[ST] [SA] Con Com Meeting Notes - 1/2/08

[Benjamin Levy]

Arisia Con Com Meeting at Hyatt, January 2, 2008

15 days to go

Jim H of Logistics is here at the meeting from NJ

Sign Shop:
Sign shop's inventory is on Google Spreadsheets.  Red is damaged and
will reprinted.
Also A'08 requests are on Google Spreadsheets.
http://spreadsheets.google.com/pub?key=pPSr2as1lFdWFFCwI_c_kHQ
PostIt note posters and foam core backing
Email signshop at arisia.org if you need stuff
Big posters will be printed on the 7th
KK will be handling it at con.
Use their form to request signs.  Even if camera ready.

Volunteers:
If you have unwanted books, CDs, DVDs, ... please give them to
Volunteers for Thank You gifts.
Signup for crash space at Volunteers.
We'll have two rooms at the overflow hotel.
1 room male, 1 room female at Meridien Friday - Sunday (Monday Morning)
Out by 9:30am every morning, including personal stuff.
Arrive at 10:30am for overnight sleepers
We'll investigate if the Meridien has a coat check for stashing stuff
Thursday crash space is under investigation.   We need know to how
many and who?
  Let Mary (Volunteers) know.
  Mail will be sent to staff-announce or area-heads.
Zambia has info for Volunteer requests.  Info needs to get to Mary

Reg:
Make sure Reg has your info about comps.  Sooner is better.
Also, make sure Reg has your current info if you've moved, or changed
your cell or email.
Dealers, GoH, and Fast Track will get their badges pre-printed.  If
you want more, ask Reg
Staff can get badges on Thursday night, if you ask nicely, once the
system is working.

Send info to update the website to Webmasters.  Interesting pages gets
more attendees.

Entertainment

Events:
Prefunction A - needs to be in the Events Grid in Zambia
Zambia needs times for when Prefunction A, or other rooms are not
available.  Or add do-not-publish blocks to reserve space for non-use.
In a last minute bit of scheduling juggling, we've added juggling session.

Games:
Need barriers to make Crow's Nest not a throughway during the LARP.
People are recruiting for games on LJ.
Gaming needs a flat surface (bulletin board) for signup.  (Persis will
bring something)

Filk needs a pair of speakers for a laptop (Filk 101)

Fast Track
50+ kids registered (probably more have regular memberships)
Official FT schedule will be printed in Fast Track.
Lighting in Empress is bad
Need an adult to guard FT stuff will games
Masons will be doing kid-id program
Want some sort of rug for padding for lower Empress.
Expect 20+ kids for Kamikaze Costumes
FT needs some method for putting up movie posters

Programming:
Have at con staff.
Schedule is basically done.
Hard stop for schedule changes Friday for Pubs (23:59 Friday)
Anything else will go into the Newsletter.
Final letter to panelists is about to go out.
Someone will be handing out Program and Events packets.

Video is all scheduled in Zamiba

Anime is not in Zambia


          Z! is putting stuff onto a disk for ArisiaTV

Ops
Staff contact list - email will go out tomorrow (Thursday morning)
Steve Huff put together the instructions for how to use the radios

There will be plenty of work for volunteers on Thursday (loading,
setting up, ...).
6pm Wednesday, truck loading at storage (Pizza will be provided)
Move out Monday, Truck Unloading Tuesday

Info Desk will be located next to Reg.

Massage Den - 532 - Signup (Thursday crash space?)

Treasury:
Expense Forms - Fill it out to get reimbursed.
Can ask in advance for money.
We do not reimburse sales tax (unless you have a really good
explaination (e.g., it was cheaper at store X and couldn't avoid the
sales tax))
There will be a mailbox in Ops to drop off forms.
Do NOT give them Jill
Do NOT give forms to your area-head, give them to the Con Treasurer
But they will need to be signed by your area-head.


Pubs
Restaurant Guide - we have the mockup back from the publisher
Paul has two copies of the Souvenir Book at meeting for last minute
corrections.  Goes to publisher Friday morning.

Pocket Program -
2 page - quick reference - needs scrutiny
Mail pubs at arisia with info

Mail pubs at arisia and newsletter at arisia if you miss the deadlines.
1 issue per day
Deadline for newsletter is 6pm
Mailbox for newsletter at Info Desk and Ops
Pubs documents will go online as they go to press.
Zambia can give daily updates for changes to Newletter
Someone will need to pass the Zambia info to them.

Hotel
Hotel has ~60 easels.
Hotel has a bunch of deadlines - Resume was handed in today.  Small
changes can be slipped in.
Furniture removal deadline is tonight (list goes to hotel tomorrow morning)
Babysitting will get both suites
If you're running an event (not near) Consuite, we have some money for
food from hotel.
Have a few guest rooms set aside for people who NEED a room.
Deadline is Friday
hotel at arisia.org - email for all requests
There will be innkeeper desk near hotel reg on Friday
Ask at Ops for Innkeeper during the con if you have a problem with
your hotel room.
Thursday night discount $99 (to match advertised rate)
6pm checkout is available for Staff
2pm checkout is available for everyone
Ask for late check.
If you have a problem with the hotel, go to the hotel liaison staff,
so they can know what are the problems, and how often they occur

Please be on our best behavior.  The hotel had a problem event
recently, and would like to hold us as a positive example.

Parking is $5-7ish per day (depending upon if you're just there for
the day, or overnight).

Art Show
57 panels
28 tables
A few people on the waiting list for table/panel space
Need more volunteers.
Staff-only viewing of Art Show Friday from 9-11pm
No extended hours on Sunday.
There will be bag check in the Art Show.

65 entries for Student Art Contest.  Please vote.
Skip needs to get list to Reg of finalists.

"Summit Mount Arisia" Saturday and Sunday 2-3pm

GoH

Krista, Staff: Leah, Tom, & Lori
Arisia.GoH at gmail.com
Verify that goh at arisia forwards to the gmail account.
Feel free to interact, but if you don't know an answer to their
questions, point them to GoH Liaison.
Tell everyone about the Staff-Only Art Show - Marrus Tour at 9:30pm

We have a really cool volunteer T-shirt.
Swing by Volunteers early to get a shirt, and wear it to advertise it.

Masquerade
Starting on time at 8pm
Belly dancers - Half Time (Belly Dancing Pirates and Belly Dancing Ninjas)
Don't be surprised of the MC gets kidnapped by the belly dancers.
So far 10 sign-ups expecting more.

There are 600 chairs in Masquerade that means there will be
programming opposite it. (Only 1/3 of Arisia will be attending the
Masquerade)
(If you hear comments/feedback/complaints/... pass it on so we can
fine tune it)
There will be reserve seating for staff.
10pm Friday - close of Masquerade Signup
10am MANDATORY Masquerade meeting Saturday.

There will be multiple gripe sessions through out the con so we have
time to fix things.

Debrief January 27, Sunday at MIT 2pm.
_______________________________________________
staff-announce mailing list
staff-announce at arisia.org
http://arisia.org/mailman/listinfo/staff-announce