[Deptheads] Meeting minutes from 1-9-22

[Strategicon Department Heads]

Hey folks,

Here are the minutes from the Orccon planning meeting. Important notes are
Room changes to Victor ASAP and marketing info due ASAp as well. If you
want this in another format, please let me know.

Strategicon Meeting Minutes 9 Jan 2022

In Attendance via Discord: Eric Aldrich, Victor Bugg (briefly), Chris
Carlson, Jim Sandoval, Mike James, Shane Sauby, Tracy Fryer, Brandon Weiss,
Chris Jones, Dave Holt, Mickey Tan, Jaime Lopez, Jason DuVall, Jon Merriex,
Malakai Unland, Tara Leederman, Rob Prag, Tanya Aldrich, Tomer Gurantz,
Will Hillstrom

A. Brunch – This one is on you. Please don’t chew on mic.

B. Welcome and Announcements – Chris Carlson will be in attendance. Steve
Luckey of The Warhouse passed away.

C. Orccon

               0. Elephant in the room

                              a. No basic changes to our stated policy for
vaccination and masks

                              b. Those ineligible for the vaccine must be
screened within 72 hours of the event – According to the State, a negative
test within 72 hours of the event lasts the entirety of the event.

                              c. Any questions on this contact the board.

(Medical exceptions will be handled on a case by case basis)

                              d. Hold harmless policy – No real changes,
Mike James will bring copies for registration. If you want to print your
own for your HQ, let Mike know.

                              e. If stronger mandates come down we will
enforce them

               1. Budget – SUPER tight. Ask. We might even open room block
to Gallifrey attendees to pad our numbers.

               2. Special Guests and Events – Artist Dan Smith will be in
attendance

               3. Publicity – Get any relevant info to Tanya and Eric.

                              a. Marketing Email #1 – Info by 01-19

                              b. Art – Close to done

                              c. Shirts – Art posted in discord, not likely
to do evergreen shirt this year.

               4. Department reports

                              Collectibles – Return of Vampire the card game

                              Adventurers League – Fewer player per game,
hoping for another good turnout

                              Video Games – Getting Magic Arena submissions

                              Pathfinder – Jon got a promotion to head of
the Southwest Region (yay!) but will ikely step away from being department
head of PFS at Strategicon (aww). He has a stand-in for Orccon, and we will
see down the road.

                              LARPs – Very low interest, might become the
Covid Rangers and staff the check-in booth since that made registration so
much smoother last time.

                              Games on Demand – Not happening this
convention

                              Party Games – Low interest ,might team-up
with LARPs to make a Voltron of vaccine compliance.

                              Dealers Room – Close to full, making
Strategicon masks. Dealer Dollars from 2020 will be accepted.

               5. Signage – Mike Fryer is getting a couple new banners made.

               6. Website notes and updates – Get events to Tanya, please
update your department description.

               7. Annual Awards? – None for 2021.

               8. Parking – Might be rough Thursday/Friday because Superb
Owl runover.

               9. Rooms – Will be behind a Badge wall. Get changed to your
list to Victor ASAP.

               10. Hotel Stuff – Any questions about the hotel to Eric.

               11. Hotel Layout Space – Any changes or requests to Mike J.
We will not be using the 3rd floor rooms. Thanks to everyone for being easy
to work with and flexible.

               12. Logistics – If you want to visit storage, coordinate
with Tara and Rob.

               13. Business Cards and Phone Numbers – Tara needs, since
they went dutchman in the missing box. Anyone else need?

               14. Single Event Badges – If you need them, you must inform
Tracy ASAP

. Deadlines

               Fri, 1-21 Board Games submissions

               Mon, 1-17 Room lists to Victor B. and Eric A.

               Wed, 1-19 Special Facility Requests due

               Tue, 1-25 Marketing email #1 material due

               Fri, 1-28 Event Submissions

                         Con Book Ads

               Sat, 1-29 Event Pre-reg turned on

               Mon, 1-31 Conbook proofs start

                         Badge list to Tracy

               Thu, 2-3* Hotel Reg

               Tue, 2-08 Marketing email #2 material due

               Mon, 2-14 Con Pre-Reg turned off

                 Event Pre-Reg turned off

E. 2022 Planning

               1. Special Guest(s) – If you have any ideas, get them to
Victor.

               2. Marketing – Any ideas? Don’t be shy.

               3. Other Cons – Malakai was reaching out to other cons for
cross promotion.

F. Q & A
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