[Deptheads] Meeting minutes

[Strategicon Department Heads]

You forgot me and Rob on the attendance list. Also please note the idea
that we ask attendees to try a new game this con in honor of Dave Holt.

Tara

On Sat, Jan 13, 2024 at 11:39 AM Strategicon Department Heads <
deptheads at strategicon.net> wrote:

> Message From: Mike James  minis.tyrant at gmail.com
> 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
> _______________________________________________
> Deptheads mailing list
> Deptheads at strategicon.net
> https://strategicon.net/cgi-bin/mailman/listinfo/deptheads
>
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