CONvergence Convention Committee Meeting Notes
Sunday, January 18th, 2015
ConCom Badges: Questions to the Concom:
During the Divisional meetings, we took the time to come up with different ways to utilize the ConCom Badges going forward. We will work on compiling the feedback and discussing the options. We look forward to discussing the options with the ConCom in the near future.
Open Meeting Communication
We are improving our communication paths for advertising our open meetings. Going forwards we will publish out opening meeting in the following locations: on the website and in the ConCom newsletters.
Open Committee Meetings (from last meeting)
With the ConCom meeting now closed to those not on the ConCom , we will be holding four Open Committee Meetings throughout the convention cycle. These will allow those members who wish to become voting member to get updates throughout the year and meet the two meeting requirement to be eligible to vote.
Unlike ConCom meetings, these are open to the public and have info about the administrativia of the organization.
The third open committee meeting for the 2015 Convention cycle will be on April 19th, 2015
The fourth open committee meeting is not scheduled yet but will be held during 2015 CONvergence.
Announcement to the Convention Committee
One of the candidates for election has been removed from the election, ballot, ConCom, and CONvergence due to multiple violations of the Convergence Events Harassment policy.
Department Announcements
Please submit your Department announcements to your Divisional Director. If you have a last minute department announcement, please bring it up during your divisional meeting and let your director know. Divisional Directors will be announcing their departments that have announcements at the Concom meeting.
Please provide write ups of your announcement to your Divisional Director within 48 hours of the ConCom meeting. (These will be included in the notes.)
Department Announcements
Activities:
Sandbox:
Sandbox Needs Ponies
Connie’s Quantum Sandbox is looking for donations of My Little Ponies. Any age, any condition is acceptable, as they will be used for a project. Please contact… @convergence-con.org with questions or to make arrangements.
Administration:
Registration:
Registration’s pre-reg ending 1/15/15 was 3605 memberships. This is 11% over last years 12/31 pre-reg ending date.
H.o.M.E:
Guests:
This is just a reminder to all departments that we have a great slate of guests this convention cycle. You can take a look at who is coming by checking out www.convergence-con.org/guests.
If your department would like to work with a guest, or has any requests for our guests please email your request (with as much detail as you can provide) to gue…@convergence-con.org. We are a department of many people and verbal communication can too easily get lost on its way to needed recipients. Sending an email to gue…@convergence-con.org is really the only way to ensure that your request is received.
Hotel:
We are very close to an agreement with the Sheraton Bloomington and plan to have final answers by Friday, 01-23-2015. As soon as we have the final words, we will announce that news.
Publications:
- Branding Style Guide and submission documents were sent out to Concom list in .PDF format. No submissions for publications or creative will be accepted without forms. This is to streamline process and document requests so none get lost.
- Style guide and submission documents will hopefully soon be available on the convergenceevents.org website. Until then, any updated documents will be sent out to the Concom list.
- If you are not on the Concom list, and would like a copy, please email public…@convergence-con.org.
- Departmental logos for letterhead and flyers are being generated, and will be on the website as well. If you need one in the meantime, please email public…@convergence-con.org.
Resume:
*Deadlines will remain the same (April ConCom is the DT Resume Deadline, May
ConCom is the DT Resume Documents Final Dept. Sign-off).
***Changes this Convention Year***
*All Departments MUST meet face-to-face with their Guru during ConComs to finalize their DT Resume needs (Look! It’s January! Your Department can start now!!!)
*The DT Resume Documents will NOT be separated by Departments this year. This ought to eliminate a lot of work (no more decompiling & recompiling of the 3 DT Resume documents!) and error (from the decompiling & recompiling). This is also one of the reasons we want you to chat with us face-to-face. We’ll be reviewing the these documents with you.
*Please note that interactions with us and these Resume documents are only for your DoubleTree hotel equipment needs. Any non-DoubleTree hotel equipment needs will be handled by the very capable Charmaine (Harmonic CONvergence, for example).
*We’ve received an inventory of the hotel equipment available from the DoubleTree and will be updating it with Department needs as they are finalized. Equipment is first-come, first reserved, so please don’t wait to chat with us!
*An updated Guru/Department list will be sent out via email after the January Con-com.
2015 ConCom Meeting Dates (2pm):
- 2/15/15: Sunday, February 15th
- 3/14/15: Saturday, March 14th
- 4/19/15: Sunday, April 19th
- 5/16/15: Saturday, May 16th
- 6/7/15: Sunday, June 7th
- 6/20/15: Saturday, June 20th
- 7/25/15: Saturday, July 25th Post Mortem