The Thanksgiving Science Fiction Society held a general business meeting on 5 December 2021. The meeting was held online via Discord, with no in-person interaction aside from between folks who live together, due to the COVID-19 pandemic. All conversations took place via text chat in Discord. This is a quick-n-dirty Discord transcript of the TSFS General Business Meeting held on 5 December 2021, made on 5 December 2021 by Keith Lynch. All formatting has basically been lost. Meeting was scheduled to begin at 1 PM EDT. Conversations effectively begin at 12:58 PM. -=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=- From: "Keith F. Lynch" Subject: Transcript of today's TSFS meeting Date: Sun, 5 Dec 2021 16:22:30 -0500 (EST) Welcome to #december-2021-business-meeting! This is the start of the #december-2021-business-meeting channel. November 14, 2021 Herveus | Con Ops -- 11/14/2021 Sunday, 5 December, at 1300 2 [1:11 PM] After Action Review Nominations and the usual stuff December 5, 2021 Herveus | Con Ops -- 12/5/2021 at 12:58 PM I'm here. Poryshkin | Con Chair -- 12/5/2021 at 12:58 PM I'm neither here nor there, as usual [12:59 PM] Preliminary question: what do you need to finish out the program book? Dave/Evan(damont) | Registration -- 12/5/2021 at 12:59 PM Adsum! Alex * Jack-of-All-Trades -- 12/5/2021 at 12:59 PM Hoi! Crystal Paul -- 12/5/2021 at 12:59 PM Present. Herveus | Con Ops -- 12/5/2021 at 1:01 PM Re program book, I need to assemble the parts and see what I'm missing. No ETA at this instant. [1:02 PM] It's after 1300, so let's get going. Diamond Mystic -- 12/5/2021 at 1:03 PM Present. Herveus | Con Ops -- 12/5/2021 at 1:03 PM Who else is here that has not chimed in? [1:04 PM] Remind me who you are, @Diamond Mystic Diamond Mystic -- 12/5/2021 at 1:04 PM John Weller: Mythic Track 1 Herveus | Con Ops -- 12/5/2021 at 1:04 PM Thanks. Marilyn Mix | Website -- 12/5/2021 at 1:04 PM On my way Herveus | Con Ops -- 12/5/2021 at 1:05 PM First item: when do we schedule the January meeting, at which we have officer elections? I'm thinking that Jan 8 or 9 is probably best. Poryshkin | Con Chair -- 12/5/2021 at 1:05 PM Either one looks good to me, with a slight preference for the Sunday Dave/Evan(damont) | Registration -- 12/5/2021 at 1:06 PM At this point I have no obligations for January 8-9, other than Sunday church which shouldn't affect an afternoon meeting. Diamond Mystic -- 12/5/2021 at 1:06 PM 8th is a Friday I believe? Herveus | Con Ops -- 12/5/2021 at 1:06 PM Saturday. [1:08 PM] Absent any further objections, lets go with Sunday, 9 January, at 1300. 3 Dave/Evan(damont) | Registration -- 12/5/2021 at 1:09 PM Not that I expect it to have any effect on TSFS meeting schedules but for general info, my mom is scheduled for knee surgery the last week of January. Keith Lynch -- 12/5/2021 at 1:09 PM I'm here. @Dave/Evan(damont) | Registration Not that I expect it to have any effect on TSFS meeting schedules but for general info, my mom is scheduled for knee surgery the last week of January. Marilyn Mix | Website -- 12/5/2021 at 1:10 PM Wish her luck Poryshkin | Con Chair -- 12/5/2021 at 1:10 PM Hope things work out all right, Evan. Diamond Mystic -- 12/5/2021 at 1:10 PM I'll be reporting for Baltimore County jury duty for at least the 5th... but barring being called back on that day I'm good for it as well. Crystal Paul -- 12/5/2021 at 1:10 PM May the surgery be successful & her recovery swift. Dave/Evan(damont) | Registration -- 12/5/2021 at 1:11 PM Thanks Diamond Mystic -- 12/5/2021 at 1:11 PM Best wishes to her Evan. Herveus | Con Ops -- 12/5/2021 at 1:11 PM First item of business: nominations for officers. [1:11 PM] The trustee whose term is expiring is mark Drexler. Poryshkin | Con Chair -- 12/5/2021 at 1:12 PM Question in that regard: which of our Three Turestees is up for re-assignment? [1:12 PM] Ah, you type faster thatn I [1:12 PM] also more accurately Herveus | Con Ops -- 12/5/2021 at 1:12 PM Also already working on that quetion. Yay minutes. Dave/Evan(damont) | Registration -- 12/5/2021 at 1:12 PM Not that I can remember who the other two trustees are... Herveus | Con Ops -- 12/5/2021 at 1:12 PM one sec Poryshkin | Con Chair -- 12/5/2021 at 1:13 PM OK, I'll ask Marc if he's willing to stand again. He's upstairs, so I'll brb Herveus | Con Ops -- 12/5/2021 at 1:13 PM Wait. One sec. Dave/Evan(damont) | Registration -- 12/5/2021 at 1:14 PM (The TSFS Secretary apologies for not having gotten the Official Membership List(TM) up and running in 2021. Not that we'd had one before, for quite a while. Better luck next year.) Herveus | Con Ops -- 12/5/2021 at 1:14 PM Right. Mark renewed in 2019. Josh is filling out the rest of Sarias' term (she became VP then) and expires next year. It looks like Fred Blonder is the junior trustee at this time. Poryshkin | Con Chair -- 12/5/2021 at 1:14 PM He say's he is indeed willing to re-stand for Trustee. Herveus | Con Ops -- 12/5/2021 at 1:14 PM OK. [1:14 PM] I'm willing to continue as President. Poryshkin | Con Chair -- 12/5/2021 at 1:15 PM I'm willing to continue as Treasurer. Herveus | Con Ops -- 12/5/2021 at 1:15 PM Saria is presently VP; Poryshkin is Treasurer; Dave/Evan is Secretary. Dave/Evan(damont) | Registration -- 12/5/2021 at 1:16 PM I'm willing to continue as Secretary. The TSFS Secretary also apologizes for not getting last month's minutes uploaded yet. Herveus | Con Ops -- 12/5/2021 at 1:17 PM Is @Saria | Videogaming, Website willing to continue as Vice President, or do we need someone else to stand up to that role? The primary duty of that officer is taking minutes at the meetings. Poryshkin | Con Chair -- 12/5/2021 at 1:18 PM Oh, um, right. Again, upstairs, let me check Herveus | Con Ops -- 12/5/2021 at 1:18 PM OK. Poryshkin | Con Chair -- 12/5/2021 at 1:20 PM ...asleep. Rather than wake her up, I'll nominate her, and find out later if this is a problem. If it is, we can try and get a different VP Herveus | Con Ops -- 12/5/2021 at 1:20 PM OK. [1:21 PM] So we have a slate to nominate: President: Michael Houghton Vice President: Meg Hogan Treasurer: Sam Hogan Secretary: Dave Montuori Trustee: Marc Drexler (edited) Poryshkin | Con Chair -- 12/5/2021 at 1:21 PM Marc, with a C, not K Herveus | Con Ops -- 12/5/2021 at 1:23 PM We shall vote on these at our next meeting. [1:23 PM] Treasurer, then on to the main topic. Poryshkin | Con Chair -- 12/5/2021 at 1:26 PM We have $9,285.82 in the various accounts. This includes some random donations we got from the pervious convention; it doesn't include either the refund of the deposit with the Lord Baltimore, nor the deposit we are going to end up paying to the Hunt Valley. Those should be a wash. It also does not include the $300 for clear masks that we piggy-backed on to DISCON's order, and were returned to them unused. [1:27 PM] We still need to set up a Go Fund Me; the person mainly involved with that is currently busy with DISCON stuff Herveus | Con Ops -- 12/5/2021 at 1:28 PM OK. [1:28 PM] After Action discussion. I think we begin with the Con Chair and then any departments that have things to report, then general discussion. [1:29 PM] How did we do? Good, bad, ugly, and indifferent. Poryshkin | Con Chair -- 12/5/2021 at 1:30 PM oK, well first off: it was one of the most f'd-up conventions I've been involved in, and that lands in my lap. I got a lot of grief for everything being so very last minute. Tath being said, it was amazingly successful for all of being last-minute. [1:30 PM] The truth of the matter is, there were so many health issues among the staff, myself included, that kept things from being done in what I would like to call any sort of timely manner. Dave/Evan(damont) | Registration -- 12/5/2021 at 1:31 PM Health matters were definitely An Issue, and No Fun At All. Poryshkin | Con Chair -- 12/5/2021 at 1:31 PM Overall, though: we kept it small, we kept it together, what we did present seemed to be well-appreciated, evenif the attendence for any given topic was small. [1:33 PM] An example: there were only two people present at the Poetry workshop, and one of those had to cut out, due to tech problems (there end, not ours). And yet, there was a call to please repeat it. [1:35 PM] Going forward, the real problem is staffing: if I could have handed off the head of programming job, I really would have. It's not about ego, it's about getting the job done, and frankly, 've learned that I cannot always do the job. The offer by, of course, I don't remember her name, to maybe take over the marketing job, at least partially, is a major help. [1:36 PM] And WRT staffing, I'd like to thank Jim for stepping up as head of Mythic: Bambi was one of us who were having health problems, and absolutely had to step back. 1 Marilyn Mix | Website -- 12/5/2021 at 1:36 PM Jessica was willing to help with TikTok and Instagram. If she was volunteering to take over Marketing I missed that. Diamond Mystic -- 12/5/2021 at 1:37 PM Would that be referent to the social media/ instagram etc.? [1:37 PM] ^^^yes. @Marilyn Mix | Website Jessica was willing to help with TikTok and Instagram. If she was volunteering to take over Marketing I missed that. Poryshkin | Con Chair -- 12/5/2021 at 1:37 PM She was hinting that she might be able to, but that's somethign we do need to clarify with her. And thank you for supplying the name, this is just my crappy memory for names doing its thing again. Diamond Mystic -- 12/5/2021 at 1:38 PM *** Who though not directly on with us, is present elsewhere much as other are with Aleksandr. Marilyn Mix | Website -- 12/5/2021 at 1:38 PM We can discuss this later, but I have an interest in coordinating the Marketing/Publicity efforts. [1:39 PM] I invited her to email me. Haven't seen anything yet. Diamond Mystic -- 12/5/2021 at 1:39 PM Jess was just specifically for TikTok and Instagram, not Marketing-at-large, just confirmed with her. Poryshkin | Con Chair -- 12/5/2021 at 1:40 PM Overall, I would say that we got really good feedback on the panel topics: but there were several that I wanted to run that we just couldn't get enough enthusiasm for. I would hope to be able to bring those back for 2022. @Marilyn Mix | Website We can discuss this later, but I have an interest in coordinating the Marketing/Publicity efforts. Diamond Mystic -- 12/5/2021 at 1:40 PM She's aware and will get back to you. No later than next week. 1 Poryshkin | Con Chair -- 12/5/2021 at 1:41 PM Specifically, The best LGBT+ fiction of the year, the Women of Early Space Flight, and um, there was a third topic...possibly women in s/f? [1:42 PM] Going forward, with an in-person convention, we should be able to have both board gaming & video gaming again; and I'd also like to see us bring back an art show. I have someone in mind I can tap for that, I haven't conteacted yet. Again, if people have other suggestions as to people who can/should run these things, I'm willing to listen. Marilyn Mix | Website -- 12/5/2021 at 1:43 PM @Poryshkin | Con Chair Have you tabulated the attendance for each program item. Poryshkin | Con Chair -- 12/5/2021 at 1:43 PM I honestly didn't try Marilyn Mix | Website -- 12/5/2021 at 1:44 PM If the group would like the stats, I can pull them from the Host reports on Discord. @Poryshkin | Con Chair Going forward, with an in-person convention, we should be able to have both board gaming & video gaming again; and I'd also like to see us bring back an art show. I have someone in mind I can tap for that, I haven't conteacted yet. Again, if people have other suggestions as to people who can/should run these things, I'm willing to listen. Diamond Mystic -- 12/5/2021 at 1:46 PM As mentioned at the wrap-up an end of convention--someone I might tap later for Mythic Track might be a very good choice for taking on the art show--but she's just recently been out of surgery, so let me know if your possible declines, I can always ask mine who is quite a capable artist/photographer and has leadership background as well. Poryshkin | Con Chair -- 12/5/2021 at 1:46 PM Excellent. @Marilyn Mix | Website If the group would like the stats, I can pull them from the Host reports on Discord. Herveus | Con Ops -- 12/5/2021 at 1:46 PM I think it would be useful to have that data. 1 [1:46 PM] ...so, please do. @Herveus | Con Ops ...so, please do. Diamond Mystic -- 12/5/2021 at 1:47 PM Concur. Poryshkin | Con Chair -- 12/5/2021 at 1:47 PM Oh, and as far as having an actual in-person convention, I did sign and send off the contract with the Delta Hunt Valley on Wednesday, last. 3 1 Keith Lynch -- 12/5/2021 at 1:47 PM Yay! Diamond Mystic -- 12/5/2021 at 1:47 PM I was a bit bust as Hobbit said "acting as a secondary host" in zoom to be sure all we t well that I couldn't always tell on Mythic. Keith Lynch -- 12/5/2021 at 1:47 PM But can we skip the "Delta"? Also the Omicron. Poryshkin | Con Chair -- 12/5/2021 at 1:48 PM /snerk Dave/Evan(damont) | Registration -- 12/5/2021 at 1:48 PM Next Year In Jerusalem Person! We Hope, Anyway. (edited) @Keith Lynch But can we skip the "Delta"? Also the Omicron. Diamond Mystic -- 12/5/2021 at 1:48 PM The former Hunt Valley Inn. To some of us, still that even so. Dave/Evan(damont) | Registration -- 12/5/2021 at 1:49 PM I think they're officially the Delta Hunt Valley to distinguish it from other Delta locations, so I'm just going to end up calling it the Hunt Valley regardless. (edited) Crystal Paul -- 12/5/2021 at 1:49 PM After > 40 years of cons, it'll always be the Hunt Valley to me. Poryshkin | Con Chair -- 12/5/2021 at 1:50 PM Official full is Delta Hunt Valley by Marriot. FWIW Diamond Mystic -- 12/5/2021 at 1:50 PM Ditto, and they forgot last I checked to take down the hollywood style large lettering on the hillside @Poryshkin | Con Chair Official full is Delta Hunt Valley by Marriot. FWIW Dave/Evan(damont) | Registration -- 12/5/2021 at 1:50 PM That's too long. Hunt Valley it is. Diamond Mystic -- 12/5/2021 at 1:51 PM @Marilyn another quick tech question though regarding the panels. [1:53 PM] Dr. Gandalf did let me know that panels weren't recorded unless permission for such was given (pretty sure most of us on Mythic weren't asked but no problem you guys on tech were dealing with ALL of it): but if they were recorded, how may the presenters go about accessing the recording (a couple of them did ask, and yes I realize this--might?--be just a via Zoom platform direct thing)? Marilyn Mix | Website -- 12/5/2021 at 1:53 PM I have that question too. Poryshkin | Con Chair -- 12/5/2021 at 1:54 PM The recordings are currently in thae shared folder on Google drive, but that will change soon. [1:54 PM] I've downloaded them to a hard drive that I have, and will be deleting the shared folder soon. It's a matter of account space. [1:55 PM] I'm going to re-upload them to Otto's account, and can re-share them when I do; but pending double-checking with the participants, I'll end up putting them up on Otto's YouTube account. Diamond Mystic -- 12/5/2021 at 1:57 PM Great. Let me know when you are preparing--you can of course send the permission email to any of Mythic panelists individually but I will have their contact info at the ready if you need it. If all were just recorded, that would actually be ideal--thanks either way. Marilyn Mix | Website -- 12/5/2021 at 1:58 PM I had an idea that I could update the program schedule web page and replace the Zoom Registration link with the YouTube links. All I need is a list of those links (and a tweak to my script) 3 Poryshkin | Con Chair -- 12/5/2021 at 1:59 PM That sounds very do-able Herveus | Con Ops -- 12/5/2021 at 2:02 PM Good stuff. Just to make it explicit, the presumption is that Poryshkin will be Con Chair for 2022. Poryshkin | Con Chair -- 12/5/2021 at 2:02 PM Drat, I've been found out! Herveus | Con Ops -- 12/5/2021 at 2:04 PM I'm also thinking it would wise to think about who else could and would be Con Chair. It seems like a position that should not be "for life". 1 Diamond Mystic -- 12/5/2021 at 2:04 PM Deny everything it is't like there's anything of substance to tie Poryshkin I Con Chair to... oh wait. Herveus | Con Ops -- 12/5/2021 at 2:04 PM Historical patterns to the contrary notwithstanding. Marilyn Mix | Website -- 12/5/2021 at 2:04 PM At the very least, off load all the non-con chair duties from him. Herveus | Con Ops -- 12/5/2021 at 2:05 PM Yeah. Poryshkin | Con Chair -- 12/5/2021 at 2:06 PM Well, not necessarily "all" I can handle treasurer + con chair. But Treasurere+con chair + programming head + marketing is a bit much 3 Herveus | Con Ops -- 12/5/2021 at 2:07 PM ...so anyone who thinks they might be interested in being Con Chair in the future should make that known... [2:08 PM] Any other departments that have things to report on? Crystal Paul -- 12/5/2021 at 2:09 PM Despite some glitches, the music program generally went well, & more smoothly than 2919. [2:09 PM] 2019, that is. Poryshkin | Con Chair -- 12/5/2021 at 2:09 PM Ah yes! Chessiecon far future! @Crystal Paul Despite some glitches, the music program generally went well, & more smoothly than 2919. Diamond Mystic -- 12/5/2021 at 2:10 PM Very ahead of its time Poryshkin | Con Chair -- 12/5/2021 at 2:10 PM sorry about bumping you into that time machine, though. Dave/Evan(damont) | Registration -- 12/5/2021 at 2:11 PM If the time machine has taken us to 2919, then I wonder how Blacksburg In 2099 went ("After you've been to Mars in 2095, you might as well go to the end if the universe!") Marilyn Mix | Website -- 12/5/2021 at 2:11 PM @Herveus | Con Ops I have the panelists photos and biographies in a file. I am trying to think of the best way to get them to you for the program book. Herveus | Con Ops -- 12/5/2021 at 2:11 PM Email it to me? Or via the shared drive. @Marilyn Mix | Website @Herveus | Con Ops I have the panelists photos and biographies in a file. I am trying to think of the best way to get them to you for the program book. Poryshkin | Con Chair -- 12/5/2021 at 2:13 PM Hm, I think your bios file is more complete than the one I sent, I think it was first day of the con. But on that note, there were several bios submitted by people who just couln't, or didn't care to stick to the 50-word limit. Herveus, I'll leave it up to you whether you want to cut them down or not. Marilyn Mix | Website -- 12/5/2021 at 2:13 PM I think I can send you the program schedule/descriptions as well. or you do want to just scrape it from the web page. Keith Lynch -- 12/5/2021 at 2:13 PM Coincidentally, 2099 will be the next year in which there will be a total solar eclipse in Virginia. I don't recall if it includes Blacksburg. It does not include the DC area. No totality in DC until 2444. Herveus | Con Ops -- 12/5/2021 at 2:13 PM I'll see what I can do. A spreadsheet would be good. 1 Diamond Mystic -- 12/5/2021 at 2:14 PM As to Mythic, happy to be on the committee, this was my first time in the fray : nothing of concern to report, I think it went as well as could be expected if jot a bit better in light of the last-minute nature of things Aleksandr mention earlier. That said: of note, and possibly a Con 1st? If we had never had a current/former Librarian of Congress as a guest or presenter, we can check that box off now: Ms. Reece was a former LoC and is on the Board of Sacred Space Convention which meets out of the Hunt Valley as well. 2 Yakira - Volunteers and Vendors -- 12/5/2021 at 2:14 PM Just catching up. Sorry I'm late spent the night in Baltimore doing some Chanukah stuff with my kids. 1 Poryshkin | Con Chair -- 12/5/2021 at 2:15 PM IDR if the final schedule spreadsheet includes descriptions or not, actually. [2:15 PM] The on in the shared folder, that is. Marilyn Mix | Website -- 12/5/2021 at 2:15 PM I have one as an intermediate product of the script I used to generate the web page. Yakira - Volunteers and Vendors -- 12/5/2021 at 2:16 PM Anyway, I'm caught up and am willing to step in as conchair after I get through Balticon next spring. Poryshkin | Con Chair -- 12/5/2021 at 2:17 PM NO! UNLESS YOU DO NOT INVLOVE YOURSELF IN ANY SENIOR POSITION IN BALTICON! [2:17 PM] It's really, just too much freakin' work. Really. [2:17 PM] Really really Dave/Evan(damont) | Registration -- 12/5/2021 at 2:17 PM I was thinking that meant for 2023, am I wrong? Herveus | Con Ops -- 12/5/2021 at 2:17 PM Still, with appropriate caveats, it's great to have the offer there. 2 [2:19 PM] Con Ops got invoked once. Thankfully, it did not turn into an ordeal. More I will not say. [2:21 PM] Are there other lessons to be learned and made note of for the future? It seems like from the attendee side, we did pretty well. Marilyn Mix | Website -- 12/5/2021 at 2:22 PM I agree; Little of the backstage turmoil leaked out to the attendees. The panelists seemed so happy to get to talk with people. 1 Poryshkin | Con Chair -- 12/5/2021 at 2:22 PM There are certain notes about moderting a panel which should be kept between the con chair and head of programming. Marilyn Mix | Website -- 12/5/2021 at 2:23 PM Last year, I believe I sent a script and guidance out the to moderators. Yakira - Volunteers and Vendors -- 12/5/2021 at 2:24 PM As a moderator of a few panels for DisCon I received a guide. I think having this for future moderators would be a good idea Poryshkin | Con Chair -- 12/5/2021 at 2:24 PM yeah, that was somethign that slipped by me, due to last-minute nature,a dn one of the reasons I considered the con so problematic. Herveus | Con Ops -- 12/5/2021 at 2:24 PM Yes. It's probably good to let the moderators know what we expect of them in that role. Poryshkin | Con Chair -- 12/5/2021 at 2:28 PM Overall, though, I still consider the con a limited success, but the main problems that I did see with is can be solved with adequate staffing. In summary...outreach. Keeping in mind that we have an offer for more social media platforms going forward, what else should we do to get more people involved? [2:29 PM] Not a question that needs to be answered right now, butw: but something I'd like people to keep in mind, and let me know as the answers occur to someone. Marilyn Mix | Website -- 12/5/2021 at 2:30 PM It would help if TSFS could get its tax-exempt status. Poryshkin | Con Chair -- 12/5/2021 at 2:30 PM Noted: yes, another things that 's on my plate. Keith Lynch -- 12/5/2021 at 2:30 PM FWIW I touted Chessiecon on rec.arts.sf.fandom, after noticing that nobody else was doing so. 2 Herveus | Con Ops -- 12/5/2021 at 2:30 PM Thanks. Poryshkin | Con Chair -- 12/5/2021 at 2:31 PM Thank you. Diamond Mystic -- 12/5/2021 at 2:33 PM Not to be the foil to my other half, but something to always keep in mind for smaller cons: work with other conventions, and like-events: flyer respectfully but liberally. Even in the digital age it works surprisingly well. [2:34 PM] One of our attendees even said one of those it what made her think to check the website and join up this year an attend the panel. Poryshkin | Con Chair -- 12/5/2021 at 2:35 PM We do try to, especially as many of us are also staff for other conventions inthe area: Balticon, Capclave, occaionally Philcon. And this year, Worldcon. 1 Herveus | Con Ops -- 12/5/2021 at 2:35 PM It appears to me that WSFA, BSFS, etc. have (aside from more people involved) something resembling an ongoing social aspect outside the convention itself. TSFS does not really have that. Would there be interest in having Zoom gatherings on a sporadic basis to just schmooze? I have a suitable Zoom account, and I'm sure I'm not alone Keith Lynch -- 12/5/2021 at 2:36 PM I'd be open to that. Marilyn Mix | Website -- 12/5/2021 at 2:36 PM That would be good. We miss doing that when we don't meet at Panera. @Poryshkin | Con Chair We do try to, especially as many of us are also staff for other conventions inthe area: Balticon, Capclave, occaionally Philcon. And this year, Worldcon. Diamond Mystic -- 12/5/2021 at 2:36 PM There was an attendee at the Memorial panel who helped get a small AA Co. con started awhile back, I may have to see if I can reach out to her. Poryshkin | Con Chair -- 12/5/2021 at 2:37 PM Things like discussing s/f literature and or gaming could be suitable activities for social. perhaps watching a TV show or movie, provided people have accounts that are legally shareable, etc. as well. Diamond Mystic -- 12/5/2021 at 2:37 PM I'd be on board to schmooze for publicity as well. Dave/Evan(damont) | Registration -- 12/5/2021 at 2:37 PM When EveCon and CastleCon were still going, FanTek had regular social gatherings at Bruce and Cheryl's between conventions. Keith Lynch -- 12/5/2021 at 2:38 PM I regularly attended PRSFS before Metro's gradual collapse made that increasingly infeasible. Dave/Evan(damont) | Registration -- 12/5/2021 at 2:39 PM In the current conditions, I'd definitely be more likely to participate in an online meetup or two for 2022. Poryshkin | Con Chair -- 12/5/2021 at 2:39 PM Meetup! There's another social media platform that occasionally occurs to me, then goes otu the other side of my head! @Poryshkin | Con Chair Meetup! There's another social media platform that occasionally occurs to me, then goes otu the other side of my head! Diamond Mystic -- 12/5/2021 at 2:40 PM I think that one is less popular/trafficked these days, but yes, certainly worth a page being put up still. Yakira - Volunteers and Vendors -- 12/5/2021 at 2:40 PM Balticon is on meetup and we tipically get one or two inquiries through that. [2:41 PM] Per year I should add [2:41 PM] It hasn't brought us new members Diamond Mystic -- 12/5/2021 at 2:44 PM Yeah I was on for awhile for a local area group that ran its notification through meetup, I think that platform hit its peak around the 2010s. But it can still be a passive marketing tool, just to have a presence there--assuming you can have message notifications forwarded to someone's email. 90% sure you can. Poryshkin | Con Chair -- 12/5/2021 at 2:47 PM OK, other than that, who here is actually going to DISCON? Crystal Paul -- 12/5/2021 at 2:47 PM Steve & I are. Yakira - Volunteers and Vendors -- 12/5/2021 at 2:47 PM aside from me Marilyn Mix | Website -- 12/5/2021 at 2:48 PM I am Diamond Mystic -- 12/5/2021 at 2:48 PM ::panicked look:: I... I've... never been and am@not really familiar with it or when it will be. @Crystal Paul Steve & I are. Poryshkin | Con Chair -- 12/5/2021 at 2:48 PM OK, pending confirmation that we have a Fan Table, canpeople sit it? [2:48 PM] Worldcon in DC, just ...two weeks from now? Marilyn Mix | Website -- 12/5/2021 at 2:48 PM I can't do a fan table because I can't hear. Crystal Paul -- 12/5/2021 at 2:49 PM I'm working filk staff & not sure of my schedule yet. Yakira - Volunteers and Vendors -- 12/5/2021 at 2:49 PM Rachel and I can give it a few hours here and there. But I'm running costuming programming and I'm moderating a handful of panels so I can't garuntee my time @Diamond Mystic ::panicked look:: I... I've... never been and am@not really familiar with it or when it will be. Marilyn Mix | Website -- 12/5/2021 at 2:49 PM DISCON 3 is this year's Worldcon. Dec 15-19 1 [2:50 PM] However, I can coordinate the Fan Table schedule, if you like. Crystal Paul -- 12/5/2021 at 2:52 PM Since we have a limited # of possible volunteers to staff the table, it may be useful to figure out the highest priority times for a warm body to be there, Yakira - Volunteers and Vendors -- 12/5/2021 at 2:53 PM I think Discon is requiring the table be 'manned' during exhibit hours. so we have to commit to that [2:53 PM] they will also grant a day pass for members who need it to man the table. [2:54 PM] however everyone who needs a day pass must show proof of vaccination in order to pick up their pass, passes are not transferrable Poryshkin | Con Chair -- 12/5/2021 at 2:54 PM OK, well, the lunch I ordered just arrived. IMA light out of the meeting, and go eat before I collapse. I've just sent a querry to the person I think is coordinating the fan tables there, I'll let people on the staff list know. [2:54 PM] (parting head bobs) to all Herveus | Con Ops -- 12/5/2021 at 2:55 PM OK. I think we've covered the ground we needed to, and that a motion to adjourn would be apt. Dave/Evan(damont) | Registration -- 12/5/2021 at 2:55 PM Hold please Herveus | Con Ops -- 12/5/2021 at 2:55 PM OK. Continue Dave/Evan(damont) | Registration -- 12/5/2021 at 2:56 PM 1. Is anyone going to Marscon? That's 14-16 January, so if we want to put flyers there or something we should probably not wait until next meeting to plan. [2:56 PM] (Alas, family issues preclude my attendance.) [2:57 PM] I don't expect we'd have enough people going to do a fan table. Crystal Paul -- 12/5/2021 at 2:57 PM Not planning to. Herveus | Con Ops -- 12/5/2021 at 2:58 PM We'd need to cook up a flyer to put out, I suspect. 2 Dave/Evan(damont) | Registration -- 12/5/2021 at 2:59 PM 2. E-letters to folks who had memberships to In-Person Chessiecons 2019-20-21 have not been sent out yet; still waiting on the text from the Con Chair as previously agreed, but the actual virtual convention took precedence. @Herveus | Con Ops We'd need to cook up a flyer to put out, I suspect. Marilyn Mix | Website -- 12/5/2021 at 3:01 PM This is true. We have dates and a hotel. No guests or registration rates. Or a even a web page for 2022. Herveus | Con Ops -- 12/5/2021 at 3:01 PM We do have a GoH Marilyn Mix | Website -- 12/5/2021 at 3:02 PM When was that going to be shared with the committee? Yakira - Volunteers and Vendors -- 12/5/2021 at 3:02 PM I can tweak the flyer I made for this year's con with new dates and hotel info, I would need to know if the pricing is changing Herveus | Con Ops -- 12/5/2021 at 3:03 PM I thought the Con Chair has said that Danielle agreed to be GoH for 2022. Keith Lynch -- 12/5/2021 at 3:03 PM It was announced at a previous meeting that next year's GOH would be the same as this years. Marilyn Mix | Website -- 12/5/2021 at 3:03 PM Oh, right. Herveus | Con Ops -- 12/5/2021 at 3:06 PM We probably want to talk about pricing next month. I suspect it may not change, but I'm not in a position to say more firmly. Dave/Evan(damont) | Registration -- 12/5/2021 at 3:06 PM I support the idea of keeping the pricing tiers the same as what we had been using for 2021 before things went sideways. But we should talk about cutoff dates for each tier, though that can wait until next month. [3:07 PM] If costs are expected to rise significantly, we should talk about that more next month. Marilyn Mix | Website -- 12/5/2021 at 3:07 PM I guess I should put up a placeholder page for 2022. [3:07 PM] The process for moving to the new server has barely begun. Dave/Evan(damont) | Registration -- 12/5/2021 at 3:08 PM Pursuant to my number 2, If anyone here already knows that (a) they have a pre-existing membership for 2019-20-21, (b) they plan to attend Chessiecon in 2022, and (c) they want to roll over their membership for 2022, let me know. Preregistration for 2022 is in fact open, but unless you know the secret code URL you can't get in to pre-reg yet; that will change once the 2022 web site is up. But I can already get in and do the rollovers if they are requested. Herveus | Con Ops -- 12/5/2021 at 3:08 PM waves hand... Crystal Paul -- 12/5/2021 at 3:09 PM Steve is checking our status as I type. Dave/Evan(damont) | Registration -- 12/5/2021 at 3:09 PM I should also add that vendor rollovers will require a bit more coordination. Herveus | Con Ops -- 12/5/2021 at 3:09 PM waves hand again :) @Crystal Paul Steve is checking our status as I type. Dave/Evan(damont) | Registration -- 12/5/2021 at 3:09 PM You two do have active reg's for 2021. As well as two incompletes, which weren't necessary. Yakira - Volunteers and Vendors -- 12/5/2021 at 3:09 PM I have a vendor that wants a refund from this year, should I tell you Dave? Dave/Evan(damont) | Registration -- 12/5/2021 at 3:10 PM If you know they want a refund, please email me and the Treasurer. 1 Marilyn Mix | Website -- 12/5/2021 at 3:11 PM @Dave/Evan(damont) | Registration I sent you an email. Dave/Evan(damont) | Registration -- 12/5/2021 at 3:11 PM @Marilyn Mix | Website Thanks [3:12 PM] DId you send to registrations at chessiecon? [3:13 PM] (If so I'll check my phone after the meeting) @Dave/Evan(damont) | Registration (If so I'll check my phone after the meeting) Marilyn Mix | Website -- 12/5/2021 at 3:14 PM Not originally, but I'll forward to that Dave/Evan(damont) | Registration -- 12/5/2021 at 3:14 PM Just trying to figure out where to look for the email [3:14 PM] Aha, there it is [3:16 PM] (Email to the wolfstar-dot-com address is handled by Gmail, thus subject to all the delays and weirdnesses thereof) Herveus | Con Ops -- 12/5/2021 at 3:16 PM OK. Are we now at a place where a motion to adjourn is apt (not "in order", because it's always "in order") Dave/Evan(damont) | Registration -- 12/5/2021 at 3:17 PM I have nothing further for today (edited) Marilyn Mix | Website -- 12/5/2021 at 3:18 PM Have we agreed on who is putting together the flyers for DisCon? Yakira - Volunteers and Vendors -- 12/5/2021 at 3:18 PM I have the original file, I can tweak them to show new dates and hotel [3:18 PM] Whoever is going to Discon will have to print them though [3:19 PM] the file is in color but scales well to b&w Marilyn Mix | Website -- 12/5/2021 at 3:19 PM I won't be on-site until Thursday. Herveus | Con Ops -- 12/5/2021 at 3:19 PM I'm not going, but I could print them in color. Then it's just "get them to someone". Yakira - Volunteers and Vendors -- 12/5/2021 at 3:20 PM I can print about 30 and was planning on bringing them for the Balticon party Marilyn Mix | Website -- 12/5/2021 at 3:21 PM Then coordinate with Zen about getting the banner out of storage. Yakira - Volunteers and Vendors -- 12/5/2021 at 3:21 PM I have the banner/tablecloth in my car 1 1 [3:22 PM] I took it home with me to get the stains out Dave/Evan(damont) | Registration -- 12/5/2021 at 3:23 PM Serendipitous of sorts, that Yakira - Volunteers and Vendors -- 12/5/2021 at 3:23 PM I suppose [3:23 PM] I don't know if we'll have a fan table or not though [3:24 PM] either way, I planned to have flyers to hand out, I'll be hosting parties for Balticon, Capclave and a few others in my suite 3 Marilyn Mix | Website -- 12/5/2021 at 3:25 PM OK; it may not be worthwhile to have a fan table at the Worldcon. Just put some flyers on the freebie stand. Yakira - Volunteers and Vendors -- 12/5/2021 at 3:27 PM and on Balticon's table (because I can) 2 [3:28 PM] working on flyer now, Delta Hunt Valley Marriott or just Delta Hunt Valley? Diamond Mystic -- 12/5/2021 at 3:28 PM Would there be any interest in leaving some flyers in general areas at local colleges? Get some attention there and it can catch like wildfire. I can manage UMBC for a start. Yakira - Volunteers and Vendors -- 12/5/2021 at 3:29 PM That would be great, but I think putting them out now, when the con is a year away would be futile @Diamond Mystic Would there be any interest in leaving some flyers in general areas at local colleges? Get some attention there and it can catch like wildfire. I can manage UMBC for a start. Marilyn Mix | Website -- 12/5/2021 at 3:29 PM I agree. Too early, but I'll put that on my list Crystal Paul -- 12/5/2021 at 3:29 PM @ Marilyn: Sounds like a better plan than a fan table, especially so far ahead of the con. Tables can be done closer to time. Yakira - Volunteers and Vendors -- 12/5/2021 at 3:29 PM perhaps once the fall semester begins? or if we manage to put together some activities throughout the year Diamond Mystic -- 12/5/2021 at 3:29 PM Right we'd have to time it about 1-2 months prior. [3:31 PM] UMBC is my old alma mater, with a decent student orgs scene including some that have tie-in with us know it inside and out. College Park would be I think one of the major nodes college wise though. [3:33 PM] Anyway food for thought. I'll look into that and come up with a timetable to flyer. Herveus | Con Ops -- 12/5/2021 at 3:33 PM So Yakira will cook up some flyers for Discon and handle their distribution there. [3:33 PM] LoL. I'm trying to get to the end of the meeting... Anything else before we adjourn? Marilyn Mix | Website -- 12/5/2021 at 3:34 PM No. The rest we can coordinate off-line Crystal Paul -- 12/5/2021 at 3:34 PM Nothing from me. Yakira - Volunteers and Vendors -- 12/5/2021 at 3:34 PM Chessicon_2022.pdf 1.00 MB [3:34 PM] please check over for errors Herveus | Con Ops -- 12/5/2021 at 3:35 PM So, once more... do I have a motion to adjourn? Crystal Paul -- 12/5/2021 at 3:35 PM So moved. Marilyn Mix | Website -- 12/5/2021 at 3:35 PM second Yakira - Volunteers and Vendors -- 12/5/2021 at 3:36 PM second Herveus | Con Ops -- 12/5/2021 at 3:36 PM All in favor harumph... Yakira - Volunteers and Vendors -- 12/5/2021 at 3:36 PM harumph Herveus | Con Ops -- 12/5/2021 at 3:36 PM ...because obBlazingSaddles @Yakira - Volunteers and Vendors Click to see attachment Marilyn Mix | Website -- 12/5/2021 at 3:36 PM Love Chessie in the water at the bottom NEW Crystal Paul -- 12/5/2021 at 3:37 PM Harumph. Marilyn Mix | Website -- 12/5/2021 at 3:37 PM Hufflepuff Diamond Mystic -- 12/5/2021 at 3:37 PM Agreed. Herveus | Con Ops -- 12/5/2021 at 3:38 PM Thank you all for showing up. Note to those who are newer: attend two business meetings and then you can ask the President (in writing) to be able to vote (officially). It's not meant to be arduous. Dave/Evan(damont) | Registration -- 12/5/2021 at 3:38 PM Harumph (edited) Herveus | Con Ops -- 12/5/2021 at 3:39 PM See y'all next month. Yakira - Volunteers and Vendors -- 12/5/2021 at 3:40 PM Fixed minor error, use this file not the previous one Chessicon_2022.pdf 1.00 MB