[Deptheads] Gateway meeting minutes 07-25-21

[Strategicon Department Heads]

Hey folks,

Here are the minutes from the Gateway planning meeting. If you need it in
another format, or need any changes, let me know. This will be cross posted
in discord as a word file.

Mike

Gateway Meeting Minutes 25 July 2021



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

A. Lunch – Still should be brunch. We aren’t barbarians (for the most
part).

B. Welcome and Announcements – Remember playing games with other people? Us
neither, so we are having a refresher called Gateway in 5 weeks.

C. Gamex

               1. How'd we do? – Good.

               2. What went right – It happened.

               3. What went wrong – It was virtual.

D. Gateway

               0. Elephant in the room – Luckily the elephant is vaccinated
and masked, which is fortuitous, because you will need to be as well. All
attendees will need to be vaccinated with proof. All attendees will be
masked while in the gaming areas. Children 11 and under will need a proof
of a negative test from within 72 of the start of con. All attendees will
sign a Hold Harmless upon receipt of a badge. Please make it clear to your
GMs that they need to enforce mask usage at their games and can cancel the
event if they feel it necessary. Full policy to be posted on the website
upon approval by lawyer.

The exemption policy is as follows: They will be evaluated on a
case-by-case basis by the board. There needs to be a valid MEDICAL reason
to allow a badge, and they will still need a negative test no more than 72
hours from the start of con. We are not widely advertising this, but that
is how we will handle this.

               1. Budget – If you need to spend money, ask. Ask sooner
rather than later.

               2. Special Guests and Events – If you know of anyone
interested and free, let Victor know.

               3. Publicity - Get any special events to Eric, Tanya, and
Malakai for proper marketing and publicity.

                              a. Marketing Email #1 – If Eric has to make
it up, you have to run it.

                              b. Art – On its way.

                              c. Shirts – Will be sent off shortly.

               4. Department reports – Only thing of note was Video games
mini cabinets and LARPs Nerf showcase in lieu of Boffer showcase.

               5. Signage – Making mask required signs in the same vein as
the food policy signs. If you need something specific, let Mike James know.

               6. Website – If you see any errors, please let Tanya know
ASAP. Especially verbiage or date issues, since they might have slipped
through over 4 virtual cons.

               7. Parking – Shouldn’t be an issue, but we have all hotel
people not used to dealing with us.

               8. Rooms – There will be no last second changes, and zero
on-site changes.

               9. Hotel Layout Space – Your very own collaboration
opportunity with Mike James. Everything needs to be distanced, so start
thinking now how to do that.

               10. Logistics – We are going to attempt to check on our
stuff just to make sure we still have it.

E. Deadlines

               Fri, 7-23  Tshirt Art to printer and tshirts ordered

               Mon, 7-26  Room lists to Victor B. and Eric A.

               Wed, 7-28  Special Facility Requests due

               Wed, 8-11   1st Marketing email done

               Thu, 8-12   1st Marketing email sent

               Fri, 8-13   Event Submissions

                          Con Book Ads

               Sat, 8-14  Event Pre-reg turned on

               Mon, 8-16  Conbook proofs start

                   Badge list must be entered

               Thu, 8-19* Hotel Reg

                   Conbook cover art due

               Wed, 8-25  2nd marketing email done

               Thu, 8-26  2nd marketing email sent

               Mon, 8-30  Con Pre-Reg turned off

                   Event Pre-Reg turned off

                   Conbook to printer

F. Q & A
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