Beta's 2023 Todo List

I needed a place to organize this and here seems as good as anywhere else. This list starts 9/8, and is just over 2 months from con. It includes everything that's in bitrix still left to do plus misc items I've come up with.

Administration

• File Sales Tax
• Catch up books
• Update bitrix templates with new people
• Clean up RT users, removing people who aren't part of the con this year, etc

Graphics

• Fliers
• Poster
• Social Media avatar
• Pins/Buttons
• VIP buttons
• T-shirt design
• Badge Designs
  • Lower the back-of-badge message.
• Con Book Cover
• Annual Age sheet - 8.5 x 11 and badge size
• Schedules
  • UPDATE - Break out the VIP hours to be more clear for people on the printed schedules and the door schedules
• Con book
  • UPDATE - Break out the VIP hours to be more clear for people
• Signage
  • New sign on why we need name/birthdate in registration
  • Large signs attached to registration tables that say "CASH ONLY" as a last warning for people close to the front (harder for someone to steal, and for those who missed the earlier signs for whatever reason)
  • Signage for staff unloading explaining exits while bay doors are up. (tjsomething)
  • Signs for opening hours (samschuler)
  • Signage for free popcorn. (tjsomething)
  • Add open hours to the merchant sign. (omega_m)
  • Signage for registration that says "vendors are closing soon" so we hopefully don't get the people who only want to go to the vendors who register right before it closes and get mad. (elemecca)
  • "in a tunnel, go away" signs for the admin desk (elemecca) - Started a glowforge sign design. Can print a few and paint them
• Badge text

Guests

• Complete guest stuff (details private)
• Get guest checks and per diem ready Blocked by not having all guests contracted yet

Logistics

• Annual Con Layout
• Logistics Maps blocked by layout
• Logistics Inventory
  • Ties
  • poker chips
  • badge supplies
  • toner
  • hand sanitizer bottles?
• pipe and drape for signs behind guests??
• Permanently and loudly label the stepping stool as “Con Store”

Registration

• Email users without badges to prompt to get badges
• Staff letter
• VIP letter
• Didn't we want to change VIP deadline?????? Too late?? =(
• Set alarm for bank run?
• YPS reports
  • List what valid IDs are on the Invalid ID form in the YPS.
  • Possibly do separate yellow pads per day per person so it's more obvious what day each thing happened on. Collect all yellow pads at the end of each day and file them, then issue fresh ones the next day. Put the date on the cover.
• Figure out reg hours
• Mark box(es) to put paper to be recycled in Reg, along with lists of what to recycle and what to reuse.
• Print sheet with QR codes for the official SMART Verifier app so reg techs can install it easily if the in-BACON verification goes down.

HR

• Bother more people to apply
• Send out another staff Campaign with meeting notes and meeting info!!
• Update interest points to remove some of the guilt-text from 2 years ago

Cosplay

• Is cosplay chess planned?
• Is the masquerade planned?
• Is Ethan getting cosplay panels?
• Is cosplay repair planned? What do I need to buy?
• Are meetups planned?
• Buy ribbons

Programming

• TBD
• Make sure we remove half hour slots from the signup form Completed by Thomas

Merchants

• Swap Meet Contract
• Club/Org contract

• Get relevant contracts to guests
• Merchant Info Card update
• Merchant info card print/laminate - we need enough for merchants + extras, to try for like 96 because they print in sheets of 6; 16 pages

Marketing

• Create and schedule hotel blasts - one URGENTLY, one "last chance for VIP", one "last chance to get a room" - CURRENTLY BLOCKED BY ONE OF OUR ROOMS BEING TURNED OFF
• guest alert
• register now!
• precon final push - map, schedule, final things
• Figure out VIP swag
• Pull Merchandise numbers
• Panelist push Handled by Natasha and Sammich

Press

• Press release (blocked by guests)
• Press Kits
• Press campaign

Venue

• BEOs due soon - BLOCKED BY LAYOUT
  • Catering
  • food vouchers
  • don't lock bathrooms by Nevada at night (or at least until after 2am)
  • we want all of nevada locked all weekend
  • remove cab table behind main stage
  • dance floor for rave
  • air conditioner
  • summarize catering separately after room info
• Short guide to checking in for master account peeps Blocked by getting info from GSR to make guide

Purchases

• Ties?
• Logo lanyards
• 2023 holo stickers
• hand sanitizer
• AA hand sanitizer bottles?
• Pallet wrap. (tjsomething)
• HDMI audio splitter would be good for the Epsons, which have no audio out. (tjsomething)
• Get a better webcam and a longer USB cord for main stage (samschuler)
• Get micro-HDMI and Thunderbolt adapters for the projectors. (tjsomething)
• Maybe we should get fliers to post in Bishop and Lone Pine, California (cityofember)
• No photos badge ribbons? (elemecca)

• Buy gaffer tape; oops. We always had so much, until we didn't. (beta.mfd)
• We ran out of money bands over the years. Time to buy more. (beta.mfd)
• We burned through a lot of pens on the lability waivers (mostly from people keeping them), buy more pens. (beta.mfd)
• More Easels!!! (jmichaelvincent) (bought 10 more)

Misc

• Install linux on laptop in case we need it?
• Wiki - taking reg money to cage cashier procedure and policies
• Add Medical Marijuana cards as valid forms of ID as they have all necessary information (photo, name, DOB, issued by a government) (llamacrying)
• Role bot for opt-in roles
  • Opt-in roles for logistics helper, convention support, badge checker relief, etc. so they can be pinged as needed.
• I wonder how hard it would be to program the badges to export in groups of 6 so when they're cut in stacks they're more likely to end up in order, or at least end up with chunks of in-order badges for easier sorting.
• Wiki entries for: how to handle a medical emergency; post-con lost & found process; dealing with cardboard at con; (beta.mfd)
• Update badge checking procedure with acknowledging people if it’s not already in the policy. (beta.mfd)
• Write procedure, if vendor is not at their booth at room opening. (omega_m)
• Pull a list of banned people and review with rovers heads, chairs before con. (elemecca)
• Give "My First Mistake" to Tim (elemecca)
• Buy myself some N95s I'm comfortable with
• Add press release & press kit to annual todo