Jo Hogan Sun Oct 5 20:10:01 PDT 2014 Subject: October 5meeting notes (thank you, Greg!) ------------------------------------------------------------------------ Attending: Jo Hogan, Sam Hogan, Greg Swiger, Mike Houghton, Sue Cochran, Meg Hogan, Elektra Hammond, Steve Aines [Notes apparently provided by Greg Swiger.] Hotel notes: not doing Thanksgiving buffet any more. However, this means hotel will allow us to bring in food. Thus we are going to cater Thanksgiving Dinner through Boston Market. Might technically be a "Radison" hotel by the con but won't have sign-age up. Hotel restaurant has "express menu" (mostly sandwiches) that could be ordered from. This might help improve the slow service. Bar issues may or may not be improved. Hotel will run a cash bar at the Time Travelers' Social if >75 people attend. Any staff who wants rooms, especially special requests, needs to get on the con master list by October 31. Oct 15 deadline for program book content, including program item description blurbs if Jo does not already have them for your department. We now have all our 2015 guests of honor (latest is music -- Heather Dale) Programming: Jo took over for Marc on September 18. Program is mostly put together and getting good feedback from guests. About 1/2 have approved their schedules. Marketing has been taken over from Jo by Diane Kurilecz. Chessiecon party at Capclave will be hosted by Eva Whitley and Diana Swiger. Sat. at 8. Need con staff at party to take registrations. At party please recruit volunteers -- ask them to contact volunteers at chessiecon.org. Usually we compensate volunteers with discounts/free memberships for following year, but if a volunteer is known to be reliable, we are willing to front the membership for the current year. Vendors' room is sold out. Art show has 6 panels left. One more email will be sent out stating 6 panels are left and there may not be any walk-in space left. Turkey awards: more entries received. Guests were enthusiastic and likely to submit entries. Tom Smith: hotel plan includes opening a 4th ballroom section for the concert to prevent last-minute chaos. If that's too much space, people can dance. Atruim discussion: hall concerts (no amplification; informal seating.), LARP doing a boffer demo, signings. Still need to decide balance between open space and seating Thomas Atkinson will bring the "Stonehenge" arch Hotel TVs only have HDMI inputs. Steve/Meg will look into HDMI-to-RCA adapters for video game room and mythic. Anyone who needs signs printed or sign-up sheets needs to get the artwork to Jo by Oct. 31. Deadline for supplies orders is Oct. 31. After that you're on your own Steve Aines will try to put together a restaurant guide (who is open, hours, etc.) "No" to swag bags unless enough donations of books or other giveaways show up. Auction: Add "Comfy chair" "Buy it now" price: $1000 (if someone pays that much they won't have to wait in line for concert). Written bids will end at 19:00 Saturday. Jo is officially conchair for 2015 but would like an assistant. Assumption is that 2015 assistant will be 2016 chair. Jo emphasized that she is not willing to be conchair for 2016. Deadline of Oct. 31 to Steve A. (hotel liaison) for hotel requests (electricity, tables, hot water, etc.) Video game room needs to borrow computers/laptops. Treasurer's report: $19,901. Filed quarterly taxes. Still working on getting paperwork for charity auction. Still waiting for non-profit status. Herveus asked for specific content for program book -- Jo will provide everything not department-specific. Departments need to update their descriptions or last year's will be used. Next meeting: Sunday Oct. 26, 1pm ------------------------------------------------------------------------