[Deptheads] Gamex Meeting Minutes 04-13-25, Interesting Times edition

[Strategicon Department Heads]

Hey folks, below are the meeting minutes with some bonus content of the
very active days since the last meeting. Cross posted to Discord, hope the
red works there for the new content. If you wish this in another format,
please let me know.

Strategicon Meeting Minutes 13 April 2025

In the time between the meeting and the minutes being released, a few
notable things have happened, and they are noted in red.

In attendance: Eric and Tanya Aldrich, Chris Carlson, Victor Bugg, Shane
Sauby, Mike James, Tracy and Mike Fryer, Jim Sandoval, Brandon Wiess, Erin
McLaren, Felix Rodriguez, Jason DuVall, Jon Merriex, Karla and James
Freeman, Kristi Corfield, Tara Leederman, Rob Prag, Travis Cheney, Richard
Caliandro, Tomer Guarantz, Jerry Escobedo.

I.                 Welcome and Announcements

a.     I'm fine -- I think. For those that missed it, Eric has a memory
hole not involving tequila. Turns out, this is not a new thing, but it has
been a while. Tara linked some detailed info in the discord that
essentially gives Eric a good reason not to exercise, you can insert your
own joke there.

b.     Flyers -- we have art. We even have a flyer you can print and hand
out at your FLGS, if you feel so inclined (thank you Erin).

c.      Taxes -- we think we made money last year!

d.     New Marketing team, being lead by Tayler Carlson and Rhayne
Corfield. More details coming, but welcome aboard all. The marketing email
link forwards to them if you need to reach them.

e.     The majority of the logistics team has resigned. Details below.



II. GAMA Report – Long story short, everyone is freaked out about tariffs.
In the time between the meeting and the minutes being released, I have
received no fewer than 4 emails from game manufacturers who expressed the
same sentiment, but with the math.

II.               Gamex

a.     Budget – Eric says we are ok. If you need something small, it’s
probably ok. If you need something big, it’s still probably ok, but please
check first.

b.     Special Guests and Events – On the website. Please get special
events to Tanya. Speed Puzzling is back, now with a beginner division.

c.      Publicity

                                                    i.     Marketing Email
#1 – Get items to Eric or he will start making things up, which are
binding. He might even go through with my threats this time.

                                                   ii.     Art – Waiting on
some art, but in progress. It’s almost like having an art supervisor is a
good thing. (thanks Kevin!)

                                                 iii.     Shirts – Art
posted in the discord. There was some pushback because good dogs don’t roll
ones (citation needed).

                                                 iv.     Additional ads?!?
– Still not sure why this gets so much punctuation, but if you have ads,
let Eric know.

        D. Department reports

                        Adventurers League – WotC is officially ending
support for AL, but replacing it with Legends of Greyhawk. What that
entails remains to be seen, but since our AL is already writing their own
events, it will likely be some hybrid of the 2.

                        Pathfinder – We are officially one of the Paizo-Con
sites with all perks and benefits. The epic event will be held Saturday
morning and we will have a full slate of Pathfinder and Starfinder.

                        Artemis – We need a new server (there goes the
budget) and Richard will not be in attendance, but his very capable staff
will be handling it, so have no fear.

                        LARPs – Adding decorations for an extra LARPy
experience. Needing to instruct volunteers and GMs on the finer points of
kid wrangling. I vote duct tape.

                        Library – Will be getting more of the new racks,
and Talisman 5th edition (this is primarily so one person will stop
harassing Travis.)

                        Games on Demand – Looking for GMs for kids games to
run concurrently with the other GoD games.

                        Board Games – Standard slate of special events
(irony?) plus more Trivia.

                        Minis – Getting a lot more Games Workshop games
back, and Battletech continues to be popular. Looking for HQ staff, please
send interested parties to Mike James. Not above bribes.

        E. Signage – Going to update the arrow boards with all the current
info. If you need something specific, let Mike J. know.

        F. Website

                1. OS upgrade successful – It even seems to work. If it
doesn’t, please let us know.

                2. Some changes to events -- host and department have been
merged.

        G. Parking – Gamex seems to be the one we get screwed at. Please
bring a forklift or two so Chris Carlson can handle parking issues like
Eric expects him to.

        H. Rooms – Get room info to Victor, we will not be adding rooms. We
will, however, be outfitting the bathtubs with a pillow and blanket,

        I. Hotel Layout Space – Get any changed to Mike James as soon as
you can. He will be emailing the supervisors with proposed layouts and lock
list stuff per usual. Timely response is appreciated.

        J. Logistics and Storage – The Logistics team has largely resigned,
and we thank them for their years of service. Andre and Raymond will be
missed, but will continue to be involved in the con in other areas that
don’t involve the backbreaking work of shoving all your crap around. A
short-term solution is in place and the search for a long-term solution
will commence immediately after Gamex. If you know of anyone who has the
availability and the interest, let Mike James know. Policy wise, any
additions to the storage need to be submitted to Mike before the
convention, or it will be leaving with you. Also, due to manpower, I cannot
guarantee that your stuff will be either delivered or removed by the
logistics crew. Unless you hear otherwise, you will be responsible for
picking up your gear on Friday, and delivering it back to International A
on Monday. If you share a stack with another department, I suggest Rock,
Paper, Scissors for who has to bring it to staging.

        K. Business Cards – If you need cards, please let Mike and Eric
know.

IV. Deadlines

        Mon, 4-21  Room lists to Victor B. and Eric A.

        Wed, 4-23  Special Facility Requests due

        Fri, 4-25  Tshirt Art to printer and tshirts ordered

        Wed, 4-30  1st Marketing email done

        Thu, 5-1   1st Marketing email sent

        Fri, 5-2   Event Submissions

                   Con Book Ads

                   Badge Art

                   Badge lists must be entered

        Sat, 5-3   Event Pre-reg turned on

        Thu, 5-8   * Hotel Room Reg Closes

        Fri, 5-9   Conbook cover art due

        Mon, 5-12  Conbook proofs start

        Wed, 5-14  2nd marketing email done

        Thu, 5-15  2nd marketing email sent

        Mon, 5-19  Con Pre-Reg turned off

                   Event Pre-Reg turned off

                   Conbook to printer

V. Q & A
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