[Deptheads] Meeting Minutes 01-13-19

[Strategicon Department Heads]

Hey folks,

Here are the minutes from the meeting. If you want them in another format,
please let me know.

Strategicon Meeting Minutes 13 Jan 2019

In Person: Mike James, Melissa and Brandon Weiss

Via Skype: Eric Aldrich, Victor Bugg, Jim Sandoval, Tracy and Mike Fryer,
Jon Merriex, Tara Leederman, David Holt, Shane Sauby, Jason DuVall, William
Hillstrom

A. Lunch – Again, this should be brunch. Brunch makes it ok to drink at
breakfast.

B. Welcome and Announcements – Victor is Strategicon Fantasy Football
champion.

C. Orccon

               1. Budget – Chris wasn’t here to tell Eric not to say it, so
we have some room if you need something. Per usual, get an OK.

               2. Special Guests and Events – Brandon Carrion and Mike
Nystul. Get special events to Tanya, preferably with a picture and short
description. Having 2 boffer showcases, Power Grid world tour returns,
Catan Qualifier. Discussion about maybe having an escape room in the future.

               3. Publicity – Have a twitter guy for con.

                              a. Marketing Email #1 – Send noteworthy
events to Eric Downing at luckyguyca at yahoo.com ASAP.

                              b. Art – On the way, and on theme too.

                              c. Shirts – Coming, slightly different
graphic on the generic yearly tie-die.

               4. Department reports –

                              a. RPGs – Setting up a room for Actual Play
live streams. Will be starting a YouTube channel for video content.

                              b. PFS – Not sending designers until later
this year, but is still sending someone. Details coming.

                              c. Family – Needs volunteers for HQ.

                              d. Video Games – Fortnight and Smash Brothers
are the big upcoming tourneys. Might need to get more room in the near
future, needs volunteers.

                              e. Boardgames – Schedule full and ontime.

                              f. LARPs – 2 boffers, one for kids so they
don’t beat the crap out of the adults. Sounds like we need adults not
afraid to put those young punks in their place, something not likely
allowed by our insurance.

                              g. Registration – Upgrading software
beforehand, so as not to court drama like at Gateway. Get your lists in,
you wouldn’t like Tracy when she is angry.

                              h. Dealers Room – Sold out.

                              i. Library – Looking for partner/possible
replacement. Could always use volunteers on Monday.

                              j. Minis – Expanding the hobby section by
having dedicated paint classes by a group of professional painters in the
dealer room.



               5. Signage – If you need something, let Jim and Mike know.
If you know how to get people to read signs, let everyone know.

               6. Website notes and updates – Paypal fixed, and our site is
now HTTPS. Still need department descriptions, need error checking on the
site. Shane had a good idea about email blasts to Gm and/or attendees about
relevant info.

               7. Annual Awards – Get info in, results being compiled now.

               8. Parking – The three words that best describe parking is
as follows: Stink, Stank, Stunk. Lot C is still down almost 2000 spots, the
replacement garage wont be ready until 2021.

               9. Rooms – Not sold out yet, but hotel is nearing capacity.
Get room list changes to Victor ASAP.

               10. Hotel Stuff – Uptick in outside food. Keep an eye on it,

               11. Hotel Layout Space – Get special requests to Mike James
ASAP.

               12. Logistics – If you need something, let Mike James know,
as is, Library needs totes, LARPs needs lights.

               13. Business Cards and Phone Numbers – If you need cards,
let Eric know. If you think you need a voicemail box, let Eric know.

               14. Documentation – Looking to have a list of things we do
incase we need to cover for illness or other unforeseen emergency.

               15. Switch to Discord – Link to server sent out. Potentially
using it individual departments for their communities in addition to
department  head type stuff.

D. Deadlines

               Fri, 1-11 Board Games submissions

               Mon, 1-14 Room lists to Victor B. and Eric A.

               Wed, 1-16 Special Facility Requests due

               Fri, 1-25 Event Submissions

                         Con Book Ads

               Sat, 1-26 Event Pre-reg turned on

               Mon, 1-28 Conbook proofs start

                         Badge list to Tracy

               Fri, 2-1* Hotel Reg

               Mon, 2-11 Con Pre-Reg turned off

                 Event Pre-Reg turned off

E. 2019 Planning

               1. Special Guest(s) – Get any requests to Victor.

               2. Marketing – Working on getting ahead with the art. Keep
Eric D in the loop, he isn’t psychic either.

               3. Other Cons – If you know of any cons looking to cross
promote, spread the word.

F. Q & A

How can the Chargers suck so bad? Not really relevant to Strategicon, but
still. Those 14 garbage time points don’t count either.
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