[Deptheads] Minutes from Gamex meeting, 04-11-21

[Strategicon Department Heads]

Here you go folks. I will also be posting it in the discord. Per usual, let
me know if you want this in another format.

Strategicon Meeting 11 April 2021

In Attendance: Brandon Weiss, Chris Carlson, Chris Jones, Tracy and Mike
Fryer, Dave Holt, Jim Sandoval, Jon Merriex, Malakai Unland, Mike James,
Tanya and Eric Aldrich, Rob Prag, Tara Leederman, Victor Bugg, William
Hillstrom, Shane Sauby, and Jason DuVall.

A. Brunch – Eric seems to have updated whatever he copy/pastes from.
Avocado toast and mimosas for all.

B. Welcome and Announcements

               1. Gamex will be virtual barring a miracle – Short answer is
that currently the state is open to events with assigned seating. The
co-mingling nature of our con means we would be limited to 300 people or
so. Damn extroverts. (spoiler alert, no miracle. Cancel Al Michaels.)

               2. Gateway will be live barring a disaster – Cross
everything you got.

C. Orccon

               1. What went right – Pretty much everything. We have gotten
so good at these, it’s almost a shame to not do them anymore.

               2. What went wrong – Virtual fatigue is a thing, and we are
a year deep in it.

               3. Shirt reorders – Get info to Eric.

D. Gamex -- public announcement on 16 April 2021.

               1. Budget – Same as last time. Will have Zoom and such,
check with eric if you need to spend money.

               2. Special Guests and Events – No guests for Gamex, but if
you have any ideas for Gateway and beyond, let victor know. If you have
special events, get info to Tanya and Malakai so we can get them up as
well.

               3. Publicity – Malakai sent out the workflow for submission
of special events for the socials and such.

                              a. Marketing Email #1 – Anything Eric makes
up is legally binding. Don’t make him be creative.

                              b. Art – In the works.

                              c. Shirts – In the works.

               4. Department reports

                              Library – Gained 75+ games since last year.

                              Pathfinder – Paizo con is the same week, but
is $50. For a virtual con. So, Jon is not sure what to expect.

                              Adventurers League – Already well underway
planning a virtual con.

                              Miniatures – Looking at having painting
classes still, might actually happen this time.

                              GAMA – Vic will be sending his report from
Virtual Gama. I guess it beats going to Reno.

                              Board Games – Low turnout expected.

                              LARPS – In what seems to be a trend, we are
at diminishing returns, especially with the extroverts.

                              Video Games – Some potential crossover with
Party games for some events.



               5. Website notes and updates – This wasn’t discussed in the
meeting, but we should all update our department pages for the site before
Gateway. This page gives you the opportunity to get any info to attendees
and potential volunteers for your area, make use of it.

               6. Hotel Stuff – This is the shot for our miracle. (again,
we are fresh out of miracles today.)

E. Gateway (Sep 3 - 6, 2021) -- public announcement on 16 April 2021.

               1. It will be live – Remember that? That was apparently a
thing, long ago.

               2. We will start the planning early and often -- very little
down time. Lots of meetings.

               3. We will almost certainly be operating under some
restrictions – Masks minimum, maybe distancing which will affect player
limits and room space. Stay tuned.

               4. We'll need to make sure everyone is on board ASAP and
fill any vacant staff positions – I will be contacting everyone. It would
help if you had some info for senior volunteers or people who can speak for
you.

F. Deadlines

               Sun, 4-25  Next meeting (noon)

               Wed, 4-28  1st Marketing email done

               Thu, 4-29  1st Marketing email sent

               Fri, 5-7   Event Submissions

               Sat, 5-8   Event Pre-reg turned on

               Fri, 5-14  Tshirt Art

               Wed, 5-19  2nd marketing email done

               Thu, 5-20  2nd marketing email sent

               Fri, 5-21  Conbook cover art due

               Fri, 5-28  Con!

               Sun, 6-13  First Gateway meeting (every two weeks in June
and July, weekly in August)

G. Q & A

               Idea to use discord for all cons moving forward to give
players a way to communicate with each other. Nothing concrete yet, but
brainstorm on ways to use this to bolster a non-virtual con moving forward.

               Talk to your people. Your volunteers, your GMs, your
community. We have done pretty good with transparency, lets keep that up as
we transition back into the real world.
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