[Deptheads] Gamex Meeting minutes

[Strategicon Department Heads]

Folks,

Below are the minutes from the Gamex meeting. If youwould like it in
another format, please let me know. It will also be available in the
discord.

Strategicon Meeting Minutes 10 April 2022

In attendance: Eric and Tanya Aldrich, Mike James, Shane Sauby, Jim
Sandoval, Victor Bugg (ever so briefly), Tracy and Mike Fryer, Melissa and
Brandon Weiss, Jon and Cy Merriex, Chris Jones, William Hillstrom, Tara
Leederman, Rob Prag, Jaime Lopez, Mickey Tan, Jason DuVall, Malakai Unland,
Chris Cummings, Karla Freeman

A. Breakfast – Still should be brunch, especially when Eric makes breakfast
at 1pm.

B. Welcome and Announcements

               1. Vaccine Mandates have been lifted. – More on this later,
but vax or test required, no masks required.

               2. I'm officially retired April 30. – Get your Apple jokes
in before it’s too late.

               3. Happy Birthday Tanya! (singing) – My notes simply say
“Oof”. Guess we leave it at that.

C. GAMA Report – Victor went, but didn’t have time to elaborate.

D. Gamex

               1. Budget – Very tight, ask if you need stuff. Hopefully we
will have more wiggle room by Gateway.

               2. Special Guests and Events – Couple of guests coming, jim
pinto being one of them. Catan qualifier and a second non-age restricted
Catan event. The possible return of Saber Legion (more likely Gateway). If
you have anything, get info to Malakai and Tanya for posting.

               3. Publicity

                              a. Marketing Email #1 – Get stuff to Eric or
he will make things up. All fictional events are binding.

                              b. Art - Soon

                              c. Shirts – already ordered?

               4. Department reports

                              Pathfinder – Jon Merriex is PFS regional head
(congratulations!), and will not always be available for Strategicon, so Cy
Merriex is taking over as PFS Supervisor. Welcome aboard Cy!.

                              Adventurers league – Excellent attendance at
Orccon, possible Critical Role competitive epic game. Details to come.

                              LARP – LARP is back, baby! Also, Tara and Rob
are the proud owners of the Starship Valkyrie IP (congratulations!).

                              ING – Lots of interest, still looking at
getting more publishers.

                              Registration – There is a new cookie from the
cookie forge for those who get badge lists in on time. Consider yourselves
bribed.

                              Audio/Visual – If you need any sort of A/V
support for your events, let Jaime Lopez and Mike James know as soon as you
can for scheduling.

                              Volunteers – If you need people for HQ
staffing purposes or the like, get your requirements to Karla so she knows
who you need when.

               5. Signage – No plans on changing/replacing any of the
signage yet. If you need something, let Mike James know. If you need a
replacement stand for your banner, please let Mike Fryer know.

               6. Website notes and updates – Please update the info about
your department.

               7. Parking – Mostly an Eric thing (retirement and all), but
we are working on it so it won’t become the mess it was at Orccon.

               8. Rooms – Similar if not the same. We plan on using
the 3rd floor
pod rooms for LARPs.

               9. Hotel Space and Stuff – Gamer Bytes is in discussion
again, but we only want it back if they won’t gouge us. Also, maybe if they
do breakfast? Security should not be a problem at Gamex. If they give you
the barest hint of static, let Mike James know.

               10. Logistics – If you know anyone who wants to help move in
and out for a badge, let Mike know. If you know anyone who wants to Earn a
room by using a U-Haul to rescue us from the flakery of Octavio and Prime
moving, please let me know.

               11. Business Cards and Phone Numbers – If you need business
cards, please let Eric and Mike James know. If you sounded off about it in
meeting, I have you on my list.

               12. Documentation – Please document your process for doing
that thing you do (hopefully that song is stuck in your head now).

               13. Covid policies – Per current county regulations for
mega-events, we are no longer requiring masks. We are still requiring
vaccinations or negative lab test withing 72 hours of arrival. We plan on
using the QR system again for pre-loading your info, and we will be
forwarding the info from past cons from those who previously registered. We
will also be making note that the county strongly recommends mask usage,
and insert verbiage to the effect of ‘no one can harass others based on
mask usage’, but with better words.

E. Deadlines

               Fri, 4-15  Tshirt Art to printer and tshirts ordered

               Mon, 4-18  Room lists to Victor B. and Eric A.

               Wed, 4-20  Special Facility Requests due

               Wed, 4-27  1st Marketing email done

               Thu, 4-28  1st Marketing email sent

               Fri, 5-6   Event Submissions

                          Con Book Ads

                   Badge Art

                          Badge lists must be entered

               Sat, 5-7   Event Pre-reg turned on

               Wed, 5-11  2nd marketing email done

               Thu, 5-12  2nd marketing email sent

               Fri, 5-13* Hotel Room Reg Closes

                          Conbook cover art due

               Mon, 5-16  Conbook proofs start

               Mon, 5-23  Con Pre-Reg turned off

                          Event Pre-Reg turned off

                          Conbook to printer

F. Q & A – Tempted to leave trivia questions here, with some sort of prizes
for the faithful who read the whole thing.
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