[Deptheads] Gamex Meeting Minutes, better late than never edition

[Strategicon Department Heads]

Hey all, here are the minutes. Crossposted to discord, and available in
other formats if you so need it.


Mike


Strategicon Meeting 16 April 2023



In attendance: Eric Aldrich, Shane Sauby, Jim Sandoval, Mike James, Mike
and Tracy Fryer, Jon and Cy Merriex, Brandon Weiss, Jaime Lopez, Jason
DuVall, Kristi Corfield, Malakai Unland, Tanya Aldrich, Tara Leederman, Rob
Prag, Travis Cheney, Felix Rodriguez, Touradj Mansouri, Alex Ho, William
Hillstrom, Erik T.



I. Welcome and Announcements

               A. Welcome Alex Ho (Party Games), Touradj Mansouri (ING),
and Felix Rodriguez (Adventurer’s League)

               B. Vaccine Mandates have been lifted. Policy updated. Not
requiring vaccines or negative tests.

II. GAMA Report -- it's next week! If victor was here, we would hear all
about it, but he isn’t and we won’t.

III. Gamex

               A. Live-Action Pandemic – As stated above, new policy was
completed just after the meeting and is already posted.

               B. Budget – Due to a math error by the hotel, things are
tighter than normal. Get approval for anything out of the ordinary.

               C. Special Guests and Events – We have them, we promise! No
victor means we don’t know who they are. For Events, make sure you get them
submitted and let Malakai and Tanya know so they can be promoted.

               D. Publicity

                              1. Marketing Email #1 – Things for the email
will be taken from submitted special events. So, submit and make them
special! Everything Eric had to make up is binding.

                              2. Art – If you know any artists who might be
interested, let Eric know.

                              3. Shirts – Only one this time, but art is
forthcoming. Honest. Artists are characteristically very adherent to
deadlines, regardless of what you have heard.

               E. Department reports

                              Pathfinder – Paizo-Con is online and the same
weekend. They also signed an exclusivity deal with Kubla-con. Despite all
of this, Gamex PFS will soldier on and we might get a Paizo guest at
Gateway.

                              Video Games – Snap Tournament again, and
MultiVersus is suddenly not available

                              LARPs – Escape room on Saturday. Need to find
space on the second floor, so expect some upcoming horse trading.

                              Board Games – Catan qualifier, Vampire Card
game Tournament.

                              ING – Moving forward, Santa Monica A will be
the dedicated ING room.

                              Adventurer’s League – Saturday night Epic
event.

               F. Signage – New signs in the new art style coming.

               G. Website notes and updates – Any problems, let Tanya
know.  Also, please look over your department description area. This is a
place where you can put any info about your department, including info for
your GMs or volunteers.

               H. Parking – Eric is going to look into info about the
surrounding areas, what with his infinite time.



               I. Rooms – Additional rooms are unlikely to be OK’d, so keep
it tight.

               J. Hotel Space and Stuff – Despite Eric’s claims, there
isn’t much spare space. If you need something out of the ordinary, let Mike
know.

               K. Logistics – Pronto is officially gone and we handle all
aspects of moving and storage. If you need access to the storage between
cons, it is available. Rolling box stacks are still being added, and if you
need some (new or replacements) let Mike know. Storage is mostly full, so
we can’t add much without eliminating first.

               L. Annual Awards? If you know a Trophy person, let Eric
know.

IV. Deadlines

               Mon, 4-24  Room lists to Victor B. and Eric A.

               Wed, 4-26  Special Facility Requests due

                          1st Marketing email done

               Thu, 4-27  1st Marketing email sent

               Fri, 4-28  Tshirt Art to printer and tshirts ordered

               Fri, 5-5   Event Submissions

                          Con Book Ads

                   Badge Art

                          Badge lists must be entered

               Sat, 5-6   Event Pre-reg turned on

               Wed, 5-10  2nd marketing email done

               Thu, 5-11  2nd marketing email sent

                                 * Hotel Room Reg Closes

                          Conbook cover art due

               Mon, 5-15  Conbook proofs start

               Mon, 5-22  Con Pre-Reg turned off

                          Event Pre-Reg turned off

                          Conbook to printer

V. Q & A

               Con Dice – The dice from Orccon will be available at Gamex.
Dice from the time warp should be available at Gateway. We are printing the
missing cons from 2021.
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