[Deptheads] Meeting Minutes 07-26-20

[Strategicon Department Heads]

Hey folks,

Here are the minutes, if you want it in another format, just let me know. I
will be cross posting this to the Discord, since that's a thing we can do.

Here you go

Strategicon Meeting Minutes 26 July 2020

In attendance via Discord: Eric Aldrich, Victor Bugg, Jim Sandoval, Mike
James, Angelica Magno, Brandon Weiss, Chris Jones, Malakai, Tara Leederman,
William Hillstrom, Jason DuVall, Karla Freeman, Tanya Aldrich, Rob Prag,
Shane Sauby, Eric Downing, Jon Merriex, Mickey Tan

A. Welcome and Announcements

               1. Gateway 2020 will be virtual – It wasn’t going to be, but
now it is.

B. Gamex 2020 Quick Recap – We did a lot better than we thought we were
going to do. No hard numbers but 500+ on the discord.

C. Gateway

               1. We will be charging $5 for admission – We have ongoing
expenses, primarily storing all your crap, not to mention that we have a
perceived value. GMs and Volunteers will get free badges per usual, but you
will need to enter them like you normally would.

               2. Budget – About the same as last time. We will be doing
Zoom accounts, boosts, and such. No money for guests. If you need
something, please let us know.

               3. Special Guests and Events – Please keep Victor in the
loop on this so we don’t have multiple people asking guests. If you have
any special events, please submit them to Eric and Tanya so they can get on
the website and to Eric Downing for the marketing email

               4. Marketing

                              a. Marketing Emails #1 and #2 – Dates below,
but most importantly, Eric D needs stuff to promote. If he makes something
up for you, that is a binding contract.

                              b. Art – Is coming, easier since there will
be no badge art.

                              c. Shirts will be print to order – Same as
last time, Mike might end up being the delivery service.

                              d. Social Media – Looking at adding a team of
folks and doing more live updating from the con. This will continue into
the rebirth of the in-person con.

               5. Department reports –

                              ING – Ta Te tournament that ties in with his
newest kickstarter, doing the sweepstakes again.

                              Collectibles – Brandon is investigating a CCG
program that would be usable for their events.

                              Video Games – Minecraft will be back, but
there is limited interest in other events. We had a discussion about
prizes, because all gamers like free shiny things.

                              RPGs – Loking to have big name people run
games, streamers and the like. Notably Happy Jacks.

                              PFS – Good interest last time, hope we carry
over.

                              AL – No epic, but will be running events.

                              Boardgames – Found a free board game program,
but doesn’t have all the Power Grid maps, which makes World Tour hard to
do. BrettSpielWelt.de, maybe it would work for you.

                              LARP – Already have events in the queue.

                              Party Games – Already have events in the
queue. Hopefully have the Zoom issues issues out.

                              Play-to-Win – Have 4 events so far, looking
for donations as prizes.

                              Minis – Looking at having painting tutorials
and things like that. Odd that I can’t find historical guys to lecture
players over a gaming table.



               6. Website – Event registration is open, badge pre-reg was
off. Anyone who has yearly pass will have badges moved to Orccon AND get a
free badge for Virtual Gateway. Tanya has posted links to changes made on
the test server, please test them. On the test server. If you find
something that doesn’t work, test or otherwise, let Tanya and Rob know.
Eric will verify we have the date rollover issue fixed.

               7. Discord – We will be able to use Single Use invites for
the server tied to a badge when people register. Rob is taking lead on the
Discord server for integration issues with Malakai assisting. As previously
mentioned, you will need to enter your volunteers for a badge.

D. Deadlines

               Wed, 8-12  1st Marketing email done

               Thu, 8-13  1st Marketing email sent

               Fri, 8-21  Tshirt Art

               Mon, 8-24  Conbook proofs start

               Wed, 8-26  2nd Marketing email done

               Thu, 8-27  2nd Marketing email sent

               Fri, 8-28  Event Submissions

                   Conbook Art

                   Badge list must be entered – 3rd mention, no excuses.

               Sat, 8-29  Event Pre-reg turned on



E. Q & A

               1. Next Meeting on Sun 9 August 2020, time to be determined

               2. We can discuss stuff as it comes up on Strategicon
Discord – please use and get used to using.

               3. Dealer dollar tokens from 2020 will be honored in 2021
(assuming we have a live con in 2021)
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