Bitrix24 Task Templates: Difference between revisions

VisualWikitext

Latest revision as of 19:07, 21 September 2026

This is an archive of the task templates we had for Bitrix24 when we stopped using bitrix.

No workgroup

Procurement department

1. Specify the exact description and quantity of the materials and/or tools you require:

2. Provide a description of a specific model or make (dimensions, part number etc.):

3. Enter the preferred supplier if you have any:

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 7:00 pm.

Marketing Department

1. Describe the job (example: create website design; create a landing page; create a leaflet etc.):

2. Describe the expected outcome (example: reach out to new customers; increase sales; advertise a new product):

3. Describe the target audience (age, interests, profession and other relevant information):

4. Provide a short outline of the information the result will convey (a generalization of ideas the target audience will have to grasp):

5. Attach examples of designs you have seen somewhere and liked.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 7:00 pm.

Employee Training

1. Enter the names of the employees that will attend the training:

2. Describe the desired outcome and new skills (example: qualification to use heavy machinery; improve customer communication skills):

3. Provide the desired date range and kind of training (online; on-site; third-party training location):

4. Enter training cost estimate (per person or group total):

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 7:00 pm.

Maintenance Department

1. Provide a description of the job and the desired result (example: set up a workspace; fix a book rack):

2. Provide additional requirements (if the job may require special tools or materials):

3. Enter the location of the job (office and room number):

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 7:00 pm.

IT Department

1. Describe your issue (example: program won't start; I need to install an upgrade):

2. Describe your actions that brought about the issue (if applicable):

3. Attach screenshots or a screencast if required.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 7:00 pm.

Accounting Department

1. Specify your request (example: expense reimbursement):

2. List items to be compensated for (provide amounts and dates):

3. Add receipts, invoices or bank statement (explain what each expense was for):

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 7:00 pm.

Legal Department

1. Enter your request (example: get NDA form, sign non-compete agreement with a new employee, file legal complaint, review contract offer, get court order)

2. Provide all details and relevant information:

3. Attach files if necessary

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 7:00 pm.

Review Previous Blogs

Reread all the blogs so that if there's something that needs to get added to the todo list it can get added now.

Task owner:Beta
Assignee:Beta
Deadline:30 days
Recurrence:Every 15 day of July. Time: 12:00 am.

Put myself in Sam's group

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every 1 day of August. Time: 7:00 pm.

Get Previous T-Shirt Sales

old info

SELECT s.year, m.size, count(*) FROM `merchandise_sales` as s
join `merchandise` as m on product_id = m.id

group by

s.year, m.size

new info

select cart.year, merch.size, count(*) FROM `cart_line_items` as item
join carts as cart
  on cart.id = item.cart_id
join merchandise as merch
  on merch.id = item.product_id
where merch.type = 1
group by cart.year, merch.size

	?	S	M	L	LT	XL	XLT	XXL	XXLT	XXXL
2011		6	7	9		5		1		1
2012		0	6	2		8		5		1
2013		10	12	17		18		12		1
2014	78	12	21	6		12		20		4
2015	1	4	13	10		17		13		1
2016		3	12	14		10	4	3		5
2017		6	16	23	2	12	2	9	4	6
2018		7	8	15	5	20	5	14	7	8

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 8 day of September. Time: 7:00 pm.

Watch Bitrix24 Training Videos

https://www.youtube.com/watch?v=sA0lol5f6KE&list=PLnJMQShIVjslknxGM-1JpwFQszzvsoTKf

Task owner:Beta
Assignee:New user
Deadline:7 days
Recurrence:Every day. Time: 7:00 pm.

Graphics

Graphics - Annual Badge Designs

Task owner:Beta
Assignee:Beta
Deadline:300 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 5:00 am.

Graphics - Con Book

Con book generally takes 2 weeks to print. See https://www.shortrunprintingltd.com/Calculator.php to get a quick quote.

Keep in mind that qty affects lead time. in 2015 we could have given ourselves a whole weekend over 200pcs because I intended on buying 2500 and then at the last minute changed it to 2300 and it gained us a full business day WHICH WOULD HAVE GIVEN US A WHOLE WEEKEND MORE OF PREP TIME. So figure out dates based on qty.

Qty should be roughly the previous year attendance +300 pieces.

In prior years we've used 0.375" bleeds and margins. It looks like Short Run has switched to 0.125": https://www.shortrunprintingltd.com/Resources/InDesign/BleedLayout/

Task owner:Beta
Assignee:Beta
Deadline:160 days
Project:Graphics
Participants:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of May. Time: 6:00 pm.

Graphics - Facebook Ad

Need to start pushing the hotel rooms on facebook. Need to make a post and pay for it to hit all the people.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of July. Time: 5:00 am.

Graphics - T-shirt Design

2 or 3 color shirt

Task owner:Beta
Assignee:Beta
Deadline:270 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 12:00 am.

Graphics - Annual Coloring Book Pages

Take current mascots and design/print coloring book pages.

In 2015 we retrieved 123 pages of art total.
2016 was like 38 pages but that was also a terrible art location.

Print 50-100 pages per character.

Task owner:Beta
Assignee:Beta
Deadline:310 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 12:00 am.

Graphics - Set up Facebook Event

Task owner:Beta
Assignee:Beta
Deadline:120 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 5:00 am.

Put Con Book Up on Site

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Observers:Thomas Kelly, Sam Hanes
Recurrence:Every 8 day of September. Time: 5:00 am.

Graphics - Signage to print

What signs do we need to print?

Task owner:Beta
Assignee:Beta
Deadline:320 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 5:00 am.

Annual Age Badge for ID checkers

Update our info badge for the date that you need to be born on to be able to attend 18+ programming.

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of September. Time: 5:00 am.

Graphics - Make or Choose Annual Mascot(s)

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 5:00 am.

Graphics - 4x6 Fliers

The vast majority of our annual designs are based around the fliers. Design them well.

In 2014 we orderd 22k (had to reorder some partway through the year because 10k wasn't enough) In 2015 we ordered 30k In 2016 we ordered 30k In 2017 we ordered 25k.

Needs 2 weeks to print.

Must have fliers before Fanime, but there are other cons in spring that would be good to have fliers for

Send flattened psd or pdfs to [email protected]; [email protected]

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 7:00 pm.

Graphics - 11x17 Poster

Task owner:Beta
Assignee:Beta
Deadline:120 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of January. Time: 5:00 am.

Graphics - Pins/Buttons for the year

usually 1 per mascot

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 5:00 am.

Graphics - Badge Flavor Text

For staff badges

Task owner:Beta
Assignee:Beta
Deadline:170 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of May. Time: 5:00 am.

Graphics - Social Media Files

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Graphics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of December. Time: 5:00 am.

Get with Jackie about the CONventional comic for SNAFU Con

Task owner:Beta
Assignee:Sam Hanes
Deadline:No deadline
Project:Graphics
Participants:Beta, Thomas Kelly
Recurrence:Every 1 day of March. Time: 5:00 am.

Move dropbox files to bitrix to clear out working space

Task owner:Beta
Assignee:Beta
Deadline:100 days
Project:Graphics
Participants:Sam Hanes, Saffron G
Recurrence:Every 1 day of January. Time: 5:00 am.

Guests

FINALIZE ALL GUEST CRAP

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Guests
Participants:Thomas Kelly, Sam Hanes
Observers:Amber Snider, Cassandra Much
Recurrence:Every third Wednesday of August. Time: 5:00 am.

Approved Guest (name)

Check this off when all the subtasks are complete and guest is set for this year. Create/change/remove subtasks as needed.

Task owner:Beta
Assignee:Beta
Deadline:25 days
Project:Guests
Participants:Amber Snider, Cassandra Much
Observers:Beta, Thomas Kelly, Sam Hanes, Natasha Roadruck
Recurrence:Every day. Time: 11:00 pm.

Generate Guest Contract from Template

Use the attached contract template to create a contract. There are selectable sections below the basic information and above the contract text that add in contract text.
Make sure to delete any selectable sections that aren't needed or should be blank to avoid weird spacing.
Save template as a new file in the appropriate guest folder (create a new one as needed)
Send contract text to Llama and Beta for review.

Task owner:Beta
Assignee:Beta
Deadline:5 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 11:00 pm.
Files:2018 Guest Contract Template.dotx

Get Contract Approved

Task owner:Beta
Assignee:Beta
Deadline:6 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

Contract the Guest

Send the contract to the guest and receive the signed version back. Put the signed contract in bitrix and Evernote.

Task owner:Beta
Assignee:Beta
Deadline:10 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

Does Guest Get a Table?

Send applicable guest table contract to guest and get it signed. Upload and update things as appropriate.

Task owner:Beta
Assignee:Beta
Deadline:15 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

Does Guest have Entourage members?

Make sure that any and all entourage members are registered correctly and marked as a group member of the guest's

Task owner:Beta
Assignee:Beta
Deadline:15 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

Enter Guest Appearance Check in QuickBooks

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Guests
Participants:Thomas Kelly, Sam Hanes
Observers:Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

Do they receive a flight?

What is that flight info? (name, birth date, airport, arrival/departure dates, flight preferences)

Amy is responsible for booking the flight but Guest Head is responsible for keeping track of that flight information once booked. Do not check this task off if the guest needs a flight and it's not booked yet.

Task owner:Beta
Assignee:Beta
Deadline:20 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes
Observers:Amber Snider, Cassandra Much
Recurrence:Every day. Time: 10:00 pm.

Make sure the bio on the website is fully updated and typo-free

Make sure to very closely read the bio so there aren't any typos!

Make sure bio makes sense. Does the bio tell you WHY they're a guest?

Task owner:Beta
Assignee:Beta
Deadline:15 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 11:00 pm.

Guest Panels

Task owner:Beta
Assignee:Beta
Deadline:25 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

Per diem amounts

Task owner:Beta
Assignee:Beta
Deadline:20 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes
Observers:Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

travel reiumbursements

Task owner:Beta
Assignee:Beta
Deadline:20 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

hotel information (name, nights, bed count, checkin and out dates)

Task owner:Beta
Assignee:Beta
Deadline:20 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider, Cassandra Much
Recurrence:Every day. Time: 9:00 am.

Schedule Guest Panels for (edit to update name)

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:35 days
Project:Programming
Participants:Amber Snider, Cassandra Much
Observers:Thomas Kelly, Sam Hanes
Recurrence:Every day. Time: 9:00 am.

Email Guest Announcement

As soon as we have all the guests contracted, we need to put together a guest announcement to go to the whole mailing list.

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Guests
Participants:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of August. Time: 5:00 am.

Logistics

Annual Con Layout

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes, Sam Schuler, Amber Snider, Nuriko Windchaser, Dragon Paragon, Cassandra Much, Ami noMiko, John Mallari, omega_m, Natasha Roadruck
Recurrence:Every 15 day of February. Time: 7:00 pm.

Signage and Easel Locations

Get on map and make sure we have it printed or in the printing process.

Task owner:Beta
Assignee:Beta
Deadline:30 days
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every day. Time: 7:00 pm.

Checklist

Panel Main
Panel/Video
Vid Main
Karaoke
Tabletop
Artist Alley 1 of 2
Artist Alley 2 of 2
Vendors 1 of 2
Vendors 2 of 2
Map of Con Floor
T-shirts (1 of 3) Reg area
T-shirts (2 of 3) Main area
T-shirts (3 of 3) upstairs
Color Codes
AA Traffic Signs (1 of 2)
AA Traffic Signs (2 of 2)
Volunteer! (1 of 3) Standing Banner
Volunteer! (2 of 3) Standing Banner
Volunteer! (3 of 3) Standing Banner
No Harassment (1 of 2)
No Harassment (2 of 2)
Dry Event (1 of 2)
Dry Event (2 of 2)
Welcome to SNAFU Con (1 of 2) Reg is over there
Welcome to SNAFU Con (2 of 2)
Panel Checkin
Rovers / Peace Bonding / Lost & Found
Panels upstairs
Reg (arrow)
Paid reg
Unpaid Reg
Special Reg
Cosplay repair station
Info Desk

Choose Rooms

What rooms are where? What's panel room and what's video? Where is Artist Alley? Etc.

Task owner:Beta
Assignee:Beta
Deadline:15 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every day. Time: 7:00 pm.

Stage(s)

Figure out where the main and any secondary stages (gaming?) are going to be. See wiki for basic stage info. http://snafucon.com/wiki/Stage

Task owner:Beta
Assignee:Beta
Deadline:20 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes, Sam Schuler, Amber Snider
Recurrence:Every day. Time: 7:00 pm.

Merchants Layout

Task owner:Beta
Assignee:Beta
Deadline:15 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes
Observers:Nuriko Windchaser, Ami noMiko, omega_m

Checklist

Vendors
Artist Alley
Clubs/Orgs/Guests

Registration Line Tape

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes, Cassandra Much
Recurrence:Every day. Time: 7:00 pm.

Pipe & Drape

Around stages and storage. Where else?

Task owner:Beta
Assignee:Beta
Deadline:45 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every day. Time: 7:00 pm.

Tables & Chairs

Lay out tables and chairs across the whole con. (AA should probably already be laid out. This is for everything else)

Task owner:Beta
Assignee:Beta
Deadline:45 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari, Natasha Roadruck
Recurrence:Every day. Time: 7:00 pm.

Checklist

Registration
Tabletop
Game Room
Main Area
Panel Rooms
Vendors (if any?)
Don't forget a dedicated flier table

Stanchions

We have 40 stanchions that span 11' (max) each. Where go?

Task owner:Beta
Assignee:Beta
Deadline:45 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every day. Time: 7:00 pm.

Water & Trash Cans

There should be a minimum of 1 water station and 1 trash can in each room.

Some rooms (like main area, reg, gaming) need more.

Task owner:Beta
Assignee:Beta
Deadline:45 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every day. Time: 7:00 pm.

Order Tables

Tables will be picked up Thursday afternoon and returned Monday afternoon.

In 2015 we got 80. In previous years we got 50.

No chairs (if possible).

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of September. Time: 7:00 pm.

Take logistics pictures of the con

Need pictures of our setup to reference for next year's map. Need sign placement, table placement, line placement, etc.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Logistics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of October. Time: 5:00 am.

Print Logistics Maps

Logistics should have a printout of all the rooms and how they should be set up.

Print out different views for certain things.

Things like signage clutter up the map, so probably have a map with signs layer turned on and off.

May be good to print like 3 copies so they can float as needed. Plus a PDF in Dropbox so it can be easily accessed by other staff and printed again if needed.

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Logistics
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of September. Time: 7:00 pm.

Schedule the truck

Book online at https://www.budgettruck.com/business

We pick up the Wednesday before con and return the Monday after. Our drop-off time on Monday is the same as our pickup time on Wednesday, so they need to be balanced. 3:00 PM has been good in previous years. We want a 24' - 26' truck. A lift gate is absolutely required. In previous years we've used a mileage estimate of 100. We prefer to pick up at the 1595 Marietta location in Sparks. Don't book any add-ons like hand trucks or moving blankets; we have those. The receipt should go to [email protected]

Task owner:Beta
Assignee:Sam Hanes
Deadline:180 days
Project:Logistics
Observers:Beta, Thomas Kelly
Recurrence:Every 1 day of January. Time: 7:00 pm.

Annual logistics inventory

We need to inventory all our consumables in storage so we know what we need to buy.

Task owner:Sam Hanes
Assignee:Sam Hanes
Deadline:No deadline
Project:Logistics
Participants:Beta, Thomas Kelly, Nuriko Windchaser, Amalthea Heartilly
Recurrence:Every 1 day of January. Time: 12:00 pm.

Type up Annual Logistics Inventory Results

Task owner:Beta
Assignee:Beta
Deadline:300 days
Project:Logistics
Recurrence:Every 1 day of January. Time: 5:00 am.

Put together logistics inventory spreadsheets

Take last year's spreadsheet and update the numbers for this year. Do whatever organization is necessary and print them for the inventory

Task owner:Beta
Assignee:Beta
Deadline:200 days
Project:Logistics
Recurrence:Every 1 day of January. Time: 5:00 am.

Registration

Set Alarm for Bank Run

Make sure important Reg people like Sammich, Thomas, Cassy, and any assitants also have alarms set in their phones.

Make sure money gets dropped off and if necessary buy change.

We should have the following in the box earmarked for vol refunds: 1 roll of pennies, 1 roll of nickles, 1 roll of dimes, 2 rolls of quarters, $100 in ones, $100 in fives, $200 in tens.

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Registration
Participants:Beta, Thomas Kelly, Sam Hanes, Cassandra Much
Observers:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of September. Time: 2:00 pm.

Email Users Without Badges

Double-check that it only goes back like 3 years in the code before sending the email.

Task owner:Beta
Assignee:Beta
Deadline:7 days
Project:Registration
Recurrence:Every 1 day of September. Time: 7:00 pm.

Harp on Staff Who Need Meetings

At some point there will be fewer than 3 meetings left.

Use this query to figure out who needs to be bothered.

SELECT u.first,u.last,u.email,
(
 SELECT count(m.id)
     FROM meetings as `m`
     LEFT OUTER JOIN meeting_checkin as `ch` on (ch.meeting_id = m.id)
 where
ch.user_id=staff.user_id
and
year =  YEAR(CURDATE())
     group by user_id
) as meetingcount

FROM staff as staff
left outer join user_info as u on (u.user_id = staff.user_id)
where staff.year =  YEAR(CURDATE())

/* only active staff*/
and active = 1

/* remove volunteers */
and staff.rank <7

/* remove staff that have submitted an excusal request*/
and staff.user_id not in
(
     SELECT user_id
 from meetings_excusal
     WHERE year= YEAR(CURDATE())

)

/* remove staff that have been to more than 2 meetings */
and staff.user_id not in
(
     SELECT user_id
     FROM meetings as `m`
     LEFT OUTER JOIN meeting_checkin as `ch` on (ch.meeting_id = m.id)
 where year =  YEAR(CURDATE())
     group by user_id
     having count(m.id)>2
)
group by u.first,u.last,u.email

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Registration
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of August. Time: 7:00 pm.

Figure Out Registration Hours

Look at last year's checkin times to get an idea of what our hours and staff need is.

https://register.snafucon.com/admin/registration/hours/2020

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Registration
Participants:Thomas Kelly, Sam Hanes
Observers:Cassandra Much
Recurrence:Every 1 day of August. Time: 5:00 am.

Start a conversation

Hey there,
I just wanted to see how con went for you this year. Did you have any issues with any of our staff, or any problems of any kind that I can report at our next meeting? (Or good things. I like hearing good things, too.)
Just wanted to check in and see if you had anything to say. Let me know.
Thanks, (name & sig)

Rather than send a survey or a formalish sounding email . . . open a conversation. With 2000 people. See how it goes. With the call to action and the casual feel, we'll probably get a lot of valuable feedback and contacts we wouldn't otherwise get from something more form-lettery or official.

Send from Reg or HR so replies dump into RT.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Registration
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of January. Time: 5:00 am.

VIP Letter

This gets stuffed with the VIP bags.

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Registration
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari
Recurrence:Every 1 day of August. Time: 6:00 am.

Staff Letter

Make sure to let people know

how they're getting food
Basic policies
When/where the staff dinner will be

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Registration
Participants:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of August. Time: 6:00 am.

Make YPS reports

Assemble a cover page and some pages of yellow pad. (count?)

Make sure there are at least 15-20 blanks, ready for con.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Registration
Participants:Thomas Kelly, Sam Hanes, Cassandra Much
Recurrence:Every 1 day of January. Time: 5:00 am.

Bag Stuffing

At-Con Bags - Red - ~1600

Con book
8.5x11 calendar
Large schedule

Pre-Reg Bags - Teal - ~560

Con book
8.5x11 calendar
Pocket schedule

VIP - Clear - 120

Con book
8.5x11 calendar
Pocket schedule
Alice poster (11x17)
Zelda postcard
11x17 calendar
Coloring book
SNAFU Lanyard
Badge clip
Poker chip $5 coupons (Red)
Paint N Take Coupon

Guest - White - 17

Con book
8.5x11 calendar
Pocket schedulez
Zelda postcard
SNAFU Lanyard

Staff - Yellow - 60

Con book
8.5x11 calendar
Pocket schedule
Coloring book
SNAFU Lanyard
Badge clip
Poker chip thank you (Pink)
Staff (Ask Me) Button
Staff Ribbon

- Staff VIP was a yellow bag dropped in a clear VIP bag with the difference between staff/VIP added

Task owner:Beta
Assignee:Beta
Deadline:135 days
Project:Registration
Recurrence:Every 6 months, create on the day 1. Time: 6:00 am.

HR

Remind people to apply for meeting excusal.

Go here: https://secure.snafucon.com/registration/admin_excusal.php Press the REASONS! button.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:HR
Recurrence:Every 1 day of August. Time: 5:00 am.

Make sure pending excusal requests get handled

https://secure.snafucon.com/registration/admin_excusal.php

Task owner:Beta
Assignee:Beta
Deadline:15 days
Project:HR
Observers:Thomas Kelly
Recurrence:Every 15 day of September. Time: 2:00 pm.

Staff Contract

Review current staff contract for possible changes. Update dates. Make new one for current year.

Task owner:Beta
Assignee:Beta
Deadline:200 days
Project:HR
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari
Recurrence:Every 1 day of January. Time: 5:00 am.

Pester Previous Staff to Apply

Reach out to every high staff and possibly every general staff from last year and ask if they want to apply this year. Help them if needed.

Task owner:Beta
Assignee:Beta
Deadline:230 days
Project:HR
Participants:Thomas Kelly, Sam Hanes, Cassandra Much
Observers:Dragon Paragon, John Mallari
Recurrence:Every 1 day of January. Time: 5:00 am.

Cosplay

Cosplay - Plan the Masquerade

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Sam Schuler, Ray Johnson
Observers:Thomas Kelly, Sam Hanes, Amber Snider, Natasha Roadruck
Recurrence:Every 1 day of December. Time: 5:00 am.

Review and Update Judging Forms

Contact last year's judges for tips on revamping the forms.

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Observers:Sam Schuler, Ray Johnson
Recurrence:Every day. Time: 7:00 pm.

Review & Update Masquerade Rule on Site

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta, Sam Schuler, Ray Johnson
Recurrence:Every day. Time: 7:00 pm.

Review & Update Judge's Instructions on Wiki

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Make Sure Programming Schedules Things

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Sam Schuler, Ray Johnson, Natasha Roadruck
Recurrence:Every day. Time: 7:00 pm.

Checklist

Masquerade
Rehearsal
Craftsmanship Judging
Reception

Find/Buy Masquerade Prizes In Theme

Task owner:Beta
Assignee:Beta
Deadline:300 days
Project:Cosplay
Participants:Ethan Campbell
Recurrence:Every day. Time: 7:00 pm.

Buy Baskets for Prizes

Buy something like 9+ baskets from a thrift store

Task owner:Beta
Assignee:Beta
Deadline:300 days
Project:Cosplay
Participants:Beta, Ethan Campbell
Recurrence:Every day. Time: 7:00 pm.

Make Sure We Have Enough Clear Wrap For Prizes

Beta can buy more if we need more.

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Bundle Up Prize Baskets

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Find/Determine Judges (Guests?)

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Email Judges' Instructions to Judges

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Put Together Masquerade Logistics Box

This box is specifically for things related to the masquerade and should follow the staff to the Masquerade events (rehearsal, judging, show, and reception)

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every day. Time: 7:00 pm.

Checklist

Clipboards (between 5 and 10)
Copies of the Judges' Instructions
Craftsmanship judging forms
Performance judging forms
pack of pens
yellow pads (4ish)
Blank Masquerade signup forms
Printed / filled in signup forms for pre-signsups
Poker chips
Masquerade fact sheets
50-ish pages of blank paper (for printer)
binder clips (mini size, at least 30)
post-it notes
band aides
hand sanitizer
tissues

Plan for a Color Printer During the Rehearsal

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Observers:Thomas Kelly, Sam Hanes, Amber Snider
Recurrence:Every day. Time: 7:00 pm.

Email the Info on the Masquerade

Email the "Masquerade Interest" group in mailchimp to let people know the signups are open.

Task owner:Beta
Assignee:Beta
Deadline:120 days
Project:Cosplay
Participants:Ethan Campbell
Recurrence:Every day. Time: 7:00 pm.

Cosplay - Determine & buy annual hall cosplay ribbons

Task owner:Beta
Assignee:Beta
Deadline:300 days
Project:Cosplay
Participants:Thomas Kelly, Sam Hanes, Ethan Campbell
Recurrence:Every 1 day of April. Time: 5:00 am.

Cosplay - Plan Cosplay Chess

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every 1 day of December. Time: 5:00 am.

Schedule Cosplay Chess With Programming Dept

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Make sure Board is in good repair

Repair as needed, wash as needed, etc. Do any maintenance required.

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Make Sure There's a Location Planned

Probably tabletop.

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Cosplay - Plan Meetups

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every 1 day of December. Time: 6:00 am.

Determine what meetups to run

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Schedule meetups

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Determine who is running which meetups

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Cosplay - Plan Cosplay Repair

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every 1 day of December. Time: 6:00 am.

Review the Cosplay repair box for items

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Budget request missing/needed cosplay repair items

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Schedule the cosplay repair station

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Cosplay - Plan Cosplay Panels

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every 1 day of December. Time: 6:00 am.

Encourage cosplayers to run panels (cosplay staff included)

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Help cosplayers sign up for panels

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Make sure programming schedules panels

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Recurrence:Every day. Time: 7:00 pm.

Make sure cosplay panelists show up to their panels

Task owner:Beta
Assignee:Ethan Campbell
Deadline:300 days
Project:Cosplay
Participants:Beta
Observers:Natasha Roadruck
Recurrence:Every day. Time: 11:00 pm.

Programming

Schedule Hentai Screening

If we haven't scheduled a hentai screening yet, we probably should in the next month or so.

Task owner:Beta
Assignee:Sam Hanes
Deadline:45 days
Project:Programming
Participants:Beta, Thomas Kelly, Sam Hanes, Natasha Roadruck
Recurrence:Every 1 day of June. Time: 2:00 pm.

export panel tech requirements list

The list of panel tech requirements needs to be exported right before con and given to Amber/tech.

Task owner:Sam Hanes
Assignee:Natasha Roadruck
Deadline:30 days
Project:Programming
Participants:Beta, Thomas Kelly, Sam Hanes
Observers:Amber Snider
Recurrence:Every 1 day of September. Time: 6:00 am.

Graphics - VIP Signs

Make sure there are VIP signs for the front row in big events.

VIP signs should be preprinted and in the panels box, but the file is simple enough to remake as needed.

Make sure to tell printing how many to print

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:5 days
Project:Programming
Observers:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of October. Time: 7:00 pm.

Social media posts for fan panels

Create 12 different posts for social media.

They need to be worded slightly differently, no more than 140 characters, and ideally have a picture for each one for maximum results.

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:No deadline
Project:Programming
Observers:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 15 day of March. Time: 7:00 pm. Stop: 30.09.2017.

Video Programming Permissions

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:185 days
Project:Programming
Participants:Sam Hanes
Observers:Beta, Thomas Kelly
Recurrence:Every 1 day of January. Time: 7:00 pm.

Funimation

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:No deadline
Observers:Beta, Sam Hanes
Recurrence:Every day. Time: 7:00 pm.

Crunchyroll

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:No deadline
Participants:Sam Hanes
Observers:Beta
Recurrence:Every day. Time: 9:00 am.

Rightstuf

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:No deadline
Participants:Sam Hanes
Observers:Beta, Thomas Kelly
Recurrence:Every day. Time: 7:00 pm.

Viz

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:No deadline
Participants:Sam Hanes
Observers:Beta, Thomas Kelly
Recurrence:Every day. Time: 7:00 pm.

Media Blasters / Kitty Media

Task owner:Beta
Assignee:Sam Hanes
Deadline:No deadline
Participants:Beta, Thomas Kelly, Natasha Roadruck
Recurrence:Every day. Time: 9:00 am.

Animeworks

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:No deadline
Observers:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every day. Time: 7:00 pm.

Reviewing the public facing fan panel informational page

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:No deadline
Project:Programming
Observers:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of March. Time: 7:00 pm.

Review, clean, and otherwise handle RT Queue(s)

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:7 days
Project:Programming
Recurrence:Every 2 weeks (Friday). Time: 7:00 pm. Stop: 18.10.2017.

Do a final proofread on all the panel titles and descriptions

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:30 days
Project:Programming
Participants:Sam Hanes
Observers:Beta, Thomas Kelly
Recurrence:Every 15 day of August. Time: 7:00 pm.

Create a badge checking schedule

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:60 days
Project:Programming
Observers:Beta
Recurrence:Every 1 day of August. Time: 7:00 pm.

Prep panel envelops, or counting system

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:30 days
Project:Programming
Participants:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of September. Time: 7:00 pm.

E-mail panel reminders to performers

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:40 days
Project:Programming
Observers:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 20 day of August. Time: 7:00 pm.

Prep panel check-in instructions

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:120 days
Project:Programming
Observers:Beta
Recurrence:Every 1 day of June. Time: 7:00 pm.

Find video showing solution ( probably ripping dvd's )

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:60 days
Project:Programming
Observers:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of August. Time: 7:00 pm.

Review all guest panels for accuracy

Make sure all guests have their panels scheduled and all the information looks accurate before the con book and schedule go to print.

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:30 days
Project:Programming
Participants:Beta, Thomas Kelly, Sam Hanes
Recurrence:Every 20 day of August. Time: 7:00 pm.

Programming to talk to Tech to see how any new equipment will effect things

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:30 days
Project:Programming
Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider
Recurrence:Every 1 day of June. Time: 7:00 pm.

Create slides for main stage schedule slideshow

Task owner:Beta
Assignee:Sam Schuler
Deadline:30 days
Project:Programming
Participants:Beta, Thomas Kelly, Natasha Roadruck
Observers:Amber Snider
Recurrence:Every 1 day of September. Time: 7:00 pm.

Add Default Panels to Each Year

Task owner:Ray Johnson
Assignee:Natasha Roadruck
Deadline:180 days
Project:Programming
Participants:Sam Hanes
Observers:Beta
Recurrence:Every 1 day of January. Time: 7:00 pm.

Email "Last Chance to Submit Panels"

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:30 days
Project:Programming
Participants:Thomas Kelly, Sam Hanes, Natasha Roadruck
Observers:Beta
Recurrence:Every 1 day of September. Time: 6:00 am.

Email "Panel Submissions Open"

Task owner:Beta
Assignee:Natasha Roadruck
Deadline:120 days
Project:Programming
Observers:Thomas Kelly, Sam Hanes
Recurrence:Every 1 day of January. Time: 6:00 am.

Open Panel Applications

Task owner:Beta
Assignee:Thomas Kelly
Deadline:No deadline
Project:Programming
Participants:Beta, Thomas Kelly, Sam Hanes, Natasha Roadruck
Recurrence:Every 1 day of January. Time: 5:00 am.

Merchants

Merchant Sales Tax

Needs to be calculated and turned in within two weeks from the event.

Task owner:Beta
Assignee:Beta
Deadline:14 days
Project:Merchants
Observers:Thomas Kelly, Sam Hanes, Nuriko Windchaser, omega_m
Recurrence:Every 1 day of October. Time: 7:00 pm.

Merchant Contracts

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Merchants
Participants:Thomas Kelly, Sam Hanes, Llama (Tyler), Tim Hof
Observers:Nuriko Windchaser, Ami noMiko, omega_m
Recurrence:Every 1 day of January. Time: 7:00 pm.

Update Vendor public-facing webpage

Task owner:Beta
Assignee:omega_m
Deadline:200 days
Project:Merchants
Participants:Beta
Recurrence:Every 1 day of January. Time: 5:00 am.

Update Merchant Info Card

Changes aren't expected, but should check with heads to ensure they don't have any

Task owner:Beta
Assignee:Beta
Deadline:300 days
Project:Merchants
Participants:Sam Hanes, Nuriko Windchaser, omega_m
Recurrence:Every 1 day of January. Time: 5:00 am.

Marketing

Last Chance to Get a Room Blast

Send out email and post to Social Media - last chance to get a room! Or deadline approcheth. Or something.

Task owner:Beta
Assignee:Beta
Deadline:30 days
Project:Marketing
Participants:Thomas Kelly, Sam Hanes
Observers:Dragon Paragon, John Mallari
Recurrence:Every 1 day of September. Time: 5:00 am.

Review and Change All Social Media Passwords

Make sure to reshare passwords as needed. Review settings. Make sure everything is copacetic.

Task owner:Beta
Assignee:Beta
Deadline:60 days
Project:Marketing
Participants:Thomas Kelly, Sam Hanes
Observers:Nuriko Windchaser, Ami noMiko
Recurrence:Every 1 day of December. Time: 5:00 am.

VIP Swag

Most of these are ideas but some must happen. Check off or delete as necessary.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Marketing
Recurrence:Every 1 day of January. Time: 5:00 am.

Mailchimp blast about hotels being open

This generally goes to the hotel interest group, not all-list.

Copy last year's from mailchimp and edit.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Marketing
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
Recurrence:Every 1 day of January. Time: 5:00 am.

All-list blast: Register now!

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Marketing
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
Recurrence:Every 1 day of January. Time: 5:00 am.

Press Push

send an email to the press interest group to tell them how to join as press

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Marketing
Participants:Thomas Kelly, Sam Hanes, Tasha Costa, Dragon Paragon
Recurrence:Every 1 day of January. Time: 5:00 am.

Masquerade alert

email the masquerade group to let people know when they can sign up

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Marketing
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, Ethan Campbell
Recurrence:Every 1 day of January. Time: 5:00 am.

Pre-con final all-list push

A couple weeks before con, send a final email to the whole list to give info about stuff going on and other information about the upcoming convention to remind people it's happening and make a final reg-push

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Marketing
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
Recurrence:Every 1 day of January. Time: 5:00 am.

Guest alert

About a month or a month and a half before con, gather the guest information into an email and blast it to the whole list.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Marketing
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
Recurrence:Every 1 day of January. Time: 5:00 am.

Panelists push

Ask for panelists on the relevant interest group

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Marketing
Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, Natasha Roadruck
Recurrence:Every 1 day of January. Time: 5:00 am.

Tabling

Reach out to BLFC about table swap

Or tabling in general

Task owner:Beta
Assignee:Thomas Kelly
Deadline:30 days
Project:Tabling
Participants:Beta, Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari
Recurrence:Every 1 day of February. Time: 7:00 pm.

RAGE Con

Tabling and possible FU Show

Task owner:Beta
Assignee:Thomas Kelly
Deadline:No deadline
Project:Tabling
Participants:Beta, Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari
Recurrence:Every 1 day of March. Time: 7:00 pm.

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
Recurrence:Every 1 day of December. Time: 6:00 am.

Download Check Copies from WF

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 7:00 pm.

BST Entries to SCIENCE QB

We used to have to do a fill K1 but now that they're part of SCIENCE, we just need to complete the books, generate a P&L, and use it to enter into the 69100 accounts (BST Expenses)

GL entry DR BST expenses (And BST COGS As necessary) CR Income from BST Operations

Change 16010 Equity should DR income, CR loss. "Net Income from BST [year]"

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

Port of Subs check for unlimited drinks

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

BST invoice

We owe BST something for using the product

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

S&B Invoice

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

BST Bill for Reg.Works

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

Complete BST Books

Remember that I closed the Use tax account. File any use tax through SCIENCE.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

Checklist

VPS Dime invoices downloaded and entered into Quickbooks
Rackspace
DID for Sale
Namecheap
Business License (Due by end of March)
Facebook Ads
Any Owners Investments of reimbursables
Make sure all vendors are reconciled
Reconcile Bank
Invoice SCIENCE for Reg.Works for the needed amount to cover the year; min $500
Close Retained Earnings to Equity

Check entered for BST / Reg.Works

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

Handle Dorms A/R

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

Equity percentage changes (before filing!)

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

GL entry for vendor taxes to petty cash

GL Entry to move Money from 60060 Vendor's Taxes (CR) to Petty Cash (DR).

This should match the bank deposit, the actual cash given to us by vendors.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

BST Intercompany Clearing

Clear out the Intercompany Clearing account by writing an invoice to BST. Make sure to break it up by vendor.

Namecheap
Secretary of State
VPSDime

As applicable.

Make sure the AMEX cashback has been calculated first and include it in the invoice amounts.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Recurrence:Every day. Time: 11:00 pm.

Import Reg from BACON

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Review BACON Entries

On the BACON transactions page there's a link to upload sales receipts from QB to auto-match the ones that match. Use that

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 11:00 pm.

Annual Turbo Tax

https://turbotax.intuit.com/small-business-taxes/

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Checklist

Buy
Install
Find Previous Year for Import

Reconcile All Accounts

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Reconcile Bento

Instructions inside https://snafucon.bitrix24.com/workgroups/group/56/wiki/Reconciling+Statements/#PayPal3

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Reconcile Paypal

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Reconcile Checking

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Reconcile Savings

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Reconcile AMEX

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Petty Cash Reconcile

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Square reconcile

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Figure out Registration Liabilities & Move Non-Liabilities to Income

DR the Liability, CR the income

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Any Refund Checks?

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Figure out Reimbursables

Enter all reimbursables and generate checks for them

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Checklist

Enter Reimbursables
Generate Checks for Reimbursables
Update Use Tax Return for Reimbursables (probably add to October)

Clear Vendors Accounts (phone.com, etc)

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Checklist

VPSDime
Phone.com
Public Storage
Nevada Department of Taxation
Namecheap
MXRoute
City of Reno
BST

Sales & Use Tax

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Make Sure ASCAP is handled

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Closing Entries

Retained earnings

Beta Equity

Thomas Equity

Sammich Equity

Closing Retained Earnings to Equity

Equity $

Draws $

Closing Draw account

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

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

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 11:00 pm.

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?

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Facebook expense on personal card

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

Facebook Ads

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 7:00 pm.

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.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:SCIENCE Administration
Recurrence:Every day. Time: 11:00 pm.

Venue

Pay Venue

Venue needs like a 50% deposit.

Task owner:Beta
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.

Task owner:Beta
Assignee:[Venue Liaison]
Deadline:7 days
Project:Venue
Participants:[Owners] [Chairs]
Recurrence:Every 1 day of September. Time: 7:00 pm.

Complete & Submit BEOs

Task owner:Beta
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.

Task owner:Beta
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

https://wiki.snafucon.com/wiki/Room_Block_Spreadsheet

Task owner:Beta
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

Task owner:Beta
Assignee:[Venue Liaison]
Deadline:No deadline
Project:Venue
Participants:Thomas Kelly
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

Task owner:Beta
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.

Task owner:Beta
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.

https://wiki.snafucon.com/wiki/Press_Release

Task owner:Beta
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.

https://wiki.snafucon.com/wiki/Press_Kits

Task owner:Beta
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

Task owner:Beta
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.

Task owner:Beta
Assignee:Beta
Deadline:No deadline
Project:Convention Administration
Participants: [Owners] [Chairs]
Recurrence:Every 2 day of September. Time: 7:00 pm.

Schedule Staff meetings

Task owner:Beta
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.

https://www.tieoutlet.com/

Task owner:Beta
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

Task owner:Beta
Assignee: Beta
Deadline: No deadline
Project: Convention Administration
Participants: [Owners]
Recurrence: Every 1 day of May. Time: 5:00 am.