From: Glenn McDavid [mailto:gmcdavid@attbi.com] 
Sent: Saturday, March 29, 2003 6:16 PM
To: Larry Sanderson; Laura J. Fish
Subject: Minicon Committee Meeting 03/16/2003 -- Minutes



Registration

Currently 402.  This is lower than expected.  ConCom members 
are urged to book their hotel rooms ASAP.


Treasury

Not Looking good. However, Geri mentioned again that we do 
not need the $700 refrigerator truck rental--the Hotel is 
taking care of that.  She may be able to cut some other items as well.


Operations

Charmaine said that Ops does not need additional funds.


Publications

Rachel said that the budget was OK for mimeo.  Color covers 
might be a problem.

The program book will have a GOH list from past Minicons.  A 
draft was distributed, with a requests for additions, 
corrections, comments, etc. ASAP.

We also want to have a list of attending dealers in the Program Book.

The deadline for Program Book copy is 3/17.

There will also be a Program Grid, separate from the Book.

Steve MacDonald's Chapbook is ready.  In fact, one copy was 
printed and distributed for all to admire.

There is some question about the copy count for Sue's Chapbook.



Dealers

Lisa said that our rates are too high for a convention of our 
size.  Despite the overall financial situation, the budget 
for the Dealers' room is OK, and it was decided to offer a 
$10 rebate.  33 tables have been sold so far, but not all of 
the money is in hand.

Lisa would like a list of writers who are attending, for the 
benefit of the dealers.


Hotel

Susan met with Kristin (of the Millenium) on Friday, 3/14.  
They both need programming schedule information ASAP, 
especially for the large program items.

Ice is comped, but we have to schedule when, where, and how 
much ice we need.

The corkage situation seems OK, although at least one Hotel 
staffer had a bizarre interpretation of that part of the contract.

We need the GOH hotel schedules--which nights will they be 
staying at the Millenium?

THe Hotel restaurant seems reasonably priced.  We have 
arranged for them to serve breakfast until 12:30.

So far we have 247 room-nights booked--about 50% of our block 
of 500.  We need 80% (400).


Parties

DD-B has the departmental mailing lists up.  Geri is looking 
at cheaper ways of doing things.  It is time to plan the food 
in detail.

Laura Jean and Sandra Childress will assist with blender drinks.

We need a computer for the dance.  Scott is looking for one.  
The dance will be "fannish formal" in keeping the the "Time 
Travelers' Ball" theme.  As interpreted by Geri nobody should 
have any reason to complain.


GOH's

Sue Mason will have art in the Art Show.

We need detailed travel arrangements for the GOH's, including 
transportation to and from the airport.

Steve M is encouraged to bring CD's--Greg will sell them.


Sales

Charmaine will run the sales table.  The T-Shirts have been printed.


Scheduling

There will be Pre-Convention Work Party Wednesday (April 16) 
night, at Larry's.  7 PM.

The truck has been reserved.  Meet David Schroth noon 
Thursday at Dreamhaven to begin hauling stuff.

Art Show panels will be set up Thursday night.  Dealers move 
in on Friday.

Opening Ceremonies 7 PM Friday.