SNAFU Con Wiki - User contributions [en]

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2026-08-05T07:16:19Z

Magishira: add link to 2026 notes

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<div style="font-size:162%; border:none; margin:0; padding:.1em; color:#000;">Welcome to the [[Meta:About|SNAFU Con Wiki]],</div>
<div style="top:+0.2em; font-size:95%;">a resource for our staff and those interested in how we work.</div>
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* [[Programming]]
* [[Gaming]]
* [[:Category:Cosplay_Department|Cosplay]]
* [[Rave]]
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* [[Registration]]
* [[Tech]]
* [[Rovers]]
* [[:Category:Logistics_Department|Logistics]]
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* [[Artist Alley]]
* [[Vendors]]
* [[:Category:Guest Department|Guests]]
* '''[[List of Departments|All departments]]'''
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== Welcome ==
This is a PUBLIC wiki and is primarily for staff usage. Any staff member may update this site using their [[BACON]] username and password. Feel free to add information on your department at any of the links above.

General attendees will not find much use from this site.

== New Staff Members ==
This section is WIP but hopefully we can get you the information you need to succeed.

* First, check out our [[Staff Resources]] page to get an idea of the different systems we use
* Next, find your department in the list (click on "All departments" if you don't see it) and read what information we've put together for your department
* Finally, log into the wiki using your registration username and password and edit the wiki to help yourself and others have a full and useful knowledge resource

== 2026 Planning ==

* [[2026 Meeting Notes]] - Meeting notes for our 2026 con year meetings

== 2024 Planning ==

* [[2024 Meeting Notes]] - Meeting notes for our 2024 con year meetings

== 2023 Planning ==

* [[2023 Meeting Notes]] - Meeting notes for our 2023 con year meetings
* [[2023 Notes to Selves]] - Notes we made in 2021 for the 2023 con

== Where to Start with this Wiki ==
*'''[[Updating This Wiki |How to Update this Wiki]]''' We really want you to update this wiki!
*[[Staff Resources]] - What tools you may need as staff
*[[Special:Categories |List of Page Categories]]
*[[List of Departments]]
*[[Special:AllPages |List of all Pages]]

== Historical Conventions ==



{| class="wikitable" style="text-align: right;"
! Year
! Venue
! Theme
! Start
! End
! Attendees
|-
|2026
|RSCC
|Crime
|Oct 9
|Oct 11
|''upcoming''
|-
|2025
|RSCC
|Under the Sea
|Oct 31
|Nov 1
|919
|-
|2024
|RSCC
|Science
|Nov 1
|Nov 3
|1316
|-
| 2023
| GSR
| Folklore
| Nov 17
| Nov 19
| 741
|-
| 2021
| GSR
| Time Travel
| Oct 28
| Nov 1
| 1536
|-
| 2020
| GSR
| Time Travel
| Nov 13
| Nov 15
| ''cancelled''
|-
| 2019
| GSR
| Adventure
| Nov 15
| Nov 17
| 2187
|-
| 2018
| GSR
| Paranormal
| Nov 16
| Nov 18
| 2107
|-
| 2017
| Nugget
| Multiverse
| Oct 6
| Oct 8
| 1843
|-
| 2016
| Nugget
| Suits
| Oct 7
| Oct 9
| 1639
|-
| 2015
| Nugget
| Mystery
| Oct 30
| Nov 1
| 1865
|-
| 2014
| GSR
| Magic
| Oct 24
| Oct 26
| 1902
|-
| 2013
| GSR
| Apocalypse
| Oct 25
| Oct 27
| 1628
|-
| 2012
| GSR
| IN SPACE!
| Sep 28
| Sep 30
| 1284
|-
| 2011
| GSR
| Cyberpunk
| Sep 9
| Sep 11
| 1025
|-
| 2010
| GSR
|
| Oct 22
| Oct 23
| 700
|}

''Attendance is counted by warm bodies.''

Note: 2022 was an intentional skip

2026 Meeting Notes

2026-08-05T07:15:32Z

Magishira: Add meeting notes for 2026.

<div style="font-style: italic; margin-bottom: 0.5em;">
This page exists to provide an easier location for accessing 2026's meeting notes to the general public as a Google change broke the way we post them automatically in [https://discord.com/channels/416146296097865729/622933825604943885 #meeting-summaries] on Discord. We're working on fixing it, but for now, the meeting notes are here.
</div>

== Staff Meeting Summary 2026-06-20 ==
<div style="font-style: italic; margin-bottom: 0.5em;">
No Google Doc exists for this meeting's notes.
</div>

=== Staff Recruitment and HR ===

* '''Confirming Staff Status:
** Step zero for everyone: make sure you have actually submitted a '''staff application''' in the registration system. Saying you're staff isn't enough; we can only officially make you staff (and give you access to the correct staff departments) once the application is in.
** Anyone who hasn't applied yet should do it today so it's handled.
* '''Staff Contract:'''
** '''Do not pay.''' Your signed and approved contract '''is''' your payment. The charge on your account disappears once your uploaded contract is approved.
** Donations are welcome, but if you pay by accident you are '''not''' automatically refunded. You have to ask for the money back.
* '''Hotel / Dorm Codes:'''
** Tim is working on getting a room block with the Atlantis. If you'll need a dorm, tell him as soon as possible so he can get you on the list.
* '''Recruitment:'''
** Ongoing push for more staff: ''please'' bother friends and family who might be interested in applying.
** Even people who can only volunteer for a couple of hours are valuable; they can be placed wherever you are so they can hang out and lend a hand. More hands make light work.

=== Marketing and Tabling ===

* '''Leaning into Marketing:'''
** We want to do more marketing this year and really lean into it, starting with tabling at events.
* '''Tabling Roles:'''
** There is a role you can set if you're open to tabling. It's @Table Sitter in #staff-roles-opt-in
** We have several tabling opportunities coming up in the next couple of months. It's a fun, low-pressure way to help out, so anyone interested should get their role set and know what they're doing.

=== Meeting Schedule ===

* '''Library Availability:'''
** The library is booked far out except, oddly, Saturdays at noon. In-person library meetings will therefore almost all be Saturdays at noon.
** Anyone who flat-out can never do Saturday at noon should say so.
* '''Discord Meetings:'''
** We'll still hold '''3 Discord meetings''' (like this one), likely around 6:30 PM, so people who are busy midday can attend. In total there will be roughly 3–4 non-Saturday-noon meetings.
** In-person library meetings will also be available on Discord as per usual for anyone who can make the time but not the drive.

=== Social Event Planning ===
* A non-meeting, "let's all just hang out" event, slotted into a gap in the schedule.
** '''Park hangout / BBQ''' — e.g. Mills Park in Carson (currently being improved) or Mira Loma Park (we've done BBQs there before). Note: Carson road construction runs through July and possibly into August, so traffic getting to the park could be a pain.
** '''Round1 or Dave & Buster's''' — everyone shows up at the same time.
*** Round1 room rental runs roughly '''$13–19 per guest per hour''' and includes only the room and a karaoke machine, no games. Several people felt that at that price we'd rather just all show up at a set time and spend money on games instead of space.
*** Round1 also has '''free tables in the snack-bar area''' as a no-cost alternative.
* Tim will check pricing for the venue options. We may end up doing more than one social thing.

=== Logistics and Inventory ===

* '''Inventory Planning:'''
** Logistics can start thinking about and scheduling storage inventory now that summer's here.
** Technically inventory can be scheduled whenever, but it should be coordinated through leadership (Tim, Sammich, or Beta) so a big announcement can rally as many people as possible. Scheduling on a weekend the core group can't make loses helpers immediately.
** Coordinate dates in the staff channel — but wait until after this meeting is announced before throwing out times.
** Give yourselves a couple of weeks between planning and doing it so people have time to reply (and non-repliers can be chased down).
** '''Time it around a meeting''' (e.g. meeting Saturday, inventory Sunday, or meeting one week / inventory the next) to catch people who show up to meetings but miss Discord announcements.
** '''Consider weather and heat''' when picking dates.
** Before inventory day, logistics should talk to other departments to figure out what to '''prioritize inventorying''', and get the '''inventory sheets''' ready.

=== File Systems — Nextcloud & Bitrix Retirement ===

* '''Bitrix is retired.''' If you log into Bitrix, your files won't be there anymore.
* We've moved to '''Nextcloud''', which will hold all the files. Logistics (and anyone who needs it) will need to be added so they can access files again.
** Bitrix had gotten expensive (around $3k/year and rising). Nextcloud is "free-ish" — we only pay for storage, which is far cheaper.

=== Venue and Layout ===

* '''Same Space:''' We're in the same convention-center space as last year. Overall people were happy with it, so no major changes to which space is what.
* '''Merchandising / Draft Layout:''' We need a draft layout finalized enough to open merchandising.
* '''E-Gaming Space:''' Expect some internal layout changes within the e-gaming area (not a change of which space it is). Fine-tuning the inside of that space doesn't need to be nailed down until close to the event.
* '''Open Call:''' Now is the easy time to raise layout ideas or anything you didn't like last year.

=== Programming and Attendee Flow ===

* '''Panel Placement:'''
** A suggestion was raised to space the panel rooms farther apart to encourage attendees to walk through more of the con.
** Constraints to keep in mind: late-night panels get ID-restricted, so keeping panel rooms grouped is easier to manage; and there's audio bleed when the rave is running, so panels/workshops need to stay far from it. Second-stage placement should account for both.
* '''Dead Back Hallway:'''
** The back hallway (cosplay hangouts, tabletop) felt dead compared to the registration area. Tabletop tends to be lower-traffic at an anime con (roughly third priority for most attendees), so this is partly expected.
** Volunteer Desk was in an alcove across from second stage last year and many attendees never realized it was there — a real problem since the volunteer prize system depends on getting people to that desk. Options discussed: move it to a busier spot near registration (though that hallway is narrower), and/or drive traffic to the corner with programming or events rather than pulling things out of it. The prize booth drew good interest last year, but only from people who knew it was there.
* '''Stamp Rally / Bingo Card:'''
** Give attendees a stamp-rally / bingo card at registration with locations they have to find and get stamped, redeemable for a prize at the prize area (which is itself one of the stops). Registration would be a free space and come pre-stamped.
** This ties nicely into the volunteer desk and prize system: low-tier prize for completing the card, with a pitch to sign up as a volunteer for better prizes (an hour of volunteering already counts toward the prize system).
** Precedent: Sam previously ran a QR-code quest that got some attendees obsessed, but it became too much to maintain.
** '''Production notes:''' most of the work is front-loaded (make cards + stamps ahead of time; each station just stamps cards as attendees arrive). The con book is glossy and doesn't take liquid ink well. We will probably print on light card stock and cut into thirds with the paper cutter (guillotine). Pocket schedules are not viable for this; they're ~8 hours of layout plus 10–15 person-hours of folding/stapling; cards are far easier.
** The idea is on the list, but it only happens if someone commits to organizing and running it.

=== Miscellaneous ===

* '''Theme & Puns:''' Everyone is excited about this year's theme; it was picked largely for the pun and gag potential. Expect lots of goofy puns.
* '''Flyer Art:''' A WIP 4x6 flyer is nearly finalized and printing soon (art by Bicky)

== Staff Meeting Summary 2026-07-18 ==
<div style="font-style: italic; margin-bottom: 0.5em;">
I (Elane) didn't take my own notes for this meeting and the Google Doc (https://docs.google.com/document/d/1JT_ZWq3OnJTtZeitkGwww9GqLBGp7d_Uywh-P7vcTLo/edit?tab=t.0) is coming up empty. So, no notes for this meeting. Sorry.
</div>

== Staff Meeting Summary 2026-08-01 ==
<div style="font-style: italic; margin-bottom: 0.5em;">
https://docs.google.com/document/d/16LTkuuGbIF14C9VTUvu4_-2npAz617xUc49bPkA6RFs/edit
</div>

We have fliers. They’re mostly in Reno (talk to Sammich or Thomas), and there are some in Carson (talk to Tim).

Con for a cause in two weeks - 15th-ish.

Need people to table.

Departments are getting started.

Social media is starting up now.

Merchants is opening ''soon'', probably tonight.

IT has moved file sharing from Bitrix to Nextcloud. Ping Sammich for access.

We did logistics inventory last weekend. It went well, but we haven’t transcribed the information yet. Beta is working on a system in BACON for tracking the data instead of the Excel spreadsheet we’re currently using.

If your department needs stuff purchased, let the purchasing department know ASAP.

Mark asked who’s heading Tabletop. Tim-as-HR is currently confirming with people. Stephen Karambis was head last year.

We don’t currently have a head of video - the head last year stepped down. It’s time to make screening requests. Sammich will handle requesting Media Blasters as usual. We could use someone to chase Sentai and Crunchyroll/Funimation.

Thomas offered to run Video maybe.

Cupcakedoll asked about the heads of Swap Meet and Theme. Tim is talking to the person who may be stepping up for Swap Meet. Bob from Theme is in the meeting.

Bob would like to coordinate with whoever is running Volunteers. Blanca from Volunteers won’t be available at con. HR is working on getting that covered.

Get your staff contracts in! Cassy will start bugging people shortly.

Desmond of Cosplay asked how many cosplay guests we want. We usually have two to three so they can cover judging the cosplay contest. Desmond has multiple prospects in the works.

Staff Resources

2026-08-05T06:40:39Z

Magishira: Add Nextcloud and move Bitrix to niche resources section.

SNAFU Con utilizes several key systems to coordinate all the moving parts required to put on a successful anime convention. Understanding these systems is crucial for staff members to effectively communicate and collaborate.

== Major Resources ==

=== Discord===

Discord is our main real-time communication platform.

The SNAFU Con server allows staff to discuss projects, ask questions, and get help. If you aren't already in the server, you can join anytime at https://snafucon.com/chat.

This should be your first stop for conversing with fellow staff.

===Wiki===

The SNAFU Con wiki (which you are currently reading) contains documentation, instructions, policies, and other reference information. It is a repository of knowledge that helps keep everyone on the same page. If you ever need to look something up or find an answer, start with the wiki.

If you can't find what you need in the wiki please update it once you know the answer! All staff can edit the wiki and you can log in using the same username and password you log into BACON/Registration with.

===RT (Request Tracker) ===
[[RT]] is our ticket/email management system. [[RT|See Wiki doc on RT]]

All inbound emails to SNAFU Con addresses get routed into RT tickets which staff can collaborate on answering. It keeps our emails organized and ensures that two people aren't both trying to resolve something without knowing what anyone else has done.

=== Nextcloud ===
[[Nextcloud]] is our digital workspace platform. [[Nextcloud|See Wiki doc on Nextcloud]]

It is our central hub for file storage, file sharing, and collaborative documents. Departments have their own folders and shared spaces to organize and work together. If you need to store or share files, collaborate on documents, or access shared resources, Nextcloud is the place.

Many of our convention's shared documents, forms, and reference materials are maintained in Nextcloud, making it a useful place to find the information you need and collaborate with your team.

Nextcloud is a powerful platform with many features, so it can feel a little overwhelming at first. If you're not sure where to find something or how to use it, don't hesitate to ask for help!

===BACON/Registration===

[[BACON]] is our convention registration system and database. If you registered for con, you've already used it! There's a whole different side of it for staff though that manages a lot of what we do. Very little of that is documented here however, because it is under constant development.

== Niche or Rare-Use Resources ==

=== Social Pilot (Social Media) ===
Social Pilot allows us to schedule posts to Facebook and Twitter from one place.

=== Mailchimp ===
Only used by heads who need to send mass emails to either our whole email list or a portion of it.

=== LastPass ===
We don't have to share passwords to many staff, but when we do share passwords, we use LastPass to do it securely.

===Dropbox (Graphics)===

The graphics team uses Dropbox for its high speed and reliability when working with large artwork files, mostly the con book at the end of the year. Other departments primarily utilize Bitrix24 for files. Graphics also archives all older files to Bitrix24, keeping Dropbox for working files only when needed. Don't worry about setting yourself up; if you end up needing Dropbox, you will be invited.

===Evernote===

Evernote is now used mostly as an archival system and receipt tracker. All paper documents are scanned into Evernote after each convention for future reference. Its search capabilities help find old docs when needed. Most staff probably didn't even know the con used Evernote; you probably will never need it.

===Bitrix24===
[[Bitrix24]] was once our project management system. [[Bitrix24|See Wiki doc on Bitrix24]]

It has since been superseded by [[Nextcloud]]. It isn't really useful for much anymore, and most stuff on it should have been migrated to Nextcloud. In the rare instance something wasn't, it might still be there. You will probably never need to use it.

Bitrix24

2026-08-05T06:31:29Z

Magishira: add hatnote

<div style="font-style: italic; margin-bottom: 0.5em;">
Bitrix24 has largely been superceded by [[Nextcloud]]. The information in this article is preserved for historical purposes & reference only.
</div>

Bitrix24 is where the con is keeping its tasks so that we can have a solid roadmap of all the things we need to get done every year. The paid version of bitrix also includes file storage and sharing so we use it as an alternative to dropbox because it has a very good permission system and significantly more space than dropbox, eliminating space issues we were having with some of the staff (with the exception of graphics which still uses dropbox for working files).
== Joining ==
# To get on the con bitrix, first you need to get yourself a bitrix account. Sign up here: https://www.bitrix24.net/
# After you have a bitrix account, ask for an invite link. We generally make it available to all staff, but don't want it floating around the internet.
# Use the invite link to join the con bitrix server
# Once you've joined, ask to join your relevant workgroups.
## Click "Workgroups on the left menu"
## Click on a workgroup that you want to be part of (general by department you're involved in)
## Follow any steps on the screen to request access
## Wait for someone to add you to the workgroup. If no one does in a reasonable period of time, ask Beta, Sammich, or Thomas to complete the request for you.
== How to Use ==
=== Tutorials ===
Video tutorials were started but partway through working on video 4 Bitrix24 changed their system enough to make it obsolete. Since then the system has been changed several times. You can still watch these videos to get an idea of what you can do with bitrix but it looks very different than it looks now.

https://www.youtube.com/playlist?list=PLnJMQShIVjslknxGM-1JpwFQszzvsoTKf
=== Do you Need to Download Bitrix24 Desktop Client? ===
Need is a strong word but it is generally recommended if you will be working with files. It works similarly to a kind of crappy dropbox (although it's getting better all the time), so it puts all the files you have access to on your hard drive and generally keeps them synced with the server. Other than the useful file syncing, it mostly seems to be the website in an "app" form nowadays.

So are you going to be accessing files regularly enough that you want a copy on your hard drive that syncs with the server? Then yes, you definitely want the desktop client. Otherwise, you can pass on it.
=== Tasks ===
This is the lifeblood of bitrix as far as we're concerned. More info coming.

==== Bitrix Help for Tasks ====

* [https://helpdesk.bitrix24.com/open/8398761/ Tasks]
* [https://helpdesk.bitrix24.com/open/7908207/ Task Templates]

=== Drive ===
Drive is how we share files through bitrix. You have your own drive, there are also public folders, and folders you gain access to through your workgroups.
=== Work Groups ===
Work groups helps organize tasks and files to the right users. Other features include wikis, calendars, photo albums, and a discussion thread. We generally don't use the extra features, although the Administration workgroup does have a private wiki due to the fact that none of those steps are useful for anyone else anywhere ever. It's mostly bookkeeping tutorials such as how to download the AMEX statements and enter them and whatnot.
=== CRM ===
If you have a use for a CRM (Contact Resource Manager), please use the CRM in Bitrix. We don't use it a lot.
=== Calendar ===
We sometimes use the bitrix calendar but have mostly been using the google calendar that's available on the staff meeting page.

Nextcloud

2026-08-05T06:24:55Z

Magishira: Create nextcloud page.

Nextcloud has superceded [[Bitrix24]] as SNAFU Con's digital workspace platform. You can access it at [https://nextcloud.snafucon.com nextcloud.snafucon.com].
== Joining ==
# Currently, in order to get a Nextcloud account, you'll need to ping @Sammich in Discord.
## IT is working on setting up [[BACON]] SSO, but that will not be a thing until the 2027 con year<sup>[https://docs.google.com/document/d/16LTkuuGbIF14C9VTUvu4_-2npAz617xUc49bPkA6RFs/edit?tab=t.0]</sup>.
== How to Use ==
=== Tutorials ===
We haven't gotten around to making video tutorials for Nextcloud yet like we had for Bitrix. Sorry about that. The user manual is available [https://docs.nextcloud.com/server/latest/user_manual/en/ online], and you should have a PDF copy available in the root of your personal folder.

If you need assistance beyond what the user manual can offer, @Elane in the Discord is pretty well versed with the software and may be willing to help you with it if you ask her nicely.
=== Do I need to download the Nextcloud Desktop client? ===
You don't strictly need the Nextcloud Desktop Client, but it's generally recommended if you'll be working with files regularly.

Like Dropbox or OneDrive, the desktop client creates a local folder on your computer and keeps it synchronized with the files you have access to on the Nextcloud server. This gives you fast local access to your files while automatically uploading changes and downloading updates made by others.

Beyond file synchronization, the desktop client primarily serves as a convenient wrapper around the Nextcloud web interface for most users.

If you'll be accessing and editing files frequently and want them available on your computer with automatic syncing, installing the Nextcloud Desktop Client is the best choice. If you only need occasional access to your files, using the web interface is usually sufficient, and you can skip the desktop client.

=== Files ===
Files is to Nextcloud what Drives were to Bitrix. You have your own personal folder in the Files applet, and there are team folders you gain access to through your group memberships.

=== Groups ===
Groups help organize files and collaboration by giving the appropriate users access to shared resources. Each Group can have its own shared folders and, depending on the enabled apps, can also use calendars, tasks, discussions, photo albums, and wikis.

In our environment, Groups are used primarily to organize shared files and manage access. Most of the additional collaboration features are used infrequently.

== Administrator Reference ==

=== Managing User Accounts ===
User accounts are managed from the '''Accounts''' page.

To access it:

# Click your '''profile picture''' in the upper-right corner of Nextcloud.
# Select '''Accounts'''.

You can also go directly to https://nextcloud.snafucon.com/settings/users.

==== Creating a New User ====

# Click '''New account''' in the upper-left corner of the Accounts page.
# Enter the user's information.
# If you provide an '''email address''' but leave the '''password''' blank, Nextcloud will send the user a welcome email with instructions to set their password.

=== Managing Groups ===
Department access is managed using '''Groups''', not '''Teams'''. This allows group membership to eventually be managed automatically by BACON.

Groups are administered from the same '''Accounts''' page used to manage users.

==== Creating a Group ====

# Open the '''Accounts''' page.
# In the left sidebar, locate the '''Groups''' section.
# Click the '''+''' button next to '''Groups'''.
# Enter the new group's name.

Users can then be added to or removed from the group as needed.

==== Assigning Group Access to Team Folders ====
Once a Group has been created, grant it access to shared folders through the '''Team folders''' administration page.

# Click your '''profile picture'''.
# Select '''Administration settings'''.
# Open '''Team folders''' near the bottom of the navigation menu.
# Edit the appropriate Team Folder and assign permissions to the desired Group.