2024 Meeting Notes

Staff Meeting Summary 2024-06-22

Convention Updates

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

Staff Recruitment

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

Department Updates

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

Pricing and Budget

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

Marketing and Promotion

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

Social Media and Streaming

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

Venue and Logistics

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

Miscellaneous

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

Staff Meeting Summary 2024-07-14

Welcome and Introduction

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

Website and Marketing Updates

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

Upcoming Conventions and Events

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

Staff Recruitment and Contracts

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

Venue and Layout Plans

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

Food and Concessions

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

Merchants and Artist Contracts

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

Partnering with Local Organizations

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

General Meeting Logistics

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

Miscellaneous

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

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

General Meeting Logistics

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

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

Event Planning and Roles

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

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

Programming and Features

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

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

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

Marketing and Outreach

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

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

Other Discussions

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

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

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

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

Closing Remarks

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

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

Staff Meeting Summary 2024-08-30

Logistics and Inventory

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

Marketing and Outreach

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

Gaming and Tournaments

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

Volunteer Coordination

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

Venue and Layout Concerns

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

Miscellaneous

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

Staff Meeting Summary 2024-09-21

Venue and Logistics

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

Gaming and Tournaments

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

Marketing and Promotions

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

Contracts and Signatures

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

Special Events

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

Volunteer Management and Staffing

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

Video Room and Media Permissions

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

Miscellaneous Topics

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

Staff Meeting Summary - 2024-10-06

General Reminders

• Staff Sign-ups: Staff members were reminded to sign up for roles, particularly in areas like logistics.
• Panel Submissions: Urgent reminder to submit panels, with emphasis on finalizing the con schedule soon.
• Con Book Deadlines: Last call for submitting information (e.g., panel details, logos) for inclusion in the con book. Work on the book is happening this weekend: 10/12.
• Guest Announcements: Guest information has not been widely announced yet, and marketing needs to expedite this process.

Classic Consoles and E-Gaming

• Classic Consoles: Staff members need to sign up for this section. The more obscure the console, the better. A thread was linked for sign-ups: https://discord.com/channels/416146296097865729/1279259494236291212
• Equipment Status: CRT TVs for classic consoles need further confirmation, but PS5s and monitors for other gaming areas are set.

Con Book and Map Creation

• Map for Tables: Nuriko Windchaser requested a table map layout, which will be completed within the week.
• Con Book Map: The map for the con book and artist tables will be finalized soon and sent out for review.

Marketing and Guest Announcements

• Guest Promotion: Marketing is behind in promoting confirmed guests, and there's a need for immediate action to make the guest lineup public.
• Graphics: Marketing materials are still in progress, and several guest graphics will soon be sent for approval.

Cosplayers and Performers

• Cosplay Coordination: Discussions are underway to involve both cosplayers and the Buccaneers for day-zero candy distribution. Tim will reach out to both.

Hotel and Staff Dorms

• Dorm System: Dorms are available for staff at $25 per person per night or $100 for a full room. Staff interested in this option need to contact Beta directly.
• Affordable Option: This dorm system is significantly cheaper than standard hotel rates, and the convention is absorbing some of the costs to make it affordable for staff.

Logistics and Volunteers

• Logistics Staffing: Volunteers are needed for load-in on Wednesday and Thursday (10/30-10/31). Shelby, the new logistics head, noted they might miss Monday due to work travel but will be available for most of the weekend.
• Post-Con Load-Out: Additional volunteers are needed for Monday after the con (11/4) to help with loading trucks back into storage, as this day typically lacks sufficient help.

Registration and Training Video

• New Registration Training: A new 20-minute registration training video will cover policies and customer service procedures. All registration staff are required to watch it before working at Registration.
• Software Changes: Minor changes to the registration system include the removal of vaccine check requirements. Overall, the process remains similar to previous years.

Philanthropy and Charity Auction

• New Philanthropy Head: Elizabeth was introduced as the head of philanthropy.
• Charity Auction: Volunteers are needed to gather donations from vendors for the charity auction. Assistance is also required to organize items, label them, and set starting prices for the auction on Sunday.

Security and Rovers

• ESI Security: Additional support from ESI security will be available on Saturday, the busiest day of the con, to help with badge checks and general assistance. However, SNAFU Con staff will retain primary authority.
• Rovers Support: ESI security will provide extra manpower, but there was discussion about how to make them approachable for attendees who might have questions.

Programming and Panels

• Panel Coverage: The programming department needs more volunteers, especially on Friday. Natasha, the former head of programming, will be available to help out.
• Panel Approvals: Notices are being sent to panelists regarding their submission statuses.

Artist Alley and Vendor Management

• Table Allocation: Nuriko Windchaser requested 52 tables for Artist Alley, which is more than originally planned. Tim confirmed there would likely be enough extra tables due to fewer club reservations.
• Vendor Donations for Charity Auction: Vendors will be asked for donations for the charity auction, and more volunteers are needed to assist with this effort.

Miscellaneous Announcements

• Theme Decorations: Fun science-themed decorations, including interactive toys, have been purchased for the event.
• Tech and Equipment: Some equipment from last year needs to be replaced. An updated tech document, including room layouts, has been shared, and the wiki is up to date.
• Merchandise and Auction Donations: Vendors and artists are encouraged to donate items for the charity auction.

Closing and Open Floor

• Budget Requests: Staff were reminded to submit budget requests if they need additional resources or materials.
• Science-Themed Jokes for Con Book: The meeting wrapped up with a lighthearted discussion about creating original science-themed jokes for the con book.
• Open Questions: The meeting concluded with an open floor for additional questions or concerns.

Staff Meeting Summary - 2024-10-20

General Convention Overview:

• Preparation Status:
  • The team feels confident in their progress overall. Tim mentions that despite being close to the event, everything seems to be going well.
  • The focus is on completing the remaining tasks, as anything not finished soon will likely be a source of last-minute stress.

Program Book & Digital Files:

• Program Book Preview:
  • A preview of the program book is ready for review. Team members are encouraged to check it and report any errors.
  • There was a conversation about the importance of opening the file in proper programs like Adobe Reader to avoid rendering issues, as some programs (e.g., Dropbox) cause display problems.

Staff and Volunteer Logistics:

• Food for Staff:
  • Tim is finalizing food court options, and staff members were asked to notify if there’s nothing suitable on the menu for dietary reasons.
  • There will be some attempts to ensure staff members have access to food throughout the event, though breakfast will likely be an individual responsibility.
  • A possible plan involving food runners (volunteers delivering food to busy staff) is being considered.
  • The main food service will operate from the Food Court during the following hours:
    • Friday: 3 PM - 10 PM
    • Saturday: 12 PM - 10 PM
    • Sunday: 12 PM - 4 PM
• “Tablecloths”:
  • “Tablecloths” is a code word we will be using at con. All staff need to know what it is. If you don’t know what it means, please ask in chat. We do not post the meaning publicly in our wiki or meeting notes.
• Volunteer Staffing:
  • There was a discussion about the need for additional volunteers for roles such as badge checks and general staffing. Aidan (Rover head) pointed out that more people are always needed.
  • Volunteers can sign up at the convention itself.
  • Blanca (Volunteer Head) confirmed that she will be at the convention earlier than in previous years to handle volunteer contracts and assignments.

Event Logistics:

• Setup and Tear Down Schedule:
  • The logistics team plans to begin setup on Wednesday afternoon, with staff loading trucks and taking materials to the venue.
  • Tear-down will start right after closing ceremonies on Sunday, with final wrap-up happening by Monday morning.
  • Volunteers were asked to join logistics to ensure a smooth setup and breakdown process.
• Parking:
  • Staff will not be charged for parking during setup (Thursday).
  • For the rest of the event, parking passes will be distributed, though anyone arriving after Thursday may have to pay for parking if they don't pick up a pass in advance or request assistance.

Gaming and Console Section:

• CRTs and Consoles:
  • A key concern is the pickup of CRTs (cathode ray tube monitors) for retro gaming setups. William (Derp) mentioned issues with communication regarding the pickup of these monitors from a vendor named Skyline, who was slow to respond. Determined he had likely been busy with another event.
  • There are plans to have around five CRTs for the gaming section, and more consoles are being confirmed, including NES, SNES, PS2, and N64.
  • Specific games like Guitar Hero II and Shadow the Hedgehog were discussed as options to be included in the gaming lineup.

Badge and Panel Logistics:

• Badge Checks:
  • Badge check locations were discussed, particularly around entry points and key areas, to ensure proper flow of attendees.
  • There will be a simplified layout for badge checks to direct people straight from registration into the main vendor room.
• Panel Schedule:
  • A tentative panel schedule has been posted, but it is still awaiting feedback and minor adjustments.
  • The final panel schedule will be printed and distributed as soon as it's finalized.

Marketing and Communication:

• Staff Contracts:
  • Staff members who haven’t completed their contracts were reminded to submit them before the event. Contracts will not be processed at the convention. (You will be removed as staff if you don’t get it done.)
  • Cassy is in charge of collecting contracts and has been offering help to those having trouble submitting them electronically.
• Theme Voting for Next Year:
  • The next meeting will involve voting on the theme for next year’s convention. Staff members were encouraged to think of fun ideas for themes and attend the meeting to have a say.

Miscellaneous:

• Prizes and Merchandise:
  • Llama delivered a batch of prizes for the prize booth, which will include various attractive items that staff members might enjoy.
  • Staff were encouraged to check out the prize booth during the event.
• Vaccination Policy:
  • There is no requirement for proof of vaccination this year, although it is still recommended to avoid illness.

Final Staff Meeting Before Con 2024-10-26

Incident Reporting and Code Usage

• Incident Reporting:
  • All issues, incidents, or attendee complaints should be reported in the designated #rovers-reports Discord channel in the At-Con Channels category.
  • Staff should avoid assuming an incident is already reported and are encouraged to file it themselves if unsure.
  • Incident tracking aims to help identify recurring issues and improve responses.
• Code Definitions and Usage:
  • Hot Coffee: Signals a significant problem requiring immediate attention. Staff should use this code in Discord to notify other team members, and once resolved, report it as “Hot Coffee Clear.”
  • Code Silver: Indicates a staff member is overwhelmed or unavailable for a period. Use this code if someone needs coverage due to stress or exhaustion.
  • Code Green: Used to identify a potential “creeper” or suspicious person in the area.
  • Code Everclear: Indicates intoxication or substance-related disturbances.
  • Code Pink: Potential Dress Code violation
  • Code Yellow: I need a bathroom break (optional, say whatever you’re comfortable with)
  • I’m in a Tunnel: “I’ll have to call you back.” Staff member is completely occupied with something important and cannot help you right now. Find someone else or leave  the staff member a note and they’ll get to you as soon as they can.
  • It’s Raining Tacos: (Stolen from Otakon/Otakon Vegas) Everything’s great! Really. =)
• Emergency Protocols:
  • Staff should familiarize themselves with fire exits and extinguisher locations
  • Jokes about emergencies or codes are strongly discouraged to prevent miscommunication.

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Logistics & Schedule

Our storage unit is the Public Storage across from the GSR: 200 Telegraph Way.

• Setup and Teardown Timeline:
  • Wednesday (Storage Into Truck), 2:30 PM ish: Meet us at Public Storage (addr above) to help load storage items loaded onto our truck around 2:30 PM. After the truck is loaded we go to Thomas’s place for final pre-con prep (stapling schedules, laminating badges, etc.). Address will be provided in Discord and we usually order pizza for anyone hanging out helping there.
  • Thursday (Truck into Convention Center), 9:00 AM ish: Start unloading the truck at the convention center by 9-10 AM to set up all areas. The day involves organizing materials and preparing the rooms.
  • Friday (Final Prep) 9:00 AM: Final setup preparations starting 9 AM, before the convention opens at noon.
  • Sunday (Convention Center back into Truck) 4:00 PM ish - Midnight: Starts around 3-4 PM, packing items and staging for load-out, potentially until midnight if necessary. Con purchases a post-con dinner once the truck is handled. Restaurant TBD.
  • Monday (Truck back into Storage) 10:00 AM ish: Meeting at 10 AM at Public Storage storage to return items to storage. Con purchases a post-storage lunch once the truck is handled.
• Parking Passes:
  • Staff should obtain parking passes outside of peak times to avoid charges. You can grab one when you are getting your badge if you need be park at the convention center when they charge.
  • Parking is charged:
    • Friday: 11:30AM-9:30PM
    • Saturday: 9:30AM-9:30PM
    • Sunday: 9:30AM-3:30PM
• Use of Tape:
  • Tape restrictions were emphasized: “Tape Yes” and “Tape No” types are clarified to prevent damage to venue property.
  • Gaffer tape ONLY is allowed on floors when necessary.
  • NO TAPE ON THE WALLS. At all. There is no authorized type of tape for walls at this venue.
  • NO TAPE ON THE SIGNS EVER unless you have VERY SPECIFIC approval to put tape on a sign. Tape ruins the poster board signs. It doesn’t matter what kind of tape it is. All types of tape ruin these signs.

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Staff Roles & Volunteer Management

• Volunteer Requests:
  • Requests for assistance should be made even if  we are short-staffed. Volunteers or reassignments will be arranged as necessary. Department heads are encouraged to ask for volunteers in #volunteer-requests in the At-Con Channels category
  • Staff are encouraged to ask for help when needed and avoid handling challenging situations alone. Use your department-specific channel, #staff, or any relevant-seeming channel to ask for help.
• Break Protocols:
  • Staff should reach out to their department head in their department-specific channel if they need a break to ensure their area remains covered. Department heads can reach out to volunteers department or other staff as needed to get you covered. Do not just leave your post.
• Customer Service Guidelines:
  • Basic customer service protocols include being polite, providing clear directions, and avoiding phrases like “I don’t know” without offering further assistance or directing them to someone who does know.
  • Avoid sarcasm, especially with unfamiliar attendees, to prevent misinterpretation and ensure clear communication.

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Additional Event Notes

• Photography & Social Media:
  • Staff are encouraged to contribute to social media with attendee photos (respecting badges that indicate “no photos”). These can be shared in the designated social media channel.
  • Artist Alley intends to set up a science-themed backdrop for photo opportunities.
• Halloween Activities:
  • The venue approved trick-or-treating for Day 0, though staffing for candy distribution is lacking. Our backup plan is to place candy bowls in accessible locations because we still want to have candy for Halloween, especially since it was approved.
• Final Reminders:
  • All department heads were given a last call for questions or clarifications.
  • To make suggestions for next year, be sure to use an interdepartmental channel (like #interdepartmental-talk), a thread in #staff or #castle, or send an email to [email protected]. If you use the #notes-to-selves channels, it will be to yourself and nobody else will likely see it.
  • Staff are reminded to prioritize positive attendee interactions and to escalate situations if needed, asking for help when unsure of how to proceed.

If you have any questions, ask us in Discord! We want to help staff have a great con, and if you don’t ask we won’t know you have questions. We would rather you ask questions than struggle.We'll see you all at con!! <3