Beta's 2023 Todo List

I needed a place to organize this and here seems as good as anywhere else. This list starts 9/8, and is just over 2 months from con. It includes everything that's in bitrix still left to do plus misc items I've come up with.

Priority

• Signage organization
• Merch interface
• inventory for 2x hoodies

-

• bundle up masq prize baskets
• Masq fact sheet
• Sort Tax sheets into the different merchant types
• Per diem receipts
• Review and update bitrix tasks
• Day Zero Task Document -- done as I can get it except for signage

• Panelist count sheet
• Rovers and panel badge checking schedule
• Registration Alerts code

-

• Bag stuffing - all still need pocket schedules and con books
  • VIP 45
    • Still needs paper coupons
    • poke chip coupon
    • VIP letter
  • Guest 8
    • Highlighted schedules
    • Con lanyard with badge
  • Staff 50 (3 are extra and 1 is missing several things as a "last resort" bag, labeled with a black pipe cleaner
    • Still needs staff poker chip
    • staff letter
    • ribbon?? Or hand out separately to reduce waste?
    • con lanyard?
  • VIP staff 5 - 3 are missing starly buttons, plus see staff section
  • Prereg - 112 needed, make 120?
    • bookmarks
    • Do I have enough of the little vip envelopes to hand out 1 each?
      

Guests

• Complete guest stuff (details private)
• Get guest checks and per diem ready Blocked by not having all guests contracted yet

Logistics

• Logistics Maps / Organize signage plan

• Annual Con Layout
• Costco order with Thomas
• Count Signs
• Logistics Inventory
  • Ties
  • poker chips
  • badge supplies
  • toner
  • hand sanitizer bottles?
• pipe and drape for signs behind guests?? We barely have enough
• Permanently and loudly label the stepping stool as “Con Store” Thomas marked it off so I guess it's done

Registration

• Staff letter - Asked heads what they want in it. Definitely needs changes for this year. Remove info about updating the wiki - most can't, the rest won't
  • Staff party plan
• VIP letter - Get merchant hours and specify what 30 minutes they get early access to
• YPS reports
  • List what valid IDs are on the Invalid ID form in the YPS. - not going to have ID list on YPS
  • Possibly do separate yellow pads per day per person so it's more obvious what day each thing happened on. Collect all yellow pads at the end of each day and file them, then issue fresh ones the next day. Put the date on the cover. - Bought date stamps to try to stamp the books every day
• Mark box(es) to put paper to be recycled in Reg, along with lists of what to recycle and what to reuse. - We will be using a conbook box, but maybe put together a sheet of instructions we can print on colored paper
• Put all badges into sleeves
• Laminate all the badges
• bother everyone about vax status?? Done once, would love to do again, I can't though.
• VIP Letter
• Set alarm for bank run - "It looks like the closest Wells Fargo is on Oddie in Sparks and they close at noon on Saturdays. The next closest one is over on Plumb lane and they are closed on Saturdays."
• PREREGISTRATION BADGES
• envelopes for the tarot stickers
• envelope for the amethyst
• envelope for the 4 leaf clover
• envelope for the marigold seeds
• at con badge designs - The label is 18mm x 2in
• A page to see inappropriate badge names
• rt - exemption email
• Figure out reg hours - https://register.snafucon.com/admin/registration/hours/2022 Handed to Cassy
• Email users without badges to prompt to get badges I sent out an all-list blast. That should be sufficient.
• Print sheet with QR codes for the official SMART Verifier app so reg techs can install it easily if the in-BACON verification goes down. Natasha did this
• Someone needs to audit and correct Volunteer entries from 2021 Natasha did this
• Didn't we want to change VIP deadline?????? Too late?? =( We were able to do this; sent out email blast and updated dates and stuff

HR

• "We need a badge checker at main stage a half hour before we open" (schuler)
• Instructions for how to deal with a person who's in a tunnel when finding someone else isn't an option and it's not urgent enough to break the tunnel - message in discord, paper note for later
• Send out another staff Campaign
• Bother more people to apply did what I could, not going to worry about it further
• Update interest points to remove some of the guilt-text from 2 years ago

Cosplay

• Is the masquerade planned? - just need to bundle up the prizes
• Masq fact sheet
• Meetups planned
• Cosplay Chess planned
• Cosplay masq awards
• Buy ribbons
• Is Ethan getting cosplay panels? - he's aware and doing what he can, no more need to push on it
• Is cosplay repair planned? What do I need to buy? - Ethan says this is good

Programming

• TBD
• Make sure we remove half hour slots from the signup form Completed by Thomas

Merchants

• Get relevant contracts to guests
• tax forms
• Open Swap Meet
• plan swap meet with Tim
• Open Club/org?
• Merchant Info Card update
• Merchant info card print/laminate - we need enough for merchants + extras, to try for like 96 because they print in sheets of 6; 16 pages
• Swap Meet Contract
• Club/Org contract

Venue

• other questions we had
• Short guide to checking in for master account peeps Blocked by getting info from GSR to make guide

• compare to BEOs we received 2021, do we need to reformat? - triaged; whatever they're in
• figure out room schedules
• BEOs due soon
• figure out vip snacks/catering
• air conditioner, plan when we went it high
• GSR Restaurant list with Sunday closing times the Grand Cafe closes at 2am on Sundays, 3am other days https://discord.com/channels/416146296097865729/901632506317639781/1153480509859569744
• summarize catering separately after room info
• we want all of nevada locked all weekend
• don't lock bathrooms by Nevada at night (or at least until after 2am)
• food vouchers
• Catering broken out in addition to listed with rooms
• dance floor for rave
• remove cab table behind main stage
  

Misc

• Install linux on laptop in case we need it?
• Wiki - taking reg money to cage cashier procedure and policies
• Wiki entries for: how to handle a medical emergency; post-con lost & found process; dealing with cardboard at con; (beta.mfd)
• Write procedure, if vendor is not at their booth at room opening. (omega_m)
• Pull a list of banned people and review with rovers heads, chairs before con. (elemecca)
• Disable refunds
• White out (or paste color image over) map signs - panelist checkin label in wrong place
• Vest
• Staff list for gifts
• Add Medical Marijuana cards as valid forms of ID as they have all necessary information (photo, name, DOB, issued by a government) (llamacrying)
• personal: close etsy listings (is there a shopify vacation mode? No there doesn't seem to be)
• personal: evening pet care instructions
• Talent Show awards
• Meeting Notes
• Lip sync award - Red t-shirt
• Print Staff buttons - 60?
• Make buttons
• Retractable badge things (triaged)
• stories and images for qr code game
• Get 2021 schedule up on the website (low priority)
• Approved press submissions and sent intro email because we have no press coordinator this year
• Set up Surface tablet
• Buy myself some N95s I'm comfortable with
• Update badge checking procedure with acknowledging people if it’s not already in the policy. (beta.mfd)
• I wonder how hard it would be to program the badges to export in groups of 6 so when they're cut in stacks they're more likely to end up in order, or at least end up with chunks of in-order badges for easier sorting. Thank you ChatGPT! I didn't have to even put any thought into it!
• Give "My First Mistake" to Tim (elemecca)
• Role bot for opt-in roles
  • Opt-in roles for logistics helper, convention support, badge checker relief, etc. so they can be pinged as needed.
• Add press release & press kit to annual todo
  

Graphics

• Signage
  • Large signs attached to registration tables that say "CASH ONLY" as a last warning for people close to the front (harder for someone to steal, and for those who missed the earlier signs for whatever reason)
  • Add open hours to the merchant sign. (omega_m)
  • Signage for registration that says "vendors are closing soon" so we hopefully don't get the people who only want to go to the vendors who register right before it closes and get mad. (elemecca)
  • Signs for opening hours (samschuler)
  • New sign on why we need name/birthdate in registration
  • Signage for staff unloading explaining exits while bay doors are up. (tjsomething)
  • "in a tunnel, go away" signs for the admin desk (elemecca) - Started a glowforge sign design. Can print a few and paint them
  • Signage for free popcorn. (tjsomething)
• child badge for printing ... making space for label on front, but keeping child backs
• Schedule!! Break out the VIP hours to be more clear for people on the printed schedules and the door schedules
• Badge Designs
  • Lower the back-of-badge message.
• Pins/Buttons
  • Button for Dragon "I cause problems"
• VIP buttons
• Maze triaged
• Word Find Triaged
• Jokes
• Con book
  • UPDATE - Break out the VIP hours to be more clear for people - Did we do this? IDK
• Badge text
• VIP Prints
• Con Book Cover
• T-shirt design
• 11 x 17 Poster
• Social Media avatar
• Move old graphics from dropbox to bitrix (add this as an annual bitrix task)
• Annual Age badge
• 4x6 Fliers Triaged.

Administration

• Event Insurance
• Enter refunds from RT (furthered this along 9/24; one entered, two requests replied waiting on responses)
• City Paperwork
• Fire Permit Application
• enter exemption
• Review RT again
• get people in marketing channel for Facebook ad making
• rt - check refunds
• Pay BMI
• Pay ASCAP
• Merge users that need merging
• Catch up books Triaged. Don't actually need before con.
• File Sales Tax Completed through August
• Update bitrix templates with new people
• Clean up RT users, removing people who aren't part of the con this year, etc

Marketing

• precon final push - map, schedule, final things
• Map, schedule up on website (thank you Sam)
• guest alert - triaged
• Figure out VIP swag
• Masquerade and Talent show opening emails
• register now! went out as prereg/VIP closing email
• Create and schedule hotel blasts - one URGENTLY, one "last chance for VIP", one "last chance to get a room" - Scheduled
• Pull Merchandise numbers for Dragon A new report has been made
• Panelist push Handled by Natasha and Sammich

Press

• Press release (blocked by guests) - Triaged. No one would do it
• Press Kits - Triaged. Two press and they're returns and we have no press dept
• Press campaign

Printing

• Badge checking work instruction, updated for 2023 - 5 copies - panels, workshops, volunteers desk, main entrance, vendors... +1 for tabletop?
• Coloring pages
• Origami Instructions
• Coloring Table Chair Signs
• Annual Age badges

Free-standing fabric signs

• 2x Day Zero signs

Walmart poster board

• Logistics Tape color sign

Purchases

• Gift Cards for Masq prizes - 1x$50, 4x$25
• Clorox wipes for egaming
• Hand sanitizer, fillable for AA, and 24 pump bottles to place around con
• Get a better webcam and a longer USB cord for main stage (samschuler)
• Honey sticks
• Honey Filled Candy
• Pain killer - acetaminophen / ibuprophen
• Bought candy to give out with prizes; rocher
• Themed VIP giveaways
• 6ft banners for behind the guests
• Lighter shoji screens (schuler)
• personal - more phone chargers
• No photos badge ribbons? (elemecca)
• Logo lanyards Inventory says we have like 300 left, why do we need more??
• 2023 holo stickers
• HDMI audio splitter would be good for the Epsons, which have no audio out. (tjsomething)
• Get micro-HDMI and Thunderbolt adapters for the projectors. (tjsomething)
• Pallet wrap. (tjsomething)
• AA hand sanitizer bottles
• Ties
• Buy gaffer tape; oops. We always had so much, until we didn't. (beta.mfd)
• We ran out of money bands over the years. Time to buy more. (beta.mfd)
• We burned through a lot of pens on the lability waivers (mostly from people keeping them), buy more pens. (beta.mfd)
• More Easels!!! (jmichaelvincent) (bought 30 more)