[Deptheads] Planning Meeting Minutes, 10-27-19

[Strategicon Department Heads]

Hey folks,

Sorry for the delay, but here are the minutes from the planning meeting. I
forgot to take attendance also, so you if were there and don't see your
name, please let me know so I can add you. Also, if you would like this
another format, please let me know.

Thanks,

Strategicon 2020 Planning Meeting Minutes, 27 October 2019



In Attendance: Mike James, Chris Carlson, Melissa and Brandon Weiss, Fred
Upton

Via Discord: Eric Aldrich, Victor Bugg, Tracy and Mike Fryer, Eric Downing,
Tara Leederman, Karla Freeman, Jason DuVall, Shane Sauby, David Holt.
William Hillstrom



. Lunch – Really should be brunch by now, but copy paste is so easy.



I. Announcements

    1. Website Security Audit done. – Thanks to Robert Prag. We have his
report and are working on getting them fixed.

    2. Corporate reorg coming – While it sounds ominous, it’s something tax
related that will likely allow people to buy into the con, as previously
promised. Tax info needs to be done by end of year, but buy-in would be
next year, with plenty of notice.



II. This Year

    A. Gateway 2019

        1. How'd we do? – 2440+.

        2. What went right – Pre-reg was good. Yearly pass purchases were
very good.

        3. What went wrong – City screwed up parking. Math trade and
virtual flea market badges, or lack thereof. The wonderous exploding GM.

    B. Overall – Total attendance 7050 for the year. Well done everyone.

    C. Goals from last year

               1. 2500+ for Orccon and Gateway, 2200+ for Gamex – Nope,
nope, and nope.

               2. 101’s for all departments – Yes, but still going to
expand them.

               3. Checklists for all departments – We got one. Two if you
count Eric.

               4. Avoid burnout – So far so good.

               5. Update business cards – Should be done, but if you need
cards, let Eric A know.

               6. Send from strategicon.net – You should have a hearty
laugh at this, we sure did.

               7. More notable guests – Yes, but still looking to get more.



III. Next Year

    A. Goals

               1. 2500+ for Orccon and Gateway, 2200+ for Gamex – Cross
your finger folks.

               2. 101’s for all departments – We learned LARPs =/= Furries.

               3. Checklists for all departments – This actually came in
handy, what with Shane’s rebellious gall bladder. Would be nice if we could
all have that safety net in place.

               4. Avoid burnout – Carlson recommends Kraken and Dr. Pepper.

               5. Get a handle on the math trade/virtual flea market – Will
set up a meeting with the organizers, maybe have a $5 single event charge
for those without badges.

               6. Send from strategicon.net – Laugh long, laugh deep.

               7. More notable guests – In progress. If you have requests
or leads, talk to Victor.

               8. More notable special events – Get creative.

               9. Corporate restructure – Back end taxes this year, other
stuff next year.

    B. Special Guests & Events – Luke Gygax, Todd van Hoosier, Calliope
Games, Meeple People, Brotherwise Games. If you have anyone else, get them
to Victor.

    C. Marketing – Updating the local store list so we can be more involved
with them. Also looking for more marketing volunteers. Looking to target
websites and groups, get ideas to Eric Downing.

    D. Budgets – Room prices going up, keep that in mind. Otherwise things
remain as per usual.

    E. Web Site status update – Please check the website. Use it, abuse it,
get feedback to Tanya. Get her info for specials, even if it is a
placeholder for details for later.

    F. Price changes

        1. None for attendees! Slight change for dealers

        2. Effective Immediately.

    G. Issues and other important stuff

               1. Documentation (checklists) – Pasted three times! That’s
how important this is.

               2. Storage migration – We will be taking over storing and
moving all the gear. Details TBD, but target is by end of year.

               3. Paypal migration – New refund policy blows, not sure the
exact fix yet, but something will be done.



IV. The Future and Beyond

    A. At Hilton until 2025



V. Q&A

Long conversation about single events. Will spark an internal discussion
and we will have some sort of policy hopefully in place for Orccon.



               A point was made after the meeting ended about the Code of
Conduct. Adventurers League asks about ours every time before we get events
from them, and they are continually pointed to old conbooks. We should have
the code posted on the website, and even on signs at the con. Something to
be addressed.
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