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Seattle Extra Life Guild Meeting, Friday August 7th.

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Hey everyone! 

We are having our next Seattle Extra Life Guild meeting this Friday, August 7th, at 6:30 PM. it's being held at the Seattle Children's Hospital, in the Anna Clise Boardroom. The thing you should know, is that people who come to this meeting have first dibs on pax volunteering! If you want to man(or woman!) the Extra Life booth at PAX Prime 2015, you should be at this meeting. 

Our agenda is as follows: 

  • When/Where
  • Set-up/Tear down
  • badge swaps


  • Booth(table, banners, etc) supplied by CMN
  • Favors - Pins(lots of pins) provided by hospital
  • Half-Sheet fliers - printed by hospital

Recruit Sign-ups

  • Laptops




Volunteer Sign Up

  • #of badges available for Volunteers is limited
  • Separate sign up slots for people with their own badges

Material Requests

  • Set up standard op for requesting materials for events
    • purchase order idea
  • Mike and Shelbie are the only contacts for materials needs
    • preventing confusion

Guild Roles

  • Leadership Changes
  • Guild handbook
  • guild purpose(not a fundraising tool)
Edited by dartiki
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Here's the notes from the meeting, in case anyone missed it! 





Guild Roles

                   Leadership Changes

       Shelbie Hicks is our new Vice President

       Brandon Stewart is Social Media





                   Guild Handbook

       Please, read it. As a guild member, you should be familiar with all the information included. There is a great number of tools available to us in the media kit. Check it out

       Rick posted it at the top of the FB guild page





                   Guild Purpose (Not a fundraising tool)

        Keep in mind that we want to encourage people to fundraise, but have to keep a separation between our fundraising and recruitment goals





PAX Planning



§  August 28-31, 2015

§  WA State Convention Center

800 Convention Pl, Seattle, WA 98101

PAX Planning (Continued)

       Set-up/Tear Down

§  Set-up is on Thursday from 6-8PM

§  Tear Down is on Monday from 6-8PM

       Badge Swaps will be at the Lounge area on the bottom floor at the main doors






       Booth (Table, Banners, etc) supplied by CMN

       Favors – 2.5” Round Buttons provided by hospital

§  Great design by Christopher Hart – Thanks Chris!

§  Try to print on metallic button for pop of white lettering

       Fliers – printed by hospital

§  Shelbie and Christopher to coordinate design

§  Include QR code on flier

§  ¼ sheet cardstock may be better suited to getting people to take them.

       Guild recruitment card to build the numbers of the guild as well

§  Supplementary recruitment

§  Discussed poster, but thought that would take away from Extra Life Recruitment goals

§  Should include information on how to be added to Facebook group

       Christopher’s Game Cabinet

§  Shelbie to bring it to Seattle on Thursday, August 27

§  Joshua Griffin will take the cabinet from the event and coordinate with Shelbie and Christopher to return the unit to Bremerton





                   Recruit Sign-ups


§  Some guild members to lend theirs

§  Devon requesting use of 5 Chrome Books from his work

       Hospital to inquire about WiFi availability at booth



Thank you to Christopher for the Trivia and donations to Fundraising pages as prizes





PAX Planning (Continued)

                   Volunteer Sign up

       7 badges have been provided by CMN for volunteers

       First opportunity for volunteer sign ups at meeting

§  Shelbie will request sign ups from guild members unable to attend the meeting over the weekend via FB and Forum and inform all members of their times once the schedule is complete

       Separate sign up slots for people with their own badges

       Guild from Canada wants to help us with Volunteering at PAX. Two of the members have their own badges and offered to spend some time throughout the weekend at the booth. They’ve asked for a badge or more to help more of their members attend. If there’s room in our volunteer schedule, we’ll be offering it to them.

                   Alternative information from potential recruits

       One person at booth will be assigned to take notes pertaining to information people bring that may be of import to the guild or teams.

       Mike, Shelbie, and Brandon will take these notes at the end of PAX and distribute them to Extra Life, the Guild, or teams as needed.


Material Requests

                   Set up Standard op for requesting Materials for events

       Shelbie and the Hospital will build a standard Purchase Order for supplies for recruitment events.

                   Mike & Shelbie are only contacts for Materials

       This is to prevent confusion and reduce the number of emails the hospital has to field.





Non-Agenda Items

                   Fundraising Events

       Kaylee has a gaming event during EL Day built to raise funds that independent EL gamers may be interested in attending and may be a good place to get the word out on the Guild – Joshua Griffin to contact for more info

Non-Agenda Items (Continued)

                   Fundraising Events (Continued)

       Mukilteo Arcade

§  Owner interested in doing an event to help raise funds for Extra Life

·         This information was derived from PAX last year and no info was provided to a team to help them pursue it. Hence the need for notes and a plan of action as listed above.

                   Anyone interested in the guild should be directed to request an invitation to the Facebook group. From there we can get them set-up on the forums.












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