2023 Meeting Notes

During 2023 we switched from people actively taking notes during the meeting to using transcription bots to do (honestly kind of terrible) transcriptions of the meetings and then feeding that into AI to come up with detailed notes for minimal effort. While ChatGPT was relied on heavily at first, due to the ability to understand huge text files and its more conversational tone, Claude.ai became the go-to note-taker as the year went on.

2022-11-05

https://docs.google.com/document/d/1HdV10yhyfFbQOzCFh33-IM8V60W6b6-qlRhSiHAPXxk/

• Introductions
• Next SNAFU Con: Nov 16-19, 2023
• Theme: Folklore
• Going to continue the “Beach Episodes”
  • Community Outreach is the lifeblood of getting people invested in the con
  • Any event we are interest in, please reach out the them to see if we can get our name out there more
  • Trying for at least 1 a month
• Opportunity
  • We have TIME!
• Any dedicated staffer who has the time, please consider working a 4 hours shift at reg
• Loadout needs more volunteers.  
  • Organization plan for loadout so people know what to do and don’t have to sit around.
  • Sunday night AND Monday morning
  • Jared will give you a task during loadout.  He has a BIG logistics badge
  • Dept heads need to know what they need to do for load out
  • More coordination between eGaming and the rest of SNAFU Con for loadout
• Goals
  • Dragon wants to grow the con
    • 5k attendance
    • People act like we are a big con, even though we aren’t
  • Beta is taking a step back this year
  • Get more staff
    • “It’s time for new blood”
• Con Outreach
  • Do we have anyone who wants to be part of con outreach?
  • Do we have a way to reach out to non-geek spaces?
    • Reaching out to anime clubs at high schools
      • If you have any contacts for this, please put it in #staff
    • Call schools and see if we can speak to the Anime club advisors
    • Talk to school district activities people they have a phone number
    • North Valleys high school has an anime club
    • Raley’s has a board to advertise on; coffee shops may have some, too. Other boards around town?
  • There are parades we can try and get banners into to advertise with, Sparks hometown parade
    • Get cosplayers into a parade Ethans and Tobi’s job
• Music events for the end of the year?  
  • We need to pay for their license if we use it this year.
  • Soft no
  • Try and keep music events held off till January.
• Next meeting
  • Dept. heads updates
  • Put topic items in #meeting-agenda
    • Accessible to Dept. Heads
• Safety for next con
  • Get the general feeling of the staff about vaccination requirements and mask requirements
  • Do an opinion survey about requirements to make our best informed decision
  • Non-binding poll up to the owners
  • Make our decision and stick with it early on.
  • Announce soft guidelines and have a date where we publicly lock in the mask and vaccination guidelines
    • Early July?
• Survey for Staff
  • We are doing a survey about what departments need how many staff
  • Please fill out the survey if you are a Dept. Head or high staff
  • Survey is posed in #castle
  • Open up Chair Support positions
• Questions
  • Prize room?  Need staff to help with giving away prizes and running games.
  • Iron out the value of tickets and ensure everyone involved knows the values, put up poster boards or flyers with the value of tickets
    • Advertisement boards with rules
  • Theme needs its own dedicated staff instead of the art department.
  • Double check before con that we still have our events covered.
  • Thoughts on ARG and what to implement this year.
    • Cryptid hunting  “YES!” -Dragon