[Deptheads] Gamex meeting minutes 04-14-19

[Strategicon Department Heads]

Hey folks,

Sorry for the delay. Per usual, if you want this in another format, please
let me know.

Strategicon Meeting Minutes 14 April 2019



In Attendance: Mike James, Melissa and Brandon Weiss, Karla Freeman

Via Discord: Eric Aldrich, Victor Bugg, Jim Sandoval, Tracy and Mike Fryer,
Jon Merriex, Shane Sauby, Eric Downing, Jason DuVall, William Hillstrom,
Tomer Gurantz, Chris Suarez



A. Brunch – We had brunch, did you?



B. Welcome and Announcements

               1. Welcome to Discord – Seemed to work pretty well and was a
lot easier to use. For future reference, meetings will be held in the
General voice channel. Also, enabling Push to Talk seemed to be a good
idea.

               2. Welcome Karla Freeman – Karla is our new Volunteer
Coordinator, and she should be contacting you soon, if not already.

               3. Welcome Tomer Gurantz – Tomer is the supervisor of the
Games on Demand area, which will be in the Lower Lobby.

               4. GAMA Report – Victor was doing his best Janis Joplin
impersonation and will be sending a typed report at a later date.



C. Orccon

               1. What went right – 2470 attendance, best in terms of
attendance and profit. I think we are getting good at this. Parking was
also not as much of a nightmare.

               2. What went wrong – Getting really sloppy on the food, need
to be a little more vigilant.

               3. Shirt reorders – If you didn’t get a shirt let the Erics
know.



D. Gamex

               1. Budget – Be reasonable, but we are doing ok. Going to be
spending a bit more on the publicity side.

               2. Special Guests and Events – We have guests already but
please get special event info to Tanya and Eric Downing. Some interest from
a reality show Above Board. For Gamex.

               3. Publicity – If you know if anywhere that would be a good
place for targeted ads, let Eric D know.

                              a. Marketing Email #1 – Due by 4-29. Would be
great if Eric D has something to promote.

                              b. Art – Mostly done

                              c. Shirts – See b.

               4. Department reports –

                              RPGs – Actual Play recording room was good
and will be better now that will be more prepared for it in the future.
Getting more cross promotion in the community and from publishers.

                              Family Area – Would like more kid friendly
events, so ask your GMs if they would be willing to have games there.
Target is 1 game per hour.

                              Collectibles – Keyforged was a lot larger
than anticipated. Had a theft, that wasn’t, but still need to be more
vigilant about the placement of materials.

                              Dealers – Need new stackable racks for the
shirts.

               5. Signage – Time to update signs. In addition to adding
Games on Demand and family area, fixing the HQ locations of Party Games and
LARPs, if you need anything else please let Jim Sandoval know.

               6. Website notes and updates – We have been asking for a
while, but now it sort of needs to happen. Department descriptions. We need
to update the page for each individual department with whatever info you
deem necessary. Badge requirements, event submission requirements,
appropriate bribes, whatever you think the average person needs to know.

               7. Parking – LAX parking seems to have accidentally done
something right, so we might have some more parking options soon.

               8. Rooms – Do not add rooms unless you have a good
justification.

               9. Hotel Stuff – No international ballroom on Thursday, this
mostly only effects Shane and Mike.

               10. Hotel Layout Space – Get any changes to Mike J by the
April 24th.

               11. Logistics – We are super close to capacity, so please
consolidate wherever possible. Make sure your stuff is labelled.

               12. Business Cards and Phone Numbers – If you need cards,
please get your info to Eric A so he can sned you proofs.

               13. Documentation – Eric A sent out an example checklist of
what it takes to get your area up and running. We would like something from
each department in case you were unable to make it.



E. Deadlines

               Fri, 4-12  Tshirt Art to printer and tshirts ordered – Or
not. Artists are flaky.

               Mon, 4-15  Room lists to Victor B. and Eric A. – Changes
only.

               Wed, 4-17  Special Facility Requests due

               Wed, 5-1   1st Marketing email done

               Thu, 5-2   1st Marketing email sent

               Fri, 5-3   Event Submissions

                          Con Book Ads

               Sat, 5-4   Event Pre-reg turned on

               Mon, 5-6   Conbook proofs start

                          Badge list must be entered

               Fri, 5-10* Hotel Room Reg Closes

                          Conbook cover art due

               Wed, 5-15  2nd marketing email done

               Thu, 5-16  2nd marketing email sent

               Mon, 5-20  Con Pre-Reg turned off

                          Event Pre-Reg turned off

                          Conbook to printer



F. Q & A

Jim, Tomer, and Karla are going to work on an inclusivity policy that we
can update in the conbook and actually get on the website.
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