[Deptheads] Meeting minutes

[Strategicon Department Heads]

"3. Shirts - Ditto"...?The enemy cannot push a button if you disable his hand!
-------- Original message --------From: Strategicon Department Heads <deptheads at strategicon.net> Date: 1/14/24  2:39 AM  (GMT+07:00) To: deptheads at strategicon.net Subject: [Deptheads] Meeting minutes 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 questionsStrategicon 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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