable guests – If you budget it, they will come.

    B. Special Guests & Events – Mike Nystal for PFS at Orccon? Loonies?
LARPers? Laughing Moon? Doing Boffer twice a con. All seminars are now
special events. Possible estate sale at Orccon.

    C. Marketing – Nick Chavez is handling a lot of Social Media. We are
also adding a YouTube channel. Renee is handling Art, and we are working on
a Social Media team.

    D. Budgets – Usual rules apply. Ask.

    E. Web Site status update – Need updated descriptions from all
departments. Also need testers for the site for all browsers and platforms.
Please send feedback to Tanya, she would like to have this hammered out by
the end of the year.

    F. Price changes

        1. Dealer Room – Slight increase.

        2. Advertising rates – Mostly on color ads.

        3. Effective Jan 1. – Old rates in place until then.

    G. Issues and other important stuff

               1. Documentation (checklists) – Annual ones, and con
specific ones. Examples coming.

               2. Voicemail set up (by Jan 1) – If you have a voicemail
box, you have gotten the emails. Please set it up, it can email you the
voicemail, it will not call you direct.

     H. Discord or Slack – Skype is terrible, and not likely to get better.
Discord was the frontrunner in the meeting, but if you have any input, make
yourself heard.



IV. The Future and Beyond

    A. At Hilton until 2025

    B. That said, we could move – Hilton Corporate contacted us about a new
site in Downtown LA, close to where we are now. Followup -- no dice
immediately as nothing big enough is going in. However, we agreed to keep
communication open on the possibility of Anaheim if it comes to it.



V. Q&A

If you have old business cards, Fred has a cool Origami piece that starts
at 120 business cards.


Anyone interested in organizing a secret Santa (or Valentine), now is your
chance to shine
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