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Updates to the Bitrix Task Export
Updates to the Bitrix Task Export
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* Task owner:Beta
* Task owner:Beta
* Assignee:New user
* Deadline:7 days
* Deadline:7 days
* Recurrence:Every day. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.
Line 611: Line 612:
==== Signage and Easel Locations ====
==== Signage and Easel Locations ====


==== Choose Rooms ====


==== Stage(s) ====
Get on map and make sure we have it printed or in the printing process.


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


==== Registration Line Tape ====
===== Checklist =====


==== Pipe & Drape ====
* 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


==== Tables & Chairs ====
==== Choose Rooms ====


==== Stanchions ====
==== Stage(s) ====


==== Water & Trash Cans ====


=== Order Tables ===
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.


Tables will be picked up Thursday afternoon and returned Monday afternoon.
==== Merchants Layout ====


In 2015 we got 80.
==== Registration Line Tape ====
In previous years we got 50.


No chairs (if possible).


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:30 days
* Deadline:60 days
* Project:Logistics
* Project:Logistics
* Participants:Thomas Kelly, Sam Hanes
* Participants:Thomas Kelly, Sam Hanes, Cassandra Much
* Recurrence:Every 1 day of September. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.
 
==== Pipe & Drape ====


=== Take logistics pictures of the con ===
==== Tables & Chairs ====




Need pictures of our setup to reference for next year's map.
Lay out tables and chairs across the whole con.
Need sign placement, table placement, line placement, etc.
(AA should probably already be laid out. This is for everything else)


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:No deadline
* Deadline:45 days
* Project:Logistics
* Project:Logistics
* Participants:Thomas Kelly, Sam Hanes
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari, Natasha Roadruck
* Recurrence:Every 1 day of October. Time: 5:00 am.
* Recurrence:Every day. Time: 7:00 pm.


=== Print Logistics Maps ===
===== Checklist =====


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


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


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.
We have 40 stanchions that span 11' (max) each. Where go?
 
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
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:30 days
* Deadline:45 days
* Project:Logistics
* Project:Logistics
* Participants:Thomas Kelly, Sam Hanes
* Participants:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of September. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.


=== Schedule the truck ===
==== Water & Trash Cans ====




Book online at https://www.budgettruck.com/business
There should be a minimum of 1 water station and 1 trash can in each room.


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.
Some rooms (like main area, reg, gaming) need more.
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 accounting@snafucon.com


* Task owner:Beta
* Task owner:Beta
* Assignee:Sam Hanes
* Assignee:Beta
* Deadline:180 days
* Deadline:45 days
* Project:Logistics
* Project:Logistics
* Observers:Beta, Thomas Kelly
* Participants:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of January. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.


=== Annual logistics inventory ===
=== Order Tables ===




We need to inventory all our consumables in storage so we know what we need to buy.
Tables will be picked up Thursday afternoon and returned Monday afternoon.


* Task owner:Sam Hanes
In 2015 we got 80.
* Assignee:Sam Hanes
In previous years we got 50.
* 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 ===


No chairs (if possible).


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:300 days
* Deadline:30 days
* Project:Logistics
* Project:Logistics
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Participants:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of September. Time: 7:00 pm.


=== Put together logistics inventory spreadsheets ===
=== Take logistics pictures of the con ===




Take last year's spreadsheet and update the numbers for this year. Do whatever organization is necessary and print them for the inventory
Need pictures of our setup to reference for next year's map.
Need sign placement, table placement, line placement, etc.


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:200 days
* Deadline:No deadline
* Project:Logistics
* Project:Logistics
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Participants:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of October. Time: 5:00 am.


== Registration ==
=== Print Logistics Maps ===


=== Set Alarm for Bank Run ===


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


Make sure important Reg people like Sammich, Thomas, Cassy, and any assitants also have alarms set in their phones.
Print out different views for certain things.


Make sure money gets dropped off and if necessary buy change.
Things like signage clutter up the map, so probably have a map with signs layer turned on and off.


We should have the following in the box earmarked for vol refunds:
May be good to print like 3 copies so they can float as needed.
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.
Plus a PDF in Dropbox so it can be easily accessed by other staff and printed again if needed.


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:30 days
* Deadline:30 days
* Project:Registration
* Project:Logistics
* Participants:Beta, Thomas Kelly, Sam Hanes, Cassandra Much
* Participants:Thomas Kelly, Sam Hanes
* Observers:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of September. Time: 7:00 pm.
* Recurrence:Every 1 day of September. Time: 2:00 pm.
 
=== Schedule the truck ===


=== Email Users Without Badges ===


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


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


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


=== Harp on Staff Who Need Meetings ===
=== Annual logistics inventory ===




At some point there will be fewer than 3 meetings left.
We need to inventory all our consumables in storage so we know what we need to buy.


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


<pre>
=== Type up Annual Logistics Inventory Results ===
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*/
* Task owner:Beta
and active = 1
* Assignee:Beta
* Deadline:300 days
* Project:Logistics
* Recurrence:Every 1 day of January. Time: 5:00 am.


/* remove volunteers */
=== Put together logistics inventory spreadsheets ===
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())


)
Take last year's spreadsheet and update the numbers for this year. Do whatever organization is necessary and print them for the inventory
 
/* 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
</pre>


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:30 days
* Deadline:200 days
* Project:Registration
* Project:Logistics
* Participants:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Recurrence:Every 1 day of August. Time: 7:00 pm.
 
== Registration ==
 
=== Set Alarm for Bank Run ===


=== Figure Out Registration Hours ===


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


Look at last year's checkin times to get an idea of what our hours and staff need is.
Make sure money gets dropped off and if necessary buy change.


https://register.snafucon.com/admin/registration/hours/2020
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
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:No deadline
* Deadline:30 days
* Project:Registration
* Project:Registration
* Participants:Thomas Kelly, Sam Hanes
* Participants:Beta, Thomas Kelly, Sam Hanes, Cassandra Much
* Observers:Cassandra Much
* Observers:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of August. Time: 5:00 am.
* Recurrence:Every 1 day of September. Time: 2:00 pm.


=== Start a conversation ===
=== Email Users Without Badges ===




<blockquote>
Double-check that it only goes back like 3 years in the code before sending the email.
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.)
* Task owner:Beta
* Assignee:Beta
* Deadline:7 days
* Project:Registration
* Recurrence:Every 1 day of September. Time: 7:00 pm.


Just wanted to check in and see if you had anything to say. Let me know.
=== Harp on Staff Who Need Meetings ===


Thanks,
(name & sig)
</blockquote>


Rather than send a survey or a formalish sounding email . . . open a conversation. With 2000 people. See how it goes.
At some point there will be fewer than 3 meetings left.
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.
Use this query to figure out who needs to be bothered.


* Task owner:Beta
<pre>
* Assignee:Beta
SELECT u.first,u.last,u.email,
* Deadline:No deadline
(
* Project:Registration
SELECT count(m.id)
* Participants:Thomas Kelly, Sam Hanes
    FROM meetings as `m`
* Recurrence:Every 1 day of January. Time: 5:00 am.
    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


=== VIP Letter ===
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())
)


This gets stuffed with the VIP bags.
/* 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
</pre>


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:60 days
* Deadline:30 days
* Project:Registration
* Project:Registration
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari
* Participants:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of August. Time: 6:00 am.
* Recurrence:Every 1 day of August. Time: 7:00 pm.


=== Staff Letter ===
=== Figure Out Registration Hours ===




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


* how they're getting food
https://register.snafucon.com/admin/registration/hours/2020
* Basic policies
* When/where the staff dinner will be


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:60 days
* Deadline:No deadline
* Project:Registration
* Project:Registration
* Participants:Thomas Kelly, Sam Hanes
* Participants:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of August. Time: 6:00 am.
* Observers:Cassandra Much
* Recurrence:Every 1 day of August. Time: 5:00 am.
 
=== Start a conversation ===


=== Make YPS reports ===


<blockquote>
Hey there,


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


Make sure there are at least 15-20 blanks, ready for con.
Just wanted to check in and see if you had anything to say. Let me know.


* Task owner:Beta
Thanks,
* Assignee:Beta
(name & sig)
* Deadline:No deadline
</blockquote>
 
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
* Project:Registration
* Participants:Thomas Kelly, Sam Hanes, Cassandra Much
* Participants:Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Recurrence:Every 1 day of January. Time: 5:00 am.


=== Bag Stuffing ===
=== VIP Letter ===
 


This gets stuffed with the VIP bags.


'''At-Con Bags''' - Red - ~1600
* 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.


* Con book
=== Staff Letter ===
* 8.5x11 calendar
* Large schedule


'''Pre-Reg Bags''' - Teal - ~560


* Con book
Make sure to let people know
* 8.5x11 calendar
 
* Pocket schedule
* how they're getting food
* Basic policies
* When/where the staff dinner will be


'''VIP''' - Clear - 120
* 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.


* Con book
=== Make YPS reports ===
* 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
Assemble a cover page and some pages of yellow pad. (count?)
* 8.5x11 calendar
* Pocket schedulez
* Zelda postcard
* SNAFU Lanyard


'''Staff '''- Yellow - 60
Make sure there are at least 15-20 blanks, ready for con.
 
* 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
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:135 days
* Deadline:No deadline
* Project:Registration
* Project:Registration
* Recurrence:Every 6 months, create on the day 1. Time: 6:00 am.
* Participants:Thomas Kelly, Sam Hanes, Cassandra Much
* Recurrence:Every 1 day of January. Time: 5:00 am.


== HR ==
=== Bag Stuffing ===


=== Remind people to apply for meeting excusal. ===


'''At-Con Bags''' - Red - ~1600


Go here: https://secure.snafucon.com/registration/admin_excusal.php
* Con book
Press the REASONS! button.
* 8.5x11 calendar
* Large schedule
 
'''Pre-Reg Bags''' - Teal - ~560


* Task owner:Beta
* Con book
* Assignee:Beta
* 8.5x11 calendar
* Deadline:No deadline
* Pocket schedule
* Project:HR
* Recurrence:Every 1 day of August. Time: 5:00 am.


=== Make sure pending excusal requests get handled ===
'''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


https://secure.snafucon.com/registration/admin_excusal.php
'''Guest '''- White - 17


* Task owner:Beta
* Con book
* Assignee:Beta
* 8.5x11 calendar
* Deadline:15 days
* Pocket schedulez
* Project:HR
* Zelda postcard
* Observers:Thomas Kelly
* SNAFU Lanyard
* Recurrence:Every 15 day of September. Time: 2:00 pm.


=== Staff Contract ===
'''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


Review current staff contract for possible changes. Update dates. Make new one for current year.
** Staff VIP was a yellow bag dropped in a clear VIP bag with the difference between staff/VIP added


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:200 days
* Deadline:135 days
* Project:HR
* Project:Registration
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari
* Recurrence:Every 6 months, create on the day 1. Time: 6:00 am.
* Recurrence:Every 1 day of January. Time: 5:00 am.


=== Pester Previous Staff to Apply ===
== HR ==


=== Remind people to apply for meeting excusal. ===


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:230 days
* Deadline:No deadline
* Project:HR
* Project:HR
* Participants:Thomas Kelly, Sam Hanes, Cassandra Much
* Recurrence:Every 1 day of August. Time: 5:00 am.
* Observers:Dragon Paragon, John Mallari
* Recurrence:Every 1 day of January. Time: 5:00 am.


== Cosplay ==
=== Make sure pending excusal requests get handled ===


=== Cosplay - Plan the Masquerade ===


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Ethan Campbell
* Assignee:Beta
* Deadline:300 days
* Deadline:15 days
* Project:Cosplay
* Project:HR
* Participants:Sam Schuler, Ray Johnson
* Observers:Thomas Kelly
* Observers:Thomas Kelly, Sam Hanes, Amber Snider, Natasha Roadruck
* Recurrence:Every 15 day of September. Time: 2:00 pm.
* Recurrence:Every 1 day of December. Time: 5:00 am.


==== Review and Update Judging Forms ====
=== Staff Contract ===


==== Review & Update Masquerade Rule on Site ====


==== Review & Update Judge's Instructions on Wiki ====
Review current staff contract for possible changes. Update dates. Make new one for current year.


==== Make Sure Programming Schedules Things ====
* 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.


==== Find/Buy Masquerade Prizes In Theme ====
=== Pester Previous Staff to Apply ===


==== Buy Baskets for Prizes ====


==== Make Sure We Have Enough Clear Wrap For Prizes ====
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.


==== Bundle Up Prize Baskets ====
* 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.


==== Find/Determine Judges (Guests?) ====
== Cosplay ==


==== Email Judges' Instructions to Judges ====
=== Cosplay - Plan the Masquerade ===


==== Put Together Masquerade Logistics Box ====


==== Plan for a Color Printer During the Rehearsal ====
* Task owner:Beta
 
* Assignee:Ethan Campbell
==== Email the Info on the Masquerade ====
* 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 ====


=== Cosplay - Determine & buy annual hall cosplay ribbons ===


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Ethan Campbell
* Deadline:300 days
* Deadline:300 days
* Project:Cosplay
* Project:Cosplay
* Participants:Thomas Kelly, Sam Hanes, Ethan Campbell
* Participants:Beta
* Recurrence:Every 1 day of April. Time: 5:00 am.
* Observers:Sam Schuler, Ray Johnson
* Recurrence:Every day. Time: 7:00 pm.


=== Cosplay - Plan Cosplay Chess ===
==== Review & Update Masquerade Rule on Site ====




Line 1,064: Line 1,149:
* Deadline:300 days
* Deadline:300 days
* Project:Cosplay
* Project:Cosplay
* Participants:Beta
* Participants:Beta, Sam Schuler, Ray Johnson
* Recurrence:Every 1 day of December. Time: 5:00 am.
* Recurrence:Every day. Time: 7:00 pm.


==== Schedule Cosplay Chess With Programming Dept ====
==== Review & Update Judge's Instructions on Wiki ====
 
==== Make sure Board is in good repair ====
 
==== Make Sure There's a Location Planned ====
 
=== Cosplay - Plan Meetups ===




Line 1,081: Line 1,160:
* Project:Cosplay
* Project:Cosplay
* Participants:Beta
* Participants:Beta
* Recurrence:Every 1 day of December. Time: 6:00 am.
* Recurrence:Every day. Time: 7:00 pm.


==== Determine what meetups to run ====
==== Make Sure Programming Schedules Things ====
 
==== Schedule meetups ====
 
==== Determine who is running which meetups ====
 
=== Cosplay - Plan Cosplay Repair ===




Line 1,096: Line 1,169:
* Deadline:300 days
* Deadline:300 days
* Project:Cosplay
* Project:Cosplay
* Participants:Beta
* Participants:Sam Schuler, Ray Johnson, Natasha Roadruck
* Recurrence:Every 1 day of December. Time: 6:00 am.
* Recurrence:Every day. Time: 7:00 pm.


==== Review the Cosplay repair box for items ====
===== Checklist =====


==== Budget request missing/needed cosplay repair items ====
* Masquerade
* Rehearsal
* Craftsmanship Judging
* Reception


==== Schedule the cosplay repair station ====
==== Find/Buy Masquerade Prizes In Theme ====
 
=== Cosplay - Plan Cosplay Panels ===




* Task owner:Beta
* Task owner:Beta
* Assignee:Ethan Campbell
* Assignee:Beta
* Deadline:300 days
* Deadline:300 days
* Project:Cosplay
* Project:Cosplay
* Participants:Beta
* Participants:Ethan Campbell
* Recurrence:Every 1 day of December. Time: 6:00 am.
* Recurrence:Every day. Time: 7:00 pm.


==== Encourage cosplayers to run panels (cosplay staff included) ====
==== Buy Baskets for Prizes ====


==== Help cosplayers sign up for panels ====


==== Make sure programming schedules panels ====
Buy something like 9+ baskets from a thrift store


==== Make sure cosplay panelists show up to their panels ====
* Task owner:Beta
 
* Assignee:Beta
== Programming ==
* Deadline:300 days
* Project:Cosplay
* Participants:Beta, Ethan Campbell
* Recurrence:Every day. Time: 7:00 pm.


=== Schedule Hentai Screening ===
==== Make Sure We Have Enough Clear Wrap For Prizes ====




If we haven't scheduled a hentai screening yet, we probably should in the next month or so.
Beta can buy more if we need more.


* Task owner:Beta
* Task owner:Beta
* Assignee:Sam Hanes
* Assignee:Ethan Campbell
* Deadline:45 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Beta, Thomas Kelly, Sam Hanes, Natasha Roadruck
* Participants:Beta
* Recurrence:Every 1 day of June. Time: 2:00 pm.
* Recurrence:Every day. Time: 7:00 pm.
 
==== Bundle Up Prize Baskets ====


=== export panel tech requirements list ===


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


The list of panel tech requirements needs to be exported right before con and given to Amber/tech.
==== Find/Determine Judges (Guests?) ====


* 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 ===
* 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 ====


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


Make sure to tell printing how many to print
==== Put Together Masquerade Logistics Box ====


* 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 ===
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 =====


Create 12 different posts for social media.
* 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 ====


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
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:No deadline
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Observers:Beta, Thomas Kelly, Sam Hanes
* Participants:Beta
* Recurrence:Every 15 day of March. Time: 7:00 pm. Stop: 30.09.2017.
* Observers:Thomas Kelly, Sam Hanes, Amber Snider
* Recurrence:Every day. Time: 7:00 pm.
 
==== Email the Info on the Masquerade ====


=== Video Programming Permissions ===


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Beta
* Deadline:185 days
* Deadline:120 days
* Project:Programming
* Project:Cosplay
* Participants:Sam Hanes
* Participants:Ethan Campbell
* Observers:Beta, Thomas Kelly
* Recurrence:Every day. Time: 7:00 pm.
* Recurrence:Every 1 day of January. Time: 7:00 pm.


==== Funimation ====
=== Cosplay - Determine & buy annual hall cosplay ribbons ===


==== Crunchyroll ====


==== Rightstuf ====
* 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.


==== Viz ====
=== Cosplay - Plan Cosplay Chess ===


==== Media Blasters / Kitty Media ====


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


=== Reviewing the public facing fan panel informational page ===
==== Schedule Cosplay Chess With Programming Dept ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:No deadline
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Observers:Beta, Thomas Kelly, Sam Hanes
* Participants:Beta
* Recurrence:Every 1 day of March. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.
 
==== Make sure Board is in good repair ====


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


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:7 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Recurrence:Every 2 weeks (Friday). Time: 7:00 pm. Stop: 18.10.2017.
* Participants:Beta
* Recurrence:Every day. Time: 7:00 pm.
 
==== Make Sure There's a Location Planned ====


=== Do a final proofread on all the panel titles and descriptions ===


Probably tabletop.


* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:30 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Sam Hanes
* Participants:Beta
* Observers:Beta, Thomas Kelly
* Recurrence:Every day. Time: 7:00 pm.
* Recurrence:Every 15 day of August. Time: 7:00 pm.


=== Create a badge checking schedule ===
=== Cosplay - Plan Meetups ===




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:60 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Observers:Beta
* Participants:Beta
* Recurrence:Every 1 day of August. Time: 7:00 pm.
* Recurrence:Every 1 day of December. Time: 6:00 am.


=== Prep panel envelops, or counting system ===
==== Determine what meetups to run ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:30 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Beta, Thomas Kelly, Sam Hanes
* Participants:Beta
* Recurrence:Every 1 day of September. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.


=== E-mail panel reminders to performers ===
==== Schedule meetups ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:40 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Observers:Beta, Thomas Kelly, Sam Hanes
* Participants:Beta
* Recurrence:Every 20 day of August. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.


=== Prep panel check-in instructions ===
==== Determine who is running which meetups ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:120 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Observers:Beta
* Participants:Beta
* Recurrence:Every 1 day of June. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.


=== Find video showing solution ( probably ripping dvd's ) ===
=== Cosplay - Plan Cosplay Repair ===




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:60 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Observers:Beta, Thomas Kelly, Sam Hanes
* Participants:Beta
* Recurrence:Every 1 day of August. Time: 7:00 pm.
* Recurrence:Every 1 day of December. Time: 6:00 am.
 
==== Review the Cosplay repair box for items ====
 


=== Review all guest panels for accuracy ===
* 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 ====


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
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:30 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Beta, Thomas Kelly, Sam Hanes
* Participants:Beta
* Recurrence:Every 20 day of August. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.


=== Programming to talk to Tech to see how any new equipment will effect things ===
==== Schedule the cosplay repair station ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:30 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Beta, Thomas Kelly, Sam Hanes, Amber Snider
* Participants:Beta
* Recurrence:Every 1 day of June. Time: 7:00 pm.
* Recurrence:Every day. Time: 7:00 pm.


=== Create slides for main stage schedule slideshow ===
=== Cosplay - Plan Cosplay Panels ===




* Task owner:Beta
* Task owner:Beta
* Assignee:Sam Schuler
* Assignee:Ethan Campbell
* Deadline:30 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Beta, Thomas Kelly, Natasha Roadruck
* Participants:Beta
* Observers:Amber Snider
* Recurrence:Every 1 day of December. Time: 6:00 am.
* Recurrence:Every 1 day of September. Time: 7:00 pm.


=== Add Default Panels to Each Year ===
==== Encourage cosplayers to run panels (cosplay staff included) ====




* Task owner:Ray Johnson
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:180 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Sam Hanes
* Participants:Beta
* Observers:Beta
* Recurrence:Every day. Time: 7:00 pm.
* Recurrence:Every 1 day of January. Time: 7:00 pm.


=== Email "Last Chance to Submit Panels" ===
==== Help cosplayers sign up for panels ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:30 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Thomas Kelly, Sam Hanes, Natasha Roadruck
* Participants:Beta
* Observers:Beta
* Recurrence:Every day. Time: 7:00 pm.
* Recurrence:Every 1 day of September. Time: 6:00 am.


=== Email "Panel Submissions Open" ===
==== Make sure programming schedules panels ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Natasha Roadruck
* Assignee:Ethan Campbell
* Deadline:120 days
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Observers:Thomas Kelly, Sam Hanes
* Participants:Beta
* Recurrence:Every 1 day of January. Time: 6:00 am.
* Recurrence:Every day. Time: 7:00 pm.


=== Open Panel Applications ===
==== Make sure cosplay panelists show up to their panels ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Thomas Kelly
* Assignee:Ethan Campbell
* Deadline:No deadline
* Deadline:300 days
* Project:Programming
* Project:Cosplay
* Participants:Beta, Thomas Kelly, Sam Hanes, Natasha Roadruck
* Participants:Beta
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Observers:Natasha Roadruck
* Recurrence:Every day. Time: 11:00 pm.


== Merchants ==
== Programming ==


=== Merchant Sales Tax ===
=== Schedule Hentai Screening ===




Needs to be calculated and turned in within two weeks from the event.
If we haven't scheduled a hentai screening yet, we probably should in the next month or so.


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Sam Hanes
* Deadline:14 days
* Deadline:45 days
* Project:Merchants
* Project:Programming
* Observers:Thomas Kelly, Sam Hanes, Nuriko Windchaser, omega_m
* Participants:Beta, Thomas Kelly, Sam Hanes, Natasha Roadruck
* Recurrence:Every 1 day of October. Time: 7:00 pm.
* Recurrence:Every 1 day of June. Time: 2:00 pm.


=== Merchant Contracts ===
=== export panel tech requirements list ===




* Task owner:Beta
The list of panel tech requirements needs to be exported right before con and given to Amber/tech.
* 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: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 ===


* 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 ===
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.


Changes aren't expected, but should check with heads to ensure they don't have any
Make sure to tell printing how many to print


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:300 days
* Deadline:5 days
* Project:Merchants
* Project:Programming
* Participants:Sam Hanes, Nuriko Windchaser, omega_m
* Observers:Beta, Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Recurrence:Every 1 day of October. Time: 7:00 pm.


== Marketing ==
=== Social media posts for fan panels ===


=== Last Chance to Get a Room Blast ===


Create 12 different posts for social media.


Send out email and post to Social Media - last chance to get a room! Or deadline approcheth. Or something.
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
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:30 days
* Deadline:No deadline
* Project:Marketing
* Project:Programming
* Participants:Thomas Kelly, Sam Hanes
* Observers:Beta, Thomas Kelly, Sam Hanes
* Observers:Dragon Paragon, John Mallari
* Recurrence:Every 15 day of March. Time: 7:00 pm. Stop: 30.09.2017.
* Recurrence:Every 1 day of September. Time: 5:00 am.


=== Review and Change All Social Media Passwords ===
=== Video Programming Permissions ===


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:60 days
* Deadline:185 days
* Project:Marketing
* Project:Programming
* Participants:Thomas Kelly, Sam Hanes
* Participants:Sam Hanes
* Observers:Nuriko Windchaser, Ami noMiko
* Observers:Beta, Thomas Kelly
* Recurrence:Every 1 day of December. Time: 5:00 am.
* Recurrence:Every 1 day of January. Time: 7:00 pm.


=== VIP Swag ===
==== Funimation ====


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:No deadline
* Deadline:No deadline
* Project:Marketing
* Observers:Beta, Sam Hanes
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Recurrence:Every day. Time: 7:00 pm.


=== Mailchimp blast about hotels being open ===
==== Crunchyroll ====


This generally goes to the hotel interest group, not all-list.
Copy last year's from mailchimp and edit.


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:No deadline
* Deadline:No deadline
* Project:Marketing
* Participants:Sam Hanes
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
* Observers:Beta
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Recurrence:Every day. Time: 9:00 am.


=== All-list blast: Register now! ===
==== Rightstuf ====




* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:No deadline
* Deadline:No deadline
* Project:Marketing
* Participants:Sam Hanes
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
* Observers:Beta, Thomas Kelly
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Recurrence:Every day. Time: 7:00 pm.
 
=== Press Push ===


==== Viz ====


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:No deadline
* Deadline:No deadline
* Project:Marketing
* Participants:Sam Hanes
* Participants:Thomas Kelly, Sam Hanes, Tasha Costa, Dragon Paragon
* Observers:Beta, Thomas Kelly
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Recurrence:Every day. Time: 7:00 pm.


=== Masquerade alert ===
==== Media Blasters / Kitty Media ====


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Sam Hanes
* Deadline:No deadline
* Deadline:No deadline
* Project:Marketing
* Participants:Beta, Thomas Kelly, Natasha Roadruck
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, Ethan Campbell
* Recurrence:Every day. Time: 9:00 am.
* Recurrence:Every 1 day of January. Time: 5:00 am.
 
=== Pre-con final all-list push ===


==== Animeworks ====


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
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:No deadline
* Deadline:No deadline
* Project:Marketing
* Observers:Beta, Thomas Kelly, Sam Hanes
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
* Recurrence:Every day. Time: 7:00 pm.
* Recurrence:Every 1 day of January. Time: 5:00 am.
 
=== Guest alert ===


=== Reviewing the public facing fan panel informational page ===


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
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:No deadline
* Deadline:No deadline
* Project:Marketing
* Project:Programming
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
* Observers:Beta, Thomas Kelly, Sam Hanes
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Recurrence:Every 1 day of March. Time: 7:00 pm.
 
=== Panelists push ===


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


Ask for panelists on the relevant interest group


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Natasha Roadruck
* Deadline:No deadline
* Deadline:7 days
* Project:Marketing
* Project:Programming
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, Natasha Roadruck
* Recurrence:Every 2 weeks (Friday). Time: 7:00 pm. Stop: 18.10.2017.
* Recurrence:Every 1 day of January. Time: 5:00 am.
 
== Tabling ==
 
=== Reach out to BLFC about table swap ===


=== Do a final proofread on all the panel titles and descriptions ===


Or tabling in general


* Task owner:Beta
* Task owner:Beta
* Assignee:Thomas Kelly
* Assignee:Natasha Roadruck
* Deadline:30 days
* Deadline:30 days
* Project:Tabling
* Project:Programming
* Participants:Beta, Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari
* Participants:Sam Hanes
* Recurrence:Every 1 day of February. Time: 7:00 pm.
* Observers:Beta, Thomas Kelly
* Recurrence:Every 15 day of August. Time: 7:00 pm.


=== RAGE Con ===
=== Create a badge checking schedule ===


Tabling and possible FU Show


* Task owner:Beta
* Task owner:Beta
* Assignee:Thomas Kelly
* Assignee:Natasha Roadruck
* Deadline:No deadline
* Deadline:60 days
* Project:Tabling
* Project:Programming
* Participants:Beta, Thomas Kelly, Sam Hanes, Dragon Paragon, John Mallari
* Observers:Beta
* Recurrence:Every 1 day of March. Time: 7:00 pm.
* Recurrence:Every 1 day of August. Time: 7:00 pm.


== SCIENCE Administration ==
=== Prep panel envelops, or counting system ===
 
=== Pay ASCAP ===


There is account information in LastPass.


Task owner:
* 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.


Thomas Kelly
=== E-mail panel reminders to performers ===


Assignee:


Thomas Kelly
* 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.


Deadline:
=== Prep panel check-in instructions ===
30 days
Project:


SCIENCE Administration


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


Sam Hanes
=== Find video showing solution ( probably ripping dvd's ) ===


Observers:


Beta
* 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.


Recurrence:
=== Review all guest panels for accuracy ===


Every 15 day of September. Time: 7:00 pm.


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


Reno and Sparks will expire beginning of October and need to be renewed before con.  
* 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.


Task owner:
=== Programming to talk to Tech to see how any new equipment will effect things ===


Beta


Assignee:
* 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.


Beta
=== Create slides for main stage schedule slideshow ===


Deadline:
25 days
Project:


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


Thomas Kelly
=== Add Default Panels to Each Year ===


Sam Hanes


Recurrence:
* 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.


Every 15 day of September. Time: 7:00 pm.
=== Email "Last Chance to Submit Panels" ===


=== Nevada Business License ===


Due November
* 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.


Task owner:
=== Email "Panel Submissions Open" ===


Beta


Assignee:
* 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.


Beta
=== Open Panel Applications ===


Deadline:
No deadline
Project:


SCIENCE Administration
* 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.


Observers:
== Merchants ==


Thomas Kelly
=== Merchant Sales Tax ===


Recurrence:
Every 1 day of November. Time: 7:00 pm.
=== Annual Reconciliation ===


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


* Task owner:Beta
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:120 days
* Deadline:14 days
* Project:SCIENCE Administration
* Project:Merchants
* Observers:Tim Hof
* Observers:Thomas Kelly, Sam Hanes, Nuriko Windchaser, omega_m
* Recurrence:Every 1 day of December. Time: 6:00 am.
* Recurrence:Every 1 day of October. Time: 7:00 pm.


==== Download Check Copies from WF ====
=== Merchant Contracts ===


==== BST Entries to SCIENCE QB ====


==== Port of Subs check for unlimited drinks ====
* 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.


==== BST invoice ====
=== Update Vendor public-facing webpage ===


==== S&B Invoice ====


==== BST Bill for Reg.Works ====
* Task owner:Beta
* Assignee:omega_m
* Deadline:200 days
* Project:Merchants
* Participants:Beta
* Recurrence:Every 1 day of January. Time: 5:00 am.


==== Complete BST Books ====
=== Update Merchant Info Card ===


==== Check entered for BST / Reg.Works ====


==== Handle Dorms A/R ====
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.


==== Equity percentage changes (before filing!) ====
== Marketing ==


==== GL entry for vendor taxes to petty cash ====
=== Last Chance to Get a Room Blast ===


==== BST Intercompany Clearing ====


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


==== Review BACON Entries ====
* 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.


==== Annual Turbo Tax ====
=== Review and Change All Social Media Passwords ===


==== Reconcile All Accounts ====


* Assignee:Beta
Make sure to reshare passwords as needed. Review settings. Make sure everything is copacetic.
* Deadline:No deadline
* Project:SCIENCE Administration
 
===== Reconcile Bento =====
Instructions inside <nowiki>https://snafucon.bitrix24.com/workgroups/group/56/wiki/Reconciling+Statements/#PayPal3</nowiki>


* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:No deadline
* Deadline:60 days
* Project:SCIENCE Administration
* Project:Marketing
* Participants:Thomas Kelly, Sam Hanes
* Observers:Nuriko Windchaser, Ami noMiko
* Recurrence:Every 1 day of December. Time: 5:00 am.


===== Reconcile Paypal =====
=== VIP Swag ===


* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration


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


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


===== Reconcile Savings =====
=== Mailchimp blast about hotels being open ===


* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration


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


Copy last year's from mailchimp and edit.
* Task owner:Beta
* Assignee:Beta
* Assignee:Beta
* Deadline:No deadline
* Deadline:No deadline
* Project:SCIENCE Administration
* Project:Marketing
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
* Recurrence:Every 1 day of January. Time: 5:00 am.
 
=== All-list blast: Register now! ===


===== Petty Cash Reconcile =====


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


===== Square reconcile =====
=== Press Push ===


* Assignee:Beta
* Deadline:No deadline
* Project:SCIENCE Administration


==== Figure out Registration Liabilities & Move Non-Liabilities to Income ====
send an email to the press interest group to tell them how to join as press
DR the Liability, CR the income


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


==== Any Refund Checks? ====


* Assignee:Beta
email the masquerade group to let people know when they can sign up
* Deadline:No deadline
 
* Project:SCIENCE Administration
* Task owner:Beta
 
* Assignee:Beta
==== Figure out Reimbursables ====
* Deadline:No deadline
Enter all reimbursables and generate checks for them
* Project:Marketing
 
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, Ethan Campbell
* Assignee:Beta
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Deadline:No deadline
 
* Project:SCIENCE Administration
=== Pre-con final all-list push ===
 
 
===== Checklist =====
 
 
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
* Enter Reimbursables
 
* Generate Checks for Reimbursables
* Task owner:Beta
* Update Use Tax Return for Reimbursables (probably add to October)
* Assignee:Beta
 
* Deadline:No deadline
==== Clear Vendors Accounts (phone.com, etc) ====
* Project:Marketing
 
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
* Assignee:Beta
* Recurrence:Every 1 day of January. Time: 5:00 am.
* Deadline:No deadline
 
* Project:SCIENCE Administration
=== Guest alert ===
 
 
===== Checklist =====
 
 
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.
* VPSDime
 
* Phone.com
* Task owner:Beta
* Public Storage
* Assignee:Beta
* Nevada Department of Taxation
* Deadline:No deadline
* Namecheap
* Project:Marketing
* MXRoute
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon
* City of Reno
* Recurrence:Every 1 day of January. Time: 5:00 am.
* BST
 
 
=== Panelists push ===
==== Sales & Use Tax ====
 
 
 
* Assignee:Beta
Ask for panelists on the relevant interest group
* Deadline:No deadline
 
* Project:SCIENCE Administration
* Task owner:Beta
 
* Assignee:Beta
==== Make Sure ASCAP is handled ====
* Deadline:No deadline
 
* Project:Marketing
* Assignee:Beta
* Participants:Thomas Kelly, Sam Hanes, Dragon Paragon, Natasha Roadruck
* Deadline:No deadline
* 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 <nowiki>https://snafucon.bitrix24.com/workgroups/group/56/wiki/Reconciling+Statements/#PayPal3</nowiki>
 
* 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
* Project:SCIENCE Administration
* Recurrence:Every day. Time: 7:00 pm.


==== Closing Entries ====
==== Closing Entries ====
Line 1,801: Line 2,376:
Closing Draw account
Closing Draw account


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


==== Issues with TurboTax ====
==== Issues with TurboTax ====
Line 1,833: Line 2,410:
Just copy the figure from A to ending B
Just copy the figure from A to ending B


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


==== Depreciation ====
==== Depreciation ====
Line 1,856: Line 2,435:
Yamaha home theater system 149.95?
Yamaha home theater system 149.95?


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


==== Facebook expense on personal card ====
==== Facebook expense on personal card ====


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


==== Facebook Ads ====
==== Facebook Ads ====


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


===== Checklist =====
===== Checklist =====
Line 1,888: Line 2,474:
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.  
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
* Assignee:Beta
* Deadline:No deadline
* Deadline:No deadline
* Project:SCIENCE Administration
* Project:SCIENCE Administration
* Recurrence:Every day. Time: 11:00 pm.


== Venue ==
== Venue ==

Revision as of 19:02, 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

  1. 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.
  2. Make sure to delete any selectable sections that aren't needed or should be blank to avoid weird spacing.
  3. Save template as a new file in the appropriate guest folder (create a new one as needed)
  4. 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

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

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

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

  1. 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

  1. Go to "View" --> "Forms" (Or use Ctrl-2)
  2. Go to Sch K-1 Wks
  3. Use the scrollbar on the i-frame-like K-1 to access other owners.
  4. Enter cash contributions in Contributions-Cash section. This includes using cash to make purchases.
  5. 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.

  1. Download the One Time Event Application from the General Purpose Forms page of Nevada Tax.
  2. Fill it out with the information from our website
  3. Make sure the list matches the list given to City of Reno
  4. 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.
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