I. ShaunCon XXI
A. Volunteers needed for the convention (Steve & Amy): Need someone for HQ (slot 2) and registration (slot 5). Talk to Amy or Steve if you're interested.
B. Post Card Status (Rob): Getting done this week.*Shaun needs to send Rob a new list ASAP.
C. Signage (Sterling)
- We have a banner. People need to figure out how to hang it.
- *John needs to send Sterling sign sizes ASAP.
- *Shaun needs to send Sterling approved text. (Text should have logo, ShaunCon XXI, location ["across from Waldenbooks"]; could use flyer text)
D. Trogdor (Bob): Nothing much said here.
E. Press Kits (Shaun): They're out. *Kevin is going to send them or link them in the Living lists.
F. Table cards and flyers for 2004: The con staff should print some of these up and make them available to get the word out during THIS con about the next one.
G. If someone can volunteer a computer that works with a specific printer, please let Kevin know.
H. Jason G. is going to check in with Waldenbooks about setting up some kind of deal.
I. Onsite schedule is going to be printed up and available.
J. The single day number should be $10 not $15.
K. *Badges will be made by Kevin and John, though they are looking for assistance. Check the business list for the day.
L. *Shaun needs to place guild info onto a CD for John and bring it to the convention.
M. Food cards will be printed onsite.
II. Weekend in Dyvers
A. Location (Matt): No location yet.
B. Time (Matt): June 11-13
I. ShaunCon 2004
Generally, many specific decisions will be made after we debrief the 2003 convention and after we have solid figures for location costs for 2004. That said, we went over some specific points, which helped prompt other issues.
A. The officers will be meeting with Shannon during the convention to go over contracts for 2004. Terms for a fall only vs. fall and spring convention will be discussed. The fall convention should fall on the weekend before Thanksgiving again.
B. Events (Kevin): Deadline for events for 2004 should be September 30, 2004. This should give campaign directors plenty of time to come up with something.
C. Preregistration/Attendees (Kevin/Melinda): The prereg form should go up on October 1, 2004. It should come down the Monday before the convention (or a little before that).
D. Judges (Kevin): The discount program for judges should remain the same for 2004 unless badge costs change.
E. Volunteer Program (Steve & Amy): Amy intends to keep a logbook available at the HQ area for volunteers to write down shift notes and to note things that work and things that don't work (for debriefing purposes).
F. Dealers (Shaun): We have several already paid up and ready to come. Check the main Guildletters area for the list of dealers. More are expected.
G. Food card (Kevin): We intend to have it again. (*Miranda needs to have a concise idea of what's involved with this so that it can be documented as a member benefit. Check the business list or post there if she doesn't ask first.)
H. Food vendors (Kevin): A vote (majority said "yes") was taken to allow first-time food-only vendors to have a "first one's free" spot at the convention to sell wares. Each vendor is subject to approval of the Exec Council. This is a one-time deal for 2003.
I. Press Kits (Shaun): We have the basis for a nice press kit. Now we just need to include our charitable information, and it's even better!
J. Membership Cards (Shaun/John): Implementation of RPGKC membership cards (for both 2003 and 2004); for 2003, John is making a blank card and the cards will be filled out onsite at the convention.
II. Website information (Miranda)
We're missing valuable information about various things from our site, such as these items (and sub-items):
III. Miscellaneous Fun
A. One of the secrets to getting charity items was revealed at the meeting.
B. We intend to set a date to see the finale to an epic saga of hobbits, a ring, and plain badness. Watch the main Guildletters page for an update. The movie in question comes out on December 16th.
{Carrots and dip provided by the Hersheys and Horners.}
Debrief ShaunCon XXI
We'll be taking time to go over facts, figures, policies, and feedback to start figuring out some of the stuff for the next convention. Here are just some of the topics that will be discussed. (This agenda will change over the next couple of weeks based on input from the Exec council and the members and volunteers on the business list.)
1. Cost to Attendee: Based on site fees, insurance fees, chair/table expenses, and other basic convention expenses, we need to determine if the cost to attendee for 2004 is where it should be.
2. TOs (Kevin): Application process, voting/approval process, fee schedule, HQ/table allotment, deadlines (and what advertising we can provide on our site), badge allotment. Essentially, we are nailing down this process and making it formal so that we can post it on the website and have CLEAR expectations of what and when and how.
3. Vendors (Shaun): Table fees for vendors, table allotment/space size, badge allotment, deadlines (including what kind of advertising support they can expect on our site given their ability to PAY by a certain deadline). This includes a discussion about food vendors.
4. Signage (Sterling): Do we need any?
5. Postcards (Rob): Do these again? When?
6. Prize support (Bob): Do this again? Deadlines for assistance.
(Last updated 11/13/2003)