SNAFU Con Wiki - User contributions [en]

Bitrix24 Task Templates

2026-05-21T14:09:00Z

Beta: WIP task list

This is an archive of the task templates we had for Bitrix24 when we stopped using bitrix.

== No workgroup ==

=== Procurement department ===

=== Marketing Department ===

=== Employee Training ===

=== Maintenance Department ===

=== IT Department ===

=== Accounting Department ===

=== Legal Department ===

=== Review Previous Blogs ===

=== Put myself in Sam's group ===

=== Get Previous T-Shirt Sales ===

=== Watch Bitrix24 Training Videos ===

== Graphics ==

=== Graphics - Annual Badge Designs ===

=== Graphics - Con Book ===

=== Graphics - Facebook Ad ===

=== Graphics - T-shirt Design ===

=== Graphics - Annual Coloring Book Pages ===

=== Graphics - Set up Facebook Event ===

=== Put Con Book Up on Site ===

=== Graphics - Signage to print ===

=== Annual Age Badge for ID checkers ===

=== Graphics - Make or Choose Annual Mascot(s) ===

=== Graphics - 4x6 Fliers ===

=== Graphics - 11x17 Poster ===

=== Graphics - Pins/Buttons for the year ===

=== Graphics - Badge Flavor Text ===

=== Graphics - Social Media Files ===

=== Get with Jackie about the CONventional comic for SNAFU Con ===

=== Move dropbox files to bitrix to clear out working space ===

== Guests ==

=== FINALIZE ALL GUEST CRAP ===

=== Approved Guest (name) ===

==== Generate Guest Contract from Template ====

==== Get Contract Approved ====

==== Contract the Guest ====

==== Does Guest Get a Table? ====

==== Does Guest have Entourage members? ====

==== Enter Guest Appearance Check in QuickBooks ====

==== Do they receive a flight? ====

==== Make sure the bio on the website is fully updated and typo-free ====

==== Guest Panels ====

==== Per diem amounts ====

==== travel reiumbursements ====

==== hotel information (name, nights, bed count, checkin and out dates) ====

==== Schedule Guest Panels for (edit to update name) ====

=== Email Guest Announcement ===

== Logistics ==

=== Annual Con Layout ===

==== Signage and Easel Locations ====

==== Choose Rooms ====

==== Stage(s) ====

==== Merchants Layout ====

==== Registration Line Tape ====

==== Pipe & Drape ====

==== Tables & Chairs ====

==== Stanchions ====

==== Water & Trash Cans ====

=== Order Tables ===

=== Take logistics pictures of the con ===

=== Print Logistics Maps ===

=== Schedule the truck ===

=== Annual logistics inventory ===

=== Type up Annual Logistics Inventory Results ===

=== Put together logistics inventory spreadsheets ===

== Registration ==

=== Set Alarm for Bank Run ===

=== Email Users Without Badges ===

=== Harp on Staff Who Need Meetings ===

=== Figure Out Registration Hours ===

=== Start a conversation ===

=== VIP Letter ===

=== Staff Letter ===

=== Make YPS reports ===

=== Bag Stuffing ===

== HR ==

=== Remind people to apply for meeting excusal. ===

=== Make sure pending excusal requests get handled ===

=== Staff Contract ===

=== Pester Previous Staff to Apply ===

== Cosplay ==

=== Cosplay - Plan the Masquerade ===

==== Review and Update Judging Forms ====

==== Review & Update Masquerade Rule on Site ====

==== Review & Update Judge's Instructions on Wiki ====

==== Make Sure Programming Schedules Things ====

==== Find/Buy Masquerade Prizes In Theme ====

==== Buy Baskets for Prizes ====

==== Make Sure We Have Enough Clear Wrap For Prizes ====

==== Bundle Up Prize Baskets ====

==== Find/Determine Judges (Guests?) ====

==== Email Judges' Instructions to Judges ====

==== Put Together Masquerade Logistics Box ====

==== Plan for a Color Printer During the Rehearsal ====

==== Email the Info on the Masquerade ====

=== Cosplay - Determine & buy annual hall cosplay ribbons ===

=== Cosplay - Plan Cosplay Chess ===

==== Schedule Cosplay Chess With Programming Dept ====

==== Make sure Board is in good repair ====

==== Make Sure There's a Location Planned ====

=== Cosplay - Plan Meetups ===

==== Determine what meetups to run ====

==== Schedule meetups ====

==== Determine who is running which meetups ====

=== Cosplay - Plan Cosplay Repair ===

==== Review the Cosplay repair box for items ====

==== Budget request missing/needed cosplay repair items ====

==== Schedule the cosplay repair station ====

=== Cosplay - Plan Cosplay Panels ===

==== Encourage cosplayers to run panels (cosplay staff included) ====

==== Help cosplayers sign up for panels ====

==== Make sure programming schedules panels ====

==== Make sure cosplay panelists show up to their panels ====

== Programming ==

=== Schedule Hentai Screening ===

=== export panel tech requirements list ===

=== Graphics - VIP Signs ===

=== Social media posts for fan panels ===

=== Video Programming Permissions ===

==== Funimation ====

==== Crunchyroll ====

==== Rightstuf ====

==== Viz ====

==== Media Blasters / Kitty Media ====

==== Animeworks ====

=== Reviewing the public facing fan panel informational page ===

=== Review, clean, and otherwise handle RT Queue(s) ===

=== Do a final proofread on all the panel titles and descriptions ===

=== Create a badge checking schedule ===

=== Prep panel envelops, or counting system ===

=== E-mail panel reminders to performers ===

=== Prep panel check-in instructions ===

=== Find video showing solution ( probably ripping dvd's ) ===

=== Review all guest panels for accuracy ===

=== Programming to talk to Tech to see how any new equipment will effect things ===

=== Create slides for main stage schedule slideshow ===

=== Add Default Panels to Each Year ===

=== Email "Last Chance to Submit Panels" ===

=== Email "Panel Submissions Open" ===

=== Open Panel Applications ===

== Merchants ==

=== Merchant Sales Tax ===

=== Merchant Contracts ===

=== Update Vendor public-facing webpage ===

=== Update Merchant Info Card ===

== Marketing ==

=== Last Chance to Get a Room Blast ===

=== Review and Change All Social Media Passwords ===

=== VIP Swag ===

=== Mailchimp blast about hotels being open ===

=== All-list blast: Register now! ===

=== Press Push ===

=== Masquerade alert ===

=== Pre-con final all-list push ===

=== Guest alert ===

=== Panelists push ===

== Tabling ==

=== Reach out to BLFC about table swap ===

=== RAGE Con ===

== SCIENCE Administration ==

=== Pay ASCAP ===
There is account information in LastPass.

Task owner:

Thomas Kelly

Assignee:

Thomas Kelly

Deadline:
30 days
Project:

SCIENCE Administration

Participants:

Sam Hanes

Observers:

Beta

Recurrence:

Every 15 day of September. Time: 7:00 pm.

=== Local Business License ===
Reno and Sparks will expire beginning of October and need to be renewed before con.

Task owner:

Beta

Assignee:

Beta

Deadline:
25 days
Project:

SCIENCE Administration

Participants:

Thomas Kelly

Sam Hanes

Recurrence:

Every 15 day of September. Time: 7:00 pm.

=== Nevada Business License ===
Due November

Task owner:

Beta

Assignee:

Beta

Deadline:
No deadline
Project:

SCIENCE Administration

Observers:

Thomas Kelly

Recurrence:

Every 1 day of November. Time: 7:00 pm.

=== Annual Reconciliation ===

* Task owner:Beta
* Assignee:Beta
* Deadline:120 days
* Project:SCIENCE Administration
* Observers:Tim Hof

==== Download Check Copies from WF ====

==== BST Entries to SCIENCE QB ====

==== Port of Subs check for unlimited drinks ====

==== BST invoice ====

==== S&B Invoice ====

==== BST Bill for Reg.Works ====

==== Complete BST Books ====

==== Check entered for BST / Reg.Works ====

==== Handle Dorms A/R ====

==== Equity percentage changes (before filing!) ====

==== GL entry for vendor taxes to petty cash ====

==== BST Intercompany Clearing ====

==== Import Reg from BACON ====

==== Review BACON Entries ====

==== Annual Turbo Tax ====

==== Reconcile All Accounts ====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Reconcile Bento =====
Instructions inside <nowiki>https://snafucon.bitrix24.com/workgroups/group/56/wiki/Reconciling+Statements/#PayPal3</nowiki>

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Reconcile Paypal =====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Reconcile Checking =====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Reconcile Savings =====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Reconcile AMEX =====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Petty Cash Reconcile =====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Square reconcile =====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Figure out Registration Liabilities & Move Non-Liabilities to Income ====
DR the Liability, CR the income

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Any Refund Checks? ====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Figure out Reimbursables ====
Enter all reimbursables and generate checks for them

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Checklist =====

* Enter Reimbursables
* Generate Checks for Reimbursables
* Update Use Tax Return for Reimbursables (probably add to October)

==== Clear Vendors Accounts (phone.com, etc) ====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

===== Checklist =====

* VPSDime
* Phone.com
* Public Storage
* Nevada Department of Taxation
* Namecheap
* MXRoute
* City of Reno
* BST

==== Sales & Use Tax ====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Make Sure ASCAP is handled ====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Closing Entries ====
Retained earnings

Beta Equity

Thomas Equity

Sammich Equity

Closing Retained Earnings to Equity

Equity $

Draws $

Closing Draw account

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Issues with TurboTax ====

* COGS is WRONG - it needs to be fixed. Usually this is a "whatever means necessary" situation. Make sure starting/ending inventory is correct, and adjust purchases as necessary to come to the correct COGS number.

'''Getting to the actual tax forms'''

# Go to "View" --> "Forms" (Or use Ctrl-2)

'''Capital Contributions/Draws'''

Capital contributions/draws need to be entered using the "Forms" method or the balance sheet will never balance.

'''FIGURE OUT EQUITY PERCENTAGE END OF YEAR CHANGES BEFORE FINALIZING TAXES'''

# Go to "View" --> "Forms" (Or use '''Ctrl-2''')
# Go to '''Sch K-1 Wks'''
# Use the scrollbar on the i-frame-like K-1 to access other owners.
# Enter cash contributions in '''Contributions-Cash''' section. This includes using cash to make purchases.
# If an owner contributed property and we had to estimate a value, enter in '''Contributions - Prop'''.

'''Partners' Liabilities Smart Worksheet'''

Turbo tax never fills in lines B, C, or D.

All our liabilities are nonrecourse.

Just copy the figure from A to ending B

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Depreciation ====
Turbo tax takes care of depreciation beautifully!

Depr Expense DR

Accum Depr CR

2015 numbers:

Projectors 1749.75?

Projector Screens 559.95?

Mackie ProFX12 279.99?

Wireless Mics 549?

Yamaha home theater system 149.95?

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Facebook expense on personal card ====

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

==== Facebook Ads ====

* Assignee:Beta
* Deadline:No deadline

===== Checklist =====

* Download Invoices
* Sort between SCIENCE and other orgs
* Enter into QB

==== AMEX Expense Allocation (see instructions) ====
All of the AMEX cash back contra-expense should be allocated out to the actual expenses which incurred that cash back

This is easier than it sounds. Once everything has been posted and reconciled in quickbooks, import the journals and other reports to the bookkeeping system. Open up "Journals" next to the AMEX list and click the link at the top for "fast matcher." Match up the last stragglers that didn't match automatically for the year (ignore older things).

Once everything is matched, you need to enter all the statements. This is a relatively simple form, but you have to pay attention to the closing date.

Open each statement, mark as reconciled if it's right, then select which one is the cash back entry. (this should be automated! but isn't yet)

Once you have matched the entry, refresh the page and click on the report. It gives you what you need to make the journal entry to reallocate the money to the right expense accounts.

* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration

== Venue ==

=== Pay Venue ===
Venue needs like a 50% deposit.

* Assignee: Thomas
* Deadline:No deadline
* Project:Venue
* Participants:[Owners]
* Observers:[Venue Liaison] [Chairs]
* Recurrence:Every 1 day of September. Time: 7:00 pm.

=== Venue Paperwork ===
There's paperwork to fill out every year. If it's not done by now, it should probably get moved on.

* Assignee:[Venue Liaison]
* Deadline:7 days
* Project:Venue
* Participants:[Owners] [Chairs]
* Recurrence:Every 1 day of September. Time: 7:00 pm.

=== Complete & Submit BEOs ===

* Assignee:[Venue Liaison]
* Deadline:40 days
* Project:Venue
* Participants:[Owners] [Chairs]
* Recurrence:Every 1 day of August. Time: 5:00 am.

=== Order Catering ===
In 2018 and 2019 we have a $3k minimum required budget.

* Assignee:[Venue Liaison]
* Deadline:45 days
* Project:Venue
* Participants:[Owners] [Chairs]
* Recurrence:Every 1 day of August. Time: 5:00 am.

=== Annual Room Block Spreadsheet of DOOM ===
[[Room Block Spreadsheet|https://wiki.snafucon.com/wiki/Room_Block_Spreadsheet]]

* Assignee:[Sammich]
* Deadline:No deadline
* Project:Venue
* Participants:Thomas, Beta
* Observers:[Chairs]
* Recurrence:Every 1 day of January. Time: 5:00 am.

=== Request periodic room block spreadsheet from venue ===

* Assignee:[Venue Liaison]
* Deadline:No deadline
* Project:Venue
* Observers:[Owners] [Chairs]
* Recurrence:Every 1 day of January. Time: 5:00 am.

== Con Printing ==

=== Make sure Vendor Tax information gets printed for con ===
enough copies of the vendor tax forms, tax info sheets, and instructions for every merchant + some extra

* Assignee:Beta
* Deadline:No deadline
* Project:Con Printing
* Participants: [Owners] [Chairs] [Chair Support]
* Observers:[Merchant heads]
* Recurrence:Every 1 day of September. Time: 5:00 am.

=== Print and Laminate Merchant Info Cards ===
This is a little card that is laminated and punched like our badges so they can sit behind the badges.

They print in sheets of 6.

We want enough to cover all 50-is artists and 30-ish vendors plus some extra, so if we print 16 pages we get 96 badge cards.

* Assignee:Beta
* Deadline:300 days
* Project:Con Printing
* Participants:[Sammich]
* Observers:[Merchant heads]
* Recurrence:Every 1 day of January. Time: 5:00 am.

== Press ==

=== Press Release ===
Once we have guests more or less together (we don't need all but we do want at least our bigger names set up and on our page) we need to put together a press release.

[[Press Release|https://wiki.snafucon.com/wiki/Press_Release]]

* Assignee: [Press Head]
* Deadline:120 days
* Project:Press
* Participants: [Owners][Chairs][Chair Support]
* Recurrence:Every 1 day of May. Time: 5:00 am.

=== Press Kits ===
Press kits should be created for the press that show up to con.

[[Press Kits|https://wiki.snafucon.com/wiki/Press_Kits]]

* Assignee: [Press Head]
* Deadline:150 days
* Project:Press
* Participants: [Owners][Chairs][Chair Support]
* Recurrence:Every 1 day of May. Time: 5:00 am.

== Convention Administration ==

=== Get Event Insurance ===

* Assignee:Thomas Kelly
* Deadline:No deadline
* Project:Convention Administration
* Participants: [Owners] [Chairs]
* Observers:[Sammich]
* Recurrence:Every 15 day of June. Time: 5:00 am.

=== Send Vendors to Tax People ===
Due 14 days before the event.

# Download the One Time Event Application from the General Purpose Forms page of Nevada Tax.
# Fill it out with the information from our website
# Make sure the list matches the list given to City of Reno
# Follow directions on the form for emailing.

* Assignee:Beta
* Deadline:No deadline
* Project:Convention Administration
* Participants: [Owners] [Chairs]
* Recurrence:Every 2 day of September. Time: 7:00 pm.

=== Schedule Staff meetings ===

* Assignee:Beta
* Deadline:120 days
* Project:Convention Administration
* Participants: [Owners] [Chairs]
* Recurrence:Every 1 day of January. Time: 5:00 am.

=== Buy Ties ===
Determine roughly how many we used last year, decide if we need more.

<nowiki>https://www.tieoutlet.com/</nowiki>

* Assignee:Beta
* Deadline:150 days
* Project:Convention Administration
* Participants: [Owners]
* Recurrence: Every 1 day of January. Time: 5:00 am.

=== Review and clean up RT members ===
People come, people go. Remove people who aren't going to be handling emails this year from the groups and uncheck their privileged user box

* Assignee: Beta
* Deadline: No deadline
* Project: Convention Administration
* Participants: [Owners]
* Recurrence: Every 1 day of May. Time: 5:00 am.

SCIENCE Administration: Accessing Quickbooks

2026-05-19T23:50:48Z

Beta: created from bitrix wiki

= Accessing Quickbooks =

== Prerequisite Software ==
To access our quickbooks files you must have the following software:

* QuickBooks Premier 2017, Manufacturing and Wholesale Edition.
* VeraCrypt

== Prerequisite Veracrypt Setting ==
Something needs to be set up to ensure it saves changes to dropbox or dropbox won't see changes and won't sync it.

TODO: Update steps here.

== 1. Mounting The Files ==

# Before mounting files, make sure that no one else has the file mounted by checking the the Admin Workgroup feed.
# Post in the Admin Workgroup feed ("General" section above) that you are mounting QuickBooks so that someone else won't mount it.
# Open VeraCrypt
# Select a drive letter to mount the files to (I like to use "Q" for QuickBooks, but any letter will do as long as you always choose the same one)
# Click "Select File . . . "
# Browse to and select the QuickBooks file (currently "2017 QuickBooks", shared in Dropbox due to Dropbox's syncing and stability over Bitrix)
# Click "Mount"
# Type in the VeraCrypt volume password (Shared via LastPass) and click "OK"

If you did everything right, our company QuickBooks files are now mounted and available on the drive letter you chose in step 2.

== 2. Open QuickBooks Files ==

# Open QuickBooks
# Browse to and open the file if necessary
# Use your username and password to access the file.

== 3. When done, Dismount and exit VeraCrypt!!! ==

# '''IMPORTANT: DROPBOX FILES WILL NOT SYNC UNTIL YOU HAVE CLICKED "DISMOUNT"'''
# Post in the same location that you posted in step 1.1 that QuickBooks is now dismounted and available for use once synced.

SNAFU Con Mascots

2026-04-29T00:22:39Z

Beta: tweak one-time-use language

This page explains how mascots work for SNAFU Con, which characters are part of our recurring mascot set, and how mascots should generally be used with the current year's theme.

== We are moving toward a recurring mascot set ==
Historically, SNAFU Con has often had yearly mascots that changed with the theme.

At this point, however, we are working toward having a more consistent single mascot set rather than treating every year as a completely fresh mascot start. This does not mean that we can't create new mascot art but that we are trying to move towards building stronger visual identity by returning to a smaller pool of recurring characters and using them in-theme rather than replacing them constantly.

'''New characters are still fine''', but the more we can pull from our recurring set, the better.

== The current recurring mascot set ==
At this point, the mascot set we are building around is roughly:

* '''Con Bat''' (trying really hard to use this little guy as often as we can)
* '''The auburn-haired girl''' (needs a proper name)
* '''Her blond friend''' (also needs a proper name)
* '''Sam''' (comes and goes)

Not every character in the set has to be used equally every year, but these are the characters we should generally think about first before inventing a completely unrelated new mascot.

== Con Bat ==
'''Con Bat''' is the character we are trying to use for stronger and more consistent branding. Con Bat has roots with actual con history, where we've had bats get into the building over several years. Many of the staff adopted the idea of "con bat" and it was beloved among the staff before the concept was ever put to art.

That does not mean Con Bat must always be the only or even the main mascot in a piece. If a design calls for a clearly recognizable SNAFU mascot, Con Bat should be strongly considered. At this time we're largely using Con Bat for smaller elements and plastering different designs in places, rather than using as our main art. Con Bat makes a nice side mascot.

=== Practical notes on Con Bat ===
Con Bat is a strong branding choice, but bats can also be trickier to draw and pose than some of our humanoid characters. Keep that in mind when planning large projects around the character.

You have to draw the bat with actual wings-as-hands, and a bat's feet face the other way around, which can make a lot of actions or poses very tricky to draw, especially if you want to stay cute with it.

Note the eye color and ear color and specific gray of the fur is ''relatively'' consistent. Red and gray are the con colors, and con bat uses the con colors for fur and ears, with a matching red tie.
<gallery widths="220" heights="220">
File:First Con Bat.png|2023. First iteration of Con Bat. Drawn in Clip Studio by Beta and exported to PSD. I was far too focused on proper bat proportions.
File:Scientist Con Bat.png|2024 theme bat, drawn by Beta in Illustrator for the 2024 "Science!" theme.
File:Con Bat Heart.png|Drawn by Beta, 2024, in Illustrator for a con book image, used on the back by the staff list and "please volunteer" ad.
File:Shark Bat for 2025.png|Drawn by Beta in 2024 for the 2025 theme in Illustrator.
</gallery>

== The auburn-haired girl and her blond friend ==
The auburn-haired girl is one of the recurring mascot characters we are using more often.

She is part of the mascot set we are trying to build into a more consistent identity for the con.

She still needs a proper name.

<gallery widths="250" heights="250">
File:Auburn Hair Chibi.png|'''2010''' Yeah her hair was orange at the time, but honestly, looking back, this is the same girl. Drawn quickly by Beta in Illustrator.
File:Popcorn auburn girl.png|'''2023''' I didn't quite mean to reuse the 2010 girl, but man, I think this is the same girl. Same eyes, and vaguely the same hair. Sure, why not. Drawn in Illustrator by Beta in 2023 for our "day zero" welcome signs. Uses a direct link to the T-shirt logo.
File:Science Auburn Hair Girl.png|'''2024''' I spent ''so much time'' on that hair, and dedicated myself to more sketchy shading than I realistically should have. There are so many lines in this Illustrator file it doesn't always like to load. Drawn by Beta in Illustrator for the 2024 Science theme. Introduces a blond friend that I swear we used in other places but I can't find examples of right now.
</gallery>

=== Important notes on her appearance ===
Her hair should read as '''auburn''' or brown-red, not bright anime-red or orange-red.

This is important because we do not want her reading too closely as another con's red-haired mascot. Hair tone, styling, and general presentation should help keep her visually distinct.

Eyes are blue, hair is generally shoulder length. Put her in a SNAFU Con t-shirt if you can, unless it doesn't match the plan.

== Sam ==
Sam is a recurring mascot character, but is a little less central and more variable in use.

Sam comes and goes.

That means Sam is absolutely part of the pool of characters we may use again, but should not necessarily be treated as one of the primary branding anchors in the same way Con Bat is.

Sam is a good character to use when:

* The design benefits from the character specifically
* The theme or joke suits the character
* We want variety within the mascot set
* A piece calls for one of the established recurring characters, but does not need to lean as hard on Con Bat branding

NOTE: Since Sam is stepping back from con in 2026, whether he remains a stage personality or not will determine if it's appropriate to continue using his image for con. While he likely doesn't mind, it doesn't feel appropriate.

<gallery mode="packed" heights="250">
File:Sam suit.png|'''2016''' By Beta, traced over an actual picture of Sam and heavily edited in Illustrator.
File:Generic Sam microphone.png|'''2015?''' Drawn by [[Artists#Rieev|Rieev]].
</gallery>

== Departmental Mascots ==
Some of our departments pick mascots to represent them. As part of the con team, these are fair game for some of our mascot uses, as long as we recognize they're for specific departments, not the con as a whole.

=== Mr. Squid—Volunteers ===
Blanca decided on Mr. Squid and he has been Volunteer's mascot ever since. Beta made vector art that can be used on signs or other pieces that Blanca approved.
[[File:Mr squid wants you.png|none|thumb]]

=== Kobold—Tabletop ===
Tabletop's mascot is a Kobold. I don't think it has a name, but there's been some art over the years.

=== Badger—Registration ===
Not drawn yet, but a badger is Registration's mascot, at least in name. What type of badger? It's certainly a tough call between the cute European ones, or a more on-point Japanese one, vs honey badgers and their bad-assness. Maybe we should run a poll with the department?

== One-time-use mascots ==
Most of our mascots are effectively '''one-time-use mascots''', meaning they were created mainly for one theme or one year's materials and are not part of the current recurring cast.

On occasion we may bring back one-time-use mascots, but it's usually for something like an anniversary set showing many of our past mascots.

As a general guideline:

* '''Recurring mascot set''' = characters we are actively building brand identity around
* '''One-time-use mascot''' = older or theme-specific mascot

== How mascots should be used in-theme ==
Recurring mascots should be updated to match the current year theme. While we can reuse older pieces for things like random signage or smaller elements, our main art used on promotional materials for the year should be unique to the year.

Consider:

* New costumes
* New props
* New poses
* New environments
* New expressions
* New activities
* Different pairings of characters
* Different mood or styling
* Theme-appropriate visual jokes
* Different emphasis depending on what the year's branding needs
[[Category:Graphics Design Department]]

SNAFU Con Mascots

2026-04-29T00:19:48Z

Beta: more images

This page explains how mascots work for SNAFU Con, which characters are part of our recurring mascot set, and how mascots should generally be used with the current year's theme.

== We are moving toward a recurring mascot set ==
Historically, SNAFU Con has often had yearly mascots that changed with the theme.

At this point, however, we are working toward having a more consistent single mascot set rather than treating every year as a completely fresh mascot start. This does not mean that we can't create new mascot art but that we are trying to move towards building stronger visual identity by returning to a smaller pool of recurring characters and using them in-theme rather than replacing them constantly.

'''New characters are still fine''', but the more we can pull from our recurring set, the better.

== The current recurring mascot set ==
At this point, the mascot set we are building around is roughly:

* '''Con Bat''' (trying really hard to use this little guy as often as we can)
* '''The auburn-haired girl''' (needs a proper name)
* '''Her blond friend''' (also needs a proper name)
* '''Sam''' (comes and goes)

Not every character in the set has to be used equally every year, but these are the characters we should generally think about first before inventing a completely unrelated new mascot.

== Con Bat ==
'''Con Bat''' is the character we are trying to use for stronger and more consistent branding. Con Bat has roots with actual con history, where we've had bats get into the building over several years. Many of the staff adopted the idea of "con bat" and it was beloved among the staff before the concept was ever put to art.

That does not mean Con Bat must always be the only or even the main mascot in a piece. If a design calls for a clearly recognizable SNAFU mascot, Con Bat should be strongly considered. At this time we're largely using Con Bat for smaller elements and plastering different designs in places, rather than using as our main art. Con Bat makes a nice side mascot.

=== Practical notes on Con Bat ===
Con Bat is a strong branding choice, but bats can also be trickier to draw and pose than some of our humanoid characters. Keep that in mind when planning large projects around the character.

You have to draw the bat with actual wings-as-hands, and a bat's feet face the other way around, which can make a lot of actions or poses very tricky to draw, especially if you want to stay cute with it.

Note the eye color and ear color and specific gray of the fur is ''relatively'' consistent. Red and gray are the con colors, and con bat uses the con colors for fur and ears, with a matching red tie.
<gallery widths="220" heights="220">
File:First Con Bat.png|2023. First iteration of Con Bat. Drawn in Clip Studio by Beta and exported to PSD. I was far too focused on proper bat proportions.
File:Scientist Con Bat.png|2024 theme bat, drawn by Beta in Illustrator for the 2024 "Science!" theme.
File:Con Bat Heart.png|Drawn by Beta, 2024, in Illustrator for a con book image, used on the back by the staff list and "please volunteer" ad.
File:Shark Bat for 2025.png|Drawn by Beta in 2024 for the 2025 theme in Illustrator.
</gallery>

== The auburn-haired girl and her blond friend ==
The auburn-haired girl is one of the recurring mascot characters we are using more often.

She is part of the mascot set we are trying to build into a more consistent identity for the con.

She still needs a proper name.

<gallery widths="250" heights="250">
File:Auburn Hair Chibi.png|'''2010''' Yeah her hair was orange at the time, but honestly, looking back, this is the same girl. Drawn quickly by Beta in Illustrator.
File:Popcorn auburn girl.png|'''2023''' I didn't quite mean to reuse the 2010 girl, but man, I think this is the same girl. Same eyes, and vaguely the same hair. Sure, why not. Drawn in Illustrator by Beta in 2023 for our "day zero" welcome signs. Uses a direct link to the T-shirt logo.
File:Science Auburn Hair Girl.png|'''2024''' I spent ''so much time'' on that hair, and dedicated myself to more sketchy shading than I realistically should have. There are so many lines in this Illustrator file it doesn't always like to load. Drawn by Beta in Illustrator for the 2024 Science theme. Introduces a blond friend that I swear we used in other places but I can't find examples of right now.
</gallery>

=== Important notes on her appearance ===
Her hair should read as '''auburn''' or brown-red, not bright anime-red or orange-red.

This is important because we do not want her reading too closely as another con's red-haired mascot. Hair tone, styling, and general presentation should help keep her visually distinct.

Eyes are blue, hair is generally shoulder length. Put her in a SNAFU Con t-shirt if you can, unless it doesn't match the plan.

== Sam ==
Sam is a recurring mascot character, but is a little less central and more variable in use.

Sam comes and goes.

That means Sam is absolutely part of the pool of characters we may use again, but should not necessarily be treated as one of the primary branding anchors in the same way Con Bat is.

Sam is a good character to use when:

* The design benefits from the character specifically
* The theme or joke suits the character
* We want variety within the mascot set
* A piece calls for one of the established recurring characters, but does not need to lean as hard on Con Bat branding

NOTE: Since Sam is stepping back from con in 2026, whether he remains a stage personality or not will determine if it's appropriate to continue using his image for con. While he likely doesn't mind, it doesn't feel appropriate.

<gallery mode="packed" heights="250">
File:Sam suit.png|'''2016''' By Beta, traced over an actual picture of Sam and heavily edited in Illustrator.
File:Generic Sam microphone.png|'''2015?''' Drawn by [[Artists#Rieev|Rieev]].
</gallery>

== Departmental Mascots ==
Some of our departments pick mascots to represent them. As part of the con team, these are fair game for some of our mascot uses, as long as we recognize they're for specific departments, not the con as a whole.

=== Mr. Squid—Volunteers ===
Blanca decided on Mr. Squid and he has been Volunteer's mascot ever since. Beta made vector art that can be used on signs or other pieces that Blanca approved.
[[File:Mr squid wants you.png|none|thumb]]

=== Kobold—Tabletop ===
Tabletop's mascot is a Kobold. I don't think it has a name, but there's been some art over the years.

=== Badger—Registration ===
Not drawn yet, but a badger is Registration's mascot, at least in name. What type of badger? It's certainly a tough call between the cute European ones, or a more on-point Japanese one, vs honey badgers and their bad-assness. Maybe we should run a poll with the department?

== One-time-use mascots ==
Not every mascot or mascot-like character we have ever used should be treated as part of the ongoing mascot set.

Some mascots are effectively '''one-time-use mascots''', meaning they were created mainly for one theme or one year's materials and are not part of the current recurring cast.

On occasion we may bring back one-time-use mascots, but it's usually for something like an anniversary set showing many of our past mascots.

As a general guideline:

* '''Recurring mascot set''' = characters we are actively building brand identity around
* '''One-time-use mascot''' = older or theme-specific mascot

== How mascots should be used in-theme ==
Recurring mascots should be updated to match the current year theme. While we can reuse older pieces for things like random signage or smaller elements, our main art used on promotional materials for the year should be unique to the year.

Consider:

* New costumes
* New props
* New poses
* New environments
* New expressions
* New activities
* Different pairings of characters
* Different mood or styling
* Theme-appropriate visual jokes
* Different emphasis depending on what the year's branding needs
[[Category:Graphics Design Department]]

File:Generic Sam microphone.png

2026-04-29T00:12:32Z

Beta:

generic Sam microphone

File:Sam suit.png

2026-04-29T00:10:16Z

Beta:

sam suit

File:Mr squid wants you.png

2026-04-29T00:06:56Z

Beta:

mr squid wants you

SNAFU Con Mascots

2026-04-28T23:56:28Z

Beta: use galleries

This page explains how mascots work for SNAFU Con, which characters are part of our recurring mascot set, and how mascots should generally be used with the current year's theme.

== We are moving toward a recurring mascot set ==
Historically, SNAFU Con has often had yearly mascots that changed with the theme.

At this point, however, we are working toward having a more consistent single mascot set rather than treating every year as a completely fresh mascot start. This does not mean that we can't create new mascot art but that we are trying to move towards building stronger visual identity by returning to a smaller pool of recurring characters and using them in-theme rather than replacing them constantly.

'''New characters are still fine''', but the more we can pull from our recurring set, the better.

== The current recurring mascot set ==
At this point, the mascot set we are building around is roughly:

* '''Con Bat''' (trying really hard to use this little guy as often as we can)
* '''The auburn-haired girl''' (needs a proper name)
* '''Her blond friend''' (also needs a proper name)
* '''Sam''' (comes and goes)

Not every character in the set has to be used equally every year, but these are the characters we should generally think about first before inventing a completely unrelated new mascot.

== Con Bat ==
'''Con Bat''' is the character we are trying to use for stronger and more consistent branding. Con Bat has roots with actual con history, where we've had bats get into the building over several years. Many of the staff adopted the idea of "con bat" and it was beloved among the staff before the concept was ever put to art.

That does not mean Con Bat must always be the only or even the main mascot in a piece. If a design calls for a clearly recognizable SNAFU mascot, Con Bat should be strongly considered. At this time we're largely using Con Bat for smaller elements and plastering different designs in places, rather than using as our main art. Con Bat makes a nice side mascot.

=== Practical notes on Con Bat ===
Con Bat is a strong branding choice, but bats can also be trickier to draw and pose than some of our humanoid characters. Keep that in mind when planning large projects around the character.

You have to draw the bat with actual wings-as-hands, and a bat's feet face the other way around, which can make a lot of actions or poses very tricky to draw, especially if you want to stay cute with it.

Note the eye color and ear color and specific gray of the fur is ''relatively'' consistent. Red and gray are the con colors, and con bat uses the con colors for fur and ears, with a matching red tie.
<gallery widths="220" heights="220">
File:First Con Bat.png|2023. First iteration of Con Bat. Drawn in Clip Studio by Beta and exported to PSD. I was far too focused on proper bat proportions.
File:Scientist Con Bat.png|2024 theme bat, drawn by Beta in Illustrator for the 2024 "Science!" theme.
File:Con Bat Heart.png|Drawn by Beta, 2024, in Illustrator for a con book image, used on the back by the staff list and "please volunteer" ad.
File:Shark Bat for 2025.png|Drawn by Beta in 2024 for the 2025 theme in Illustrator.
</gallery>

== The auburn-haired girl and her blond friend ==
The auburn-haired girl is one of the recurring mascot characters we are using more often.

She is part of the mascot set we are trying to build into a more consistent identity for the con.

She still needs a proper name.

<gallery widths="250" heights="250">
File:Auburn Hair Chibi.png|'''2010''' Yeah her hair was orange at the time, but honestly, looking back, this is the same girl. Drawn quickly by Beta in Illustrator.
File:Popcorn auburn girl.png|'''2023''' I didn't quite mean to reuse the 2010 girl, but man, I think this is the same girl. Same eyes, and vaguely the same hair. Sure, why not. Drawn in Illustrator by Beta in 2023 for our "day zero" welcome signs. Uses a direct link to the T-shirt logo.
File:Science Auburn Hair Girl.png|'''2024''' I spent ''so much time'' on that hair, and dedicated myself to more sketchy shading than I realistically should have. There are so many lines in this Illustrator file it doesn't always like to load. Drawn by Beta in Illustrator for the 2024 Science theme. Introduces a blond friend that I swear we used in other places but I can't find examples of right now.
</gallery>

=== Important notes on her appearance ===
Her hair should read as '''auburn''' or brown-red, not bright anime-red or orange-red.

This is important because we do not want her reading too closely as another con's red-haired mascot. Hair tone, styling, and general presentation should help keep her visually distinct.

Eyes are blue, hair is generally shoulder length. Put her in a SNAFU Con t-shirt if you can, unless it doesn't match the plan.

== Sam ==
Sam is a recurring mascot character, but is a little less central and more variable in use.

Sam comes and goes.

That means Sam is absolutely part of the pool of characters we may use again, but should not necessarily be treated as one of the primary branding anchors in the same way Con Bat is.

Sam is a good character to use when:

* The design benefits from the character specifically
* The theme or joke suits the character
* We want variety within the mascot set
* A piece calls for one of the established recurring characters, but does not need to lean as hard on Con Bat branding

NOTE: Since Sam is stepping back from con in 2026, whether he remains a stage personality or not will determine if it's appropriate to continue using his image for con. While he likely doesn't mind, it doesn't feel appropriate.

== Departmental Mascots ==
Some of our departments pick mascots to represent them. As part of the con team, these are fair game for some of our mascot uses, as long as we recognize they're for specific departments, not the con as a whole.

=== Mr. Squid—Volunteers ===
Blanca decided on Mr. Squid and he has been Volunteer's mascot ever since. Beta made vector art that can be used on signs or other pieces that Blanca approved.

=== Kobold—Tabletop ===
Tabletop's mascot is a Kobold. I don't think it has a name, but there's been some art over the years.

=== Badger—Registration ===
Not drawn yet, but a badger is Registration's mascot, at least in name. What type of badger? It's certainly a tough call between the cute European ones, or a more on-point Japanese one, vs honey badgers and their bad-assness. Maybe we should run a poll with the department?

== One-time-use mascots ==
Not every mascot or mascot-like character we have ever used should be treated as part of the ongoing mascot set.

Some mascots are effectively '''one-time-use mascots''', meaning they were created mainly for one theme or one year's materials and are not part of the current recurring cast.

On occasion we may bring back one-time-use mascots, but it's usually for something like an anniversary set showing many of our past mascots.

As a general guideline:

* '''Recurring mascot set''' = characters we are actively building brand identity around
* '''One-time-use mascot''' = older or theme-specific mascot

== How mascots should be used in-theme ==
Recurring mascots should be updated to match the current year theme. While we can reuse older pieces for things like random signage or smaller elements, our main art used on promotional materials for the year should be unique to the year.

Consider:

* New costumes
* New props
* New poses
* New environments
* New expressions
* New activities
* Different pairings of characters
* Different mood or styling
* Theme-appropriate visual jokes
* Different emphasis depending on what the year's branding needs
[[Category:Graphics Design Department]]

SNAFU Con Mascots

2026-04-28T23:51:41Z

Beta: starting page on mascots

This page explains how mascots work for SNAFU Con, which characters are part of our recurring mascot set, and how mascots should generally be used with the current year's theme.

== We are moving toward a recurring mascot set ==
Historically, SNAFU Con has often had yearly mascots that changed with the theme.

At this point, however, we are working toward having a more consistent single mascot set rather than treating every year as a completely fresh mascot start. This does not mean that we can't create new mascot art but that we are trying to move towards building stronger visual identity by returning to a smaller pool of recurring characters and using them in-theme rather than replacing them constantly.

'''New characters are still fine''', but the more we can pull from our recurring set, the better.

== The current recurring mascot set ==
At this point, the mascot set we are building around is roughly:

* '''Con Bat''' (trying really hard to use this little guy as often as we can)
* '''The auburn-haired girl''' (needs a proper name)
* '''Her blond friend''' (also needs a proper name)
* '''Sam''' (comes and goes)

Not every character in the set has to be used equally every year, but these are the characters we should generally think about first before inventing a completely unrelated new mascot.

== Con Bat ==
'''Con Bat''' is the character we are trying to use for stronger and more consistent branding. Con Bat has roots with actual con history, where we've had bats get into the building over several years. Many of the staff adopted the idea of "con bat" and it was beloved among the staff before the concept was ever put to art.

That does not mean Con Bat must always be the only or even the main mascot in a piece. If a design calls for a clearly recognizable SNAFU mascot, Con Bat should be strongly considered. At this time we're largely using Con Bat for smaller elements and plastering different designs in places, rather than using as our main art. Con Bat makes a nice side mascot.

=== Practical notes on Con Bat ===
Con Bat is a strong branding choice, but bats can also be trickier to draw and pose than some of our humanoid characters. Keep that in mind when planning large projects around the character.

You have to draw the bat with actual wings-as-hands, and a bat's feet face the other way around, which can make a lot of actions or poses very tricky to draw, especially if you want to stay cute with it.

Note the eye color and ear color and specific gray of the fur is ''relatively'' consistent. Red and gray are the con colors, and con bat uses the con colors for fur and ears, with a matching red tie.
[[File:First Con Bat.png|none|thumb|2023. First iteration of con bat. Drawn in clip studio by Beta and exported to psd. I was far too focused on proper bat proportions.]]
[[File:Scientist Con Bat.png|none|thumb|2024 theme bat, drawn by Beta in illustrator for the 2024 "Science!" theme]]
[[File:Con Bat Heart.png|none|thumb|Drawn by Beta, 2024, in illustrator for a con book image, used on the back by the staff list and "please volunteer" ad]]
[[File:Shark Bat for 2025.png|none|thumb|Drawn by Beta in 2024 for the 2025 theme in Illustrator.]]

== The auburn-haired girl and her blond friend ==
The auburn-haired girl is one of the recurring mascot characters we are using more often.

She is part of the mascot set we are trying to build into a more consistent identity for the con.

She still needs a proper name.

=== 2010 ===
Yeah her hair was orange at the time, but honestly, looking back, this is the same girl. Drawn quickly by Beta in illustrator.

[[File:Auburn Hair Chibi.png|border|2010 Auburn Chibi]]

=== 2023 ===
I didn't quite mean to reuse the 2010 girl, but man, I think this is the same girl. Same eyes, and vaguely the same hair. Sure, why not.
[[File:Popcorn auburn girl.png|none|thumb|Drawn in illustrator by Beta in 2023 for our "day zero" welcome signs. Uses a direct link to the t-shirt logo. ]]

=== 2024 ===
I spent ''so much time'' on that hair. And dedicated myself to more sketchy shading than I realistically should have. There are so many lines in this illustrator file it doesn't always like to load. Drawn by Beta, in illustrator, for the 2024 Science theme.

Introduces a blond friend that I swear we used in other places but I can't find examples of right now.

[[File:Science Auburn Hair Girl.png|border]]

=== Important notes on her appearance ===
Her hair should read as '''auburn''' or brown-red, not bright anime-red or orange-red.

This is important because we do not want her reading too closely as another con's red-haired mascot. Hair tone, styling, and general presentation should help keep her visually distinct.

Eyes are blue, hair is generally shoulder length. Put her in a SNAFU Con t-shirt if you can, unless it doesn't match the plan.

== Sam ==
Sam is a recurring mascot character, but is a little less central and more variable in use.

Sam comes and goes.

That means Sam is absolutely part of the pool of characters we may use again, but should not necessarily be treated as one of the primary branding anchors in the same way Con Bat is.

Sam is a good character to use when:

* The design benefits from the character specifically
* The theme or joke suits the character
* We want variety within the mascot set
* A piece calls for one of the established recurring characters, but does not need to lean as hard on Con Bat branding

NOTE: Since Sam is stepping back from con in 2026, whether he remains a stage personality or not will determine if it's appropriate to continue using his image for con. While he likely doesn't mind, it doesn't feel appropriate.

== Departmental Mascots ==
Some of our departments pick mascots to represent them. As part of the con team, these are fair game for some of our mascot uses, as long as we recognize they're for specific departments, not the con as a whole.

=== Mr. Squid—Volunteers ===
Blanca decided on Mr. Squid and he has been Volunteer's mascot ever since. Beta made vector art that can be used on signs or other pieces that Blanca approved.

=== Kobold—Tabletop ===
Tabletop's mascot is a Kobold. I don't think it has a name, but there's been some art over the years.

=== Badger—Registration ===
Not drawn yet, but a badger is Registration's mascot, at least in name. What type of badger? It's certainly a tough call between the cute European ones, or a more on-point Japanese one, vs honey badgers and their bad-assness. Maybe we should run a poll with the department?

== One-time-use mascots ==
Not every mascot or mascot-like character we have ever used should be treated as part of the ongoing mascot set.

Some mascots are effectively '''one-time-use mascots''', meaning they were created mainly for one theme or one year's materials and are not part of the current recurring cast.

On occasion we may bring back one-time-use mascots, but it's usually for something like an anniversary set showing many of our past mascots.

As a general guideline:

* '''Recurring mascot set''' = characters we are actively building brand identity around
* '''One-time-use mascot''' = older or theme-specific mascot

== How mascots should be used in-theme ==
Recurring mascots should be updated to match the current year theme. While we can reuse older pieces for things like random signage or smaller elements, our main art used on promotional materials for the year should be unique to the year.

Consider:

* New costumes
* New props
* New poses
* New environments
* New expressions
* New activities
* Different pairings of characters
* Different mood or styling
* Theme-appropriate visual jokes
* Different emphasis depending on what the year's branding needs
[[Category:Graphics Design Department]]

File:Popcorn auburn girl.png

2026-04-28T22:07:29Z

Beta:

popcorn auburn girl

File:Scientist Con Bat.png

2026-04-28T22:00:36Z

Beta:

Scientist Con Bat

File:Con Bat Heart.png

2026-04-28T21:59:27Z

Beta:

Con bat hanging with a heart

File:First Con Bat.png

2026-04-28T21:57:54Z

Beta:

first iteration of con bat

File:First con bat.png

2026-04-28T21:55:04Z

Beta:

Beta's first con bat

File:Shark Bat for 2025.png

2026-04-28T21:54:01Z

Beta:

Con Bat in a shark outfit for Under The Sea

File:Science Auburn Hair Girl.png

2026-04-28T21:52:16Z

Beta:

2024 science theme auburn hair girl

File:Auburn Hair Chibi.png

2026-04-28T21:47:57Z

Beta:

Chibi / childlike art of the auburn haired girl (2010)

Category:Graphics Design Department

2026-04-28T21:17:25Z

Beta: add link for new designer guide

[[Category:Departments]][[Category:Policies]]
== Graphics Team ==
The graphics team is responsible for creating marketing material for con as well as badge designs and the con book. We take the submitted artwork and use it to create our designs.

If you are new to the Graphics Team, check out the [[New Artist Primer]].

=== Requirements ===
*Experience with Adobe Photoshop, Illustrator, and/or InDesign
*Accepting to critiques and changes to your work
*Sign a contract licensing us to use your work
*Have access to the internet and Dropbox and Bitrix
*Have regular access to necessary Adobe software (preferably on a personal computer, but if you use your school's computer that's fine as long as you can access it regularly)

=== Responsibilities ===
*Create/Develop/Refine badge, fliers, and con book designs in a timely manner
*Review and suggest changes to other piece marketing material
*Use submitted artwork in your design
*Play nice with the team
*Throw ideas at the wall and see what sticks
*Save files to Drop Box and/or Bitrix (including work in progress)
*Save changes as new files, and follow the naming conventions for file changes

== Important information ==

* [[New Designer Guide]] (Start here!)
* [[New Artist Primer]] (color space, size, DPI, bleed, etc)
* [[File Saving and Sharing on the Graphics Team]] (includes information about the naming conventions)
* [[SNAFU Con Mascots]]

== Annual To Do List ==

* [[Graphics Design: Fliers|Fliers]] (Due ASAP)
** 4x6
** business card (2x3.5)
** 11x17 (Can design a little later, like mid-summer, but the earlier we can get them the better)
* [[Graphics Design: Website|Website]] (Due ASAP)
** Background
** Mascot
** Other Elements
* [[Graphics Design: Social Media|Social Media]] (Due ASAP)
** Facebook
** Instagram
** Twitter
** Bluesky
* [[Graphics Design: Button/Pins|Button/Pins]] (Some due ASAP for tabling needs, but may have other design needs throughout the year)
* [[Graphics Design: T-shirts|T-shirts]] (Due by about a month before con)
* [[Graphics Design: Badges|Badges]] (Due by about a month before con)
* [[Graphics Design: Signage|Signage / Banners]] (Mostly due by about a month before con, but may have needs throughout the year or last-minute needs)
* [[Con Book]] (Specific due dates roughly a month before con)
* [[Graphics Design: Coloring Book Pages|Coloring Book Pages]] (Due within a couple weeks of con)
* Other items as needed

New Designer Guide

2026-04-28T21:16:46Z

Beta: cat

Welcome to Graphics!

This page is meant to help new designers, artists, and returning helpers understand how the Graphics Team actually works. This guide is less about technical setup and more about how we handle files, communicate, and get work done as a team.

For technical setup information like color space, DPI, bleed, margins, and how to build reusable art, see the [[New Artist Primer]].

For where files go and how to name revisions, see [[File Saving and Sharing on the Graphics Team]].

=== First things first ===
Before you start doing official graphics work for con, you need to:

* Sign the art/design agreement licensing SNAFU Con to use the work you give us. You only need to do this once and it's good forever.
* Apply to be Staff. Graphics is a general staff position.
* Get access to the graphics Dropbox
* Join [[Bitrix24]]
* Have reasonably regular access to the software you need
* Be okay with feedback, edits, and changes to your work

If you are missing access to something, ask in the graphics chat.

=== What the Graphics Team actually does ===
The Graphics Team is responsible for creating and refining the visual materials con needs through the year. That includes things like:

* Fliers
* Posters
* Website graphics
* Social media graphics
* Buttons or pins
* T-shirts
* Badges
* Signage and banners
* Con book pages
* Coloring pages
* Other miscellaneous graphics as needed

Rather than making something from nothing, a lot of the team's work is:

* Taking submitted art and turning it into usable graphics
* Resizing and adapting existing graphics for new uses
* Cleaning things up for print
* Adjusting layouts
* Fixing contrast, readability, or text placement
* Taking a raw file and pushing it toward a finished piece

=== Art vs Graphic Design ===
This has been a big point of confusion over the years. While these do overlap, they are not the same thing.

'''Art''' is usually the illustration itself: mascots, characters, props, background pieces, decorative elements, and other themed visuals. Art can be anything and its main goal can be to look pretty or good or cool, or to provoke a feeling in the viewer.

'''Graphic design''' is taking those visuals and arranging them into something useful and readable with the information con actually needs on it. This includes having necessary elements to make it a useful marketing piece; getting what we need from the viewer. We want to provoke an ''action'' from the viewer: go to the site and register, or attend con. It can still look pretty or cool, or provoke a feeling, but at the end of the day it's all about marketing and getting the viewer to do something for us.

Some examples:

* Drawing a mascot is art
* Turning that mascot into a flier with logo, dates, location, URL, and theme is graphic design
* Taking a flier and turning it into a poster or social media banner is graphic design
* Cleaning up someone else's file and making it ready for print is also graphic design

It is okay if you mainly do one and not the other. We just need to know what sort of work you are comfortable doing. We have artists that can't lay out effective text, and we have designers that can't draw more than a stick figure. The more variation on skills we have, the more well-rounded the team will be, so don't worry if you're lacking skills in some areas.

=== How the team works ===
Graphics is collaborative.

Any one graphics piece may have multiple people touching it, depending on who has time, software access, and spoons. One person may start something, another may clean it up, another may adjust the text, and another may do the final export.

Because of that:

* Do not assume a file is yours forever just because you started it (but also don't be surprised if no one else has the energy to touch it)
* Save work in a way that another person can pick it up
* Keep useful layers when possible
* Save new revisions instead of overwriting working files
* Expect that feedback and finishing touches may come from someone else

A file does not need to be perfect to be useful. Sometimes "good raw start" is exactly what the team needs.

A file is done when the Graphics lead decides it's ready to go off to whatever purpose it will be used for.

=== Use what we already have ===
We try to limit how much new art we do in a year and reuse elements as much as possible to keep things consistent. Early in the year we create the annual themed art we need for our fliers, and reuse those pieces for social media, website, con book, etc., as much as possible. This allows for the art to be recognized by attendees, as they see it in more places.

However, even after our main annual art is created and in use, new art can be created as needed or simply if someone gets to urge to create and we'll use it however we can. If someone on the staff or an attendee donates something to us, we also try to find a use for it. We often have needs for prints for at-con swag, or elements in the con book.

In general, before starting from scratch, it is usually smart to check:

* Current year existing mascot art
* Current year flier or poster files
* Existing website and social media graphics
* Art already uploaded to the current year folders
* Previous year files that can be used as a starting point

If you are not sure whether something already exists, ask.

=== A good place to start ===
If you are new and itching to do something but are not sure where to jump in, a good place to start is often by making in-theme elements we can use.

That might mean:

* Small themed objects or characters
* Background pieces
* Decorative elements
* Mascot poses
* Social post elements
* Little graphics that can be reused in the con book, on social media, or in signage

Reusable art is extremely helpful because it can be utilized almost anywhere.

That said, please make it large enough and layered well enough that it can actually be reused. See the [[New Artist Primer]] for those setup details.

=== Tell us when you start something ===
If you are working on something specific, especially a specific deliverable like a T-shirt, badge, poster, or con book page, say so in the graphics chat when you start. In general we try not to step on each other's toes but if nobody says they are doing a thing, the team will usually assume nobody is doing the thing.

This helps prevent duplicate work, crossed wires, and someone sending a piece in another direction because they did not know you were already on it.

A quick "I'm starting X" is more than sufficient.

=== Tell us if you become unavailable ===
Life happens. School happens. Work happens. Moving happens. Surgeries happen. Sometimes people just run out of energy. That is all fine. This is volunteer work.

But if you know you are going to disappear for a bit, please say so when you can. This helps the team adjust expectations and decide whether someone else needs to pick something up.

=== Dropbox vs Bitrix ===
We use both for different purposes.

==== Dropbox ====
Dropbox is, generally, our active workspace.

Use Dropbox for:

* Work in progress
* Files being passed back and forth
* Large current-year files
* Anything that needs to sync on all or our systems quickly
* Shared working files like con book pieces, flier revisions, etc.
The big drawback is that free accounts (like the one we expect you to have) barely give you 2gb of space, which is roughly the size of our con book working file. Things need to get moved to Bitrix a lot to keep Dropbox available for the team.

If you don't yet have Dropbox, or need to sign up with a new account (you may not want to use one that already have stuff in it unless you already pay for it and have the space), let us know. Someone on the team can give you an invite. That gives them a boost in their space on Dropbox, giving you access, and them a little more wiggle-room when it comes to con book time.

==== Bitrix24 ====
Bitrix is our archive and long-term storage.

Use Bitrix for:

* Older archived graphics
* Archived art
* Finished files that no longer need to live in Dropbox
* Finding older year references
* Sharing files when Dropbox is full or not practical

Bitrix sync is not as robust, fast, or reliable as Dropbox, which is why Dropbox is generally used as the workspace and Bitrix is used as the archive.

==== A practical rule of thumb ====

* Current, changing, actively passed-around file = probably Dropbox
* Archived, reference, or no-longer-active file = probably Bitrix

If you are unsure where something belongs, ask.

You are also generally welcome to move things out of Dropbox and into Bitrix to save space. Please let the team know when doing so and follow existing conventions for where files go.

=== Where art goes vs where graphics go ===
As a general rule:

* Art that is not yet a finalized graphic or WIP graphic goes in the Art workgroup/folder for the correct year. We like to give each artist their own folder in that year so it's easy to tell who owns what.
* WIP or ready-to-go graphics go in the Graphics workgroup/folder for the correct year
* WIP graphics can also live in Dropbox when fast sync and file handoff matter more

If you create your own subfolder for the year, please keep it organized and named clearly.

=== Revision naming ===
When you make changes to a file, save a new revision with your initials.

Please do not do:<pre>
final.psd
final-final.psd
use-this-one.psd
newest.psd
really-final.psd
</pre>Please do something more like:<pre>
2026 Flier Rev 1 RP.psd
2026 Flier Rev 2 SS.psd
2026 Flier Rev 3 MD.psd
</pre>The exact format is less important than making sure the file clearly shows:

* Year
* What the item is
* Revision number
* Who made that revision

It also helps if a set of files follows the same format so that it sorts in order.

=== Keep files editable ===
Whenever possible:

* Keep characters and major objects on separate layers or groups
* Keep line art on its own layer
* Keep text editable
* Keep backgrounds separate from characters
* Do not flatten the only working copy
* Do not crop off parts of a character or element unless that is truly all that exists

We reuse art constantly. A piece made for one use may later need to be used somewhere else entirely.

Line art may become a coloring page. A character from a flier may need to move to make room for badge text. A small decorative element may get dropped into the con book. Full art may need to become a poster.

The more editable the file is, the more useful it is.

=== Do not hand us art we cannot use ===
If you are contributing art for con use, please be aware that the team may need to:

* Reposition it
* Resize it
* Adjust contrast
* Pull pieces out of it
* Add text around it
* Build graphics on top of it
* Adapt it for print or other formats

If the expectation is that the team cannot change it for con purposes, that can make it unusable for some jobs.

That does not mean we are going to casually trash somebody's work, but con graphics need to be workable.

=== Feedback and critique ===
Your work will get critiqued and changed. That is normal.

Most of the time, the issue is not that the art or design is bad. It may simply not work for:

* The size
* The printer
* The amount of text needed
* Readability
* Contrast
* The format it has to fit into
* The deadline
* The marketing goal of the piece

We have people on the team who are particularly good at catching weirdness, readability issues, contrast problems, or layout problems that the rest of us may miss because we are too close to the file.

Try not to take edits personally, and if you're struggling please let us know so we can adjust.

=== Print is less forgiving than web ===
A design that looks good on a screen can still fail in print.

Print work usually needs more care with:

* Size
* DPI
* Bleed
* Safe margins
* Readability
* Export settings
* Color choices
* Vector vs raster decisions

If you are not sure whether something is for print, web, or both, ask before you get too far in.

The technical setup details live on the [[New Artist Primer]], so this page is not going to repeat all of them.

=== The con book is its own beast ===
The con book is one of the biggest graphics projects every year, and it tends to become a crunch because information comes in late from other departments (plus we often can just kind of tend to procrastinate a ''tad'').

Things to know about con book work:

* It is usually a shared file passed back and forth
* It tends to eat up all the free space on Dropbox
* Timing is often ugly
* Layout work and proofreading tend to stack up close together
* Sometimes the best help is not editing the main InDesign file but reviewing PDFs, preparing assets, cleaning up ads, or making page elements
* If you are opening or actively working in the main con book file, or when you're done working in it, say so in chat. We may utilize Sebastian's task system for tracking who has it.

Even if you are not a layout person, there are often ways to help.

Side note: We almost always forget to mention the artists that are actually on the team in the con book. Several of us feel weird about putting our names on something we worked collaboratively on, and in the crunch we often simply forget until someone at the convention is asking about "who made that awesome T-shirt art" and we're like, oh hey that was you. Help ensuring that happens would be appreciated, for the sake of not appearing like we are snubbing our artists, even if the artists are ourselves.

=== Deadlines and urgency ===
Some graphics are needed very early, especially social media, website, and fliers. Other things, like badges, T-shirts, signage, and con book work, tend to tighten up around a month before con. Some tasks will also pop up suddenly because another department realizes they need graphics. The more that can be front-loaded the better, but at the same time, don't be surprised if the Graphics lead doesn't have spoons to do a final approval on a piece until closer to deadlines.

Keep an eye on the annual to-do list, and if you have an idea for something please let us know.

=== Common ways to make more work for everyone ===
Please try to avoid:

* Designing too small
* Forgetting bleed
* Putting important text too close to the edge
* Flattening the only working file
* Not separating line art
* Cropping off part of a reusable element
* Starting a specific project without telling the team
* Uploading files somewhere other people cannot access
* Saving over a file instead of making a new revision
* Disappearing without a word while holding something time-sensitive
* Building something that cannot be adjusted for con use

These are all fixable, but they cost time, and the team is usually short on time.

=== In short ===

* Sign the contract
* Become staff
* Get access to Dropbox and Bitrix
* Check the wiki and annual to-do list
* Tell us what kind of work you do
* Tell us when you start something specific
* Use current year art when it makes sense
* Save new revisions with your initials
* Keep files editable
* Ask questions early
* When in doubt, communicate

=== When in doubt, ask ===
It is always better to ask than to spend hours making something unusable.

Useful questions include:

* Is there already art for this?
* Is this for print, web, or both?
* Is there a template?
* Where should I save this?
* Has anyone already started this?
* Should this be vector?
* Is this large enough?
* Who needs to review this before it is final?

If you find yourself confused about how the department works, that probably means the wiki needs improvement. Please say so. The goal is for the wiki to become the source of truth, and that only happens if we keep updating it.
[[Category:Graphics Design Department]]

New Designer Guide

2026-04-28T21:12:05Z

Beta: more updates

New Designer Guide

2026-04-28T20:57:36Z

Beta: starting edits and corrections

Welcome to Graphics!

This page is meant to help new designers, artists, and returning helpers understand how the Graphics Team actually works. This guide is less about technical setup and more about how we handle files, communicate, and get work done as a team.

For technical setup information like color space, DPI, bleed, margins, and how to build reusable art, see the [[New Artist Primer]].

For where files go and how to name revisions, see [[File Saving and Sharing on the Graphics Team]].

=== First things first ===
Before you start doing official graphics work for con, you need to:

* Sign the art/design agreement licensing SNAFU Con to use the work you give us. You only need to do this once and it's good forever.
* Apply to be Staff. Graphics is a general staff position.
* Get access to the graphics Dropbox
* Join [[Bitrix24]]
* Have reasonably regular access to the software you need
* Be okay with feedback, edits, and changes to your work

If you are missing access to something, ask in the graphics chat.

=== What the Graphics Team actually does ===
The Graphics Team is responsible for creating and refining the visual materials con needs through the year. That includes things like:

* Fliers
* Posters
* Website graphics
* Social media graphics
* Buttons or pins
* T-shirts
* Badges
* Signage and banners
* Con book pages
* Coloring pages
* Other miscellaneous graphics as needed

Rather than making something from nothing, a lot of the team's work is:

* Taking submitted art and turning it into usable graphics
* Resizing and adapting existing graphics for new uses
* Cleaning things up for print
* Adjusting layouts
* Fixing contrast, readability, or text placement
* Taking a raw file and pushing it toward a finished piece

=== Art vs Graphic Design ===
This has been a big point of confusion over the years. While these do overlap, they are not the same thing.

'''Art''' is usually the illustration itself: mascots, characters, props, background pieces, decorative elements, and other themed visuals. Art can be anything and its main goal can be to look pretty or good or cool, or to provoke a feeling in the viewer.

'''Graphic design''' is taking those visuals and arranging them into something useful and readable with the information con actually needs on it. This includes having necessary elements to make it a useful marketing piece; getting what we need from the viewer. We want to provoke an ''action'' from the viewer: go to the site and register, or attend con. It can still look pretty or cool, or provoke a feeling, but at the end of the day it's all about marketing and getting the viewer to do something for us.

Some examples:

* Drawing a mascot is art
* Turning that mascot into a flier with logo, dates, location, URL, and theme is graphic design
* Taking a flier and turning it into a poster or social media banner is graphic design
* Cleaning up someone else's file and making it ready for print is also graphic design

It is okay if you mainly do one and not the other. We just need to know what sort of work you are comfortable doing. We have artists that can't lay out effective text, and we have designers that can't draw more than a stick figure. The more variation on skills we have, the more well-rounded the team will be, so don't worry if you're lacking skills in some areas.

=== How the team works ===
Graphics is collaborative.

Any one graphics piece may have multiple people touching it, depending on who has time, software access, and spoons. One person may start something, another may clean it up, another may adjust the text, and another may do the final export.

Because of that:

* Do not assume a file is yours forever just because you started it (but also don't be surprised if no one else has the energy to touch it)
* Save work in a way that another person can pick it up
* Keep useful layers when possible
* Save new revisions instead of overwriting working files
* Expect that feedback and finishing touches may come from someone else

A file does not need to be perfect to be useful. Sometimes "good raw start" is exactly what the team needs.

A file is done when the Graphics lead decides it's ready to go off to whatever purpose it will be used for.

=== Use what we already have ===
We try to limit how much new art we do in a year and reuse elements as much as possible to keep things consistent. Early in the year we create the annual themed art we need for our fliers, and reuse those pieces for social media, website, con book, etc., as much as possible. This allows for the art to be recognized by attendees, as they see it in more places.

However, even after our main annual art is created and in use, new art can be created as needed or simply if someone gets to urge to create and we'll use it however we can. If someone on the staff or an attendee donates something to us, we also try to find a use for it. We often have needs for prints for at-con swag, or elements in the con book.

In general, before starting from scratch, it is usually smart to check:

* Current year existing mascot art
* Current year flier or poster files
* Existing website and social media graphics
* Art already uploaded to the current year folders
* Previous year files that can be used as a starting point

If you are not sure whether something already exists, ask.

=== A good place to start ===
If you are new and itching to do something but are not sure where to jump in, a good place to start is often by making in-theme elements we can use.

That might mean:

* Small themed objects or characters
* Background pieces
* Decorative elements
* Mascot poses
* Social post elements
* Little graphics that can be reused in the con book, on social media, or in signage

Reusable art is extremely helpful because it can be utilized almost anywhere.

That said, please make it large enough and layered well enough that it can actually be reused. See the [[New Artist Primer]] for those setup details.

=== Tell us when you start something ===
If you are working on something specific, especially a specific deliverable like a T-shirt, badge, poster, or con book page, say so in the graphics chat when you start. In general we try not to step on each other's toes but if nobody says they are doing a thing, the team will usually assume nobody is doing the thing.

This helps prevent duplicate work, crossed wires, and someone sending a piece in another direction because they did not know you were already on it.

A quick "I'm starting X" is more than sufficient.

=== Tell us if you become unavailable ===
Life happens. School happens. Work happens. Moving happens. Surgeries happen. Sometimes people just run out of energy. That is all fine. This is volunteer work.

But if you know you are going to disappear for a bit, please say so when you can. This helps the team adjust expectations and decide whether someone else needs to pick something up.

=== Dropbox vs Bitrix ===
We use both for different purposes.

==== Dropbox ====
Dropbox is, generally, our active workspace.

Use Dropbox for:

* Work in progress
* Files being passed back and forth
* Large current-year files
* Anything that needs to sync on all or our systems quickly
* Shared working files like con book pieces, flier revisions, etc.
The big drawback is that free accounts (like the one we expect you to have) barely give you 2gb of space, which is roughly the size of our con book working file. Things need to get moved to Bitrix a lot to keep Dropbox available for the team.

If you don't yet have Dropbox, or need to sign up with a new account (you may not want to use one that already have stuff in it unless you already pay for it and have the space), let us know. Someone on the team can give you an invite. That gives them a boost in their space on Dropbox, giving you access, and them a little more wiggle-room when it comes to con book time.

==== Bitrix24 ====
Bitrix is our archive and long-term storage.

Use Bitrix for:

* Older archived graphics
* Archived art
* Finished files that no longer need to live in Dropbox
* Finding older year references
* Sharing files when Dropbox is full or not practical

Bitrix sync is not as robust, fast, or reliable as Dropbox, which is why Dropbox is generally used as the workspace and Bitrix is used as the archive.

==== A practical rule of thumb ====

* Current, changing, actively passed-around file = probably Dropbox
* Archived, reference, or no-longer-active file = probably Bitrix

If you are unsure where something belongs, ask.

You are also generally welcome to move things out of Dropbox and into Bitrix to save space. Please let the team know when doing so and follow existing conventions for where files go.

=== Where art goes vs where graphics go ===
As a general rule:

* Art that is not yet a finalized graphic or WIP graphic goes in the Art workgroup/folder for the correct year. We like to give each artist their own folder in that year so it's easy to tell who owns what.
* WIP or ready-to-go graphics go in the Graphics workgroup/folder for the correct year
* WIP graphics can also live in Dropbox when fast sync and file handoff matter more

If you create your own subfolder for the year, please keep it organized and named clearly.

=== Revision naming ===
When you make changes to a file, save a new revision with your initials.

Please do not do:<pre>
final.psd
final-final.psd
use-this-one.psd
newest.psd
really-final.psd
</pre>Please do something more like:<pre>
2026 Flier Rev 1 RP.psd
2026 Flier Rev 2 SS.psd
2026 Flier Rev 3 MD.psd
</pre>The exact punctuation is less important than making sure the file clearly shows:

* Year
* What the item is
* Revision number
* Who made that revision

It also helps if a string of files follows the same format so that it sorts in order.

=== Keep files editable ===
Whenever possible:

* Keep characters and major objects on separate layers or groups
* Keep line art on its own layer
* Keep text editable
* Keep backgrounds separate from characters
* Do not flatten the only working copy
* Do not crop off parts of a character or element unless that is truly all that exists

We reuse art constantly. A piece made for one use may later need to be used somewhere else entirely.

Line art may become a coloring page. A character from a flier may need to move to make room for badge text. A small decorative element may get dropped into the con book. Full art may need to become a poster.

The more editable the file is, the more useful it is.

=== Do not hand us art we cannot use ===
If you are contributing art for con use, please be aware that the team may need to:

* Reposition it
* Resize it
* Adjust contrast
* Pull pieces out of it
* Add text around it
* Build graphics on top of it
* Adapt it for print or other formats

If the expectation is that the team cannot change it for con purposes, that can make it unusable for some jobs.

That does not mean we are going to casually trash somebody's work. It does mean con graphics need to be workable.

=== Feedback and critique ===
Your work will get critiqued and changed. That is normal.

Sometimes the issue is not that the art or design is bad. It may simply not work for:

* The size
* The printer
* The amount of text needed
* Readability
* Contrast
* The format it has to fit into
* The deadline

We have people on the team who are particularly good at catching weirdness, readability issues, contrast problems, or layout problems that the rest of us may miss because we are too close to the file.

Try not to take edits personally and if you're struggling, please let us know.

=== Print is less forgiving than web ===
A design that looks good on a screen can still fail in print.

Print work usually needs more care with:

* Size
* DPI
* Bleed
* Safe margins
* Readability
* Export settings
* Color choices
* Vector vs raster decisions

If you are not sure whether something is for print, web, or both, ask before you get too far in.

The technical setup details live on the [[New Artist Primer]], so this page is not going to repeat all of them.

=== The con book is its own beast ===
The con book deserves a special warning.

It is one of the biggest graphics projects every year, and it tends to become a crunch because information comes in late from other departments.

Things to know about con book work:

* It is usually a shared file passed back and forth
* Timing is often ugly
* Layout work and proofreading tend to stack up close together
* Sometimes the best help is not editing the main InDesign file but reviewing PDFs, preparing assets, cleaning up ads, or making page elements
* If you are opening or actively working in the main con book file, say so in chat
* When you are out of the file, say that too

Even if you are not the layout person, there are often ways to help.

Also: We almost always forget to mention the artists that are actually on the team in the con book. Several of us feel weird about putting our names on something we worked collaboratively on, and in the crunch we often simply forget until someone at the convention is asking about "who made that awesome T-shirt art" and we're like, oh hey that was you. Help ensuring that happens would be appreciated, for the sake of not looking like we are snubbing our artists, even if the artists are ourselves.

=== Deadlines and urgency ===
Some graphics are needed very early, especially social media, website, and fliers. Other things, like badges, T-shirts, signage, and con book work, tend to tighten up around a month before con. Some tasks will also pop up suddenly because another department realizes they need graphics.

Please do not assume a thing can wait just because nobody is yelling right this second.

The annual to-do list exists for a reason.

=== Common ways to make more work for everyone ===
Please try to avoid these:

* Designing too small
* Forgetting bleed
* Putting important text too close to the edge
* Flattening the only working file
* Not separating line art
* Cropping off part of a reusable element
* Starting a specific project without telling the team
* Uploading files somewhere other people cannot access
* Saving over a file instead of making a new revision
* Disappearing without a word while holding something time-sensitive
* Building something that cannot be adjusted for con use

These are all fixable, but they cost time, and the team is usually short on time.

=== In short ===

* Sign the contract
* Get access to Dropbox and Bitrix
* Check the wiki and annual to-do list
* Tell us what kind of work you do
* Tell us when you start something specific
* Use current year art when it makes sense
* Save new revisions with your initials
* Keep files editable
* Ask questions early
* When in doubt, communicate

=== When in doubt, ask ===
It is always better to ask than to spend hours making something unusable.

Useful questions include:

* Is there already art for this?
* Is this for print, web, or both?
* Is there a template?
* Where should I save this?
* Has anyone already started this?
* Should this be vector?
* Is this large enough?
* Who needs to review this before it is final?

If you find yourself confused about how the department works, that probably means the wiki needs improvement. Please say so. The goal is for the wiki to become the source of truth, and that only happens if we keep updating it.

New Designer Guide

2026-04-28T20:15:35Z

Beta: starting page

Welcome to Graphics!

This page is meant to help new designers, artists, and returning helpers understand how the Graphics Team actually works. This is less about technical setup and more about how we handle files, communicate, and get work done as a team.

For technical setup information like color space, DPI, bleed, margins, and how to build reusable art, see the [[New Artist Primer]].

For where files go and how to name revisions, see [[File Saving and Sharing on the Graphics Team]].

=== First things first ===
Before you start doing official graphics work for con, you need to:

* Sign the art/design agreement licensing SNAFU Con to use the work you give us
* Get access to the graphics Dropbox
* Join Bitrix24
* Have reasonably regular access to the software you need
* Be okay with feedback, edits, and changes to your work

If you are missing access to something, ask in the graphics chat.

=== What the Graphics Team actually does ===
The Graphics Team is responsible for creating and refining the visual materials con needs through the year. That includes things like:

* Fliers
* Posters
* Website graphics
* Social media graphics
* Buttons or pins
* T-shirts
* Badges
* Signage and banners
* Con book pages
* Coloring pages
* Other miscellaneous graphics as needed

A lot of the team's work is not making something from nothing. A lot of it is:

* Taking submitted art and turning it into usable graphics
* Resizing and adapting existing graphics for new uses
* Cleaning things up for print
* Adjusting layouts
* Fixing contrast, readability, or text placement
* Taking a raw file and pushing it toward a finished piece

=== Art vs graphic design ===
These overlap, but they are not the same thing.

'''Art''' is usually the illustration itself: mascots, characters, props, background pieces, decorative elements, and other themed visuals.

'''Graphic design''' is taking those visuals and arranging them into something useful and readable with the information con actually needs on it. This includes having necessary elements to make it a useful marketing piece; getting what we need from the viewer.

For example:

* Drawing the mascot is art
* Turning that mascot into a flier with logo, dates, location, URL, and theme is graphic design
* Taking a flier and turning it into a poster or social media banner is graphic design
* Cleaning up someone else's file and making it ready for print is also graphic design

It is okay if you mainly do one and not the other. We just need to know what sort of work you are comfortable doing.

=== How the team works ===
Graphics is collaborative.

Any one graphics piece may have multiple people touching it, depending on who has time, software access, and spoons. One person may start something, another may clean it up, another may adjust the text, and another may do the final export.

Because of that:

* Do not assume a file is yours forever just because you started it
* Save work in a way that another person can pick it up
* Keep useful layers when possible
* Save new revisions instead of overwriting working files
* Expect that feedback and finishing touches may come from someone else

A file does not need to be perfect to be useful. Sometimes "good raw start" is exactly what the team needs.

=== Use what we already have ===
For new graphics, you can absolutely create something new, but whenever possible it is usually best to start by checking what already exists for the current year.

We make new art annually but once we have stuff, we generally try to stick to current created graphics and art for consistency, though it is not a strict rule. Since we rely a lot on donated art, we like to highlight the art that has been donated.

That means before starting from scratch, it is usually smart to check:

* Current year mascot art
* Current year flier or poster files
* Existing website and social media graphics
* Art already uploaded to the current year folders
* Previous year files that can be used as a starting point

If you are not sure whether something already exists, ask.

=== A good place to start ===
If you are new and itching to do something but are not sure where to jump in, a good place to start is often by making in-theme elements we can use.

That might mean:

* Small themed objects or characters
* Background pieces
* Decorative elements
* Mascot poses
* Social post elements
* Little graphics that can be reused in the con book, on social media, or in signage

Reusable art is extremely helpful because it can be utilized almost anywhere.

That said, please make it large enough and layered well enough that it can actually be reused. See the [[New Artist Primer]] for those setup details.

=== Tell us when you start something ===
This is important enough to get its own section.

If you are working on something specific, especially a specific deliverable like a T-shirt, badge, poster, or con book page, say so in the graphics chat when you start.

Please do not assume people know you are working on it.

If nobody says they are doing a thing, the team will usually assume nobody is doing the thing.

This helps prevent duplicate work, crossed wires, and someone sending a piece in another direction because they did not know you were already on it.

A quick "I'm starting X" goes a long way.

=== Tell us if you become unavailable ===
Life happens. School happens. Work happens. Moving happens. Surgeries happen. Sometimes people just run out of energy.

That is all fine. This is volunteer work.

But if you know you are going to disappear for a bit, please say so when you can. Even a quick update helps the team adjust expectations and decide whether someone else needs to pick something up.

=== Dropbox vs Bitrix ===
We use both. They are not quite the same thing.

==== Dropbox ====
Dropbox is our active workspace.

Use Dropbox for:

* Work in progress
* Files being passed back and forth
* Large current-year files
* Anything that needs to sync on all or our systems quickly
* Shared working files like con book pieces, flier revisions, etc.

==== Bitrix24 ====
Bitrix is our archive and long-term storage.

Use Bitrix for:

* Older archived graphics
* Archived art
* Finished files that no longer need to live in Dropbox
* Finding older year references
* Sharing files when Dropbox is full or not practical

Bitrix sync is not as robust, fast, or reliable as Dropbox, which is why Dropbox is generally used as the workspace and Bitrix is used as the archive.

==== A practical rule of thumb ====

* Current, changing, actively passed-around file = probably Dropbox
* Archived, reference, or no-longer-active file = probably Bitrix

If you are unsure where something belongs, ask.

You are also generally welcome to move things out of Dropbox and into Bitrix to save space. Please let the team know when doing so and follow existing conventions for where files go.

=== Where art goes vs where graphics go ===
As a general rule:

* Art that is not yet a finalized graphic or WIP graphic goes in the Art workgroup/folder for the correct year
* WIP or ready-to-go graphics go in the Graphics workgroup/folder for the correct year
* WIP graphics can also live in Dropbox when fast sync and file handoff matter more

If you create your own subfolder for the year, please keep it organized and named clearly.

=== Revision naming ===
When you make changes to a file, save a new revision with your initials.

Please do not do:<pre>
final.psd
final-final.psd
use-this-one.psd
newest.psd
really-final.psd
</pre>Please do something more like:<pre>
2026 Flier Rev 1 RP.psd
2026 Flier Rev 2 SS.psd
2026 Flier Rev 3 MD.psd
</pre>The exact punctuation is less important than making sure the file clearly shows:

* Year
* What the item is
* Revision number
* Who made that revision

It also helps if a string of files follows the same format so that it sorts in order.

=== Keep files editable ===
Whenever possible:

* Keep characters and major objects on separate layers or groups
* Keep line art on its own layer
* Keep text editable
* Keep backgrounds separate from characters
* Do not flatten the only working copy
* Do not crop off parts of a character or element unless that is truly all that exists

We reuse art constantly. A piece made for one use may later need to be used somewhere else entirely.

Line art may become a coloring page. A character from a flier may need to move to make room for badge text. A small decorative element may get dropped into the con book. Full art may need to become a poster.

The more editable the file is, the more useful it is.

=== Do not hand us art we cannot use ===
If you are contributing art for con use, please be aware that the team may need to:

* Reposition it
* Resize it
* Adjust contrast
* Pull pieces out of it
* Add text around it
* Build graphics on top of it
* Adapt it for print or other formats

If the expectation is that the team cannot change it for con purposes, that can make it unusable for some jobs.

That does not mean we are going to casually trash somebody's work. It does mean con graphics need to be workable.

=== Feedback and critique ===
Your work will get critiqued and changed. That is normal.

Sometimes the issue is not that the art or design is bad. It may simply not work for:

* The size
* The printer
* The amount of text needed
* Readability
* Contrast
* The format it has to fit into
* The deadline

We have people on the team who are particularly good at catching weirdness, readability issues, contrast problems, or layout problems that the rest of us may miss because we are too close to the file.

Try not to take edits personally and if you're struggling, please let us know.

=== Print is less forgiving than web ===
A design that looks good on a screen can still fail in print.

Print work usually needs more care with:

* Size
* DPI
* Bleed
* Safe margins
* Readability
* Export settings
* Color choices
* Vector vs raster decisions

If you are not sure whether something is for print, web, or both, ask before you get too far in.

The technical setup details live on the [[New Artist Primer]], so this page is not going to repeat all of them.

=== The con book is its own beast ===
The con book deserves a special warning.

It is one of the biggest graphics projects every year, and it tends to become a crunch because information comes in late from other departments.

Things to know about con book work:

* It is usually a shared file passed back and forth
* Timing is often ugly
* Layout work and proofreading tend to stack up close together
* Sometimes the best help is not editing the main InDesign file but reviewing PDFs, preparing assets, cleaning up ads, or making page elements
* If you are opening or actively working in the main con book file, say so in chat
* When you are out of the file, say that too

Even if you are not the layout person, there are often ways to help.

=== Deadlines and urgency ===
Some graphics are needed very early, especially social media, website, and fliers. Other things, like badges, T-shirts, signage, and con book work, tend to tighten up around a month before con. Some tasks will also pop up suddenly because another department realizes they need graphics.

Please do not assume a thing can wait just because nobody is yelling right this second.

The annual to-do list exists for a reason.

=== Common ways to make more work for everyone ===
Please try to avoid these:

* Designing too small
* Forgetting bleed
* Putting important text too close to the edge
* Flattening the only working file
* Not separating line art
* Cropping off part of a reusable element
* Starting a specific project without telling the team
* Uploading files somewhere other people cannot access
* Saving over a file instead of making a new revision
* Disappearing without a word while holding something time-sensitive
* Building something that cannot be adjusted for con use

These are all fixable, but they cost time, and the team is usually short on time.

=== In short ===

* Sign the contract
* Get access to Dropbox and Bitrix
* Check the wiki and annual to-do list
* Tell us what kind of work you do
* Tell us when you start something specific
* Use current year art when it makes sense
* Save new revisions with your initials
* Keep files editable
* Ask questions early
* When in doubt, communicate

=== When in doubt, ask ===
It is always better to ask than to spend hours making something unusable.

Useful questions include:

* Is there already art for this?
* Is this for print, web, or both?
* Is there a template?
* Where should I save this?
* Has anyone already started this?
* Should this be vector?
* Is this large enough?
* Who needs to review this before it is final?

If you find yourself confused about how the department works, that probably means the wiki needs improvement. Please say so. The goal is for the wiki to become the source of truth, and that only happens if we keep updating it.

Category:Graphics Design Department

2026-04-15T23:03:10Z

Beta: adjust headers

[[Category:Departments]][[Category:Policies]]
== Graphics Team ==
The graphics team is responsible for creating marketing material for con as well as badge designs and the con book. We take the submitted artwork and use it to create our designs.

If you are new to the Graphics Team, check out the [[New Artist Primer]].

=== Requirements ===
*Experience with Adobe Photoshop, Illustrator, and/or InDesign
*Accepting to critiques and changes to your work
*Sign a contract licensing us to use your work
*Have access to the internet and Dropbox and Bitrix
*Have regular access to necessary Adobe software (preferably on a personal computer, but if you use your school's computer that's fine as long as you can access it regularly)

=== Responsibilities ===
*Create/Develop/Refine badge, fliers, and con book designs in a timely manner
*Review and suggest changes to other piece marketing material
*Use submitted artwork in your design
*Play nice with the team
*Throw ideas at the wall and see what sticks
*Save files to Drop Box and/or Bitrix (including work in progress)
*Save changes as new files, and follow the naming conventions for file changes

== Important information ==

* [[New Artist Primer]] (color space, size, DPI, bleed, etc)
* [[File Saving and Sharing on the Graphics Team]] (includes information about the naming conventions)
* [[SNAFU Con Mascots]]

== Annual To Do List ==

* [[Graphics Design: Fliers|Fliers]] (Due ASAP)
** 4x6
** business card (2x3.5)
** 11x17 (Can design a little later, like mid-summer, but the earlier we can get them the better)
* [[Graphics Design: Website|Website]] (Due ASAP)
** Background
** Mascot
** Other Elements
* [[Graphics Design: Social Media|Social Media]] (Due ASAP)
** Facebook
** Instagram
** Twitter
** Bluesky
* [[Graphics Design: Button/Pins|Button/Pins]] (Some due ASAP for tabling needs, but may have other design needs throughout the year)
* [[Graphics Design: T-shirts|T-shirts]] (Due by about a month before con)
* [[Graphics Design: Badges|Badges]] (Due by about a month before con)
* [[Graphics Design: Signage|Signage / Banners]] (Mostly due by about a month before con, but may have needs throughout the year or last-minute needs)
* [[Con Book]] (Specific due dates roughly a month before con)
* [[Graphics Design: Coloring Book Pages|Coloring Book Pages]] (Due within a couple weeks of con)
* Other items as needed

Design

2026-04-15T22:55:40Z

Beta: Beta moved page Design to Category:Graphics Design Department: redoing organization

#REDIRECT [[:Category:Graphics Design Department]]

Category:Graphics Design Department

2026-04-15T22:55:40Z

Beta: Beta moved page Design to Category:Graphics Design Department: redoing organization

[[Category:Departments]][[Category:Policies]]
== Graphics Team ==
The graphics team is responsible for creating marketing material for con as well as badge designs and the con book. We take the submitted artwork and use it to create our designs.

If you are new to the Graphics Team, check out the [[New Artist Primer]].
== Requirements ==
*Experience with Adobe Photoshop, Illustrator, and/or InDesign
*Accepting to critiques and changes to your work
*Sign a contract licensing us to use your work
*Have access to the internet and Dropbox and Bitrix
*Have regular access to necessary Adobe software (preferably on a personal computer, but if you use your school's computer that's fine as long as you can access it regularly)
== Responsibilities ==
*Create/Develop/Refine badge, fliers, and con book designs in a timely manner
*Review and suggest changes to other piece marketing material
*Use submitted artwork in your design
*Play nice with the team
*Throw ideas at the wall and see what sticks
*Save files to Drop Box and/or Bitrix (including work in progress)
*Save changes as new files, and follow the naming conventions for file changes

== Important information ==

* [[New Artist Primer]] (color space, size, DPI, bleed, etc)
* [[File Saving and Sharing on the Graphics Team]] (includes information about the naming conventions)
* [[SNAFU Con Mascots]]

== Annual To Do List ==

* [[Graphics Design: Fliers|Fliers]] (Due ASAP)
** 4x6
** business card (2x3.5)
** 11x17 (Can design a little later, like mid-summer, but the earlier we can get them the better)
* [[Graphics Design: Website|Website]] (Due ASAP)
** Background
** Mascot
** Other Elements
* [[Graphics Design: Social Media|Social Media]] (Due ASAP)
** Facebook
** Instagram
** Twitter
** Bluesky
* [[Graphics Design: Button/Pins|Button/Pins]] (Some due ASAP for tabling needs, but may have other design needs throughout the year)
* [[Graphics Design: T-shirts|T-shirts]] (Due by about a month before con)
* [[Graphics Design: Badges|Badges]] (Due by about a month before con)
* [[Graphics Design: Signage|Signage / Banners]] (Mostly due by about a month before con, but may have needs throughout the year or last-minute needs)
* [[Con Book]] (Specific due dates roughly a month before con)
* [[Graphics Design: Coloring Book Pages|Coloring Book Pages]] (Due within a couple weeks of con)
* Other items as needed

File Saving and Sharing on the Graphics Team

2026-04-15T22:52:44Z

Beta: add cat

All members of the graphics team must be shared on the 'snafucon art & graphics' Dropbox folder. All team members must join the company Bitrix24 account so that they have access to old archived art and graphics.

Current and working files are kept on Dropbox. Old files are kept in Bitrix24 for archival and sharing. Unfortunately, Bitrix24 desktop sync is not as robust, or fast, or reliable as Dropbox, so we use Dropbox as our work space and as soon as a file is no longer needed in Dropbox, we move it out.

We previously kept old art in Evernote, and much of it still lives there. Over time the Evernote art and graphics will all move to Bitrix24.

== Naming Convention ==
Files which are modified by team members must include Rev and initials. This helps keep things straight in the file history.

Example:

* 2015_Flier_Rev_1_RP.psd
* 2015_Flier_Rev_2_SS.psd
* 2015_Flier_Rev_3_MD.psd
* 2015_Flier_Rev_4_SS.psd
* 2015_Flier_Rev_5_RP.psd
* 2015_Flier_Rev_6_MD.psd
[[Category:Graphics Design Department]]

New Artist Primer

2026-04-15T22:52:29Z

Beta: add cat

This document is built to help orient new artists on the team, and artists returning to the team of our needs and expectations.

== Color Space ==
The following is a drastic oversimplification of what's actually happening. Feel free to correct it if you know better and want to, but understand that it still needs to be as simply communicated as possible for people that might not know anything about color spaces/profiles.

=== If you can use sRBG use sRGB (''not'' the same as RGB) ===
Used a lot by photographers, sRGB is a limited color space designed to contain colors that will look the same across print and monitors. Colors from this pallet are safe for all of our graphics needs. It's not often offered in programs as a color space option, however.

=== For Web use RGB (or sRGB) ===
If you're designing for use on the webpage that is unlikely to ever be used in print, you can use the RGB color space. This allows for colors that don't exist in print because they're made of light - monitor use only.

=== For Print use CMYK (or sRGB) ===
If you're designing for something we know we're going to print out, you should be designing in the CMYK color space. This is going to result in duller colors, but they're colors that ink can actually print.

=== For Print and Web use CMYK (or sRGB) ===
If you don't know what you're designing for, or it's for something that is going to be on the web and in print, use the CMYK color space.

== Sizes ==

=== For print, or print and web, go big! ===
The con book is printed on 11" x 17" paper and one page is 8.5" x 11". We print 11" x 17" posters. If you want what you're drawing on a poster, it needs to be at least 11" x 17" at 300 DPI (Bigger is better, within reason)
=== For web only, small is okay but we still prefer it big ===
Web-only images can be small, but if we love them and want to use them somewhere we won't get to. Try to design even small characters on a canvas at least 3" x 4" at 300 DPI. (Bigger is always welcome!)

== Don't forget to set your DPI ==
Everything should be designed at 300 DPI or higher.

== Bleed and Margin ==
If you're designing a full design and not just a character, always let your design "bleed" outside of the intended size by .25" on each side. Keep in mind flyers will be cut and you should keep all important text away from the edges of your page so it can't be cut off. Sometimes we have an exact margin figure from our printer but other times we just try to add a safe amount of about .25".

Please please please, if you're designing a character or an element that goes off the page, still draw the whole thing. It's fine if the whole thing is just a bust, but if you draw a full bust and then cut off an elbow, it makes it hard for us to reuse that element elsewhere.
== How to design your elements and characters ==
* Please please please, if you're designing a character or an element that goes off the page, still draw the whole thing. It's fine if the whole thing is just a bust, but if you draw a full bust and then cut off an elbow, it makes it hard for us to reuse that element elsewhere.
* Please isolate each object or character in its own layer or group so that we can take that object and use it elsewhere. We like to use random elements in the con book.
* Always have the line art on its own layer so we can use it to make coloring pages. Sometimes we also need it for other design purposes.
[[Category:Graphics Design Department]]

Category:Graphics Design Department

2026-04-15T22:42:34Z

Beta: update responsibilities

[[Category:Departments]][[Category:Policies]]
== Graphics Team ==
The graphics team is responsible for creating marketing material for con as well as badge designs and the con book. We take the submitted artwork and use it to create our designs.

If you are new to the Graphics Team, check out the [[New Artist Primer]].
== Requirements ==
*Experience with Adobe Photoshop, Illustrator, and/or InDesign
*Accepting to critiques and changes to your work
*Sign a contract licensing us to use your work
*Have access to the internet and Dropbox and Bitrix
*Have regular access to necessary Adobe software (preferably on a personal computer, but if you use your school's computer that's fine as long as you can access it regularly)
== Responsibilities ==
*Create/Develop/Refine badge, fliers, and con book designs in a timely manner
*Review and suggest changes to other piece marketing material
*Use submitted artwork in your design
*Play nice with the team
*Throw ideas at the wall and see what sticks
*Save files to Drop Box and/or Bitrix (including work in progress)
*Save changes as new files, and follow the naming conventions for file changes

== Important information ==

* [[New Artist Primer]] (color space, size, DPI, bleed, etc)
* [[File Saving and Sharing on the Graphics Team]] (includes information about the naming conventions)
* [[SNAFU Con Mascots]]

== Annual To Do List ==

* [[Graphics Design: Fliers|Fliers]] (Due ASAP)
** 4x6
** business card (2x3.5)
** 11x17 (Can design a little later, like mid-summer, but the earlier we can get them the better)
* [[Graphics Design: Website|Website]] (Due ASAP)
** Background
** Mascot
** Other Elements
* [[Graphics Design: Social Media|Social Media]] (Due ASAP)
** Facebook
** Instagram
** Twitter
** Bluesky
* [[Graphics Design: Button/Pins|Button/Pins]] (Some due ASAP for tabling needs, but may have other design needs throughout the year)
* [[Graphics Design: T-shirts|T-shirts]] (Due by about a month before con)
* [[Graphics Design: Badges|Badges]] (Due by about a month before con)
* [[Graphics Design: Signage|Signage / Banners]] (Mostly due by about a month before con, but may have needs throughout the year or last-minute needs)
* [[Con Book]] (Specific due dates roughly a month before con)
* [[Graphics Design: Coloring Book Pages|Coloring Book Pages]] (Due within a couple weeks of con)
* Other items as needed

Category:Graphics Design Department

2026-04-15T22:31:30Z

Beta: group banners in with signage

[[Category:Departments]][[Category:Policies]]
== Graphics Team ==
The graphics team is responsible for creating marketing material for con as well as badge designs and the con book. We take the submitted artwork and use it to create our designs.

If you are new to the Graphics Team, check out the [[New Artist Primer]].
== Requirements ==
*Experience with Adobe Photoshop, Illustrator, and/or InDesign
*Accepting to critiques and changes to your work
*Sign a contract licensing us to use your work
*Have access to the internet and Dropbox and Bitrix
*Have regular access to necessary Adobe software (preferably on a personal computer, but if you use your school's computer that's fine as long as you can access it regularly)
== Responsibilities ==
*Create/Develop/Refine badge, fliers, and con book designs in a timely manner
*Review and suggest changes to other piece marketing material
*Make changes to work that is not yours and save it as another revision file
*Use submitted artwork in your design
*Save files to Drop Box and/or Bitrix (including work in progress)

== Important information ==

* [[New Artist Primer]] (color space, size, DPI, bleed, etc)
* [[File Saving and Sharing on the Graphics Team]] (includes information about the naming conventions)
* [[SNAFU Con Mascots]]

== Annual To Do List ==

* [[Graphics Design: Fliers|Fliers]] (Due ASAP)
** 4x6
** business card (2x3.5)
** 11x17 (Can design a little later, like mid-summer, but the earlier we can get them the better)
* [[Graphics Design: Website|Website]] (Due ASAP)
** Background
** Mascot
** Other Elements
* [[Graphics Design: Social Media|Social Media]] (Due ASAP)
** Facebook
** Instagram
** Twitter
** Bluesky
* [[Graphics Design: Button/Pins|Button/Pins]] (Some due ASAP for tabling needs, but may have other design needs throughout the year)
* [[Graphics Design: T-shirts|T-shirts]] (Due by about a month before con)
* [[Graphics Design: Badges|Badges]] (Due by about a month before con)
* [[Graphics Design: Signage|Signage / Banners]] (Mostly due by about a month before con, but may have needs throughout the year or last-minute needs)
* [[Con Book]] (Specific due dates roughly a month before con)
* [[Graphics Design: Coloring Book Pages|Coloring Book Pages]] (Due within a couple weeks of con)
* Other items as needed

Category:Graphics Design Department

2026-04-15T22:27:28Z

Beta: fix con book link

[[Category:Departments]][[Category:Policies]]
== Graphics Team ==
The graphics team is responsible for creating marketing material for con as well as badge designs and the con book. We take the submitted artwork and use it to create our designs.

If you are new to the Graphics Team, check out the [[New Artist Primer]].
== Requirements ==
*Experience with Adobe Photoshop, Illustrator, and/or InDesign
*Accepting to critiques and changes to your work
*Sign a contract licensing us to use your work
*Have access to the internet and Dropbox and Bitrix
*Have regular access to necessary Adobe software (preferably on a personal computer, but if you use your school's computer that's fine as long as you can access it regularly)
== Responsibilities ==
*Create/Develop/Refine badge, fliers, and con book designs in a timely manner
*Review and suggest changes to other piece marketing material
*Make changes to work that is not yours and save it as another revision file
*Use submitted artwork in your design
*Save files to Drop Box and/or Bitrix (including work in progress)

== Important information ==

* [[New Artist Primer]] (color space, size, DPI, bleed, etc)
* [[File Saving and Sharing on the Graphics Team]] (includes information about the naming conventions)
* [[SNAFU Con Mascots]]

== Annual To Do List ==

* [[Graphics Design: Fliers|Fliers]] (Due ASAP)
** 4x6
** business card (2x3.5)
** 11x17 (Can design a little later, like mid-summer, but the earlier we can get them the better)
* [[Graphics Design: Website|Website]] (Due ASAP)
** Background
** Mascot
** Other Elements
* [[Graphics Design: Social Media|Social Media]] (Due ASAP)
** Facebook
** Instagram
** Twitter
** Bluesky
* [[Graphics Design: Button/Pins|Button/Pins]] (Some due ASAP for tabling needs, but may have other design needs throughout the year)
* [[Graphics Design: T-shirts|T-shirts]] (Due by about a month before con)
* [[Graphics Design: Badges|Badges]] (Due by about a month before con)
* [[Graphics Design: Signage|Signage]] (Mostly due by about a month before con, but may have needs throughout the year or last-minute needs)
* [[Con Book]] (Specific due dates roughly a month before con)
* [[Graphics Design: Coloring Book Pages|Coloring Book Pages]] (Due within a couple weeks of con)
* Other items as needed

Graphics Design: Badges

2026-04-15T22:25:07Z

Beta: copied from original Design page

DUE DATE FOR ART IS AT LEAST 1 WEEK BEFORE THE CLOSE OF PREREGISTRATION SO THAT THERE'S TIME TO MAKE ADJUSTMENTS TO THE BADGE DESIGNS.

Badge pouches are 3"x4" so badges need to be smaller than that. BACON puts 3"x4" files next to each other on an 8.5x11" page with a .18" bleed. Inside of that should be another .18" to .25" of "safe zone" where there isn't anything important.

Final individual badge files should be exactly 900px wide by 1200px high, and a *.png file. There should be no black border or any visible bleed marks in the badge files. These files are fed into BACON and PHP combines our badge lists with the right images.

Final files are named as follows:
*ArtistBadge.png
*GuestBadge.png
*RegularBadge.png (and RegularBadge1.png in 2015 we had two general badges)
*StaffBadge.png
*VendorBadge.png

====General Attendee====
General badges need to use the main con mascot for the year and match the general marketing materials used for the year.
====Guest====
We have never had a complaint over the guest badge design. It just needs to be different than the other designs. Guests are either being paid to be here or are here to market themselves - getting a cool badge is not one of their priorities (sometimes guests don’t even want to bother picking up their badge).
====Vendor====
Vendor badge designs seems to be more about us giving vendors something we want them to have than the vendors wanting something specific. The vendors don't seem to care about their badge design. They just want to get into their space and sell.
====Artist====
Artist badges need to be the prettiest, coolest, or 'artsy-est' of our badge designs.

Keep in mind, however, that no matter what badge design is given to the artists, there will always be artists who complain about their badges. Don’t take it personally - artists are impossible to please.
====Staff====
Staff badges need to be different than the general badges but still be cool looking. We’re the freaking staff and attendees should to want to be us. Our badges should be '''better''' than the general badges even though we probably will be getting a secondary mascot or completely different design.
=====Special Things=====
Staff badges get special randomness added to them so that the staff have an extra fun thing they get. Some staff do not care, but many of us love to look at each other’s badges and compare special items.
*2011 Weakness and Status (not theme related)
*2012 Weakness (In Space)
*2013 Improvised Weapon (Apocalypse)
*2014 Prepared Spell (Magic Theme)
*2015 Whodunit and What With (Mystery)
Items are added to a large array and chosen at random. However, roughly 10% of the badges are rerun for various reasons. The most common reason was the random item came up too many times.
====Combining TIFFs Into a PDF====
[[File:Acrobat_Lossless_1.png|thumb]]
[[File:Acrobat_Lossless_2.png|thumb]]
BACON exports the badge pages as a collection of TIFF files. We then use Acrobat to combine those images into a single PDF to send to the printer. This requires real Acrobat, not Adobe Reader.

To prevent artifacts, first you need to configure Acrobat to use lossless compression when importing images.
# Open the preferences window by clicking "Edit -> Preferences".
# Select the "Convert to PDF" category.
# Select "TIFF" in the "Converting to PDF" box.
# Click "Edit Settings".
# Configure the format settings dialog as shown in the image at right.
To make the PDF:
# Open Acrobat.
# Click "File -> Create -> Combine Files into a Single PDF..."
# Use the "Add Files" menu to add your images to the batch.
# Check that the files are in the right order in the list. Drag them into place if not.
# Make sure "Single PDF" is selected in the top right.
# Make sure the biggest page icon is selected in the bottom right.
# Click "Combine Files".

Con Book

2026-04-15T22:24:34Z

Beta: copied in information from the design page

See also [[Design#Con_book|Design]]

The con book is created in InDesign. Generally we take the previous year’s files and strip away what we don’t need then add in current info.
The files get very large due to the image resolution required for print.

The con book is a full sized “magazine” at 8.5”x11”.

We generally get it printed at Short Run Printing Ltd. and are happy with their quality and price.

==== Cover ====
We need a cover. We generally try to match it to our other marketing files for the year.

==== Designing ====
The best way to start is with the previous year's file, gut it of the things we don't need, and start building it back for the new year.

'''Things to keep in mind:'''

* The con book page count MUST be in multiples of 4
* The map should always be at the center of the book (so the book opens to it)
* Turn off hyphenation on all text.
* All text should be reviewed and proofread by the staff BEFORE putting the info in the con book. It's easier to fix it in BACON and import good copy than to fix it in the book and then go back and fix it in BACON.
* For programming and gaming where the format is a title and then some paragraphs description, ideally we want to keep the entire paragraphs on the same column. Sometimes that simply isn't practical, but it's something to strive for.
* Try to give some white space around the guest bios for signatures. Many attendees get the guests to sign their books (Beta included).

== Ad Space ==
CMYK, 350DPI w/ a .25" bleed or larger (we can go as low at .125” bleed but sometimes need the extra working room)

Acceptable formats include PDF, PSD, TIFF, PNG, and high quality JPGs. Honestly we can take almost anything.
* Full pages are 8.5” x 11” +bleed
* Half pages are 4.25” x 11” or 8.5” x 6” +bleed
* Third pages are 8.25” x 3.67” +bleed
* Quarter pages are 4.25” x 6” +bleed
* Business Card adds are 3.5” x2” and should not have added bleed.
We cannot promise a particular location (such as lower right for a 1/4 page) so the bleed needs to go all the way around and we will crop images as necessary.

Pricing for ad space can vary every year but we do generally provide ad-swaps on a 1-to-1 basis with other events.

==Vendor==
For 2011 - present we have purchased our con cooks from [https://www.shortrunprintingltd.com/ Short Run Printing, Ltd.]. Their pricing is decent as and they seem like a "mom & pop shop." They are very nice and friendly, very accommodating, and have top notch customer service.
===Lead Time & Pricing===
Books will take approximately 2 weeks from date or order to arrive. Make sure to quote multiple possible quantities since apparently 200 books can make the difference of a business day's lead time which *could* mean an extra weekend to prep.

The quotes on their web page include shipping which is extremely convenient. Books + shipping generally work out to about $1.70/book.

At this point in time, the largest job Short Run Printing will run is 2,500 books.
As we grow we will probably out-grow their service since runs will probably become significantly cheaper elsewhere in bulk.

== Annual Process ==

# Clear out unnecessary files from dropbox; move everything to bitrix
# Create new folder in dropbox 'snafucon art & graphics' called "Con Book"
# Copy last year's con book files into that folder
# Delete the "Final" pdf copies
# Open the file in Indesign and start pulling things out, relinking or deleting images where appropriate, and removing old year information and graphics
# Make the con book!

=== Pieces of the con book ===

* Generally the cover is a piece of art from the current year, usually with some con information and a prominent logo.
* The front pages usually include: a no-harassment policy, table of contents, sponsors, social media links, an in-theme request for feedback, and our charity's logo.
* Pg 4 - theme information, maybe with images for it
* Letters from the chairs
* Guests. Leave some white space for autograph
* Map (center of con book)
* Vendors and Artist tables and map
* Policies in 5 words or less
* Music Performers
* Panels and Events
* Egaming events
* Tabletop events
* Staff list on the back cover with a call for volunteering

=== Games for the con book ===

* Sudoku
* Word Find
* Maze
* Cross word

Category:Graphics Design Department

2026-04-15T22:24:06Z

Beta: Major renovation to page. Moved most things off

[[Category:Departments]][[Category:Policies]]
== Graphics Team ==
The graphics team is responsible for creating marketing material for con as well as badge designs and the con book. We take the submitted artwork and use it to create our designs.

If you are new to the Graphics Team, check out the [[New Artist Primer]].
== Requirements ==
*Experience with Adobe Photoshop, Illustrator, and/or InDesign
*Accepting to critiques and changes to your work
*Sign a contract licensing us to use your work
*Have access to the internet and Dropbox and Bitrix
*Have regular access to necessary Adobe software (preferably on a personal computer, but if you use your school's computer that's fine as long as you can access it regularly)
== Responsibilities ==
*Create/Develop/Refine badge, fliers, and con book designs in a timely manner
*Review and suggest changes to other piece marketing material
*Make changes to work that is not yours and save it as another revision file
*Use submitted artwork in your design
*Save files to Drop Box and/or Bitrix (including work in progress)

== Important information ==

* [[New Artist Primer]] (color space, size, DPI, bleed, etc)
* [[File Saving and Sharing on the Graphics Team]] (includes information about the naming conventions)
* [[SNAFU Con Mascots]]

== Annual To Do List ==

* [[Graphics Design: Fliers|Fliers]] (Due ASAP)
** 4x6
** business card (2x3.5)
** 11x17 (Can design a little later, like mid-summer, but the earlier we can get them the better)
* [[Graphics Design: Website|Website]] (Due ASAP)
** Background
** Mascot
** Other Elements
* [[Graphics Design: Social Media|Social Media]] (Due ASAP)
** Facebook
** Instagram
** Twitter
** Bluesky
* [[Graphics Design: Button/Pins|Button/Pins]] (Some due ASAP for tabling needs, but may have other design needs throughout the year)
* [[Graphics Design: T-shirts|T-shirts]] (Due by about a month before con)
* [[Graphics Design: Badges|Badges]] (Due by about a month before con)
* [[Graphics Design: Signage|Signage]] (Mostly due by about a month before con, but may have needs throughout the year or last-minute needs)
* [[Graphics Design: Con Book|Con Book]] (Specific due dates roughly a month before con)
* [[Graphics Design: Coloring Book Pages|Coloring Book Pages]] (Due within a couple weeks of con)
* Other items as needed

Graphics Design: T-shirts

2026-04-15T22:20:39Z

Beta: copied from original Design page

The T-shirt design is usually a vector version of the main mascot for the year. '''T-shirts must be designed in illustrator with clean vector lines.'''

Whenever possible we need to go as few colors as possible. On dark shirts, one color will always be white as a base for other colors, so use white as one of the colors in the design if possible.

We usually buy PC55 shirts. Colors available here: https://www.sanmar.com/p/1626_Orange#?doScrollToGrid=true

==== 2011 ====
[[File:2011-T-shirt.png|border|399x399px|2011 T-shirt design]]

2-color design

Colors:

* '''White'''
* '''Cyan'''

Shirt Color: '''Black'''

The design was done in Illustrator by Beta. The technique was to outline the entire original image using Illustrator's outlining capabilities, and then roughly 8-10 hours was spent making adjustments until it looked "right."

Art by [[Artists#Nuriko Windchaser| Nuriko Windchaser]].

==== 2012 ====
[[File:2012-T-shirt.jpg|border|368x368px|2012 T-shirt design]]

3-color design

Colors:

* '''White'''
* '''Light Gray'''
* '''Dark Gray'''

Shirt Color: '''Black'''

The design was done in Illustrator by Beta. A very deliberate design choice was made here for the gray-scale. It didn't pay off as this is the least popular shirt we have. Technique was similar to 2011, but as there was less detail in the art it didn't take as long.

Art by [[Artists#Nova|Nova]].

==== 2013 ====
[[File:2013-T-shirt.png|border|300x300px|2013 T-shirt design]]

2-color design

Colors:

* '''White'''
* '''Green'''

Shirt Color: '''Black'''

The design was done by Michelle Eaton with assistance from Rieev Princer. There was a possible version with a red "SNAFU" but because a 2-color design is cheaper to print, and the Red just popped way to much, the version with a white logo was used. Very, very, ''very'' minor changes were made by Beta before sending to print.

Art by [[Artists#Tyler Stokes|Tyler Stokes]].

==== 2014 ====
[[File:2014-T-shirt--1.png|border|300x300px|2014 T-shirt design]]

3-color design

Colors:

* '''White'''
* '''Purple'''
* '''Black'''

Shirt Color: '''Gray'''

Rieev attempted a T-shirt design for 2014 but couldn't seem to make the lines clean enough for screen printing because her art style uses fades and fuzzes. The original design was scrapped and completely redone by Beta taking roughly 13 hours to complete. 2014 was the first shirt to use dots to shade and color areas of the shirt to effectively have a light-purple color and dark purple tones without adding more colors. This is also our first shirt on gray.

Art by [[Artists#Rieev|Rieev]].

Graphics Design: Coloring Book Pages

2026-04-15T22:20:07Z

Beta: copied from original Design page

In 2014 we started a crayon coloring station. So of course we needed coloring pages for the current year's mascots! Coloring pages are super easy to make and don't take long for great results.

# Find the art for the mascot you want to turn into a coloring book page
# Turn off all the color layers so only line art shows (and possibly the light base color if it isn't turned off easily - it'll disappear in a few steps, I promise).
# Flatten the image
# M (Marquee)
# Ctrl-A (Select All)
# Ctrl-C (Copy)
# Go to Illustrator
# Ctrl-V (Paste)
# Open the Image Trace Panel
# Click the "Preview" button
# Adjust threshold up fairly high (usually over 200) and tweak until it looks good
# Make sure to add the logo and date for the year
# Save file in the Coloring Pages folder in the graphics dropbox. Make the folder if necessary. It helps for finding the files later to use the year and what the file is in the name so "2015 Coloring Page" with the mascot name for the file name.
# Rename the *.ai file as a *.pdf

Done! It's ready to print on one of the con's workhorse laser-jets! =D

Graphics Design: Social Media

2026-04-15T22:18:00Z

Beta: copied from original Design page

SEE THIS FOR SOCIAL MEDIA SIZES (2015 edition): [http://agbeat.com/social-media/social-media-image-size-cheat-sheet-tips-2015-edition/ Social Media Image Size Cheat Sheet]

==== Social Media Icon ====
Twitter, Facebook and Tumblr can all use the same icon. '''It must be square.''' 2014's icon was 877x877 pixels, and 2015 was 765x765. It should generally be as large as possible and can just be a crop of the flier.

This is generally a closeup on the year's mascot's head (or '''a''' mascot if there are more than one).

==== Facebook ====

===== Facebook header =====
Facebook header is 851x315. For 2015 I used [https://i.ytimg.com/vi/PEgfjfy1ywY/maxresdefault.jpg this] as a template, although a screenshot of facebook would also have worked as a template.

===== Facebook event header =====
[[File:Facebook_event_header.jpg|thumb|400x400px|Pixel Guide for Facebook Event Header [https://www.facebook.com/events/336235416488540/ taken from here].]]
The event header for Facebook is different than the header for the Facebook page and needs to be specially designed for specific placement of items.

It would be best to look at last year's header file to start the current year. [https://www.facebook.com/events/336235416488540/ This is also a good place to start] as it shows you the pixel sizes for things and what they're used for. It helps to use it as a layer in the file to reference and set guides and whatnot, as well.

==== Twitter ====

===== Twitter header =====
There is a template in the dropbox for the 2015 header. [http://www.twelveskip.com/tutorials/twitter/1267/twitter-header-size-dimension-2014 It was downloaded from here.]

==== Tumblr ====
I generally recycle the other SM images for Tumblr since all the services are similar.

===== Tumblr Header =====
In 2015 we used the same file as the Facebook Event page. Because it's size is 2/3rds the size of the event banner we can just move it to one side or the other and it seems to fit fine.

===== Tumblr Banner =====
I use the same banner as the Facebook Page banner. If I have time I will alter it so that the URL is not so high and move center content a little to the left. If in a rush - it's okay to use the Facebook banner with no changes.

Graphics Design: Fliers

2026-04-15T22:17:21Z

Beta: copied from original Design page

When designing use the file "BLANK 4x6 cmyk flier.psd" as a starting off point since it has been established at the right size with bleed and cropmarks. Make sure to hide the top layers when designing and periodically make them visible again so you can see your design and how it will look when printed. Your design must go all the way to the edges of the file!

Fliers are 4x6" with bleed.

It is generally best to use a previous year's design as a jumping off point (I like to copy relevant layers from the previous year into a new/blank flier)

We used to use both sides for text, but we after a tip from BLFC we tried just using the back for eye-catching art and got a better response on the fliers. If the back looks like something someone would pick up (or pay for) in artist alley, they're much more likely to want to take it off a flier table. Since we changed the style to this, we have people wanting to take the fliers just for the art - just like we hoped.

'''Note to the artist''' do not design the mascot to the size of this flier. We can not use 4"x6" art for the 11"x17" poster.

==== Required Specs ====

* Logo (Don't change the colors, just copy the layer from a previous flier)
* Year
* List of interesting items
* QR code
* URL
* Dates
* Location
* Theme

=== Poster fliers ===
11"x17"

File Saving and Sharing on the Graphics Team

2026-04-15T22:17:11Z

Beta: copied from original Design page

New Artist Primer

2026-04-15T21:52:56Z

Beta: add sRGB, and some minor tweaks

Dorms

2026-03-06T04:49:13Z

Beta: updated dorms records

===Staff Dorms / Housing ===
SNAFU Con does not yet have the budget to outright purchase hotel rooms for the staff. However, we are able to offer a discounted rate for the staff, and group the staff in rooms.
===Eligibility===
If you are a staff member you are eligible to use the staff dorms. We also occasionally have special cases stay in the staff dorms.

We do not offer this to volunteers, you must have full staff status.

If you are removed as staff for any reason, you will no longer be eligible for the staff dorms. If this happens during the convention itself it is up to the discretion of the convention chairs as to whether you may continue to stay in the dorms.

Refund may only be given if a staff member cancels or is removed from the dorms earlier than 1 week before the convention starts. After that point, refund is increasingly unlikely, but is up to the discretion of the convention chairs.
===Placements===
We group staff together by gender.

We group staff up to 4 in a single room. There are two beds in a room. It is up to the members of the room to determine who gets beds, who shares beds, and who sleeps on the floor. You’re adults – work it out.

Generally we do not let staff choose what room they will be in or who they will be with. However, requests to be housed with a certain staff member or to *not* be housed with a certain staff member will be considered. We may not be able to accommodate all requests.

A staff member may pay for all four person slots and stay with their significant other or family at the staff dorm rates. Other members of the room need not be staff. One must take and pay for all four person-slots to be able to do this. If you do take a full room, you will likely have to check in and out your own room (it will be determined immediately before the convention).
===Check In, Keys===
Beta checks in the staff rooms and distributes keys. Beta has a key for each room and might periodically check on the room. If you lose your key, Beta will be able to get another one.

If a person has paid for all four slots, they might have to check in their own room (this will be determined immediately before the convention). The company owners can get into any room in our room block, and still might periodically check in on that room.
=== Check Out ===
If the room is booked for longer than you are staying, you can just leave when you have the chance at any point that morning. If the room is booked until the morning you're planning to leave, you need to be completely out by 11am.
===Rates===
* 2015-2019 the rate was $15/person/night.
* 2021 was going to be $25 but due to a misquote it became $20/person/night.
* 2022-2024 is $25/person/night.
* 2025 $40/person/night
If you truly cannot afford the current rate, please contact us anyway. We have allowed staff to stay in the dorms for lesser rates up to and including $0 because they just couldn’t afford anything and would have been sleeping under tables otherwise. Please be honest about what you can afford.
===How To===
At least 1 month before con (ASAP), PM Beta in chat or via email and let her know that you want to be in the staff dorms for that year. Please include what nights you need. Be as clear as possible. It is recommended to state when you will need the room and what morning you are leaving. Eg: “Need a room starting Thursday night and leaving Sunday morning.”
===Special At-Con Situations===
It is up to you to plan how you sleep and shower during con. However, if you find yourself without a place to sleep or shower, please contact Beta and we might be able to temporarily accommodate you.

We sometimes have extra dorm space, and we often have a non-committed room that we can allow people to use temporarily for a nap or a shower. We can’t promise that we can help you, but please reach out to us and we will do what we can.

Please do not sleep under tables or in your car. =(
=== How to Pay ===
Bring cash or a check to con. Ideally put it in an unsealed envelope with your name and the amount on it and the word "Dorms." We will verify the money at con and put the envelope away. It helps me with the books post-con to keep the payment separate.

The reason we do cash/check is because just about any other method will cost us in processor fees and we're already losing money on this deal.
===VIP Eligibility===
You do not receive VIP status if you use the staff dorms. You must reserve your own room through our hotel link if you want VIP status.

Category:Bookkeeping

2026-02-25T15:24:32Z

Beta: Created page with "Entering things into quickbooks"

Entering things into quickbooks

Bank Run

2025-11-17T15:56:07Z

Beta: origami ones

At con on Saturday we need to clear out our cash as much as possible and make a bank deposit.

# Count out two deposit amounts from the main cash box. Each deposit is to be no more than the deposit limits. For simplicity, if you have less than the combined limit make one deposit the full limit amount and the remainder can go in the other account.
# Record the amounts being removed from the main box on the General Ledger
# We have two bank accounts and each one has its own deposit slip. Attach a different deposit slip to each pile of money counted in the previous step.
# Put the money in a money bag
# Take to the nearest Wells Fargo (Money is only to be taken by a trusted high-level staffer authorized by Beta.)
# Stand in the business line
# Give them the money and wait for your receipt
# Bring the receipt back to reg
# If we have a scanning/filing system set up, scan and file the receipts

=== Cash Deposit Limits ===

* $5,000 can be deposited into Checking per calendar month (used to be $7,500, but it's $5,000 now)
* $5,000 can be deposited into Savings per calendar month

Anything over these limits and the bank charges us money.

=== Cash Box Amounts ===
Keep in the box, post-con

* 0 x 20's
* 20 x 10's ($200)
* 20 x 5's ($100)
* 50 x 1's ($50) (plus the 2 origami ones, equaling $52 in the box)
* Coins as reasonable; roll up all of them as much as possible, deposit what we can't reasonably keep in the box.

I like to sort the bills and keep the nicest looking ones, while sorting and distributing any extra-crisp bills so they don't sit next to each other in the stack.

Bank Run

2025-11-17T15:32:55Z

Beta: add cash box amounts

At con on Saturday we need to clear out our cash as much as possible and make a bank deposit.

# Count out two deposit amounts from the main cash box. Each deposit is to be no more than the deposit limits. For simplicity, if you have less than the combined limit make one deposit the full limit amount and the remainder can go in the other account.
# Record the amounts being removed from the main box on the General Ledger
# We have two bank accounts and each one has its own deposit slip. Attach a different deposit slip to each pile of money counted in the previous step.
# Put the money in a money bag
# Take to the nearest Wells Fargo (Money is only to be taken by a trusted high-level staffer authorized by Beta.)
# Stand in the business line
# Give them the money and wait for your receipt
# Bring the receipt back to reg
# If we have a scanning/filing system set up, scan and file the receipts

=== Cash Deposit Limits ===

* $5,000 can be deposited into Checking per calendar month (used to be $7,500, but it's $5,000 now)
* $5,000 can be deposited into Savings per calendar month

Anything over these limits and the bank charges us money.

=== Cash Box Amounts ===
Keep in the box, post-con

* 0 x 20's
* 20 x 10's ($200)
* 20 x 5's ($100)
* 50 x 1's ($50)
* Coins as reasonable; roll up all of them as much as possible, deposit what we can't reasonably keep in the box.

I like to sort the bills and keep the nicest looking ones, while sorting and distributing any extra-crisp bills so they don't sit next to each other in the stack.

Per Diem

2025-10-30T14:06:59Z

Beta: sometimes we just trust someone to handle it

Per diem is offered occasionally contractors providing a service to the convention.

=== Policy ===

* Per diem must be approved by owners.
** Approval may be granted verbally or in writing (discord, email, etc)
** Individual non-owners may be granted temporary authority to approve per diem autonomously
* Per diem is provided in cash, so that it can be spent on food immediately
* A cash per diem receipt must be prepared then signed by the contractor to prove cash receipt by contractor

=== Per Diem Process ===

# Contractor negotiates per diem with the convention
# Per diem amounts approved by an owner (verbal okay, written/discord preferred)
# Per diem contracted
# Cash withdrawn for per diem amount
# Per diem receipt attached to cash which is kept at registration until contractor picks it up
# Contractor signs receipt to receive cash

Per Diem

2025-10-30T14:04:01Z

Beta: start page

Per diem is offered occasionally contractors providing a service to the convention.

=== Policy ===

* Per diem must be approved by owners.
* Per diem is provided in cash, so that it can be spent on food immediately
* A cash per diem receipt must be prepared then signed by the contractor to prove cash receipt by contractor

=== Per Diem Process ===

# Contractor negotiates per diem with the convention
# Per diem amounts approved by an owner (verbal okay, written/discord preferred)
# Per diem contracted
# Cash withdrawn for per diem amount
# Per diem receipt attached to cash which is kept at registration until contractor picks it up
# Contractor signs receipt to receive cash

BST - Amounts Paid Using SCIENCE AMEX

2025-03-14T00:08:35Z

Beta: intercompany clearing process

BST is owned by SCIENCE. Sometimes SCIENCE pays BST bills and needs to do the appropriate bookkeeping.

# In the BST Quickbooks - there is a SCIENCE short term account set up as a credit card. Use that "card" to pay bills posted to the correct vendors (VPSDime, etc)
# In the SCIENCE Quickbooks - post the bills to the individual vendors as normal (VPSDime, etc), but set it to the '''Intercompany Clearing''' account
# At the end of the year, when the annual Cash Back rec is complete, some amount may be allocated to the intercompany clearing account. Post as appropriate.
# At the end of the year, write an invoice to BST with the item code "BST Intercompany" and the description as appropriate. Use as many line items as needed to break out the charges but can group appropriately. Examples:
#* 2024 VPS Dime hosting less AMEX cash back
#* 2024 Nevada Business license, less AMEX cash back
# Ensure the Intercompany clearing account is $0 for the year, adjust invoice as needed to make it hit $0.
# Save invoice to PDF in the BST books backup folder
# Move over to BST Quickbooks
# In the BST Quickbooks, enter the invoice as a CC Refund/Credit to Accounts Payable using SCIENCE, LLC-vend as the Customer/Job. Use the invoice # as the reference.
# Cash back amounts should have a credit entered to the appropriate expense accounts.
# If both the invoice and the cash back amounts were entered correctly what this will do is zero out the credit card account for the year, but make the amount due in the SCIENCE Vendor.
# Enter a check for SCIENCE to pay the amount due for the year.
# Amount can be paid via check or zelle to the SCIENCE account.

BST - Rackspace Invoices

2025-03-09T21:41:59Z

Beta: Copied from Bitrix24 Wiki

=Downloading Invoices=

#[https://cp.rackspace.com/MyAccount/CompanyInfo/Invoices.aspx You can click here to go directly to the invoices.]
#Log in.
#All the invoices are listed here, newest at the top. Click the one you want to download.
#Click '''Print Invoice'''.
#Print to PDF.

=Entering into Kashoo=

#Log in to Kashoo.
#Click '''Suppliers'''.
#Click '''Rackspace''' (you may need to search if it doesn’t show up on the first page).
#Scroll down to the list of bills.
#'''NOTE:''' You may not need to create a new bill if bills were auto-entered in advance. If you see the bill dates are already there, open that bill and just fix it (and possibly the payment) to be accurate and attach the PDF.
#Right-click on the most recent regular bill.
#Click '''Duplicate'''.
#Update the '''Bill#''' with the Invoice ID and update the dates.
#Make sure the total looks right.
#Click '''Show Options'''.
#Fill in the date of payment (same as the date on the invoice) in the '''Date''' field.
#Update '''Paid From''' as '''Bank of the West Checking'''.
#Update the '''Amount''' to match the bill.
#Click on the bill you just entered.
#Scroll down to the attachment section and attach the PDF you downloaded.

Make sure the PDF is also in Evernote.

BST - Namecheap Books Process

2025-03-09T21:40:14Z

Beta: Copied from Bitrix24 Wiki

[[Category:Accounting]]
[[Category:Bookkeeping]]

=Namecheap=

==Downloading Invoices==

#Log into Namecheap.
#Go to '''Profile'''.
#Go to '''Billing'''.
#Select '''Orders'''.
#'''Use the calendar to select a relevant date range.'''
#Choose the drop-down arrow next to '''Details'''.
#Select '''Download PDF'''.

==Downloading Payment Confirmation==

#From the '''Billing''' page, select '''Transactions'''.
#'''Use the calendar to select a relevant date range.'''
#Click '''Details'''.
#Click '''Download'''.

BST - DIDforSale Invoice Interpretation

2025-03-09T20:10:49Z

Beta: Copied from Bitrix24 Wiki

=DIDforSale Invoice Interpretation=

The invoices we get from DIDforSale (our phone provider) are confusing. This document is a guide to correctly interpreting and filing them.

Much of the confusion stems from their billing model (the rest is from bad invoice design). We pay a fixed amount each month (currently $1.09) for our phone number, plus some amount per minute. On the first of each month, they assess the fixed charges and an estimated usage charge based on usage in the previous month. On each invoice, we receive a credit for the estimated usage we were charged in the previous month and are then charged for our actual usage in that month. The invoice also shows the fixed charges and estimated usage charge for the month on the invoice.

==File the Invoices into Evernote==

Before interpreting the invoices, you should file them into Evernote because it's easier to interpret them in the context of the prior and following months.

#Open the '''Receipts and Payables''' notebook in Evernote.
#Filter it to the '''DIDforSale''' tag.
#Sort by created date descending.
#Download the invoices using the following section’s instructions.

===Download Invoices===

#Use LastPass to log in to the DIDforSale website at https://portal.didforsale.com/.
#Go to the [https://portal.didforsale.com/account/invoices invoices page] by hovering '''Account''' in the header and clicking '''Invoices'''.
#The [https://portal.didforsale.com/account/invoices invoices page] contains a list of downloadable invoice files, newest first. Download all files for the time period you need (both <code>.txt</code> and <code>.pdf</code>) because they’re all needed.

====The file types:====
*'''YYYY-MM_Invoice.pdf''' - A PDF with an overview of the account activity for the preceding month.
*'''YYYY-MM_Monthly-Charge-Detail.txt''' - A detailed list of the recurring charges for the preceding month in plain text.

===Download CDR Reports===

#To get to the CDR Reports page, hover '''Reporting''' in the header and click '''CDR'''.
#Click '''Show Advanced Search'''.
#Use the advanced search to find call information that occurred. You can only download a file for a 30-day period.
#When you have a month with calls, click '''Download as CSV''' at the bottom of the page.
#Repeat steps 3-4 until you have files for every month which had calls.

This details each call that occurred during that month. The file will be missing for any month in which no calls were made. Note that the date on these files is the month in which the calls occurred, so they go with the invoice from the following month.

===Build the Evernote Note===

This must be done in Evernote for Windows. The Web client is missing necessary features. For each month that doesn’t already have a note:

#Create a note titled '''DIDforSale Invoice YYYY-MM-01 $X.XX''' where '''YYYY-MM''' is the year and month and '''$X.XX''' is the total charges for that month. When you first create the note, you don’t know the total charges, so leave that part off.
#Tag the note '''DIDforSale''' and '''receipt'''.
#At the top of the note is a table summarizing the changes to the prepaid account balance for the month. Copy the table from an existing month.
#Below the table, attach the invoice PDF for the month in question.
#Below the invoice, attach the monthly charge detail, which will insert it as text in the note. Select that text and click the '''Code Block''' button in the formatting toolbar.
#Do the same with the CDR report for the prior month, or enter '''[no calls this month]''' if none exists.
#Update the created date of the note to match the date in the title.

==Interpret the Invoices==

===Using the spreadsheet===

It’s not perfect, but it’s fast and mostly brainless compared to figuring it out manually.

#Open the '''DIDforSale.xlsx''' file from the BST Dropbox.
#Copy the most recent tab and rename it to the invoice you want to interpret.
#Open the PDF for the invoice you need a charge for.
#Copy everything from '''Last Month Details''' to the bottom of the charge table.
#Right-click on cell A3 and paste '''without formatting'''.
#If there are any extra rows at the bottom, remove the extra information in column A.
#Your total is next to '''Net Charges''' in cell E11.

====Troubleshooting:====
Sometimes Cell '''B''' gives an error. This is due to how it actually finds the substring in column A that is the dollar value. You probably pasted it right, but the formula needs more tweaking. Sorry about that. =(

===Manually===

First, examine the summary table at the top of the note, which looks like this:

{| class="wikitable"
|-
!Charge Type!!Change!!Running Balance
|-
|Starting Balance|| ||22.03
|-
|Last Month Payments||+0.00||22.03
|-
|Last Month Estimated Usage||+0.00||22.03
|-
|Last Month Actual Usage||-0.01||22.02
|-
|This Month Fixed Charges||-1.09||20.93
|-
|This Month Estimated Usage||-0.01||'''20.91'''
|-
|Net Charges||'''1.11'''||
|}

This table summarizes the various charges and credits that can affect our prepaid account balance in a given month. The right-hand column is a running balance.

==Entering into Kashoo==

The invoices can be entered just by duplicating the last invoice and updating the amount and date. Don’t enter any payment information for them.

===Entering Prepayments===

#Go to '''Bills to Pay''' on the left.
#Click the '''Enter Bill for Payment''' tab.
#Change the supplier to '''DIDforSale'''.
#Paid From is probably PayPal (NOTE: you probably need to enter a transfer from Bank of the West to PayPal for the same date!).
#Update the date appropriately.
#Select the '''Prepaid Expenses''' account.
#Enter the amount of the payment; the total should update.
#Click '''Add Payment'''.

You should be able to use this page to apply the payment to any open bills that exist at this time. Otherwise, use the following section to apply the payment at any point.

===Paying Bills from Prepayment===

#Go to '''Accounts''' on the left.
#Click '''1400 Prepaid Expenses'''.
#Scroll down the list and find the most recent prepayment.
#Click the '''Bill Payment #00###''' link.
#'''IMPORTANT:''' Note what the Total says at the bottom.
#Click the '''>>''' chevrons to move the balance of the open bills to this prepayment as appropriate.
#Update the Total to be what it was (if it started out at $25, it probably increased as you applied payment, reset it to $25).
#Click '''Save'''.

Staff Snack Preferences

2024-11-07T21:38:49Z

Beta:

When buying food at costco for staff:

=== Yes ===

* Hello Panda
* Choco Mushrooms
* Kirkland brand Nut Bar
* Black Forest Gummy Bears
* Skinny Pop
* Trail Mix
* Apple Sauce
* The weird flavored apple sauce: "Fruit and Vegetable Pouches" (surprisingly tasty and a healthy addition)

=== No ===

* Chips and cracker packs don't get eaten enough to warrant the amount left at the end
* Kirkland chocolate chip soft & chewy granola bar, there were a ton left over
* those weird oat chocolate chip muffin-like things

Stick to one box each of things, even if you think we should buy more. It never seems like enough, and then we have a bunch left over