Minicon 37 Meeting Notes, 10 February 2002 Budget * Ask if committee members have had a chance to look over their preliminary budgets. * Does anyone have questions or concerns about. * Did anyone find expenses that can be eliminated? Hotel * Has anyone been told they couldn't get a room within our hotel block? * If you are getting a room please book before the 25th of February, that's the end of our block. * Room block is currently at 13%. * If we are going to have another pool party we have to choose a hotel to do it at now. (If we can't do that I personally feel we should not plan on having one.) Pubs * Everyone should have their blurbs to David by the 14th of February. * If you think that you will have trouble making this deadline let David know now. * If you are unsure of what kind of info to include ask David and others at the meeting. * DO NOT PROCRASTINATE! Programming * Need to begin nailing panels and participants down. * We will need program tittles, panelists, time, place, short and long descriptions. OR, whatever you deem necessary and how you want the info presented. If you have different ideas about how and where that info is printed just talk to David about it after the meeting. Parties * If there is anything you need from other departments please let them know. * Please discuss space allocations, so other departments and you can agree on what space would be best for art show and Hucksters. Currently wants corkage waiver in Salon D & Duluth Room Proposed Hucksters in Salon B & C, Artshow in Salon A (David Schroth & Scott Raun have conflicting reports of Hucksters space needs - if David is right, Hucksters in Salon C and Artshow in Salon B, then Programming gets Salon A.) - Non-Smoking ConSuite in Duluth Room, Smoking ConSuite in Salon G, Salons D, E & F open up for mixed Parties & Programming use (no panels, but events such as a Masquerade / Dance of some sort). Doors in Salon E get propped open for the whole weekend. Hucksters * How many tables have we sold? * Have you heard from those who said they wanted a table but hadn't actually paid? If not please contact them. * Can you provide a list of hucksters to pubs? * Would any of them want to put an ad in the program book? Liaison liaison * Have travel plans been arranged and booked? * Hotel rooms booked? * If not please make sure this gets done before the next meeting. Liaisons * Have you gathered info and Ideas of what you can provide to pubs for the program book? * If not please talk to David. * Corwin - Is Rick Berry providing art for the art show? Apparently. He is also potentially interested in providing t-shirt art. * Laura will get you the T-Shirt count next week unless someone present has good info about that. If you don't hear from her by Sunday please remind her, she probably forgot. Volunteers * Info about those who have volunteered will be passed out at the next meeting. * If you have specific tasks and times, you need them for please let Laura Jean know via email or at the next meeting. * Plan Ahead! Ops * Where will Ops be located this year. * Signage, Larry made the suggestion we use Styrofoam on the easels to support signage. He's seen it done, thought it worked well. * Anyone else have thoughts on providing good signage? * Please think about what signage you need so we can supply appropriate materials. Headed by Corwin as a Parties sub-head - minimal staffing requirements. No formal trouble-shooter, instead filled by con co-chairs & high-level staff. Registration * Last cut off to preregister at $45 is Feb. 14th! - If you are not sure you are registered contact registration ASAP! Art Show * needs to find out what we have for hardware for both art show and the Fan Gallery. Laura also needs to figure out how much of the pegboard she thinks we'll need. We have more then we will want to move or so I've been told. * In case you didn't know we are having the Fan Gallery in the third floor foyer. Sorry I didn't mention it earlier tonight. We need to use the pegboard and hanging equipment from art show. * I can't remember the name of the organization but it's a Science Fiction group, is donating $100 toward the shipping cost as a thank you to Mpls fandom and DD-B who helped by taking many of the photos in the Gallery that has begun traveling to diff. cons. If we ship the whole exhibit which I said we would. The shipping will be about $180, leaving us to pick up $80 of the cost. I said we'd do it so please talk to Charmaine about the cost. If it's a problem I'm sure we can raise the money or I will just pay for it, * I haven't announced it to the committee, so you may want to. Laura probably won't make the meeting but you want to ask if anyone there has a good sense about the equipment. Laura should talk to Don Blyly about the Art Show Panels he's making for World Fantasy Con. We have lots of panels in mixed shape. Announcements: * David Schroth has a Sams club card if any one would like to use it to purchase Minicon supplies. * If there is anything you need covered by our insurance, personal items you are specifically bringing for the convention to make use of, please get the product registration numbers to Kay Drache at kdrache@hclib.org or contact Laura Jean. * The moving truck has been reserved. The 15' truck has been reserved with Ryder on Hiawatha for $69 per day at 49 cents per mile. Insurance is 20.95 with a 0 deductible. * The truck can be picked up anytime between 8am Thursday March 28th and must be back by 7:30pm. On Sunday the place is only open from 10am to 10:30am so the truck must get picked up early! It must be returned by 7:30am Monday. * Charmaine may suggest we change our reservation so please get this info specifically to her. Charmaine may be able to get a truck from her employer - she's checking and will let us know. The next meeting is Feb. 24th at Laura Jean's, 2pm. 3637 Bloomington Ave S. 612-724-2514. No smoking, no wet shoes and one adorable tiny cat. * We only have three more meetings before the con. Please make sure you can be there.* -- Scott Raun sraun@fireopal.org