[Deptheads] Meeting minutes

[Strategicon Department Heads]

Hey all,

Below are the meeting minutes. If you wish to have these in another format,
let me know. They will be cross-posted into the discord.

Let me know if you have any questions

Strategicon Meeting 7 Jan 2024

In Attendance: Eric and Tanya Aldrich, Chris Carlson, Victor Bugg, Mike
James, Shane Sauby, Mike and Tracy Fryer, Brandon Weiss, Chris Cummins,
Erin McLaren, Jason DuVall, Kristi Corfield, Richard Caliandro, Travis
Cheney, William Altpeter, Malakai Unland

I. Welcome and Announcements

               A. Dave Holt has passed – Celebration of life info in the
discord.

               B. Personal notes – My notes were illegible. I thing this
was where the football discussion started since the 2027 super bowl is
holding up contracts.

               C.  Erin McLaren is the new A/V Supervisor, welcome aboard.

II. Orccon

               A. Budget – Tight, overrun of rooms last con.

               B. Special Guests and Events – Special guests are up, please
get any special events to Tanya and Malakai

               C. Publicity

                              1. Marketing Email #1 – Get noteworthy things
to Eric, anything he makes up for you to run is legally binding.

                              2. Art – Coming soon

                              3. Shirts – Ditto

                              4. Additional ads?!? – Always Be Closing.
Dice are for Closers.

               D. Department reports

                              Video Games: Pinball was a success, but due
to cost likely once a year. Normal slate of games coming for Orccon.

                              Volunteers: Get your requests to Kristi, but
she is also looking for a Senior Volunteer.

                              Artemis: Looking to move most the gear into
storage. Also having some volunteer issues because kids ruin everything.

                              LARPs: Boffer showcase will be tied into
Starship Valkyrie games. More panels coming.

                              Library: Still figuring out new game
procurement, will be accepting donations. Also needs new shelving.

                              Publicity: Karaoke is back, every night.
Getting details for Walk for LA and Grand Geek Gaming tie-ins.

                              A/V: Getting some new equipment to replace
the damaged stuff. If you need any A/V support for your events, let Erin
know.

               E. Signage – We may not have signs yet, but we have
invoices. That counts as progress.

               F. Website – Please update or add department descriptions.
Bringing back the ‘Approve all’ button for pre-regs. If you need to get in
touch with Tanya, email, not discord. She doesn’t check and we confirmed
that she isn’t receiving notifications.

               G. Parking – Will confirm with hotel that the surrounding
lots will be open since the Whovians refuse to share the ‘bigger on the
inside’ thing with the parking people.

               H. Rooms – Get room changes to Victor as soon as you can. No
extra rooms.

               I. Hotel Layout Space – Mike will be reaching out to confirm
space, couple of minor changes so far. Get all special requests to Mike
ASAP.

               J. Logistics and Storage – Please place the heavy boxes on
the bottom of stacks. Mike can also teach you how ratchet straps work if
you need it. Also, there are now 11-gallon totes available with the same
footprint as the standard 27-gallon ones. If those would work better for
you, let Mike know.

               K. Auction Changes -- keeping no minimums

               L. Business Cards – Let Mike and Eric know if you need
cards. Currently on the list: Erin and Travis.

               M. Annual Awards – Richard Pothoff is business as usual. We
seem to be ok on ribbons.

III. Deadlines

               Mon, 1-15 Room lists to Victor B. and Eric A.

               Wed, 1-17 Special Facility Requests due

               Fri, 1-12 T-shirt Art to printer and t-shirts ordered

Wed, 1-24 Marketing email #1 material due

               Thu, 1-25 Marketing email #1 sent

               Fri, 1-26 Event Submissions

                         Con Book Ads

                         Badge Art

                  Badge list must be entered

               Sat, 1-27 Event Pre-reg turned on

               Thu, 2-1* Hotel Reg

               Fri, 2-2  Conbook cover art due

               Mon, 2-5  Conbook proofs start

               Wed, 2-7  Marketing email #2 material due

               Thu, 2-8  Marketing email #2 sent

               Mon, 2-12 Con Pre-Reg turned off

                  Event Pre-Reg turned off

                         Conbook to printer

IV. 2024 Planning

               A. Special Guest(s) – IF you have a good idea for local
guests, let Victor know. This also sparked a conversation about getting
some people formative in the LARP community.

               B. Marketing – More details after ALA.

               C. Other Cons

V. Q & A
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