Penguicon ConCom Meeting Minutes November 29, 2008
Chuck provided an overview of the expense tracking spreadsheet. In short, contact your department head for approval to spend money. As soon as it is spent, notify your department head, who will then update the Google doc that is used to track expenses. This will then provided a running total of what money has been spent and what remains to be spent.
Instructions are provided in the spreadsheet. Don't mess with the things in the light blue fields. These fields are auto calculated. Each department has a separate tab of the spreadsheet, and should be filled out as shown on the example tab. The goal of keeping this information up to date is to be able to write checks dependent upon Penguicon making money at the end of the con on Sunday.
Chuck does haves his own, official copy of the spreadsheet, and will move entries into the official copy as he vets them. (So, if you completely screw up the Google docs version, you aren't toast.)
How many people did we budget based on? Income wise, we budgeted for 750 attendees. Consuite is based on 1200 or 1300.
Note: if you go over your budget and the Con loses money, you will not be reimbursed over what was budgeted.
Much of the spending occurs during the days just prior to the convention. Any receipts to hand in during the convention should be turned in to Ops, who will transfer them to Chuck. Aaron recommends having some forms & a stapler handy to staple receipts directly to the form. Treasurer is not open during the weekend.
Chuck will forward the spreadsheet to every program head.
A contact sheet was passed around requesting information regarding the bet way to contact each staff member. Matt will individually email this information to everyone.
We don't have an artist GoH, so there is no immediately obvious person to ask to draw something for this year's T shirt.
Matt wants a plan in advance and wants a rehearsal. Matt is looking for ideas so that he can finalize an actual script. Matt will create figures & film it on You Tube & send to Tommy Toony for him to get music cues down.
Matt met somebody from Ann Arbor SPARC who does lights synchronized with music, whom he'll be talking to.
Idea: Film an intro using WoW or something along those lines. If you have ideas, have a conversation
Trusted individuals are needed to staff Ops throughout the weekend. 2 or 4 hour shifts are available. (4 hour shifts are between 2 AM & 2 PM, when not much happens. 2 hour shifts are between 2 PM and 2 AM) Staffers will need to be able to manage cash, and potentially lift up to 5 pounds.
If you know of a potential staffer, please contact Garrett.
Schedule Anna has made a new schedule based upon last year's schedule. If you need volunteers for anything at any point (e.g. to leave a table to go to lunch, lift things, etc.), contact Anna with the following information:
Anna will fill schedule as she gets people. If you don't ask for volunteers up front, you won't get them.
Need a revamp to the wuffie system. Anna fell out approx. 750 of those little cards. Its a lot to fill out when it's one hour per one piece of paper. Jessica & Anna had a discussion & have ideas.
Ops would be responsible during off hours when volunteer section not open.
Anna could use a list of people who are the most likely to need a supply of gopher bucks/cards/whatever to hand out to their volunteers. Sal suggests that we are already creating this list. Those who request volunteers are the list. When they request volunteers, they get wuffies to hand out to those volunteers.
Can wuffies be applied to 2010 registration? If so, what is the conversion rate against the registration cost? Along those lines, Anna needs a list of what wuffies can be redeemed for. Chuck indicated that there is a budget for this.
Penguicon.info now has a hotel layout link. Jer has uploaded layouts of all rooms / areas except the 3rd floor assembly.
If you want furniture in your room and / or if you need a room flip, Jer needs to know. Jer lays it out, sits down with the hotel, and counts ever stick of furniture, hour by hour, to make certain that the hotel has enough furniture.
If you need furniture & / or if you need a room flip, email a diagram, picture or some other information now. Aaron also needs to get with programming to know AV requirements. Randy wants to be cc'd so that he's aware of requested flips. Tell Jer what table sizes or other things you need.
Deadline is Mar 1. After that, it may not happen. Jer will only revisit once everything is squared away.
Room flips require a separate diagram for each room configuration, and times that it will be in each configuration.
Online registration can be pushed until the Wednesday before Penguicon, at which point badges are printed. But what should the rate be at that point? Suggested to be at the door rate. Cut off was done a week out in the past because of PayPal lead time.
Decision: All registrations after April 1 will be at the door rate.
Location – at the hotel March 7th, 2PM Meeting start time (Last chance walk through to make major changes.) Everyone that might have changes needs to do walk through. Meet with hotel at the end of the meeting & do a walk through with the hotel staff. Be done with your hotel desires & have them in to Jer by March 1.
Final walk though will be just 2 weeks before the con.
Other Meetings Construction meeting Sunday the 15th, noon - 4PM Location TBD