2024 Meeting Notes

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.