2024 Meeting Notes

Staff Meeting Summary 2024-06-22

Convention Updates

• Convention Announcement:
  • We're having a convention! The contract is signed with the Reno Sparks Convention Center for a Nov 1-3 convention. We have the space from Wednesday to Monday.
• Website and Registration:
  • Convention dates updated on the website.
  • Additional updates needed.
  • General registration expects to open by the end of the weekend.
  • Staff registration will open alongside general registration, even without the staff contract being ready.
  • Staff contract is being worked on by Natasha.
• Need for Staff:
  • Emphasis on the need for more staff.
  • Encouragement for current staff to recruit friends.

Staff Recruitment

• Introduction of New Staff Member:
  • TheUltimateDragon (William) introduced as the new head of the game room.
  • Plans to involve the local fighting game community, with 20 to 30 active members.

Department Updates

• Game Room Logistics:
  • William plans to bring in his community for the game room.
  • Discussion on the availability of consoles and other equipment. We may need to source consoles.
• Separation of Main Stage and Gaming Areas:
  • Main stage and gaming areas will be separated at the new venue.
• Beta's Role Change:
  • John has stepped down as vice chair and gaming head.
  • Beta has stepped down as vice chair and is stepping back from some responsibilities.
  • Beta's focus will largely be on continuous improvement and documentation to streamline processes.
  • Tim is now a vice chair and will be more involved in ensuring tasks are completed.
• Recognition of Efforts:
  • Cupcake Doll recognized for consistent efforts in keeping things moving.

Pricing and Budget

• Convention Pricing:
  • Weekend passes likely $60.
  • Individual day passes expected to be $30, with possible higher price for Saturday.
• Vendor Pricing:
  • Vendor table prices will increase slightly.
• Prize Procurement:
  • Discussion on handling prizes for the convention.
  • Tighter budget than usual this year, need for smart procurement.

Marketing and Promotion

• Marketing Efforts:
  • Urgent need to start marketing the convention.
  • Plans to distribute business cards and possibly larger flyers or posters.
• RAGECON Presence:
  • Potential for having a table at RAGECON to promote the convention.
  • Discussion on staffing the table and badges.
• Community Engagement:
  • Importance of engaging with the local community through various events.

Social Media and Streaming

• Social Media Activity:
  • Current presence on Facebook and Twitter (X).
  • Need to boost activity on these platforms.
• Streaming Ideas:
  • Streaming tournaments and other events to generate hype.
  • Use of Twitch and YouTube for streaming and promoting the convention.
• Social Media Management:
  • Fae offered to help with social media posts and engagement.
  • Discussion on using Social Pilot for automated posts, with manual posts for Instagram.

Venue and Logistics

• New Venue Details:
  • New venue is the convention center, more expensive but possibly a better fit.
  • Concerns about lighting at the new venue and potential solutions.
• Security Requirements:
  • Need to hire ESI security, details still unclear.

Miscellaneous

• Communication and Collaboration:
  • Encouragement for effective communication and collaboration.
  • Importance of being proactive in managing tasks and responsibilities.

Staff Meeting Summary 2024-07-14

Welcome and Introduction

• The meeting was initiated to discuss updates and plans for SNAFU Con, emphasizing the importance of recruiting more staff.

Website and Marketing Updates

• The website is nearly ready for directing traffic, with social media updates to follow soon.
• Business card-sized flyers are ready, and 4x6 flyers are being prepared for distribution.
• Marketing efforts are expected to kick off in August. Flyers and posters will be distributed at local nerdy businesses.
• Posters will be available closer to the event, no later than the con book release.

Upcoming Conventions and Events

• A list of upcoming conventions and events was provided to schedule possible promotional efforts:
  • August 16-18: GalaxyCon San Jose
  • August 17-18: Con for a Cause (formerly Aerie-Con) in Reno
  • August 30-Sept 1: SacAnime
  • September 7-10: Kaboom Con in Carson City
  • October 14-17: BLFC at GSR
  • October 26-27: YumeConUSA in San Jose
  • November 2-3: Reno Toy Con at GSR
• Additional local events and new shops were suggested as potential flyer distribution points.
  • Kobold’s Keep in Reno
  • New shop in Sparks called "The Coffer"
  • Warhammer store at Summit
• Cosplay meetups and other geek clubs were identified as good opportunities for promotion.
  • Local libraries often have anime and gaming clubs that could be reached out to for promotion.
  • South Reno Library, which has regular Pokémon days for kids.
  • Cosplay for Kindness, a group that runs various events in town and was suggested for potential collaboration.

Staff Recruitment and Contracts

• Emphasis on the prompt signing of staff contracts to avoid last year's issues.
• Encouragement for staff to recruit friends and acquaintances to join the team.
• Discussion on the contract checking process using the existing HR system. (We have to actually make phone calls again to catch stragglers.)

Venue and Layout Plans

• The new convention layout at the Reno-Sparks Convention Center was discussed, including the need for large signs to guide attendees.
• We have all of C, D and E rooms.
• Initial maps were shared, highlighting the layout of C and D halls and the ballroom for vendors and artists.
• Focus on controlling badge points and managing the flow of attendees.
  • We expect to need 5 badge controlled spots

Food and Concessions

• Concerns were raised about the availability of substantial food options at the venue.
  • If you have a request for the concessions stand, send it to Tim.
  • Coordination with Aramark for concessions and the possibility of vendors providing snacks were discussed.

Merchants and Artist Contracts

• Merchant and artist contracts are in progress and will be opened soon.
• A first-come, first-serve approach was proposed for artist alley applications.
• Emphasis on adhering to city deadlines for paperwork submission.
  • City deadline is now 30 days before con instead of the 15 day deadline we used to have.

Partnering with Local Organizations

• Plans to reach out to local professors, science museums, and other educational organizations for panel presentations and partnerships.
• Contact with the Discovery Museum for potential collaboration was initiated.

General Meeting Logistics

• At least one future in-person meeting will be held at libraries to facilitate face-to-face interactions. Possibly more.
• Potential venues for these meetings include South Valleys Library and Sparks Library.

Miscellaneous

• Updates on social media graphics and preparations for the convention were shared.
• A press release will be drafted following the guidelines on the SNAFU Con wiki.
• Reminder to be cautious about staff burnout and to maintain a balanced workload.

Staff Meeting Summary - In Person Meeting 2024-08-10

General Meeting Logistics

• Meeting Issues:
  • Attendance was taken manually due to errors in logging into the system.

• Introductions:
  • Staff members introduced themselves, their roles, and their previous experience with the convention.

Event Planning and Roles

• Staffing:
  • There are several open positions that need to be filled.
  • Current staff are encouraged to take on multiple roles due to the shortage.
  • Beta is stepping back but will still assist with HR, graphics, documentation, and continual improvement.
  • The chair is Tim, who will oversee various departments and tasks.
  • Registration and contract signing for staff will be done online, with no in-person signings allowed.

• Convention Layout:
  • Overview of the venue layout:
    • Artist Alley and Vendor spaces will be located in D1-D3 ballrooms.
    • E1-E3 for video gaming, E9-E10 for tabletop gaming.
    • Main stage, panels, cosplay, and manga library also mapped out.
  • Discussions on the potential need for more lighting in certain rooms, particularly for the Artist Alley.
  • A walkthrough is needs to be scheduled to assess lighting and other venue specifics.
  • Badge control points and door management will be 5 points this year due to venue layout. We may be able to use ESI for two of them.

Programming and Features

• Gaming Room:
  • William (Derp) is the new head of the gaming room and is planning a retro gaming corner.
  • The retro gaming corner will feature classic consoles like PS2, SNES Classic, etc.
  • A tournament is being planned, potentially requiring more PS5 consoles.
  • Volunteers are needed to help with the gaming room.
  • A spreadsheet may be created to track who is bringing what equipment (consoles, TVs, etc.).

• Artist Alley and Vendor Contracts:
  • Artist Alley and Vendor space has been slightly reduced
  • Contracts are almost ready, pending some final details.

• Cosplay:
  • The main lobby area and ballroom lobby are potential spaces for cosplay meetups.
  • Discussion on the benefits of high visibility areas for cosplay meetups.

Marketing and Outreach

• Marketing Initiatives:
  • There is a strong need for increased marketing due to the new venue and the desire to attract a larger audience.
  • Social media efforts need to ramp up, with plans to highlight artists, vendors, and panels.
  • There is a call for everyone to contribute to marketing, especially on social media.
  • Short science videos and other creative content ideas were discussed as potential marketing tools.
  • Plans to advertise on local event pages, including Nevada Appeal and RGJ Events.
  • Potential collaboration with other local events (e.g., toy fair, punk rock market) to cross-promote.

• Outreach to Other Communities:
  • UNR (University of Nevada, Reno) clubs and groups are potential targets for outreach.
  • Suggestions to connect with local businesses like Cap'n Games for retro gaming partnerships.
  • Discussed using UNR’s radio station and event calendars for advertising.

Other Discussions

• Venue Logistics:
  • Badge-controlled areas were discussed, and it's determined that certain doors may be monitored by ESI security.
  • Seating arrangements and areas for interactive activities (like doodle tables) were considered. We may be able to put them out in the main venue space.

• Miscellaneous:
  • Questions were raised about the availability and acquisition of CRTs (for retro gaming), with some potential leads mentioned.
  • Mention of potential storage issues if the con were to acquire CRTs.

• Next Steps:
  • Finalization of contracts and opening up vendor applications.
  • Continued efforts in staff recruitment and training.
  • Preparation for the next walkthrough of the venue.
  • Further development of marketing strategies, including social media engagement and partnerships.

• Mingle Time:
  • After the meeting, there was a designated time for staff to network and discuss roles and tasks further.

Closing Remarks

• The meeting concluded with an open call for any additional questions or ideas from the attendees.
• Those interested in specific roles or tasks were encouraged to speak with Tim or other department heads.

The meeting wrapped up with a reminder that continued collaboration and communication will be key as the convention date approaches.

Staff Meeting Summary 2024-08-30

Logistics and Inventory

• Inventory Day:
  • Scheduled for September 8 at 9:00 AM.
  • Volunteers are needed; early arrival (8:00 AM) is encouraged, though not mandatory.
  • Tasks: The inventory process involves pulling everything out of the storage unit, counting, and then putting it back.
  • Inventory Sheets: There are existing inventory sheets that have been used for the past few years. These may need updating.
  • Digital vs. Paper Inventory: Discussion on whether to digitize the inventory process using phones or continue using paper due to previous difficulties with digital attempts. Currently remaining with paper but will review.
  • Volunteer Roles: More volunteers are needed for the logistics department to help with inventory.

Marketing and Outreach

• Flyers and Posters:
  • Posters have been ordered and are expected to arrive in about two weeks.
  • Distribution: Cupcakedoll is actively distributing flyers across various locations. Others are encouraged to do the same once more flyers are available.
  • Flier Locations: Noted that some locations, like Game Kastle, might be less receptive to flyers.
  • Other Conventions: Suggestions to advertise at other conventions.
• Social Media: There is a need to increase social media activity to promote the convention further.

Gaming and Tournaments

• Gaming Department Leadership:
  • William (Derp) is leading the gaming department
  • Support from other staff members is assured.
• CRT and Console Rentals:
  • Efforts are being made to source CRT TVs for the gaming tournaments.
  • Contacts: Attempts to contact Abe, who may have CRTs, and explore rental options at Cap and Games.
  • Consoles: There’s a need for 20-25 consoles for a tournament, with current availability being around 12-15.
  • Challenges: Securing enough consoles to avoid the tournament running late is a significant concern. Without enough consoles, running the tournament may not be feasible.
• Volunteer Consoles:
  • Discussion on how to incentivize people to lend their consoles for the event.
  • Suggestions: Offering volunteer hours as a percentage discount on badges in exchange for console loans.

Volunteer Coordination

• Staffing Needs:
  • There’s a push to have more people sign up for staff roles, with a reminder that the convention is about two months away.
  • Volunteer Roles: The convention still needs volunteers across various departments, including programming, registration, and general staffing roles.
  • Benefits: Volunteers can get their badge cost refunded after completing 12 hours of work, with a prorated refund available for fewer hours.
  • Recruitment: Staff members are encouraged to recruit friends and community members to volunteer.
• Volunteer and Staff Contracts:
  • A reminder that staff contracts need to be completed as soon as possible to finalize roles.

Venue and Layout Concerns

• Convention Center Walkthrough:
  • There’s a need to schedule a walkthrough of the new convention center to address concerns, particularly regarding lighting.
• Main Stage Lighting:
  • Concerns were raised about the quality of lighting on the main stage, as poor lighting affected photography during the previous year.
  • Solutions: Potential solutions include renting or purchasing LED lights to improve the stage lighting.
• Layout Planning:
  • The layout for the convention spaces needs to be finalized and submitted to the venue. A draft of the main space layout is ready, but other rooms still need to be organized.

Miscellaneous

• Nervousness and Excitement:
  • Several staff members expressed a mix of excitement and nervousness about the upcoming convention, especially given the new venue and leadership roles.
  • Encouragement: The leadership team encouraged everyone to communicate their concerns and offered support to ensure a successful event.

Staff Meeting Summary 2024-09-21

Venue and Logistics

• Meeting Space Issues
  • The original meeting room was unavailable due to backstock, so the team had to relocate to a smaller space.
  • Ongoing technical difficulties with the audio setup and Discord transcription services.
• Reno-Sparks Convention Center
  • Event dates: November 1-3, 2024, with Day Zero starting on October 31, 2024.
  • Venue address: 4590 S Virginia St, Reno, NV 89502.
• CRT Monitors for Gaming
  • A query was raised regarding obtaining CRT monitors for retro gaming, with a potential deal to borrow them for free since SNAFU Con originally provided them.
  • William (Derp) is coordinating with Skyline to finalize the monitor logistics, and a pickup date will be determined soon.
• Convention Layout and Hallways
  • The convention hallways are significantly large, providing ample space for setup, including planned conversation pods for attendees to rest.
  • There will be cars from a display that the venue would like to keep there. One car might need to be moved, but overall, it’s not considered a major issue.
• Table Setup and Placement
  • Artist Alley and vendor spaces are being optimized. There was discussion about avoiding the obstruction of key views by the pipe and drape for guest tables. Possible solutions include:
    • Moving guest banners to the front of the tables instead of using pipe and drape.
• Power and Charging Stations
  • Discussion about including charging stations in conversation pods, but it was clarified that they would not have power access for this year.

Gaming and Tournaments

• Gaming Console Contributions
  • Derp is finalizing console and game contributions from volunteers. Volunteers should bring one console, 1-2 controllers, and one game per console.
  • There’s a need to coordinate the finalization of hours worked for contributing consoles and the announcement for sign-ups.
• Retro Gaming Section
  • Retro consoles such as PS3 and Xbox 360 or older will be part of the gaming section, along with unique and rare consoles to appeal to attendees.
• Tournament Brackets
  • Derp is working on setting up brackets for gaming tournaments and plans to announce the event over the weekend.
• Magic: The Gathering RCQ Tournament
  • Plans to host a Regional Championship Qualifier (RCQ) for Magic: The Gathering at the convention. This would be a high-level local tournament that could help draw attendees.
  • Special tournament badges will be offered at a discounted price, combining both day passes and tournament entry fees.

Marketing and Promotions

• Posters and Discount Codes
  • Coordinating the distribution of convention posters across venues and local colleges. Each poster will include a discount code, with CupcakeDoll managing the creation of these codes.
  • Posters should be placed only where they’re welcome, and coordinators should avoid places where they might cause issues.
• Social Media and Advertising
  • Planning to use social media ads, particularly on Facebook, to promote events like a potential trick-or-treat event during the convention. These targeted ads would aim at drawing in families and younger attendees.

Contracts and Signatures

• Contract Issues
  • Some contract files lacked signature fields, creating problems for electronic signing. Staff members have submitted as much as they could without signatures.
  • A volunteer contract is being created that should be easily signable.

Special Events

• Trick-or-Treating Event
  • Discussions around hosting a trick-or-treat event during the convention, where cosplayers hand out candy to children. The event could become a big draw for families.
  • The team is working on getting approval from Aramark.
• Performance and Guest Events
  • A guest performance featuring singing is planned. Karaoke will not be held on the main stage this year.
  • DJ performances and a dance event are scheduled, with a possibility of integrating a VR dance club portal that connects to a virtual environment. This requires network drops or alternative solutions like Ethernet connections.

Volunteer Management and Staffing

• Logistics and Volunteer Coordination
  • The logistics department is understaffed due to the departure of some department heads. They’re actively recruiting volunteers to handle load-ins, load-outs, and other logistical tasks, particularly for Wednesday and Monday shifts.
  • Efforts are being made to coordinate staff availability for key load-in and load-out days, especially the day before and after the convention.
• Volunteer Scheduling
  • There is a significant need for volunteers for load-out on Monday, the hardest day to staff. Scheduling posts will be updated in the logistics channel.

Video Room and Media Permissions

• Issues with Video Permissions
  • The video room coordinator is still working to secure permissions for screenings. Funimation is no longer a reliable source, but requests have been sent to companies like Media Blasters and Discotek.
  • Public domain content may be used as a fallback if no permissions are granted in time.
• Coordination with Media Blasters
  • A historical note was mentioned about obtaining permissions directly from the founder of Media Blasters using his personal contact details found in a public document.

Miscellaneous Topics

• Earplugs for Attendees
  • A suggestion was made to provide cheap earplugs at registration if noise pollution between the main stage and vendor area becomes an issue. However, it’s not expected to be a major problem.
• Workshop Rooms
  • There will be no dedicated workshop rooms, but certain breakout rooms may serve similar functions.
• Halloween Decorations
  • The team discussed the timing of the convention (right after Halloween) and the difficulty in sourcing Halloween decorations during that period.