Beta's 2023 Todo List
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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
- Door Schedules - need to go out ---- SIGN SCHEDULE HOLDERS, ESP ON MERCHANTS
- Panelist count sheet - printed need to be shown to Natasha
- Guest checks have been entered; two require W9s. Need checks from Thomas
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- bundle up masq prize baskets - Giving to Ethan... Where are the things?
- Masq fact sheet -- needs updates from Sam
- Review and update bitrix tasks - Mostly okay
- Rovers and panel badge checking schedule - I have this from Aiden and gave it to Blanca. Not sure what more to do with it?
- Registration Alerts code --- Triage????
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- Staff Vouchers - May be a good time to give out staff ribbons, too.
- STAFF TIES GODDAMMIT
Guests
- Complete guest stuff (details private)
Per diem- Get guest checks and per diem ready Blocked by not having all guests contracted yet
Registration
- 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
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?
- VIP 45
YPS reportsList what valid IDs are on the Invalid ID form in the YPS.- not going to have ID list on YPSPossibly 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
Merch inventory interfaceLaminate all the badgesPut all badges into sleevesVIP LetterStaff LetterBother everyone about vax status?? Done once, would love to do again, I can't though.VIP LetterSet 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 BADGESenvelopes for the tarot stickersenvelope for the amethystenvelope for the 4 leaf cloverenvelope for the marigold seedsat con badge designs - The label is 18mm x 2inA page to see inappropriate badge namesrt - exemption emailFigure out reg hours - https://register.snafucon.com/admin/registration/hours/2022Handed to CassyEmail users without badges to prompt to get badgesI 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 thisSomeone needs to audit and correct Volunteer entries from 2021Natasha did thisDidn'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
- Staff party plan
Send out another staff CampaignBother more people to applydid what I could, not going to worry about it furtherUpdate 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 plannedCosplay Chess plannedCosplay masq awardsBuy ribbonsIs Ethan getting cosplay panels?- he's aware and doing what he can, no more need to push on itIs 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 formCompleted by Thomas
Merchants
- Get relevant contracts to guests
Sort Tax sheets into the different merchant typesTax formsOpen Swap Meetplan swap meet with TimOpen Club/org?Merchant Info Card updateMerchant info card print/laminate- we need enough for merchants + extras, to try for like 96 because they print in sheets of 6; 16 pagesSwap Meet ContractClub/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 infigure out room schedulesBEOs due soonfigure out vip snacks/cateringair conditioner, plan when we went it highGSR Restaurant list with Sunday closing timesthe Grand Cafe closes at 2am on Sundays, 3am other days https://discord.com/channels/416146296097865729/901632506317639781/1153480509859569744summarize catering separately after room infowe want all of nevada locked all weekenddon't lock bathrooms by Nevada at night (or at least until after 2am)food vouchersCatering broken out in addition to listed with roomsdance floor for raveremove cab table behind main stage
Misc
- 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)
Install linux on laptop in case we need it?Laptop broke; oh wellDisable refundsWhite out (or paste color image over) map signs - panelist checkin label in wrong placeVestStaff list for giftsAdd 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 instructionsTalent Show awardsMeeting NotesLip sync award - Red t-shirtPrint Staff buttons - 60?Make buttonsRetractable badge things(triaged)stories and images for qr code gameGet 2021 schedule up on the website (low priority)Approved press submissions and sent intro email because we have no press coordinator this yearSet up Surface tabletBuy myself some N95s I'm comfortable withUpdate 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 rolesOpt-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 registrationSignage 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 themSignage for free popcorn. (tjsomething)
child badge for printing ... making space for label on front, but keeping child backsSchedule!! Break out the VIP hours to be more clear for people on the printed schedules and the door schedulesBadge DesignsLower the back-of-badge message.
Pins/ButtonsButton for Dragon "I cause problems"
VIP buttonsMazetriagedWord FindTriagedJokesCon bookUPDATE - Break out the VIP hours to be more clear for people- Did we do this? IDK
Badge textVIP PrintsCon Book CoverT-shirt design11 x 17 PosterSocial Media avatarMove old graphics from dropbox to bitrix (add this as an annual bitrix task)Annual Age badge4x6 FliersTriaged.
Administration
- Event Insurance
Enter refunds from RT (furthered this along 9/24; one entered, two requests replied waiting on responses)City PaperworkFire Permit Applicationenter exemptionReview RT againget people in marketing channel for Facebook ad makingrt - check refundsPay BMIPay ASCAPMerge users that need mergingCatch up booksTriaged. Don't actually need before con.File Sales TaxCompleted through AugustUpdate bitrix templates with new peopleClean up RT users, removing people who aren't part of the con this year, etc
Logistics
Signage organizationAnnual Con LayoutDay Zero Task Document -- done as I can get it except for signageLogistics Maps / Organize signage planCostco order with ThomasCount SignsLogistics InventoryTiespoker chipsbadge suppliestonerhand sanitizer bottles?
pipe and drape for signs behind guests??We barely have enoughPermanently and loudly label the stepping stool as “Con Store”Thomas marked it off so I guess it's done
Marketing
precon final push - map, schedule, final thingsMap, schedule up on website (thank you Sam)guest alert - triagedFigure out VIP swagMasquerade and Talent show opening emailsregister now!went out as prereg/VIP closing emailCreate and schedule hotel blasts - one URGENTLY, one "last chance for VIP", one "last chance to get a room" - ScheduledPull Merchandise numbers for DragonA new report has been madePanelist pushHandled by Natasha and Sammich
Press
Press release (blocked by guests) - Triaged. No one would do itPress Kits - Triaged. Two press and they're returns and we have no press deptPress campaign
Printing
Badge checking work instruction, updated for 2023 - 5 copies - panels, workshops, volunteers desk, main entrance, vendors... +1 for tabletop?Coloring pagesOrigami InstructionsColoring Table Chair SignsAnnual 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$25Clorox wipes for egamingHand sanitizer, fillable for AA, and 24 pump bottles to place around conGet a better webcam and a longer USB cord for main stage (samschuler)Honey sticksHoney Filled CandyPain killer - acetaminophen / ibuprophenBought candy to give out with prizes; rocherThemed VIP giveaways6ft banners for behind the guestsLighter shoji screens (schuler)personal - more phone chargersNo photos badge ribbons? (elemecca)Logo lanyardsInventory says we have like 300 left, why do we need more??2023 holo stickersHDMI 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 bottlesTiesBuy 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)