[AH] (no subject)

[Nicholas Shectman <phi@big.mahonkin.com>]

notes from the 11 sep fixed functions division meeting

- art show:
are we having a costume display?  karen needs to know, she is assuming 
no.  no answer from sheila, makes a difference of 8 tables, tables are the 
limiting factor in the art show.  I will ping Barb Schofield and find out.
are we still doing a bag check in the georgian coat?  yes.  need people to 
staff it.  also need staff for art show security.
some shuffling of staff between positions.
have email out to four possible auctioneers.
we have jurors for the juries section of the art show; will be done 
electronically, no in-person meetings (though all four jurors will be at 
the con).  we have a head judge for the student art show (Rachel Mello) who 
can bug other folks into being judges.  Scott Lefton was
we will need door guards.
who should we use for overnight paid security -- BPD sometimes don't show 
up.  budget will cover whatever option we use.
karen would prefer that the goh art is shipped to the hotel (and put in 
their secure storage) rather than to her house, since it will be large.
karen has thursday off and will be making two trips with mail-in art.  we 
have a few rooms on the mezz starting wednesday, including Dartmouth which 
is reasonably secure -- can Art Show use it until they get the rest of 
their space on Thursday at 6?  Or, use a second minivan, if someone's is 
available.
karen has a timeline and will mail it to me and ben.

- babysitting:
can we really use 3 for babysitting?  might be hotel issues, might be 
bathroom issues.  We are saving aside 532/533 as a backup location for 
babysitting, just in case.  Ben suggests having a kids block around 
530.  Can we get someone from Babysitting to the concom meeting on the 19th 
at the hotel?  then we can decide there if that will work out.

- coat check
will be in georgian coat, combined with art show bag check.
may or may not be underneath art show.  karen doesn't care who has it as 
long as it is open during art show hours.  friday and saturday it will stay 
open until midnight.  georgian coat has two windows and we can split it out 
to long-term and short-term if we decide that's a good idea.

- dealers
please use dr.pamk@gmail.com for Dr. Pam so her work email does not overflow.
dealers will be in plaza again.  dealers row will be on 5, in the higher 
numbers in the hotel.  this means that people won't be able to get "the 
same room as last year".  Not using south wing because of the ballroom 
trusswork.  We have 15 rooms (and 46 tables, which equals sold out) 
reserved, will probably go up to 20, will keep selling MQs to 
latecomers.  We have ~17 reasonably sized rooms.  We'll go ahead and call 
the whole area minus about half a dozen rooms "dealers row" as dealers take 
extra rooms.  If there are leftovers they'll be released into the party block.
dealers wants two checkin tables, can be serps or whatever (just not , one 
on the mezz and one on 5.  open 11 to 6 on friday.  one on 2 in the wind 
tunnel, and one on 5 in the elevator lobby.  we will want the tables 
removed after friday so they're not a magnet for freebies.  please set up 
and skirt the tables this time instead of just dumping them off like last 
year - perhaps ask for them to be delivered for thursday night instead, to 
allow time for corrections.  Dealers on the Row who want tables will be 
Schoolrooms, easier to get in and out of rooms.
We need a good drawing of Plaza.
We usually get one power drop, behind Trachtenberg's table, quad box, 
probably 20A.  Then we also use some of the outlets on the columns, but the 
circuits for those are mostly the same circuit, and we can't count on those 
working.
Staffing -- need people for the checking table
Need tall staff to set alarms on thursday night.  Alarms have short range 
RF (60 feet) so they all go off if one of them goes off.  Also use motion 
detectors to cover access hatches.
We'd like to have a sleeper in addition to the alarms.  Make sure we have 
the code to shut off the alarms!  Want some radios from ops.  Put up signs 
saying "room under video surveillance".
Make sure we have enough static sheets for dealers signage (in addition to 
all the other signage).  Hotel hasn't complained about giant post-its, 
contract says "static sheets or equivalent".
Is 560 available, or is it offline like the other 60s?

- green room
there's a possibility to use space shared with the con suite, allocating 
the bedroom with its own hallway door to green room permanently, and then 
assigning the adjacent parlor to green room during the day and con suite at 
night.  We think that Mike doesn't want to do this, but not sure.  It would 
be handy for sharing supplies, though.  Mike prefers contact by 
telephone.  Try to get him to come to the concom meeting on the 19th, to 
take a look at space -- Lisa Hertel can give him a ride if need be.

- food functions
ted is back from moving and burning man and has lots of notes for people 
who are willing to help.
strategy is to line up lots of workes for the areas, and then convince 
people to head up the area.
good to buy your bagels at the last minute so they don't go stale
soft cream cheese spreads better with a plastic knife.
bridget boyle has offered to consult, especially by phone.
contact kestrell to help with food services?
don't buy diet soda early
before changing soda delivery from "what we do now" (ie, delivery from 
coca-cola), consult with logistics to determine additional cost of 
retrieving soda.
resolve who gets food the last 100 feet to the areas?

- staff den
will be *in* towers lounge.  hotel has said they will still deliver 
breakfast, but I don't think they really understand that we'll have staff 
den in there.  anyone with a 15th floor key can get in -- do we want to 
secure it at night?  a: no, this is just a way to get people in the room 
after hours.  much joking about ketting a keg.

- fan tables.  worldcon LA 2006 wants space.  montreal will probably want 
space, massfilc will want a table.  masquerade generally gets the tables 
across from D/E.  northern lights wants a table next to the masquerade 
table.  Susan Hamilton wants a Bazaar table.  Glasses collection will want 
a table.  If you have contact info for these people, please mail to 
fan-tables@arisia.org as JB doesn't have contact info for most of 
them.  501st stormtroopers?  NESFA?
please use schoolroom tables on the mezzanine, otherwise dealers and art 
show will steal the tables.  in tight spots use singles, for masquerade reg 
and info desk and access use doubles.  around the mezz, doubled schoolrooms 
for flyer tables where there is no chair behind, single for fan tables 
where there is a chair behind.
What about t-shirt sales?  Use tables 13 and 14 (previously fan 
tables)?  Use a (free) table inside the dealers room?

- massage den
will be in 506.

- other stuff
tech party will not be in arisia-provided space.  Maybe the techs will rent 
presidential, maybe 1232.
info desk would like some magazine racks.  use racks from filthy pierre, or 
circlet press?

things going on in the rest of the con include:
- next concom meeting
at the hotel at 7pm on the 19th -- room TBD.

- hotel block allocation
any rooms we think we might need, even if we're not sure we'll need them, 
hold back from selling to the public.

- mass mailer
art show info might be more verbose than it needs to be
student art contest info should not be cut, though.

- ad solicitation mailing
make sure that ads@arisia.org is going to the right place.