2024 Meeting Notes
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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.
- Overview of the venue layout:
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.
- 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:
- 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.