Beta: WIP task list

2026-05-21T14:09:00Z

WIP task list

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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.

Bitrix24 Task Templates - Revision history

Beta: WIP task list