The Thanksgiving Science Fiction Society held a general business meeting on 23 April 2022. 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 23 April 2022, made on 23 April 2022 by Keith Lynch. All formatting has basically been lost. Meeting was scheduled to begin at 1 PM EDT. Conversations effectively begin at 12:52 PM. -=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=- From: "Keith F. Lynch" To: Dave Montuori Subject: Transcript of yesterday's TSFS meeting Date: Sun, 24 Apr 2022 09:02:09 -0400 (EDT) Welcome to #april-2022-business-meeting! This is the start of the #april-2022-business-meeting channel. January 9, 2022 Herveus | Con Ops -- 01/09/2022 Next meeting Saturday, 23 April, 1300. April 23, 2022 DrGandalf -- 4/23/2022 at 12:52 PM T minus 8 minutes Alex * Jack-of-All-Trades -- 4/23/2022 at 12:52 PM I am here! Live from California :V Dave/Evan(damont) | Registration -- 4/23/2022 at 12:53 PM I am online from eastern PA. Going AFK for a minute to recaffeinate. Marilyn Mix | Website -- 4/23/2022 at 12:55 PM I'm here Poryshkin | Con Chair -- 4/23/2022 at 12:55 PM (welcoming head bobs) to all Keith Lynch -- 4/23/2022 at 12:56 PM I'm here Poryshkin | Con Chair -- 4/23/2022 at 1:02 PM Gar, brb, body being inconvenient Dave/Evan(damont) | Registration -- 4/23/2022 at 1:02 PM Bodies are like that Herveus | Con Ops -- 4/23/2022 at 1:02 PM I completely spaced this. I just walked in to Costco. [1:02 PM] Can someone else run the meeting? DrGandalf -- 4/23/2022 at 1:05 PM Can try 1 Poryshkin | Con Chair -- 4/23/2022 at 1:06 PM s/b our current vice president, which means the secretary should take minutes. I've lost track, who is current VP? @Poryshkin | Con Chair Gar, brb, body being inconvenient Dave/Evan(damont) | Registration -- 4/23/2022 at 1:06 PM Quoth an old coworker of my kid's... "Intelligent Design, my ass. I /am/ an intelligent designer, and I know what intelligent designs look like. [Human meatsacks] are the result of 3.6 billion years of lowest-bidder construction." DrGandalf -- 4/23/2022 at 1:07 PM President: Michael Houghton Vice President: Meg Hogan Treasurer: Sam Hogan Secretary: Dave Montuori Trustee: Marc Drexler Poryshkin | Con Chair -- 4/23/2022 at 1:07 PM I'll go see if I can rouse up our VP, then Dave/Evan(damont) | Registration -- 4/23/2022 at 1:08 PM Transcript of the January meeting is available online at https://www.scadian.net/evan/TSFS/2022-01.txt Poryshkin | Con Chair -- 4/23/2022 at 1:09 PM There's a very sleepy "I can try" reply. Dave/Evan(damont) | Registration -- 4/23/2022 at 1:10 PM I suppose a relevant question is, who knows what's on the agenda for this meeting. I can only make an extremely vague guess. <-- is very undercaffeinated (edited) Marilyn Mix | Website -- 4/23/2022 at 1:10 PM First, we set the next meeting date and time DrGandalf -- 4/23/2022 at 1:11 PM Is it in 1 month or 3? Marilyn Mix | Website -- 4/23/2022 at 1:11 PM I found an agenda: Set next business meeting date Con Chair Treasurer Programming Publicity/Website/Zambia Registration Gaming Music Mythic Volunteers Vendors ConOps Dave/Evan(damont) | Registration -- 4/23/2022 at 1:11 PM Do we expect to need to meet in May? (I actually hope not) Or June? Marilyn Mix | Website -- 4/23/2022 at 1:12 PM I think is it typically every three months. So that would be July. Dave/Evan(damont) | Registration -- 4/23/2022 at 1:12 PM Last year we did meet in June. Every month from June through December, in fact. (edited) 1 Poryshkin | Con Chair -- 4/23/2022 at 1:13 PM The by laws specify one meeting per calendar quarter until we get close to the con. We had one in Jan, this would be secodn quareter, but truth be told, I do see the need for a n"extra" meeting May/June. DrGandalf -- 4/23/2022 at 1:13 PM Do see? Saria | Videogaming, Website -- 4/23/2022 at 1:14 PM present, theoretically @Poryshkin | Con Chair The by laws specify one meeting per calendar quarter until we get close to the con. We had one in Jan, this would be secodn quareter, but truth be told, I do see the need for a n"extra" meeting May/June. Marilyn Mix | Website -- 4/23/2022 at 1:14 PM Late June would be best for me, post Balticon DrGandalf -- 4/23/2022 at 1:14 PM Anything particular you see the need for May/June meeting? Poryshkin | Con Chair -- 4/23/2022 at 1:14 PM There's a fair amount of stuff that happens around then with hotel arrangements, guest stuff, general membership stuff, etc. [1:14 PM] Late June would work for me, as well. DrGandalf -- 4/23/2022 at 1:15 PM June 25 is the BSFS picnic, that's a no-go Dave/Evan(damont) | Registration -- 4/23/2022 at 1:15 PM My May is pretty solidly booked, except maybe the 14-15. After June 8th (a Wednesday) my schedule is more flexible. (edited) Poryshkin | Con Chair -- 4/23/2022 at 1:16 PM My June is pretty open, the primary has been pushed back to July, and I'm not doing FSG this year. Dave/Evan(damont) | Registration -- 4/23/2022 at 1:16 PM Do we want to aim for, say, the weekend of June 11-12? DrGandalf -- 4/23/2022 at 1:17 PM Saturday or Sunday? 18, 19 and 26 OK for me. Keith Lynch -- 4/23/2022 at 1:17 PM That's fine with me. I'm not available on the last weekend of June. Herveus | Con Ops -- 4/23/2022 at 1:17 PM June 12 and June 6 is right out. June 11 works for me DrGandalf -- 4/23/2022 at 1:17 PM 11-12 bad for me [1:17 PM] 11th is an absolute impossibility for me Dave/Evan(damont) | Registration -- 4/23/2022 at 1:18 PM I can do the 18, 19, or the 26th as well. (edited) Herveus | Con Ops -- 4/23/2022 at 1:19 PM those are good for me Poryshkin | Con Chair -- 4/23/2022 at 1:22 PM So, is 18 June owrking for the maximum amount of people? 2 Keith Lynch -- 4/23/2022 at 1:22 PM It works for me. Saria | Videogaming, Website -- 4/23/2022 at 1:22 PM Seems like DrGandalf -- 4/23/2022 at 1:22 PM Make it so, number one. 2 Saria | Videogaming, Website pinned a message to this channel. See all pinned messages . -- 4/23/2022 at 1:26 PM 1 Poryshkin | Con Chair -- 4/23/2022 at 1:26 PM Are we So, am IGTG for Treasurer/Con Chair? DrGandalf -- 4/23/2022 at 1:27 PM Proceed Dave/Evan(damont) | Registration -- 4/23/2022 at 1:27 PM June meeting time: 1300? DrGandalf -- 4/23/2022 at 1:27 PM Why break with tradition? Keep it 1300 Poryshkin | Con Chair -- 4/23/2022 at 1:27 PM Again, works for me Dave/Evan(damont) | Registration -- 4/23/2022 at 1:28 PM Channel created for the June meeting. 2 Poryshkin | Con Chair -- 4/23/2022 at 1:28 PM TY [1:29 PM] Treasurer's report: we have 8720.87 in the various accounts. This reflects continued bleed-off as expected. It does also include payment for the Gaithersburg Book Festival. We have a confirmed table there, which we are sharing with Capclave, as usual. [1:30 PM] Note the GBBF is an outdoor event, one moment, confirming the date. [1:32 PM] es, 21 May, which is the Saturday before Balticon. All day event. Note, it has moved physical location. Instead of City Hall grounds, the've moved a little bit south to Bohrer Park. This gives them more room. [1:33 PM] Other Con Chair issues: invites for guests should go out at the end of this month, sez my notes. [1:34 PM] I also found a note in my e-mail from lee of the Lord Baltimore this morning. Weird, since it was e-mailed several weeks ago, but he was asking if we were going to try again. I haven't replied yet, but we do have the contract with Hunt Valley for this year, so I'll have to let him know about that, and see what our options are for 2023. [1:36 PM] Oh, if anyone has a suggestion for guests, please le t me know. Especially as regards a music Guest of Honor for this year (and next), and a Literary Guest of Honor for next year. DrGandalf -- 4/23/2022 at 1:36 PM Seems to me that if the HV works well and the rates are reasonably similar to LB, we should stick with HV. When we made the contract for this year, was there any discussion about the future with HV? Poryshkin | Con Chair -- 4/23/2022 at 1:38 PM No; the contract was originally negotiated at the last-minute for last year, actually, which didn't work out, as you know, Bob. But we were able to extended it to this year, and that's a done deal, signed and everything. DrGandalf -- 4/23/2022 at 1:40 PM Bob? Poryshkin | Con Chair -- 4/23/2022 at 1:40 PM It's a pastiche of series synopsis things [1:41 PM] So, what do people think of inviting Sheree Renee Thomas as GoH for 2023, if we can get her? 2 [1:43 PM] https://www.shereereneethomas.com/ Sheree Renee Thomas Home | Sheree Renee Thomas DrGandalf -- 4/23/2022 at 1:43 PM I seem to remember that she did good presentations at DC3 1 Poryshkin | Con Chair -- 4/23/2022 at 1:47 PM Other Con Chair issues I think are pretty much unchanged, except for the ones that bleed into Marketing: like setting the rates for con memberships, getting the hotel discount code for me to pass onto Marilyn, so she can update the website, and promulgate the con on social media, getting people to sit fan tables, and do up ads for other program books. We have ad exchanges with Balticon & Shore Leave due RSN, and we need to confirm fan tables for Balticon, at elast. [1:47 PM] And we need people to sit the fan tables at Gaitherburg Book festival, adn Balticon. I am not doing Balticon, health issues here, I'm not doing any indoor events fro the forseeable future. Dave/Evan(damont) | Registration -- 4/23/2022 at 1:49 PM I'm not going to Balticon: have commitments in the other direction in fact. Also not available for GBBF, for similar reasons. Poryshkin | Con Chair -- 4/23/2022 at 1:49 PM I can do GBF DrGandalf -- 4/23/2022 at 1:50 PM I can't help with either of those things due to Balticon commitments Poryshkin | Con Chair -- 4/23/2022 at 1:50 PM Which tangentially reminds me: does anyone Have contact with Yakira? She has the tablecloth(s) for Chessiecon fan tables. DrGandalf -- 4/23/2022 at 1:51 PM She's real busy now with school and Balticon, but she's on Discord [1:52 PM] (Hamadryad) @DrGandalf Bob? Marilyn Mix | Website -- 4/23/2022 at 1:53 PM @Poryshkin | Con Chair For the Balticon Fan table, have you been in contact with Jasen? Poryshkin | Con Chair -- 4/23/2022 at 1:53 PM Not recently, at least I haven't seen a reply recently. Marilyn Mix | Website -- 4/23/2022 at 1:54 PM Oops, didn't mean to reply to Dr. G's message. [1:54 PM] Shall I check with him? Poryshkin | Con Chair -- 4/23/2022 at 1:55 PM lease. [1:56 PM] please. Herveus | Con Ops -- 4/23/2022 at 1:56 PM I may beable to help with GBF. Poryshkin | Con Chair -- 4/23/2022 at 1:58 PM ...and laundry needs tending to. That' [1:58 PM] s pretty much for Treasurer/ConChair anyway. DrGandalf -- 4/23/2022 at 2:03 PM Programming next? Keith Lynch -- 4/23/2022 at 2:03 PM Programming us up next. Poryshkin | Con Chair -- 4/23/2022 at 2:04 PM Oh, crap, programming is still me. [2:06 PM] -Aside from making sure guests invites are sent out, the things to deal with as far as programming is to block out the big ticket items. [2:07 PM] TTS, Music GoH concert, Turkey Awards, Chorus, that sort of thing. "Big" can beither our main-draw events, or "big" in terms of space needed, or both. [2:11 PM] We'll need dedicated rooms for things like Con Suite, Board Gaming, Video Gaming, and smaller music events, dealers' room; maybe workshops and readings, and of course, "Main Programming" We're intentionally running a smaller convention, recall, so nothing for art show-if anything, that will be virtual. We are unlikely, but possibly going to need a separate A/V room from main programming. Mike Stoddard can usually do the sound for TTS & such. Dr G, are you still goood for A/V other than that? DrGandalf -- 4/23/2022 at 2:12 PM Should be, just let me know the specifics of what you want. Do you plan to try to stream anything? Keith Lynch -- 4/23/2022 at 2:13 PM Is the attached abandoned restaurant still available as a con suite, as it was for many Balticons? DrGandalf -- 4/23/2022 at 2:13 PM BTW, I've moved completely to HD gear. Poryshkin | Con Chair -- 4/23/2022 at 2:13 PM Unknown at this piont, but if so, It's probably going to be something like TTS. @Keith Lynch Is the attached abandoned restaurant still available as a con suite, as it was for many Balticons? Poryshkin | Con Chair -- 4/23/2022 at 2:13 PM No, that's been nuked DrGandalf -- 4/23/2022 at 2:13 PM Keith, no, permanently closed. Unsafe. [2:14 PM] Not sure what AV needs the TTS has. I thought sound only for that, no video. Poryshkin | Con Chair -- 4/23/2022 at 2:15 PM Con suite is a sweet, sweet set up down the corridors where Balticon used to hve the "lesser" attended things like gaming; the con suite itself is behind the function rooms that sorta-kinda lead to the 1st floor guest rooms. @DrGandalf Keith, no, permanently closed. Unsafe. Poryshkin | Con Chair -- 4/23/2022 at 2:16 PM That's been pretty much the practice in the past. But it's always also been our "subsittute" costume event, so we may want to change it up a little bit, if I can pull some of the past costumers back in. DrGandalf -- 4/23/2022 at 2:17 PM I assume you want me to record the music GoH concert Poryshkin | Con Chair -- 4/23/2022 at 2:18 PM Indeed. [2:18 PM] Assuming we can get a Goh-still havne't heard from Crystal about that. DrGandalf -- 4/23/2022 at 2:18 PM Do we want to / do we have permission to play back concerts from previous years? Poryshkin | Con Chair -- 4/23/2022 at 2:20 PM Implicitly, buy way of our guest arrangement s and ASCAP licenses. But it makes a lot os sens to reach out to past guests for explicit permissions: [2:21 PM] I am not a fan of the idea that it's easier to get forgivenesst than permission, in the realm of guest/membership relations. DrGandalf -- 4/23/2022 at 2:21 PM Might be fun to play a 15 or 20 year old Clam Chowder concert, if they agree. I'll see some of them tomorrow, I could ask Poryshkin | Con Chair -- 4/23/2022 at 2:23 PM Please do, and TYVM [2:23 PM] Any other questions.issues for programming? Marilyn Mix | Website -- 4/23/2022 at 2:24 PM As far a Music Goh. [2:24 PM] I had a thought about inviting the Blibbering Humdingers (Soory about the spelling) Poryshkin | Con Chair -- 4/23/2022 at 2:25 PM Not familiar. Local group? DrGandalf -- 4/23/2022 at 2:26 PM Oh they were at Balticon a few years ago, very good, very entertaining, and a bit ribald which our members like Poryshkin | Con Chair -- 4/23/2022 at 2:26 PM Sounds promising. Herveus | Con Ops -- 4/23/2022 at 2:26 PM They are cool folks Marilyn Mix | Website -- 4/23/2022 at 2:27 PM They have an SCA bent as well as a SF fandom set [2:27 PM] They are a duo Poryshkin | Con Chair -- 4/23/2022 at 2:27 PM This the correct set of people? https://blibberinghumdingers.com/ The Blibbering Humdingers Blibbering Humdingers The Blibbering Humdingers Wizard Rock, Nerdmusik, & Filk Marilyn Mix | Website -- 4/23/2022 at 2:28 PM yes Poryshkin | Con Chair -- 4/23/2022 at 2:28 PM Excellent, bookmarked Marilyn Mix | Website -- 4/23/2022 at 2:29 PM The website says they are fairly open for the later part of 2022. DrGandalf -- 4/23/2022 at 2:29 PM They would be an excellent choice [2:30 PM] Live in North Carolina Poryshkin | Con Chair -- 4/23/2022 at 2:30 PM OK, so a lot to recommend them. I'll get on that tomorrow. [2:34 PM] What's the next item on the agenda? Marilyn Mix | Website -- 4/23/2022 at 2:34 PM Slightly related to programming; Are we going to produce a program/souvenir book for Chessiecon 2021? Keith Lynch -- 4/23/2022 at 2:34 PM Publicity/Website/Zambia Poryshkin | Con Chair -- 4/23/2022 at 2:35 PM Well,, that was th eintention. @Marilyn Mix | Website Slightly related to programming; Are we going to produce a program/souvenir book for Chessiecon 2021? Dave/Evan(damont) | Registration -- 4/23/2022 at 2:35 PM I had thought there was intent to produce such, yes [2:36 PM] I think that was Herveus's department, so now might not be the best time to get into much detail about it? Marilyn Mix | Website -- 4/23/2022 at 2:36 PM I wanted to know in case it comes up when talking to cons about ad exchanges. @Dave/Evan(damont) | Registration I think that was Herveus's department, so now might not be the best time to get into much detail about it? Marilyn Mix | Website -- 4/23/2022 at 2:36 PM Right [2:37 PM] Can we do Registration before Publicity, etc? Dave/Evan(damont) | Registration -- 4/23/2022 at 2:37 PM Um, clarification, this is LAST year's con program book you were asking about, right? (edited) @Dave/Evan(damont) | Registration Um, clarification, this is LAST year's con program book you were asking about, right? (edited) Marilyn Mix | Website -- 4/23/2022 at 2:38 PM Right 2021 Dave/Evan(damont) | Registration -- 4/23/2022 at 2:38 PM OK. No typos. Good. 1 [2:38 PM] I have no objection to switching Reg with M/P/Z, though again there is significant overlap. Poryshkin | Con Chair -- 4/23/2022 at 2:38 PM No, typos are my perview 1 Herveus | Con Ops -- 4/23/2022 at 2:41 PM I have totally failed at making a 2021 souvenir program book. [2:41 PM] Executive function failure all the way. [2:42 PM] I'm finally home from the shopping expedition and can participate fully now. @Herveus | Con Ops Executive function failure all the way. Marilyn Mix | Website -- 4/23/2022 at 2:43 PM This has been a tough couple of years. Don't worry about it. [2:44 PM] I just wanted to know if it was pending or skipped. Poryshkin | Con Chair -- 4/23/2022 at 2:48 PM Evan? You were typing? Marilyn Mix | Website -- 4/23/2022 at 2:53 PM In the interim: [2:53 PM] Have we set the registration rates? or is that a Dave question Poryshkin | Con Chair -- 4/23/2022 at 2:54 PM We hav enot, that's one of the things we decided we didn't need a specific meeting for, but we need to do that now. Dave/Evan(damont) | Registration -- 4/23/2022 at 2:54 PM I held up to see if there was any further talk re: the program book for last year. (edited) Poryshkin | Con Chair -- 4/23/2022 at 2:54 PM (now as in htis meeting, not necessarily RIGHT THIS MINUTE) Dave/Evan(damont) | Registration -- 4/23/2022 at 2:56 PM Registration has only two items for this meeting AFAICT. One of which basically is the rates for 2022. The other might kinda touches on that. DrGandalf -- 4/23/2022 at 2:56 PM For reference, what were the rates at the last meat-space con? Poryshkin | Con Chair -- 4/23/2022 at 2:57 PM https://chessiecon.org/2018/membership.html DrGandalf -- 4/23/2022 at 2:58 PM Looks like we are already beyond all the price breakpoint dates we used then Dave/Evan(damont) | Registration -- 4/23/2022 at 2:59 PM other than November 1st, yes Poryshkin | Con Chair -- 4/23/2022 at 2:59 PM So, perhaps $50/$55/$60 until 30 June/131 October/at-door for Adults, $45/$45/$45 for Young Adults? DrGandalf -- 4/23/2022 at 2:59 PM Sounds reasonable Dave/Evan(damont) | Registration -- 4/23/2022 at 2:59 PM That would be basically the same rates as four years ago, with the 3/15 price break date changed to 6/30 (edited) Poryshkin | Con Chair -- 4/23/2022 at 3:00 PM Grrrrrrrrrrr, I'm not going to try and calculate when 131 October 2022 is going to be. Especially NOT in Mayan Long-Count calendar (edited) Dave/Evan(damont) | Registration -- 4/23/2022 at 3:00 PM That's okay, it's still September 1993 anyway. [3:00 PM] (And at the same time, still March 2020) (edited) Herveus | Con Ops -- 4/23/2022 at 3:02 PM Are we good with the proposed prices and dates? I'm not seeing anyone objecting. Dave/Evan(damont) | Registration -- 4/23/2022 at 3:02 PM I'm okay with what Poryshkin suggested, though I will have to check to see how complicated it is to change the price break date. DrGandalf -- 4/23/2022 at 3:02 PM Seems good to me. Dave/Evan(damont) | Registration -- 4/23/2022 at 3:04 PM That does imply, if my estimate is correct, that we probably need maybe 300 memberships above and beyond rollovers to get back to where we were at this time in 2019? (Treasurer has those actual numbers, I don't) Poryshkin | Con Chair -- 4/23/2022 at 3:04 PM I'd have to check the exact records, but that does sound right. Dave/Evan(damont) | Registration -- 4/23/2022 at 3:05 PM I'm not asking for them right away, just somrthing to think about [3:07 PM] Okay. So first item on my to-do list is to make sure the pricing is correct so we can officially post the link to registration. AFAIK the page is already up and running, but anyone who registers de novo right now gets the $55 rate. Poryshkin | Con Chair -- 4/23/2022 at 3:07 PM Have we had any recent registrations? I haven't seen anything go past the paypal address. Dave/Evan(damont) | Registration -- 4/23/2022 at 3:09 PM I don't think anyone has tried to pre-reg. You have to go directly to the reg page if you want to pre-reg right now, there's no link from the Chessiecon web site. Poryshkin | Con Chair -- 4/23/2022 at 3:09 PM Nor anything in the PO Box, which reminds me: $100/table until 30 June/$120/table for dealers, includes 1 membership, limit 2 unless special permission (which typically means Chris Cowan & Jane Sibley-?) Dave/Evan(damont) | Registration -- 4/23/2022 at 3:09 PM Each table includes one membership, limit 2 tables unless special permission. Right? Poryshkin | Con Chair -- 4/23/2022 at 3:10 PM Right, those rates are per tble [3:10 PM] and that is yes, also the membership Dave/Evan(damont) | Registration -- 4/23/2022 at 3:11 PM So... once I get the non-vendor pricing dealt with -- Marilyn, can I ping you directly to put the link up on the web site? (edited) @Dave/Evan(damont) | Registration So... once I get the non-vendor pricing dealt with -- Marilyn, can I ping you directly to put the link up on the web site? (edited) Marilyn Mix | Website -- 4/23/2022 at 3:13 PM Yes, you may Dave/Evan(damont) | Registration -- 4/23/2022 at 3:14 PM ok, thanks. [3:14 PM] Second item, rollovers from 2019 and/or 2020. I think con chair was going to send me a first draft of the letter to send out, but if said draft was sent, I did not receive it. [3:15 PM] I believe the intent was to ask everyone who paid for an in-person membership for any Chessiecon since 2019 AND did not already receive a refund for that membership, whether they wish to roll that membership over to 2022 or receive a refund. In some cases, partial refunds for rollovers may be issued depending on how much they paid (if they paid $55 or more). Poryshkin | Con Chair -- 4/23/2022 at 3:15 PM Weird, sent that out in mid-late Jan, in fact, I thought I had isued a couple of refunds. Dave/Evan(damont) | Registration -- 4/23/2022 at 3:15 PM We had specific requests about refunds but not in reply to anything I sent out. (edited) Poryshkin | Con Chair -- 4/23/2022 at 3:16 PM OK< I'll have to go look at my e-mail again. Dave/Evan(damont) | Registration -- 4/23/2022 at 3:16 PM ISTR one of the refund requests was from a vendor. Marilyn Mix | Website -- 4/23/2022 at 3:16 PM I didn't receive any email from Chessiecon about rollovers. @Marilyn Mix | Website I didn't receive any email from Chessiecon about rollovers. Dave/Evan(damont) | Registration -- 4/23/2022 at 3:17 PM OTOH, you already requested a rollover IIRC 1 @Dave/Evan(damont) | Registration ISTR one of the refund requests was from a vendor. Poryshkin | Con Chair -- 4/23/2022 at 3:17 PM Yes, I specifically remember issuing a vendor refund. Dave/Evan(damont) | Registration -- 4/23/2022 at 3:19 PM Things are going to be a bit messed up on my end for the next cuple of weeks. I should be able to look at the pricing thing for pre-reg this coming week, but dealing with the outgoing emails is more time consuming because I can't fully automate the process. [3:21 PM] So somewhere around May 10th I'm hoping to be able to send out emails to everyone on the "rollover list" either confirming that they are already rolled over to 2022, or asking them what they want to do. Poryshkin | Con Chair -- 4/23/2022 at 3:22 PM Sound slike aplan @Poryshkin | Con Chair Sound slike aplan Dave/Evan(damont) | Registration -- 4/23/2022 at 3:22 PM OK. Did you find the draft? if so, pls resend Poryshkin | Con Chair -- 4/23/2022 at 3:23 PM OH, I haven't looked, was planning to do so after the meeting Dave/Evan(damont) | Registration -- 4/23/2022 at 3:23 PM No problem. We have time. [3:24 PM] I'd like the text ironed out in the next two weeks but I won't be actually sending emails out until after the weekend of May 6-7-8. [3:24 PM] And that's it for Registration. (edited) Saria | Videogaming, Website -- 4/23/2022 at 3:28 PM Videogaming: Tentative plan from last year about how to run video gaming is still there, but I have given very little thought to it on account of lingering burnout and work shenanigans hijacking a lot of my spoons. Will have to see how I feel closer to the date. If we do virtual again, I will either not be doing a gaming stream unless specifically requested to by attendees, or I will be doing it in a different format; 2020's twitch stream had a lot of issues, including harassment from twitch members outside of the convention, and I'd very much not like a repeat performance. Poryshkin | Con Chair -- 4/23/2022 at 3:30 PM Gar, general trolls, or something that might have been specific to the convention (e.g., PO former Chessiecon members) ? Saria | Videogaming, Website -- 4/23/2022 at 3:31 PM general trolls. and as I understand it, trolling on twitch has gotten worse since then Poryshkin | Con Chair -- 4/23/2022 at 3:32 PM Yeah, bowing out makes sense in that case. However, the chances of doing virtual again are very small, so my advice is to plan for a physical video gaming room. Saria | Videogaming, Website -- 4/23/2022 at 3:33 PM I'll at least attempt to look at my plans again. it's probably going to be very minimal compared to most years [3:33 PM] everyone's going to want to play Smash anyway Poryshkin | Con Chair -- 4/23/2022 at 3:33 PM Not Among Us? Saria | Videogaming, Website -- 4/23/2022 at 3:34 PM I might purchase among us for the con IF it can work in a social distanced setup - I don't know what the net connection is like in the hotel [3:35 PM] I will say that the general plan that I came up with last year involves massively limited entrance, time limits, an actual check-in system for games and consoles, and a warning that my patience will be thin so I will be stricter with bad actors Herveus | Con Ops -- 4/23/2022 at 3:36 PM Taking shit from people is never part of the job. Saria | Videogaming, Website -- 4/23/2022 at 3:37 PM that's definitely my belief Herveus | Con Ops -- 4/23/2022 at 3:37 PM ConOps will back you up on that. Saria | Videogaming, Website -- 4/23/2022 at 3:38 PM that's all from me. Herveus are you still unable to run the meeting or can someone else take over? My eyes are way blearier than I thought and it's getting hard to look at the computer screen. [3:39 PM] (nothing health-related to worry about. D&D just made me cry my eyes out last night, and I guess they're not fully back in :P) Herveus | Con Ops -- 4/23/2022 at 3:39 PM I can take over. Thanks for covering for me. Saria | Videogaming, Website -- 4/23/2022 at 3:39 PM Thank you! Herveus | Con Ops -- 4/23/2022 at 3:39 PM So I think Marilyn is up next. Marilyn Mix | Website -- 4/23/2022 at 3:40 PM yes [3:40 PM] a bunch of stuff, so refill your drinks. [3:40 PM] Website: Herveus | Con Ops -- 4/23/2022 at 3:40 PM I've got Scotch in arm's reach. 1 Marilyn Mix | Website -- 4/23/2022 at 3:40 PM I still haven't heard from Yakira about BSFS hosting the Chessiecon website. [3:41 PM] I have three options: [3:41 PM] 1) continue using the current server [3:42 PM] 2) query Yakira after Balticon is over (May 30) since I'm not clear the arrangement [3:42 PM] 3) Look for a new hosting site [3:42 PM] Comments? Poryshkin | Con Chair -- 4/23/2022 at 3:43 PM Weel, the current server is Jo's, and we've rembursed her through, I think September, so we're good FTM. Marilyn Mix | Website -- 4/23/2022 at 3:43 PM Good to know. I didn't know what the arrangement was with Jo. [3:44 PM] I was hesitant to add more content until I knew if we could stay with the current one. [3:46 PM] As a result of this meeting I plan to update the website: [3:46 PM] Registration [3:46 PM] Dealers [3:46 PM] Turkey Award [3:46 PM] Contacts [3:47 PM] @Poryshkin | Con Chair Do we know the Hotel room rates? [3:47 PM] Do you know the room block code? Poryshkin | Con Chair -- 4/23/2022 at 3:48 PM i DO NOT, THAT'S ONE OF THE THINGS i HAVE TO GET FROM THE HOTEL [3:48 PM] grrrrrrrrrrrrrr Dave/Evan(damont) | Registration -- 4/23/2022 at 3:48 PM CaPsLoCk is misbehaving? Poryshkin | Con Chair -- 4/23/2022 at 3:49 PM Room rates are in the contract, that I have in front of me. [3:49 PM] $121.00/single [3:50 PM] Can be either two queen or single king bed, but the room rates are only guarranteed for single. Marilyn Mix | Website -- 4/23/2022 at 3:51 PM Sorry, I'm not understanding that. Poryshkin | Con Chair -- 4/23/2022 at 3:52 PM "Single" occupancy, room type is listed as either "Standard Two Queen Beds" or "Standard King Bed" [3:52 PM] + of course, sales, occupancy taxes Marilyn Mix | Website -- 4/23/2022 at 3:53 PM Seems silly to have single occupancy and two beds [3:53 PM] Are you trying to say the room rate is $121 for a room with two queen or one king bed. Poryshkin | Con Chair -- 4/23/2022 at 3:53 PM Eh, I don't make the rules, I just nudge them a little when I think they need it. [3:54 PM] Oh, cut off date is 24 October 2022. Marilyn Mix | Website -- 4/23/2022 at 3:54 PM I'm just trying to figure out how to describe it on the web. Herveus | Con Ops -- 4/23/2022 at 3:54 PM "single" seems to be what I think of as a "regular" hotel room. [3:54 PM] versus suite or other things. 1 [3:55 PM] "single" may mean "one room". Dave/Evan(damont) | Registration -- 4/23/2022 at 3:55 PM though it would be a good idea to determine how many people in a room that rate would cover. In my past experience convention rate covered up to 4 people per room night, but that was the Before Times and all that. Marilyn Mix | Website -- 4/23/2022 at 3:56 PM Good idea to check that. Yes, that is what I was working toward. If there was a charge per person or something. DrGandalf -- 4/23/2022 at 3:56 PM Definitely a thing to check Poryshkin | Con Chair -- 4/23/2022 at 3:57 PM I would just list it at $121.00, mention that a single king or two queen beds in a room are available, and let people sort out possible confusion with the hotel directly. [3:58 PM] And as for handicapped-accesible rooms, let me look further at the contract Marilyn Mix | Website -- 4/23/2022 at 3:58 PM OK. I'll make a draft page and run it by you. DrGandalf -- 4/23/2022 at 3:59 PM The Shore Leave page says the price covers up to 4 people in a 2 bed room Herveus | Con Ops -- 4/23/2022 at 3:59 PM It looks like they are presuming a max of four adults in a room with two beds. But no price difference for 2 adults versus 4. They aren't Motel 6. Marilyn Mix | Website -- 4/23/2022 at 4:00 PM @Poryshkin | Con Chair Let me know if there is a room block code to use when reserving on-line. [4:01 PM] I imagine if you call you can say Chessiecon and they'll sort it out. I'd rather not have to telephone. (bad ears) Poryshkin | Con Chair -- 4/23/2022 at 4:01 PM Exactly, already planned. In other news, I cna't find the listing of accessible rooms. Marilyn Mix | Website -- 4/23/2022 at 4:03 PM I'll check with you later for the details. [4:03 PM] Anything else for the web? [4:03 PM] If not, I'll talk about social media. [4:05 PM] Social Media: [4:05 PM] I haven't been as proactive on social media, mainly because we haven't had any Chessiecon news in a while. [4:06 PM] When the details are settled, I'll post about registration being open, hotel reservations, and dealer room. [4:07 PM] In the following weeks, I plan to post about the Turkey awards [4:07 PM] Music and gaming, in general [4:07 PM] I'd like to mention the TTS, when we know we are going to have one. [4:08 PM] Anything else for social media? Poryshkin | Con Chair -- 4/23/2022 at 4:09 PM Maybe mention June business meeting, see if we can get more people involved. 1 Marilyn Mix | Website -- 4/23/2022 at 4:10 PM Good idea. I can do a general call for volunteers as well. Poryshkin | Con Chair -- 4/23/2022 at 4:11 PM Yes, another good idea. Marilyn Mix | Website -- 4/23/2022 at 4:12 PM Now that we have membership rates and hotel info, I can update the flyer. [4:12 PM] You will need flyers/cards for the fan tables. [4:14 PM] We typically use the flyer as our ad copy, right? Poryshkin | Con Chair -- 4/23/2022 at 4:15 PM Other marketing question: how where do we stand with several other organizations? Ad exchanges/Fan tables as applicable with Faerie Fest, Creatures, Crimes & ?Creativity, etc? [4:15 PM] yes, flyer &as ad copy saves labor. Marilyn Mix | Website -- 4/23/2022 at 4:16 PM I have not done anything about ad exchanges/fan tables for those gatherings. [4:17 PM] Please send me links to their web sites. [4:18 PM] I have Balticon, shore leave, capclave on my list. Anything else? Poryshkin | Con Chair -- 4/23/2022 at 4:20 PM Maybe Far Point, if we can do it. Philcon seems to have been a major bust. Keith Lynch -- 4/23/2022 at 4:20 PM Maybe because Philcon is almost the same time of year as Chessiecon? Marilyn Mix | Website -- 4/23/2022 at 4:20 PM Farpoint is past, but they will be on the list for next year. [4:21 PM] Have we done ad exchanges with Shore Leave in the past? Poryshkin | Con Chair -- 4/23/2022 at 4:21 PM At times, yes Marilyn Mix | Website -- 4/23/2022 at 4:22 PM I have a list of conventions either send flyers to, get a fan table at, or do an ad exchange with. [4:23 PM] I was thinking about contacting Confluence in Pittsburgh. It is a small convention with lots of music and literary interest. I love going to it. [4:24 PM] https://confluence-sff.org/ 1 Poryshkin | Con Chair -- 4/23/2022 at 4:24 PM I'm in favor of contacting anyone we think fits in with us. 1 Keith Lynch -- 4/23/2022 at 4:25 PM Maybe WisCon? It's feminist. 1 Poryshkin | Con Chair -- 4/23/2022 at 4:26 PM Wiscon doesn't do ad exchanges-we've had many business-friendly relations with them in the past. [4:26 PM] Such as sharing programming ideas, for example. Marilyn Mix | Website -- 4/23/2022 at 4:26 PM The meeting has gone on for a long time. We can continue brainstorming outreach next time. @Keith Lynch Maybe WisCon? It's feminist. Marilyn Mix | Website -- 4/23/2022 at 4:27 PM I can at least send them flyers Herveus | Con Ops -- 4/23/2022 at 4:31 PM Do you have more you need to add, Marilyn? Marilyn Mix | Website -- 4/23/2022 at 4:32 PM No Herveus | Con Ops -- 4/23/2022 at 4:32 PM Does anyone else need to report anything? Or are we at a point where adjournment is indicated? DrGandalf -- 4/23/2022 at 4:33 PM I think everyone has melted Poryshkin | Con Chair -- 4/23/2022 at 4:33 PM I move we adjourn Marilyn Mix | Website -- 4/23/2022 at 4:33 PM second Herveus | Con Ops -- 4/23/2022 at 4:33 PM Harumph away! Poryshkin | Con Chair -- 4/23/2022 at 4:33 PM Harumph Keith Lynch -- 4/23/2022 at 4:33 PM I haven't melted. I like it warm. DrGandalf -- 4/23/2022 at 4:33 PM Haaaaaaaaaaaaaaaaaaaaaaaaarumph! Herveus | Con Ops -- 4/23/2022 at 4:34 PM Thanks for coming; sorry I putzed the time. Thank you Saria for covering. We are adjourned. Poryshkin | Con Chair -- 4/23/2022 at 4:34 PM WE shoudl also thank Dr G for the heavy assist in covering. Dave/Evan(damont) | Registration -- 4/23/2022 at 4:34 PM Harumph! Poryshkin | Con Chair -- 4/23/2022 at 4:34 PM I'm gong to go bask. DrGandalf -- 4/23/2022 at 4:35 PM Nice day for basking Dave/Evan(damont) | Registration -- 4/23/2022 at 4:36 PM Not quite as nice further northeast, but at least it's not actually cold. [4:36 PM] After all, I could be in eastern Montana, buried under a pile of snow.