April ConCom Meeting Anouncement

[Michael Hanscom]

Join us to help plan for Norwescon 44!

The April ConCom Meeting is coming soon!

# Meeting Details

DATE: Saturday, April 2, 2022

NEW TIME: 10:00 a.m. - 1:00 p.m.

PLACE: Zoom

Join the meeting: https://us02web.zoom.us/j/81714782249?pwd=alFpeW9FME5zcHVSVWVna1MxSjRtdz09

## Agenda

We will start by going directly into department breakouts at 10 a.m. The main meeting with announcements and department reports will start at noon. If you don't need to attend one of the breakout meetings, feel free to just join us at noon to find out what we've all discussed!

## Conduct

If you need to activate your camera or microphone during the meeting, we ask that you respect all of your fellow staff members and refrain from broadcasting inappropriate imagery, symbols, or language. If you need a neutral virtual background, a Norwescon background image is available [on our website](https://www.norwescon.org/media/promo-web-banners/).

# MARCH MEETING RECAP

## ELECTIONS

Nominations for our four elected positions for Norwescon 45 (Chair, Vice-Chair, and two Guest of Honor Selection Committee spots) were opened at the March ConCom meeting; they will close after the April ConCom meeting. Three bylaw changes will also be on the ballot. Voting will be done electronically.

## BUSINESS

### DONATIONS, VOLUNTEER MATCHING, AND FUNDRIASING

If you shop through [AmazonSmile](https://smile.amazon.com) and choose Norwescon as your beneficiary, we get a small percentage of every eligible purchase you make. Every little bit helps, and it adds up over time.

If your employer does volunteer matching, please contact busi...@norwescon.org after you have set things with your employer.

If you have ideas for or would like to assist with fundraising, please contact busi...@norwescon.org.

## CONVENTION SERVICES

### COVID PROTOCOL UPDATE

Norwescon will continue to require proof of vaccination and masks for all attendees. If any member or staff show any symptoms before the convention, please don't attend! We encourage installing the [WA Notify COVID tracking app](https://doh.wa.gov/emergencies/covid-19/wa-notify) on your phone. Anyone who tests positive within two weeks following the convention is asked to contact us so we can assist with contact tracing; we will have a reporting form available.

All convention-controlled space in the hotel (programming rooms, ballrooms, etc.) are subject to our mask and vaccine requirements. Other areas of the hotel (hallways, lobby, restaurants, bar, etc.) are not, and we cannot non-members to abide by our rules. We do expect our staff and members to be masked even in non-convention-controlled spaces; this includes people waiting in line to check in at registration. We will be using wristbands to indicate successful vaccine verification.

We cannot require hotel staff working in convention controlled spaces to mask. However, the hotel management is doing what they can to assign staff who are willing to voluntarily mask while working in convention spaces. We greatly appreciate willingness of the hotel and its staff to work with us in this matter.

The Art Show and Dealers' Room will be open to the public. Non-members who wish to visit these spaces will need to check in with registration to have their vaccine status verified, and will need to mask while in these spaces. Wristbands will be used to indicate successful vaccine verification.

### LOGISTICS

Trucks of the size we usually use for move-in and move-out are difficult to get this year, so we will be using half-size trucks, which will mean more trips. This will affect us the most during move-out, as we need to be out of the hotel as quickly as possible. Any volunteers who are willing and able to assist on Sunday evening and Monday morning will be greatly appreciated.

### STAFF DISCORD SERVER

We are reducing our use of radios and moving much of our at-con communication to a private staff-only Discord server. If you are staff, please speak with your Exec to determine if you should have access to the server.

### OPEN POSITIONS

Convention Services is looking for volunteers to help with the convention and safety offices, safety duties, audio/visual tech, peace bonding, and online assistance for our virtual side.

## MEMBER SERVICES

### NWC45 PREREGISTRATION

Pre-registration for Norwescon 45 will open on Sunday. We will have one kiosk open at registration and available through our virtual space.

### WAITING LIST

We have been working to identify members who purchased memberships but will not be attending to transfer those memberships to people who would like to attend. If you would like to release your in-person membership to someone else, or if you would like to be put on the membership waitlist, please email regist...@norwescon.org and busi...@norwescon.org.

### OPEN POSITIONS

Member Services is looking for volunteers to help at the info table, art show, registration, and with accessibility.

## PERSONNEL

Still have lots of open volunteer positions in registration, teen runners, stage management, and more. There are lots of ways you can help volunteer at Norwescon!

## PUBLICATIONS

### DAILY 'ZINE

We will have a Daily 'Zine. If you have things that you would like published in the 'zine, please email them to zi...@norwescon.org.

### PROGRAM BOOKS

In the interests of saving money, we will likely be printing a very limited number of physical program books this year for the collectors, and distributing a .pdf version to everyone else. Pocket Programs will also be skipped in favor of the Guidebook app; a limited number of printed grids and panel descriptions will be available at the Info Desk.

## PROGRAMMING

### GUEST OF HONOR UPDATE

We have Guests of Honor! Writer Cat Rambo, Artist Rob Carlos, Spotlight Publisher Fairwood Press represented by Patrick Swenson, Special Guest Connor Alexander, and Special Guest Lydia K. Valentine. More info on all of our GOHs is [on the website](https://www.norwescon.org/con/guests-of-honor/).

### OPEN POSITIONS

Programming is looking for volunteers to help with pro check-in, stage management, and virtual room monitors for our virtual side.

## SPECIAL EVENTS

### OPEN POSITIONS

Special Events is looking for volunteers to help with census taking, the Games info desk, and Games staff.

# MEETING DOCUMENTATION:

Meeting agendas and minutes, the policies and procedures manual, Norwescon bylaws, and more information can be found on the [Staff Updates page of our website](http://www.norwescon.org/get-involved/concom/). The agenda should be posted a few days before the meeting.

 

# FUTURE EVENTS:

* ConCom: April 2, 2022

* Norwescon 44: April 14-17, 2022

* ConCom: May 21, 2022

Want to join us outside of ConCom meetings? Wonderful! Until we can safely host in-person gatherings again, you're welcome to join us on our [Norwescon Discord server](https://discord.gg/nwMvMA7) for geektastic socializing in the online world!

-- 
Michael Hanscom (he/him)
Norwescon 44 Secretary
http://www.norwescon.org/ | http://twitter.com/norwescon | http://facebook.com/norwescon