[Deptheads] Gateway meeting minutes from 07-18-22

[Strategicon Department Heads]

Sorry for the delay. THese will also be posted in the discord. If you need
them in any other format, please let me know.

Mike

Strategicon Meeting Minutes 18 July 2022

In attendance: Brandon Weiss, Chris Carlson, Cy Merriex, Kristi Corfield,
Jason DuVall, Jim Sandoval, Malakai Unland, Tracy and Mike Fryer, Jaime
Lopez, Mike James, Eric Aldrich, Richard Caliandro, Rob Prag, Tara
Leederman, Victor Bugg, William Hillstrom, Shane Sauby, Chris Jones, Chris
Cummins

A. Wake Up! Or don’t. We aren’t the boss of you.

B. Welcome and Announcements

               1. We've updated our production system! (Don't get too
excited) – IF this excites you, feel free to discuss with Eric and/or seek
help.

               2. We can now edit the conbook map file! – Upgraded CS3 to
CS5.5, see above.

C. Gateway

               1. COVID Policy

                              a. Essentially the same as before –
Definitely not getting any looser.

                              b. Add in children under 5 – Need to modify
policy for vaccine requirements for 6mo to 5 years.

                              c. Los Angeles County will probably be
reinstating mask mandate – All the numbers are there, just waiting for the
official announcement which means we might be back to a mask requirement.

               2. Budget – Still tight, just get clearance for anything
unexpected. Cut back on rooms is at all possible.

               3. Special Guests and Events – Get anything noteworthy in
the event list and let Tanya and Malakai know for publicity purposes. If
you have anything that requires a Single Event Badge, let Tracy know as
soon as you are able. If you know any local developers, get in touch with
Victor.

               4. Publicity

                              a. Marketing Email #1 – Due by Aug 10. Please
don’t make Eric make things up, he is woefully out of touch.

                              b. Art – Coming.

                              c. Shirts – Coming, but likely without
kittens. Steel yourselves.

                              d. Additional ads? – If you know anyone
interesting in advertising, we are expanding the ads in the conbook.
Contact Eric for details.

               5. Department reports

                              Video Games – Probably will need extra
volunteers.

                              RPGs – jim pinto is a special guest, Michael
Shupe is new Senior Volunteer.

                              Guests – Chris and Ruth Carlson become the
guest wranglers at con.

                              Artemis – Volunteer situation is grim. Rob
will send links to tutorial videos which would help reduce amount needed
and possibly cutting hours.

                              Kids Area – Actually has returning
volunteers. Huzzah.

                              LARPS – Mostly going to be courtyard and 3rd
floor rooms.

                              Covid Check – No no-mask pics please,
assuming we are under the mandate.

                              Party – Slow, will try running a streaming
Quiplash again.

                              ING – After an indie game convention, William
is festooned with contact info. Would really be nice if they weren’t all
white guys.

                              Board Games – Good turnout so far.

                              Volunteers – Get your requests to Kristi.

                              Tech – Pre-processing of vaccine info is
underway

                              Registration – If you have single events,
please let Tracy know.

                              Dealers – Along with dice, the Dice Fairy
will deliver your 3 t-shirt vouchers. This replaces the old method, so
these are the shirts your department gets. Supervisors have discretion over
who gets them. I can’t condone making your people do stunts for them, but……

                              Minis – The looming mask mandate means Minis
might have a reduced event count and a decent amount of hate mail. Ask Mike
J for highlights at con if you need a good laugh.

               6. Signage – Need Pathfinder and Ad League signs. Will be
ordered.

                              a. Business Cards. If you need some, please
let Mike and Eric know. Current list is Eric A, Malakai, Rob Prag, Tara
Leederman, William Hillstrom, Cy Merriex, Kristi Corfield, Brandon and
Melissa Weiss.

7. Website – Need special events and guests.

               8. Parking – Was good, hopefully it remains that way.

               9. Rooms – Be picky. This is the largest cost by far.

               10. Hotel Layout Space – IF you need anything out of the
ordinary, please let Mike J know. If anyone wants Bel-Air, it will likely
be available at Gateway.

               11. Logistics and Storage – The usual. Still looking for a
way to get rid of our current provider. If you have anyone interested,
please send them to Mike J.

D. Deadlines

               Fri, 7-22  Tshirt Art to printer and tshirts ordered

               Mon, 7-25  Room lists to Victor B. and Eric A. – Changes
Only!

               Wed, 7-27  Special Facility Requests due

               Wed, 8-10  1st Marketing email done

               Thu, 8-11  1st Marketing email sent

               Fri, 8-12  Event Submissions

                          Con Book Ads

               Sat, 8-13  Event Pre-reg turned on

               Mon, 8-15  Conbook proofs start

                   Badge list must be entered

               Thu, 8-18* Hotel Reg

                   Conbook cover art due

               Wed, 8-24  2nd marketing email done

               Thu, 8-25  2nd marketing email sent

               Mon, 8-29  Con Pre-Reg turned off

                   Event Pre-Reg turned off

                   Conbook to printer

E. Q & A
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