<div dir="ltr">Hey folks, <div> </div><div>Here are the minutes from the Gateway planning meeting. If you need it in another format, or need any changes, let me know. This will be cross posted in discord as a word file. </div><div> </div><div>Mike</div><div> </div><div>Gateway Meeting Minutes 25 July 2021 In virtual attendance: Eric Aldrich, Victor Bugg, Mike James, Jim Sandoval, Chris Carlson, Tracy and Mike Fryer, Brandon Weiss, Jon Merriex, Malakai Unland, Tara Leederman, Rob Prag, William Hillstrom, Shane Sauby, Tanya Aldrich, Jason DuVall. A. Lunch – Still should be brunch. We aren’t barbarians (for the most part). B. Welcome and Announcements – Remember playing games with other people? Us neither, so we are having a refresher called Gateway in 5 weeks. C. Gamex 1. How'd we do? – Good. 2. What went right – It happened. 3. What went wrong – It was virtual. D. Gateway 0. Elephant in the room – Luckily the elephant is vaccinated and masked, which is fortuitous, because you will need to be as well. All attendees will need to be vaccinated with proof. All attendees will be masked while in the gaming areas. Children 11 and under will need a proof of a negative test from within 72 of the start of con. All attendees will sign a Hold Harmless upon receipt of a badge. Please make it clear to your GMs that they need to enforce mask usage at their games and can cancel the event if they feel it necessary. Full policy to be posted on the website upon approval by lawyer. The exemption policy is as follows: They will be evaluated on a case-by-case basis by the board. There needs to be a valid MEDICAL reason to allow a badge, and they will still need a negative test no more than 72 hours from the start of con. We are not widely advertising this, but that is how we will handle this. 1. Budget – If you need to spend money, ask. Ask sooner rather than later. 2. Special Guests and Events – If you know of anyone interested and free, let Victor know. 3. Publicity - Get any special events to Eric, Tanya, and Malakai for proper marketing and publicity. a. Marketing Email #1 – If Eric has to make it up, you have to run it. b. Art – On its way. c. Shirts – Will be sent off shortly. 4. Department reports – Only thing of note was Video games mini cabinets and LARPs Nerf showcase in lieu of Boffer showcase. 5. Signage – Making mask required signs in the same vein as the food policy signs. If you need something specific, let Mike James know. 6. Website – If you see any errors, please let Tanya know ASAP. Especially verbiage or date issues, since they might have slipped through over 4 virtual cons. 7. Parking – Shouldn’t be an issue, but we have all hotel people not used to dealing with us. 8. Rooms – There will be no last second changes, and zero on-site changes. 9. Hotel Layout Space – Your very own collaboration opportunity with Mike James. Everything needs to be distanced, so start thinking now how to do that. 10. Logistics – We are going to attempt to check on our stuff just to make sure we still have it. E. Deadlines Fri, 7-23 Tshirt Art to printer and tshirts ordered Mon, 7-26 Room lists to Victor B. and Eric A. Wed, 7-28 Special Facility Requests due Wed, 8-11 1st Marketing email done Thu, 8-12 1st Marketing email sent Fri, 8-13 Event Submissions Con Book Ads Sat, 8-14 Event Pre-reg turned on Mon, 8-16 Conbook proofs start Badge list must be entered Thu, 8-19* Hotel Reg Conbook cover art due Wed, 8-25 2nd marketing email done Thu, 8-26 2nd marketing email sent Mon, 8-30 Con Pre-Reg turned off Event Pre-Reg turned off Conbook to printer F. Q & A </div></div>