Con Com Meeting

• Registrar
  • We have 309 people, we had one refund
  • We are no longer issuing refunds, we are only issuing rollovers
  • Chad expects we will probably be anywhere from 308-312 at the actual con
• Hotel Liaison
  • Not here, didn't send a report
• Bid Chair
  • Not here

• Information
  • Followup: Thursday Thing advertising?
    • Not yet, computer problems, will send soon
  • Teem thinks he knows what's going on with the spam filtering of Information messages
• Con Suite
  • Not here, sent a report:
  • Work has me down in NJ/NYC once again.  I'm sorry to be missing this meeting, because I'd love to be able to make sure all is well at the Radisson.  I guess I'll need to trust you all to take care of things for me, again!First, questions: * Will we have the big fridge in the upstairs kitchen again? * Will we have full use of the upstairs kitchen again? * Will we have the small room again? * If the answer to any of these is no, what *will* we have?
  • Alex?If the answer to any of those is no, please call me asap so I can ask follow-up questions.  Try me first on the NJ landline, second on the cell (cell reception in the house is spotty at best).  Thanks in advance! Also, my list of things we'll need from the hotel: Con Suite area: * 2 long wide tables along wall bordering small room, each with cloth and fully draped so tables can be moved *extra tablecloths, 2 for each table * long wide table for along window wall, with cloth and fully draped * 2 extra tablecloths * long wide table for beverages, same place as last year (near ops), with cloth and half-draped * 2 small refrigerators for beverages (milk, OJ, etc) * 4 very long extension cords (for roasters) * microwave on small round table * multiple trash cans -- 1 at entrance to prep room, one at opposite end of long tables, one near windows, one at far end of balcony near railing ** NEW ITEM:  Pole and rope to extend along length of tables along prep room wall Upstairs kitchen: * 2 or 3 (can't recall how many fit) long tables for the upstairs kitchen * shelves and trays in refrigerator (if not already in there) * 2 trash cans (if possible -- absolutely must have at least one) Small prep room: * 6-8 tables, depending on length (should go along full length of each wall *plus* one down center) The tables in the Con Suite area need to be set up no later than 11am on Friday morning.  I'd like for the tables in the kitchen and prep room to be set up on Thursday night, preferably before 7pm if at all possible. I will need access to both the upstairs kitchen (or wherever we have a large fridge, if different) and the prep room on Thursday evening, preferably between 5 and 11 pm.  Please find out, if you can, the earliest we can begin loading in on Thursday.  I'd love to load in during the afternoon, if that's at all possible. Thanks in advance to Alex for coordinating this! I will also need a check for Con Suite purchases.  We'll have approx $300 reimbursed separately for hot entrees and approx $300 for soda, so please have Chad issue a check for $2400.  Please have him make it payable to Teem rather than me.  Thanks in advance! Also, a reminder:  we need to buy 2 new roasters this year (one replacement, one new because of the extra attendees).  If you could also front us approx $100 towards that, too, it would be appreciated. Finally, we'll also need to borrow from individuals: * cooler for ice for beverages I think Chad loaned us one last year.  Again, thanks in advance! Finally, a status report: Soda:  Kerri's coordinating soda and can report on that.
  • Kerri suddenly finds herself with a lot more time on her hands, so she can be here Friday to help with setup
  • Need more volunteers!
    • 3 more from meeting:
    • Laura Boylan
    • Nat Budin
    • Josh Sheena if he has a car
  • GM meals: 7 people are interested, we don't really need a system - Kerri will do it ad hoc; Ops will be keeping the meals in a cooler
  • Entrees:  All hot entrees have been assigned!  Yay cooks!
  • Nikin expresses concern that there might not be enough hot entrees planned, will contact Renee
    On-site staff:  I think I've had some contact with most people who've volunteered to help.  (I just noticed that a few people haven't gotten invites to the e-group yet -- I'll fix that today.)  Today I'll be working on a draft tasks-per-person list.  How cool is that!  :)
• GM Coordinator
  • Not here, sent a report:
  • 1) I sent Barry a rather urgent email from Brandon regarding some apparent website glitches and some of his players being dropped from Starship Edsel without their knowledge. This doesn't need to go on the agenda, per se, I just want to make sure he gets it and deals with it, so if you could remind him, that'd be appreciated.
  • Barry will investigate it.
  • 2) Brandon's Starship Edsel co-GMs also dropped, knowingly, and he needs replacements. I told him I couldn't promise anything this close to the con, but I'd pass the request along to the rest of concom.
  • Josh: Please suggest to Brandon that he ask his waitlist who is willing to AGM.
• Treasurer
  • We have a whole bunch of people who just paid for shirts and Thursday Thing
  • Also 1 registration at the full $40 rate
  • We are about to start writing all the checks, but:
    • Intercon I: $7105.27
    • NEIL: $4643.08
  • Advance checks coming out for:
    • Con suite food
    • Coffee pot, new roasters
  • Reminder: to get reimbursed, give Chad your receipts
• Ops
  • Followup: schedule?
    • Still need to hear from con suite
  • Followup: packet stuffing party?
    • Sunday, March 1 - 2:00 PM - Brandeis (tentatively)
    • Andrew will send an email
  • Shirt ordering
    • Will be ordered this week
    • Orders closed
  • Questionnaires
    • Need to coordinate with con chair
  • Printing
    • Will do everything at Staples except the badges, which Andrew will do at home
  • Chad will program the cash register this week
• Raffle
  • Followup: Did Laura go to Your Move Games?
    • Yes, she talked to Jason, but she hasn't got the ad from him yet.
  • We have the gift cert from Danger Planet; Ops has taken possession of it.
• Pubs / Art
  • Book has some outstanding things still
    • Intercon J dates
      • We can have the hotel on the 26-28 of Feb or 12-14 of Mar; Tim will pin it down with Alex this week
    • Intercon J location
      • Chelmsford Radisson, for sure
    • Intercon J theme
    • Vendor ads
    • Con chair text and AEGames ad
      • Nat will resend at the end of the meeting