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Magishira — Wed, 05 Aug 2026 07:16:19 GMT

add link to 2026 notes

← Older revision		Revision as of 00:16, 5 August 2026
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	* 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		* 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		* 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 Planning ==

2026 Meeting Notes

Magishira — Wed, 05 Aug 2026 07:15:32 GMT

Add meeting notes for 2026.

New page

<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

Magishira — Wed, 05 Aug 2026 06:40:39 GMT

Add Nextcloud and move Bitrix to niche resources section.

← Older revision		Revision as of 23:40, 4 August 2026
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	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.		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.

	===~~Bitrix24~~===		=== Nextcloud ===
	[[~~Bitrix24~~]] is our ~~project management system~~. [[~~Bitrix24~~\|See Wiki doc on ~~Bitrix24~~]]		[[Nextcloud]] is our digital workspace platform. [[Nextcloud\|See Wiki doc on Nextcloud]]

	It ~~houses task lists~~, file sharing, and ~~other tools to organize work~~. ~~Teams and departments~~ have their own ~~Bitrix24 workspaces~~ to ~~collaborate~~. If you need to store or share files, ~~track projects~~, ~~assign tasks, etc.~~, ~~Bitrix24~~ is the place.		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.

	~~Bitrix also hosts~~ our ~~con "road map" which is an annual set of recurring tasks for the entire~~ convention~~. If you don~~'~~t know what you should be doing~~, ~~Bitrix24 can probably help~~ you ~~figure it out~~.		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.

	~~Bitrix24~~ is, ~~however,~~ a ~~beast. It can be intimidating~~ at first, ~~so please ask for help if you~~ don't ~~know what~~ to do!		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/Registration===
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	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.		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

Magishira — Wed, 05 Aug 2026 06:31:29 GMT

add hatnote

← Older revision		Revision as of 23:31, 4 August 2026
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			<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).		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 ==		== Joining ==

Nextcloud

Magishira — Wed, 05 Aug 2026 06:24:55 GMT

Create nextcloud page.

New 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.

User:Magishira

Sammich — Wed, 05 Aug 2026 05:53:22 GMT

User account Magishira was created by Sammich and password was sent by email