2023 Meeting Notes - Revision history

Beta: Added 2023-11-03 meeting

2023-11-13T15:36:57Z

Added 2023-11-03 meeting

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 *Staff should sign contracts if haven't yet
 *Final Deadline for con book inclusions is Friday 10/27
 ==SNAFU Con Meeting Notes, Final Meeting, 2023-11-11==
 ===Day 0 Events===
 *Tabletop running local tournaments on Thursday as usual, dragon will help set up early
 *Swap meet run by Omega and Tim. Omega handling vendor check-in, Tim running swap meet. Omega will close swap meet Friday night.
 *Need 1-2 people to control Nevada loading dock door during vendor load-in as "air lock".

Beta: Add 2023-11-11 meeting

2023-11-13T15:28:31Z

Add 2023-11-11 meeting

← Older revision		Revision as of 08:28, 13 November 2023
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	*Staff should sign contracts if haven't yet		*Staff should sign contracts if haven't yet
	*Final Deadline for con book inclusions is Friday 10/27		*Final Deadline for con book inclusions is Friday 10/27

			==SNAFU Con Meeting Notes, Final Meeting, 2023-11-11==
			===Day 0 Events===
			*Tabletop running local tournaments on Thursday as usual, dragon will help set up early
			*Swap meet run by Omega and Tim. Omega handling vendor check-in, Tim running swap meet. Omega will close swap meet Friday night.
			*Need 1-2 people to control Nevada loading dock door during vendor load-in as "air lock".

			===Vendors===
			*Omega handling vendor load-in - Thursday 5-8pm dock access, Friday 8-10am dock access
			*Still need security staff for loading dock door during load-in times

			===Logistics===
			*Pick up truck Wednesday 3pm, load storage unit
			*Unload truck Thursday morning 9am, hand off to eGaming ~11am
			*Unload truck in Silver State near dock, sign to say where colored boxes go
			*Tear down Sunday ~4pm, stage near dock for load-out
			*Truck back to storage Monday morning around 9-10am

			===Registration===
			*Set up Thursday, open early if possible
			*Need hands for setup like taping lines, pipe and drape
			*Cassie managing Rouge Techs
			*Still need dragon's shifts for reg rounds

			===Video===
			*Handle Crunchyroll account for downloaded videos
			*Roku/phone to connect to projectors?

			===Main Stage===
			*Working on getting wheelchair ramp or lift for Rave set
			*If no ramp, all DJs on floor instead of stage

			===Prizes===
			*Need volunteer coverage

			===Social Media===
			*Add posts to drive engagement and ticket sales
			*Share schedules once finalized
			*Recruit help from Tim and Steven

			===Future Themes===
			*We all pitched themes, discussed, and voted. Theme is announced in #staff in discord, and will be announced at main stage during closing ceremonies.

Beta: added most recent meeting notes

2023-10-23T15:57:43Z

added most recent meeting notes

← Older revision		Revision as of 08:57, 23 October 2023
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	*Talked through Day 0 band performance logistics; may be difficult		*Talked through Day 0 band performance logistics; may be difficult
	*Had a lighthearted brainstorming session for bad puns and jokes to include in the con book		*Had a lighthearted brainstorming session for bad puns and jokes to include in the con book

			==SNAFU Con Meeting Notes 2023-10-20==
			===Registration & Badges===
			*Uploading vaccine info to system ahead of time is going well so far (80+ approved)
			*Still need more people to upload info to avoid delays at con
			*Will be printing badges beforehand and putting sticker labels on them
			*Changing process from laminating badges at con to eliminate issues
			*Cashiers should be able to handle new registration system without too much explanation
			*Will have printers up front this year to speed up process
			*Hoping stepper interface for registration will work well

			===Volunteers===
			*New volunteer joined meeting- Will be first con volunteering. Unsure of assignment yet but will likely help with Registration and Rovers
			*Reminder for volunteers to check in with Blanca when arriving
			*Set up and tear down days could use volunteers too

			===Programming===
			*Main stage schedule is coming together well
			*Several improv sessions planned
			*Video game streaming scheduled
			*Vtuber content scheduled
			*Dance party being moved due to scheduling conflict
			*Gaming department needs to finalize schedule and get descriptions in
			*Guest panels coming together, still working on scheduling
			*Will be tweaking schedule in coming weeks
			*Swap meet vendor registration closing soon

			===Marketing===
			*Posters up around town including at UNR
			*Marketing asking for additional direction on plans/budget
			*Will discuss offline to clarify what is needed

			===Miscellaneous===
			*Logistics seem mostly ready
			*Considering QR code scavenger hunt game again
			*Con book being assembled currently
			*Table map needed for vendors
			*Staff should sign contracts if haven't yet
			*Final Deadline for con book inclusions is Friday 10/27

Beta: added 10/6 meeting notes

2023-10-14T03:27:13Z

added 10/6 meeting notes

← Older revision		Revision as of 20:27, 13 October 2023
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	* Amber posted a tech guide for review to make tech less intimidating for new volunteers. Serra and Natasha volunteered to provide feedback.		* Amber posted a tech guide for review to make tech less intimidating for new volunteers. Serra and Natasha volunteered to provide feedback.

			==SNAFU Con Meeting Notes 2023-10-06==

			===Overall Agenda:===

			====Introduction and welcome====

			*Dragon thanked everyone for attending the virtual meeting
			*Mentioned they have only 6 weekends left until the convention to finalize preparations
			*Thanked everyone for their time and effort

			====Budget requests====

			*Beta noted the budget request form is located in the staff section of the registration system
			*Heads should submit requests, regular staffers should go through their head
			*Beta has purchased most prior requests except some recent ones from Amber in Tech

			===Department updates===
			====Tabletop Games====

			*Will host their regular Thursday Commander tournaments at the con instead of their normal game store venue
			*Planning a more elaborate Commander league with achievements and prizes
			*Players can cash in achievement points to pick prizes like boosters
			*Hopes it will attract Commander players and give them a reason to play at the con
			*Have contacted local gaming groups Pathfinder Society and Adventurer's League about running events

			====Tech====
			*Amber said tech is in decent shape but could use a few more staffers for setup on Day 0
			*She can train any new tech volunteers

			====Programming====

			*Natasha noted panel submissions are due by Sunday
			*Currently have a good variety but not a large number of panels
			*Could use a few more panels added to fill out the schedule
			*Let her know if any issues submitting through the online form
			*She can manually input panels if needed

			====Vendors====

			*Omega said 15 vendors approved and ready to go including Kobold's Keep game store
			*Got a good variety of vendors this year including handmade crafts
			*A couple minor hiccups with paperwork but everything settled easily

			====Artists Alley====

			*Ami said they had some artist cancellations but also new additions
			*Currently in good shape for artists

			====Philanthropy====

			*Supporting the Special Needs Community (SNCNN) this year
			*Omega made flyers and advertising for the charity auction
			*Considering having a table at SNCNN's Trunk or Treat event on Oct 26th
			*Dragon said he can likely attend and will confirm his schedule

			====Day 0 Preparations====

			*Goal is to open registration by 5pm to start giving out staff badges
			*Asked for any tasks that need help to be put in the Day 0 tasks channel
			*Dragon offered to help with general tasks besides Tabletop
			*Discussed allowing day zero be badgeless but only if wearing an N95 mask (must wear badge or mask)

			===Con book planning===

			*Asked for any graphics, ads, content to be submitted ASAP
			*Need high resolution versions of logos, at least 300 DPI
			*Any events wanting promotion should provide details to be included
			*Discussed how schedules will be printed separately from main con book

			===Misc discussions===

			*Discussed ideas for etched glasses with Darkfire Treasures using existing artwork
			*Dragon will run some D&D panels
			*Requested new blood for the Hentai department and redubs
			*Talked through Day 0 band performance logistics; may be difficult
			*Had a lighthearted brainstorming session for bad puns and jokes to include in the con book

Beta: Add 9/15 meeting notes

2023-09-16T14:24:07Z

Add 9/15 meeting notes

← Older revision		Revision as of 07:24, 16 September 2023
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	* Talked about recruiting panel staff and that it may end up being volunteers if no other staff available.		* Talked about recruiting panel staff and that it may end up being volunteers if no other staff available.
	* Overall, made good progress on pre-convention planning and tasks. Need to continue recruiting staff and volunteers urgently.		* Overall, made good progress on pre-convention planning and tasks. Need to continue recruiting staff and volunteers urgently.

			== SNAFU Con Meeting Notes 2023-09-15 ==

			=== Layout ===

			* N11 and N12 will be used for tabletop gaming campaigns that need a quiet space.

			* Not a lot of changes from 2021 overall. Get your suggested changes in ASAP

			* The second stage room dimensions seem inaccurate based on past problems fitting the stage. Dragon suggested getting measurements when staff does a walkthrough pre-con.

			=== Programming ===

			* Blume discussed having 6-8 hours of dance programming on Friday night in the second stage room, including lessons and open dancing.

			* Blume asked about the dance floor size. Beta noted we don't have details yet but will inquire with the venue.

			=== Logistics ===

			* Dragon emphasized the inventory happening on Sunday morning and requested departments attend if they have inventory from past cons.

			* Dragon offered assistance to departments for anything they need help with or want to discuss feasibility on.

			* Amber requested photos of the room layouts after setup is complete.

			=== Registration ===

			* Ami asked about keeping the merchant/guest/VIP reg line open all weekend instead of just Friday and Saturday. The line never actually closed but sometimes can be hard to find if bodies block the entrance. The resolution was to better communicate the special line to merchants/guests/VIPs via a dedicated email.

			* Dragon proposed training up some Reg volunteers on peace-bonding so they can run a cosplay-only peace-bonding line in the cosplay room. But Registration felt it wasn't feasible this year based on Reg procedures and staffing.

			* New users are unable to log into the wiki. Sammich will need to update the integration. For now they will try adding Natasha manually so she can contribute content updates.

			=== Misc ===

			* Beta mentioned working on a /report command for Rovers.

			* Omega suggested the Special Needs Community as a potential philanthropy partner if Nova's plans with Big Brothers Big Sisters fall through.

			* Nuriko confirmed artist alley acceptances will go out Saturday.

			* Beta is aiming to get guest contracts updated ASAP. Amber and Cassie can assist with editing them.

			* Amber posted a tech guide for review to make tech less intimidating for new volunteers. Serra and Natasha volunteered to provide feedback.

Beta: added notes from the unplanned work party

2023-09-10T19:12:25Z

added notes from the unplanned work party

← Older revision		Revision as of 12:12, 10 September 2023
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	(Aww thanks Claude.AI, that’s such a nice thing to say about us that I’m going to leave it in the summary lol)		(Aww thanks Claude.AI, that’s such a nice thing to say about us that I’m going to leave it in the summary lol)

			== Unplanned Work Party 2023-09-09 ==
			Staff present Sammich, Thomas, Cassy, Tim, Natasha, and Beta

			This is a summary of what we did and discussed (per Claude.ai, with some minor updates from me) Here is a summary of the key points from the conversation:

			* Discussed layout for the convention, including arranging tables, chairs, and pipe and drape in various areas. Finalized most of the layout except for a few details. (Waiting on heads to get back to us on any changes)
			* Talked about scheduling inventory soon, perhaps the day after or the weekend after the next staff meeting.
			* Discussed sending out emails to recruit volunteers and staff, including reaching out to some past volunteers.
			* Worked on getting the hotel room block email campaign set up in Mailchimp. Still needs some finalization.
			* Discussed plans for printing and laminating badges. Decided to start on this soon, maybe within a few weeks. (Process is changing a bit to further reduce at-con flow issues)
			* Made progress on ensuring banned attendees cannot check in, but still needs more work.
			* Discussed plans for installing Linux on a laptop as a backup for convention use.
			* Scheduled and sent initial panelist recruiting email.
			* Discussed scheduling guest panels once guests are finalized.
			* Talked about updating some wiki documentation like medical emergency procedures.
			* Discussed handling of cash payments to the venue during the convention. Need to work out process and documentation for this.

			* Mentioned needing to get swap meet & club/org contracts finalized soon.
			* Talked about planning for convention catering - getting menu options and pricing from the venue.
			* Brought up the need to clean up old wiki pages and documentation.
			* Discussed doing additional pre-convention email blasts for publicity and reminders.
			* Talked about recruiting panel staff and that it may end up being volunteers if no other staff available.
			* Overall, made good progress on pre-convention planning and tasks. Need to continue recruiting staff and volunteers urgently.

Beta: add cat

2023-09-04T05:04:43Z

add cat

← Older revision		Revision as of 22:04, 3 September 2023
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			[[Category:Meeting_Notes]]

	During 2023 we switched from people actively taking notes during the meeting to using transcription bots to do (honestly kind of terrible) transcriptions of the meetings and then feeding that into AI to come up with detailed notes for minimal effort. While ChatGPT was relied on heavily at first, due to the ability to understand huge text files and its more conversational tone, Claude.ai became the go-to note-taker as the year went on.		During 2023 we switched from people actively taking notes during the meeting to using transcription bots to do (honestly kind of terrible) transcriptions of the meetings and then feeding that into AI to come up with detailed notes for minimal effort. While ChatGPT was relied on heavily at first, due to the ability to understand huge text files and its more conversational tone, Claude.ai became the go-to note-taker as the year went on.

Beta: add more meeting notes

2023-09-04T05:02:21Z

add more meeting notes

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Beta: add more meeting notes

2023-09-04T04:39:40Z

add more meeting notes

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Beta: start 2023 meeting notes including first meeting of the year

2023-09-04T04:29:45Z

start 2023 meeting notes including first meeting of the year

New page

During 2023 we switched from people actively taking notes during the meeting to using transcription bots to do (honestly kind of terrible) transcriptions of the meetings and then feeding that into AI to come up with detailed notes for minimal effort. While ChatGPT was relied on heavily at first, due to the ability to understand huge text files and its more conversational tone, Claude.ai became the go-to note-taker as the year went on.

== 2022-11-05 ==
https://docs.google.com/document/d/1HdV10yhyfFbQOzCFh33-IM8V60W6b6-qlRhSiHAPXxk/

* Introductions
* Next SNAFU Con: Nov 16-19, 2023
* Theme: Folklore
* Going to continue the “Beach Episodes”
** Community Outreach is the lifeblood of getting people invested in the con
** Any event we are interest in, please reach out the them to see if we can get our name out there more
** Trying for at least 1 a month
* Opportunity
** We have '''TIME'''!
* Any dedicated staffer who has the time, please consider working a 4 hours shift at reg
* Loadout needs more volunteers.
** Organization plan for loadout so people know what to do and don’t have to sit around.
** Sunday night AND Monday morning
** Jared will give you a task during loadout. He has a BIG logistics badge
** Dept heads need to know what they need to do for load out
** More coordination between eGaming and the rest of SNAFU Con for loadout
* Goals
** Dragon wants to grow the con
*** 5k attendance
*** People act like we are a big con, even though we aren’t
** Beta is taking a step back this year
** Get more staff
*** “It’s time for new blood”
* Con Outreach
** Do we have anyone who wants to be part of con outreach?
** Do we have a way to reach out to non-geek spaces?
*** Reaching out to anime clubs at high schools
**** If you have any contacts for this, please put it in #staff
*** Call schools and see if we can speak to the Anime club advisors
*** Talk to school district activities people they have a phone number
*** North Valleys high school has an anime club
*** Raley’s has a board to advertise on; coffee shops may have some, too. Other boards around town?
** There are parades we can try and get banners into to advertise with, Sparks hometown parade
*** Get cosplayers into a parade Ethans and Tobi’s job
* Music events for the end of the year?
** We need to pay for their license if we use it this year.
** Soft no
** Try and keep music events held off till January.
* Next meeting
** Dept. heads updates
** Put topic items in #meeting-agenda
*** Accessible to Dept. Heads
* Safety for next con
** Get the general feeling of the staff about vaccination requirements and mask requirements
** Do an opinion survey about requirements to make our best informed decision
** Non-binding poll up to the owners
** Make our decision and stick with it early on.
** Announce soft guidelines and have a date where we publicly lock in the mask and vaccination guidelines
*** Early July?
* Survey for Staff
** We are doing a survey about what departments need how many staff
** Please fill out the survey if you are a Dept. Head or high staff
** Survey is posed in #castle
** Open up Chair Support positions
* Questions
** Prize room? Need staff to help with giving away prizes and running games.
** Iron out the value of tickets and ensure everyone involved knows the values, put up poster boards or flyers with the value of tickets
*** Advertisement boards with rules
** Theme needs its own dedicated staff instead of the art department.
** Double check before con that we still have our events covered.
** Thoughts on ARG and what to implement this year.
*** Cryptid hunting “YES!” -Dragon