Swancon XXX Committee Meeting

October 24th 2004.
Bell’s Café.

Present: Ghoti, Sue, Elaine, SteveG, SD, Calli, Tori, PRK, Cheshire.
Apologies: Tiki, Craig G.

Meeting Opened 14:02

Membership rate rise, how much and when?

* Four day table does not include con membership.
* Single day door price required before January.
* Price rise to $110 dollars per membership from now. Door price setdepending on budget requirements / remaining memberships closer to thecon.
* 7 NZ members. No easy way of paying. Issue letter saying they have to pay at door, price as agreed.
Receipt books and reliable head-count of members.

* Rough count – 138 memberships sold so far.
* Pink slips from receipt book need to go to SteveG then to Sue.
* Receipt books currently with UNISFA, Tactics, JAFWA, Calli, SteveG and Sue.
* Withdraw books when 200 memberships sold.

BPAY – is it happening?
* BPAY waiting on WASFF to authorise with BankWest.

Alternative arrangements for interstate members? Swancon account?

* BPAY to be made available for interstate members.
* Calli’s account available for money transfers until BPAY available.
* Cheque payments available for interstate members.
* Checks to be made out to “Swancon 2005”.


Problems cause by treasurer being immobilized and sometimes incommunicado.

* Contact SteveG via Email.
* Follow up with phone calls if required.

Video room facilities – details to go to Craig G.

* No arrangements have been made for Video Room yet.
* One projector organised with hotel.
* Ken offered to organise more projectors if required.
* Possible hiring of gear from FTI.

Regular meeting time and place to be decided.

* Sunday November 28th at 2pm. Ghoti’s house. 111b Armadale Rd, Rivervale.

Next PR? – Are we planning on having one?
* Yes, we’re planning on having PR.
* Needs to be out by second week of December.
* Articles delegated to different people, Ghoti as editor.

Webpage? – even just a counter to let people know how many memberships have been sold.
* Counter to be put on website as to how many memberships are remaining.
* Website is a little flakey. Needs to be looked at.
* Anything to go on the webpage sent to SteveG separately, not sent to Triplex list.

Gaming?

* Gaming Space – Two rooms with bars. Empty until 5pm. Available for LARPing.
* Gaming Suite with four gaming tables. Kitchen & Bathroom.
* Overflow in middle of rooms.


Actions:

* SD to contact UNISFA and find out how many memberships they’ve sold and notify them of price increase.
* Sue to contact Tactics and find out how many memberships they’ve sold and notify them of price increase.
* SteveG to contact JAFWA and find out how many memberships they’ve sold and notify them of price increase.
* Sue to issue NZ members with a letter containing their name and agreed membership price to pay at the door.
* PRK to make available htaccess protected site for people to update memberships.
* Tori to talk with SteveG about webpage updates.
* Elaine to follow up BPAY with WASFF.
* Meeting to be held at Ghoti’s house.
* PRK to check DNS for swancon.com domain.
* Calli to find out master mailing list for PR sending.
* Tiki and Elaine to do art show blurb for PR and website.
* PRK & Tori to do gaming show blurb for PR and website.
* Calli to do fundraising blurb for PR and website.
* SD to do Convener’s update for PR and website.
* Calli to organise wedding update for PR and Website.
* SteveG to submit membership count for PR.
* Elaine to submit email addresses to PRK to be included on triplex list.
* Ghoti to be editor for PR.
* All articles for PR to be submitted to Ghoti by end of November.


Meeting Closed 14:52.