[Deptheads] Gateway Meeting minutes

[Strategicon Department Heads]

Greetings all, below is the minutes from the Gateway meeting on 07-16-23.
If you see anything that needs to be fixed or want this in another format.
Crosposted into the discord as well.

Important note, room lists are due Monday, and this matter this time more
than others.

Strategicon Meeting 16 July 2023



In Attendance: Eric and Tanya, Aldrich, Jim Sandoval, Victor Bugg, Shane
Sauby, Mike James, Mike and Tracy Fryer, Alex Ho, Brandon Weiss, Chris
Cummins, Kristi Corfield, Malakai Unland, Felix Rodriguez, William
Altpeter, Rob Prag, Richard Caliandro, Jon and Cy Merrirex, Jason DuVall.

I. Welcome and Announcements – Website upgrade is done. If you experience
any problems, let Eric and Tanya know, then curse Bill Gates.

II. Other Con reports – Next GAMA is in Atlanta, if anyone is interested.
We have a table at LosCon and could use volunteers. Inquiries about Super
Dimension Con, we will look into it. Also, PolyCon had 300 attendees in
their first show back, which might bode well for us.

III. Gateway

               A. Budget – Tight, per usual. Get Approval, per usual.

               B. Special Guests and Events – having 4 guests this con, 3
already have info up on the website, with the 4th coming (probably up by
now). If you have any requests for guests, let Victor know. If you have
special events, please let Tanya and Malakai know, so we can have them up
on the site.

               C. Publicity

                              1. Marketing Email #1 – Need info for it, so
let Eric know. Anything he makes up is binding. Also, we have a request
form for people who want to promote their events. It is found at
https://tinyurl.com/Gateway2023Promo. This link is also in the #general
channel.

                              2. Art – Coming, but if you know of any
interested artists, pass their info to Malakai

                              3. Shirts – Also coming. Promise.

                              4. Additional ads?!? – Not sure why it
required the hyperbolic punctuation, but we need ads. Alternatively we can
take a stand against the soulless capitalist machine and throw off the
shackles of our corporate overlords. Either way, let Eric know, I am sure
he will enjoy that.

               D. Department reports

                              Pathfinder – Multi-table special, Saturday at
1pm. Special guest coming, events to be scheduled. Continuing the wildly
popular Learn to play events.

                              Adventurers League – Epic event Saturday
night, want portable A/C units, an extension cord, and better Wifi.

                              Video Games – Smash Bros, Street Fighter 6,
Injustice, Starcraft and Pinball tournaments.

                              RPGs – Decuma, a game developed at
Strategicon is up for an Ennie. Vote early, vote often. Info in the RPG
channels on both servers. Looking to add a Youtube content creator seminar
and IP use seminar (probably Orccon). D&D Tournament returning.

                              Volunteers – Low turnout so far, sure hope
you managed to retain some of the people sent to you.

                              Open Gaming – Adding tables, also want A/C
units.

                              Artemis – Adding time slots, adding table
outside to reduce noise for the players. Would benefit us to add Artemis as
its own type.

                              LARPs – essentially going to try a copy of
the events schedule from Gamex, which was very successful.

                              Registration – New badge boards coming. Also
have made Emergency Contact cards for minors.

               E. Signage – Working on department signs now. Could use a
couple more artists.

               F. Website – Test and report. This is essentially a standing
policy. Also, Rob will be bringing back the new and improved Approve All
button for sign-ups.

               G. Parking – Hotel can’t seem to get this one right. Felix
contacted Spectrum to confirm the will be open during con, which is Plan B
when we inevitably fill up.

               H. Rooms – We are almost 50% sold out on room and there will
be no additional rooms. The Bey-Hive has spoken. Get your room lists in.

               I. Hotel Layout Space – Get any requests to Mike.

               J. Logistics and Storage – To avoid any miscommunication,
talk with William directly whenever possible.

               K. Auction Changes – Because I know we were all waiting on
pins and needles on this one, no more minimum bid amount to ruin the vibe.

               L. Business Cards – If you need business cards, let Eric and
Mike know. Currently needing: Alex Ho, William Altpeter, Felix Rodriguez.

IV. Deadlines

               Mon, 7-24  Room lists to Victor B. and Eric A.

               Wed, 7-26  Special Facility Requests due

               Wed, 8-02  1st Marketing email done

               Thu, 8-03  1st Marketing email sent

               Fri, 8-04  Tshirt Art to printer and tshirts ordered

               Fri, 8-11  Event Submissions

                          Con Book Ads

                          Badge Art

                   Badge list must be entered

               Sat, 8-12  Event Pre-reg turned on

               Wed, 8-16  2nd marketing email done

               Thu, 8-17  2nd marketing email sent

                          * Hotel Room Reg Closes

                   Conbook cover art due

               Mon, 8-21  Conbook proofs start

               Mon, 8-28  Con Pre-Reg turned off

                   Event Pre-Reg turned off

                   Conbook to printer

V. Q & A
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