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Guild Meeting Notes 2016

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Extra Life Jacksonville Guild - January Meeting Notes/Minutes
Location: Panera Bread, San Marco

Date: January 24, 2016 - 2 pm to 4 pm

 

2015 Wrap Up

  • Estimated $33,700 for the year. We will get a final total from Emily in the near future.
  • Check your emails for the redemption codes to receive your Gold or Silver Medals.

 

Online

  • Sign up for the 2016 team page - http://www.extra-life.org/team/JacksonvilleFL 
  • Sign up on the forums as we will be using them much more this year. You can download the Tapatalk app to view them from your phone. 
  • Guild Landing page rollout occurring (Mandie will populate) to include:
    • calendar
    • image gallery
    • guild logo (which still needs designing and submission)
    • leadership info

 

Outreach Events

  • Riverside Arts Market has already reached out for Rami-Con on September 17th.
  • Mandie has reached out and will follow up this week with:
    • Collective Con (no response yet)
    • Jacksonville Anime Day (full, but keeping our info on file in case any others drop out)
    • North Florida Comic Con (no response yet)
  • Possible Painting with a Purpose fundraiser at the end of February. Paperwork is filled out and submitted. PWAT staff picks and chooses which nonprofits that they want to work with. Awaiting response.
  • Mandie will reach out for Mandarin Mini-Con

 

  • Amelia Con (Feb 5th to 7th)
    • Passes/Entry
      • 7 volunteer passes available (all in Mandie's name so she can pick them up, please let her know if you want to volunteer)
      • Passes for convention are $10 online and $15 at the door if we run out of comp'd passes
      • A few of us have discussed throwing in for a hotel room to save on gas/travel. Let us know if you are interested.

 

    • Location
      • Convention organizers have given us a whole room near the panel section of the convention for us to have for the ENTIRE weekend, which means we can do ANYTHING we want with it. Sky is the limit!
      • We will be in our room all day on Friday and Sunday, and after 6 pm on Saturday, as they do main events and such at the Fernandina Rec Center during the day on Saturday. They don't have enough volunteers to support both spaces. We should still have access to our room during this time.
      • On Saturday, we have an outdoor bazaar spot available that is without power. We will need to bring our own tent to set up in this space.
      • Amelia Con will provide us with one 6' table.

 

    • Panels
      • We are scheduled for panels on Fri @ 5 pm and Sat @ 7 pm.

 

    • Room Layout
      • We can do anything we want: silent auctions, high score challenges, like I said the sky is the limit. Let's make our space the place where people want to come play and learn more about what we do.

 

    • Additional Info
      • We can also get out of our spaces and walk around the convention with our phones/tablets using the new recruitment app or with offline registration forms. Don't feel like you have to be at the table/in the room for the entirety of the convention. As long as someone is still there to represent, we can take in the convention footprint at our leisure.

 

Recruitment

  • Start hitting up all of our members from last year. Get them to sign in to their accounts and join the new team.
  • There is a recruitment app in development, and it is currently available on the iOS and Android stores. Download it and get familiar with it.
  • Big goal for the year: creating more teams across the city (a great example is the team that Mandie helped get going with the Ignite developer group Downtown). A little competition could go a long way for our hospitals.

 

Kickoff

  • No definite date yet, but it will be in March.

 

Meetings Dates/Times

  • Do Sundays work? We may need to alternate a bit as needed, and break away from the every 2nd Thursday of the month.
  • Location ideas?
  • Mandie would like to incorporate business as well as some fun. Locations that cater to that idea would be great.
  • Are Google Hangouts/Skype an option?

 

Table/Outreach Setup and Ceiling Tile

  • We need a new table, tablecloth, signs, banner, and general setup for outreach events. 
  • Anyone have a good relationship with a print company that would be willing to print those kinds of things for us? They can get a tax writeoff as we are a nonprofit.
  • Kyle has ceiling tiles for us to design and paint for display at Video Game Rescue. We need to get some paint and such together, but we'll be planning a day to knock these out real soon.

 

Homework

  • Peruse the forums. Check out what other Guilds are doing - what works, what doesn't work, etc. How can we better ourselves for 2016?
  • Mandie will reach out to Emily about creating a 2016 Marketing Kit. 

 

 

 

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Extra Life Jacksonville Guild - February Meeting Notes/Minutes

Location: Google Hangout

Date: February 25, 2016 - 7 pm

 

2016 So-Far

  • $1,123 raised

  • 48 Extra Lifers (raise this # by reaching out to recruits we know and telling them to login and re-register)

 

Online

  • Sign up for 2016 local team page - http://www.extra-life.org/team/JacksonvilleFL if you wish

  • Sign up on the forums. We will, eventually, be switching over to the forums permanently.

  • Guild Landing page is still in the works

    • populating calendar with confirmed events

    • add to the image gallery (everyone should be able to do this)

    • Guild Logo is complete!

    • Leadership info

 

Guild Officer Applications

  • Accepting applications for VP and Secretary until March 2nd.

  • Check thread on forums and email your application to extralifejax@gmail.com

 

Guild Entertainment Committee

  • The Entertainment Committee plays a vital role in keeping things fun. The committee should focus on fun, social events for the guild. This can be anything from movie nights to mini-golf, Board Games to Go kart racing. Any opportunity for the guild to get together, have fun, and enjoy each other’s company is what we’re looking for.  No fundraising, recruiting, or “Official” Extra Life business necessary. Just fun! Make sure your officers know your plans so they can add it to the guild calendar.

  • If interested, please email extralifejax@gmail.com .

 

Guild Kickoff

  • Emily and Mandie are currently working to make an appointment with CoLabJax about hosting the Guild Launch and quite possibly the marathon

  • If this doesn’t work out for us, we’ll reach out to the Microsoft Store or other local venue for the Kickoff.

  • Aiming for a late March/early April Kickoff. It will replace the Guild Meeting for that month.

 

Outreach Events

  • Kyle and Mandie have been working hard to reach out to all the local conventions and events to handle all the back end stuff, so all we have to do for the rest of the year is show up at a designated time or place.

 

  • Painting With A Purpose

    • April 23rd at the San Marco location

    • 50% of the proceeds will come back to Extra Life, as long as we have 10 or more participants

    • PWAT is currently working on a painting especially for us for this event

    • Registration link is not available just yet, but we’ll create an FB event to get it on everyone’s radar

 

  • Upcoming Events

    • Jacksonville Anime Day (Sunday, March 6th - 10 am till 7:30 pm)

      • Two passes. One table. Two chairs.

      • Embassy Suites in Baymeadows

    • Mandarin Mini Con 3 (Saturday March 19th - 11 am to 5 pm)

    • Zelda at the Symphony (Thursday March 24th)

    • Collective Con (Friday April 1st to Sunday April 3rd)

 

  • Ongoing Event Discussion

    • ArtWalk

    • Mythical Mountain bi-weekly/monthly

    • VGR Nights

    • Root Down Jax

    • GAAM Nights

    • Arcade Jax

    • Rock Band Nights at Birdhouse




Next Guild Meeting: TBD

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Extra Life Jacksonville Guild - March Meeting Notes/Minutes

Location: Microsoft Store

Date: March 22, 2016 - 7 pm

 

2016 So-Far

  • $1,369 raised

  • 142 Extra Lifers

 

Online

  • Sign up for 2016 local team page - http://www.extra-life.org/team/JacksonvilleFL if you wish

  • Sign up on the forums. We will, eventually, be switching over to the forums permanently.

  • Guild Landing page is still in the works

    • populating calendar with confirmed events

    • add to the image gallery (everyone should be able to do this)

    • Guild Logo is complete!

 

Guild Officers

  • Congratulate new officers!

  • President: Mandie, Vice President: Kyle, Secretary: Nichole, Events/Morale Committee Lead: AnnaMarie

 

Guild Entertainment Committee

  • The Entertainment Committee plays a vital role in keeping things fun. The committee should focus on fun, social events for the guild. This can be anything from movie nights to mini-golf, Board Games to Go kart racing. Any opportunity for the guild to get together, have fun, and enjoy each other’s company is what we’re looking for.  No fundraising, recruiting, or “Official” Extra Life business necessary. Just fun! Make sure your officers know your plans so they can add it to the guild calendar.

  • If interested, please email extralifejax@gmail.com .

 

Guild Kickoff

  • Date and Venue still TBD, but it will occur prior to April 15th. Stay tuned for an announcement.

 

Marketing Kits

  • 2016 Marketing Kits are available

  • Let’s get some awesome sponsors working with us this year

 

Painting with a Purpose

  • April 23rd at the San Marco Location

  • 50% of the proceeds will come back to us, as long as we have 10+ participants

  • Link is available to register on event page & PWAT site. Only 38 seats available, please sign up ASAP.

  • Awaiting unique painting to be approved by corporate will post once approval goes through

 

Upcoming Events

  • Zelda at the Symphony (Thursday! Volunteers had to be pre-approved and are set to go)

  • Collective Con (Friday April 1st to Sunday April 3rd)

 

Possible/In Work Events

  • Orange Park High School - Cultural Con on April 23rd. Could run into PWAT.

  • First Coast Comic Con (used to be North Florida Comic Con) on April 24th.

  • RWBY Screening on April 27th

  • Marvel Universe Live! Between April 28th and May 1st

  • Presence at City Wide Dance Marathon on May 21st

  • Time Lord Fest on July 9th

  • Continual presence at GAAM, Arcade Jax, Rock Band Nights at Birdhouse

 

Additional Ideas

  • Teaming up with one or two local stores for International Table Top Day on April 30th

  • Teaming up with one or two local stores for Free Comic Book Day on May 7th

  • Recruitment 101 Meeting

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April Notes were in Powerpoint format, if anyone needs the file for any reason, I have it.


 

 

Extra Life Jacksonville Guild - May Meeting Agenda

Location: Murray Hill Library

Date: May 24, 2016 - 7 pm

 

2016 So-Far

  • $2,066 raised

  • 3 Extra Lifers

 

Online

 

Marketing Kits

  • 2016 Marketing Kits are available

  • Let’s get some awesome sponsors working with us this year

  • YAY for our first sponsor, Kyle’s company, DRMP!

  • Tijuana Flats in the works

 

Social Events

  • How did Veterans United Game Night go?

  • June 4th - Bring Your Own Board Game

  • Ideas for the rest of the year (July, August, Sept, Oct)

 

Noise Complaint Anniversary - June 12th

  • Sunday, 5 pm to 9 pm @ Bay Street Bar & Grill, Downtown

  • Free show with all proceeds benefiting Extra Life Jax (raffles, donations, etc)

  • Raffles to include Noise Complaint signed memorabilia, private tap lesson, $50 tab at Bay Street, GAAM VS tix, and more

 

Upcoming Events

  • June 11th - Kids Day @ Riverside Arts Market

  • July 9th - Time Lord Fest @ UNF University Center

  • July 15th to July 17th - Ancient City Con @ Prime Osborn

  • Aug 13th - GAAM @ The Museum

  • August 20 & 21st - Fan Lexicon @ Lexington Hotel

  • Sept 17th - RAMi-Con @ Riverside Arts Market

  • Oct 22nd & 23rd - Wasabi Con @ Lexington Hotel

 

Brainstorming for Marathon

  • We need a venue!

  • Did we like theme hours?

  • Work that Marketing Kit!

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Extra Life Jacksonville Guild - July Meeting Agenda

Location: The Rogue Gallery

Date: July 24, 2016 - 2 pm to 4 pm

 

2016 So-Far

  • $2,311 raised

  • 390 Extra Lifers

 

Online

 

Marketing Kits

  • 2016 Marketing Kits are available

  • Let’s get some awesome sponsors working with us this year

  • YAY for our first sponsor, Kyle’s company, DRMP!

  • Tijuana Flats in the works

 

Social Events

  • We need some able bodied folks to step up and help with the Events Committee to help plan social events and be key elements in planning the Marathon. If you are interested, please let Mandie or Kyle know!

  • Pokemon at the Zoo - Sheri POC, Normally $30 ($20 to Zoo, $10 to your/someone’s Extra Life page), Up to 30 people can attend. Need to pick a date (preferably Mon-Weds) from 7-9:30 pm. Week of Aug 14th-16th is no good.

  • Pokemon Picnic Palooza and/or PokeWalk  - Picnic style potluck and Pokemon hunting! Bring a friend who doesn’t know about Extra Life.

  • Armada Nonprofit Night?

  • Hospital Tour/PokeLure at Wolfson

  • Minature Gaming Painting Event

  • Overnights at MOSH

  • HamBingo at Hamburger Mary’s

  • Any other ideas?


 

GAAM

  • August 13th!

  • We’re a featured charity!

  • 4 passes available for volunteers (excluding Leadership)

  • ALL HANDS ON DECK - if everyone can come do a little stint at the table throughout the night, it would be most appreciated!

 

Upcoming Events

  • August 20 & 21st - Fan Lexicon @ Lexington Hotel - 3 passes per day (can be flexible), 2 panels per day

  • Sept 17th - RAMi-Con @ Riverside Arts Market

  • Oct 22nd & 23rd - Wasabi Con @ Lexington Hotel

  • Any others we should reach out to?

 

Brainstorming for Marathon

  • VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE - JPL, The Armory, Mavericks/The Landing, Lexington Hotel, Bay Street Bar & Grill

  • Did we like theme hours?

  • Who do we want to reach out to as theme hour hosts? Ex. GAAM, VGR, Rogue Gallery, 501st, Jax Ghostbusters,

  • Goodie bags for participants?

  • SPONSORS SPONSORS SPONSORS




Any other ideas input? Please feel free to make a thread in the forums or in the FB group!

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Extra Life Jacksonville Guild - August Meeting Agenda

Location: Video Game Rescue

Date: Aug 28, 2016 - 2 pm to 5 pm

 

2016 So-Far

  • $2,546 raised

  • 455 Extra Lifers

 

Online

 

Table Swag/Promotion Stuff

  • We’ve got tons of flyers, please take a stack and put them out at your favorite locations around town.

  • As soon as a venue is nailed down, we’ll start working on posters.

  • CMN Office ordered new big buttons (I signed up to be a Hero for the Kids) and small buttons (controller with wings, etc)

  • We have a ton of Extra Life rubber bracelets (Fight for the Kids) from GAAM to use as incentives, as well as a bunch of game promo things from Gamestop to use as incentives/giveaways at the Marathon

 

Marketing Kits

  • 2016 Marketing Kits are available

  • Let’s get some awesome sponsors working with us this year

  • Need to start really reaching out for the Marathon and getting some sponsors/partners lined up.

  • Intuition Ale Works will donate swag bag for Marathon. No new partnerships/sponsorships for the rest of the year/during transition to new location.

 

Fundraising

  • Now is the time to start pushing your fundraising pages and initiatives

  • $5 Friday, donations for a spot on your game day shirt, craft/bake something to sell, round-robin donations (Amanda donates to Kyle, Kyle donates to Derek, Derek donates to Keia, etc), send out emails to your past donors & tell them you’re doing it again, have folks pick what you play for the Marathon, Kyle has people donate to name his Pokemon trainers & Pokemon when he plays, etc.

  • Blizzard/FB partnership

  • If you need some ideas or help, please let us know.

 

Social Events

  • We need some able bodied folks to step up and help with the Events Committee to help plan social events and be cornerstones in planning the Marathon. If you are interested, please let Mandie or Kyle know!

  • Pokemon at the Zoo - Sheri POC, Normally $30 ($20 to Zoo via Sheri, $10 to your/someone’s Extra Life page), Up to 30 people can attend. Sat, Sept 24th. 7 to 9:30 pm.

  • Pokemon Picnic Palooza and/or PokeWalk  - Picnic style potluck and Pokemon hunting! Bring a friend who doesn’t know about Extra Life.

  • Armada Nonprofit Night?

  • Hospital Tour/PokeLure at Wolfson

  • Minature Gaming Painting Event

  • HamBingo at Hamburger Mary’s

  • Any other ideas?

 

GAAM

  • Our table was nonstop all night. Both folks who signed up to volunteer and who didn’t rocked it all night. Big thanks to Antonio, David, Marti, Eileen, Cameron, Kai.

  • 55 Extra Lifers signed up

  • Some good networking with Joyshtick Food Truck, With Love charity, etc.

 

Upcoming Events

  • Sept 17th - RAMi-Con @ Riverside Arts Market (Is it still happening?)

  • Oct 22nd & 23rd - Wasabi Con @ Lexington Hotel

  • Artwalk in the works

  • Microsoft Store events (we had a great time at the Madden Tourney)

  • Any others we should reach out to?

 

Brainstorming for Marathon

  • VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE - JPL (Allison looking into it), The Armory, Mavericks/The Landing, Lexington Hotel, Bay Street Bar & Grill (too small and limited capacity for our needs)

  • Mandie has reached out to UNF & supplied Emily with info for Lexington Hotel, 927 Events, and Balis Community Center

  • Did we like theme hours?

  • Who do we want to reach out to as theme hour hosts? Ex. GAAM, VGR, Rogue Gallery, 501st, Jax Ghostbusters. Need folks to take point and reach out.

  • Goodie bags for participants?

  • SPONSORS SPONSORS SPONSORS



 

Any other ideas input? Please feel free to make a thread in the forums or in the FB group!

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Extra Life Jacksonville Guild - September Meeting Agenda

Location: Murray Hill Library

Date: Sept 27, 2016 - 6:30 pm to 8 pm

 

2016 So-Far

  • $3,141  raised

  • 471 Extra Lifers

 

Online

 

Table Swag/Promotion Stuff

  • We’ve got tons of flyers, please take a stack and put them out at your favorite locations around town.

  • As soon as a venue is nailed down, we’ll start distributing posters.

  • A student from UNF used us for a design project and came up with a really awesome poster design. We’re considering using it for our t-shirt? Thoughts?

  • CMN Office ordered new big buttons (I signed up to be a Hero for the Kids) and small buttons (controller with wings, etc)

  • We have a ton of Extra Life rubber bracelets (Fight for the Kids) from GAAM to use as incentives, as well as a bunch of game promo things from Gamestop to use as incentives/giveaways at the Marathon

 

Marketing Kits

  • 2016 Marketing Kits are available

  • Let’s get some awesome sponsors! There’s not much time left!

  • Need to start really reaching out for the Marathon and getting some sponsors/partners lined up.

  • Intuition Ale Works will donate swag bag for Marathon. No new partnerships/sponsorships for the rest of the year/during transition to new location.

 

Fundraising

  • Now is the time to start pushing your fundraising pages and initiatives

  • $5 Friday, donations for a spot on your game day shirt, craft/bake something to sell, round-robin donations (Amanda donates to Kyle, Kyle donates to Derek, Derek donates to Keia, etc), send out emails to your past donors & tell them you’re doing it again, have folks pick what you play for the Marathon, Kyle has people donate to name his Pokemon trainers & Pokemon when he plays, etc.

  • Blizzard/FB partnership

  • If you need some ideas or help, please let us know.

 

Social Events

  • Armada Nonprofit Night is at the CMN level, as it would be more beneficial to include all CMN initiatives rather than just Extra Life.

  • Hospital Tour at Wolfson

  • Minature Gaming Painting Event

  • HamBingo at Hamburger Mary’s

  • Any other ideas?

 

PokeWalk at the Zoo

  • 17 of us went out to traverse the Zoo

  • $170 in donations at $10 per

  • We had a great time. We saw the new baby tiger cub, fed a giraffe in the dark, did it for the kids (goats), among other cool sights.

 

Upcoming Events

  • Oct 5th - Oktoberfest Artwalk (need some able bodied volunteers!)

  • Oct 17th or 18th - Guild Meeting @ Microsoft Store (tentative)

  • Oct 22nd & 23rd - Wasabi Con @ Lexington Hotel

  • Microsoft Store events

  • Any others we should reach out to between now and then?

 

Brainstorming for Marathon

  • VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE VENUE (we’re currently checking into the Fairfield Inn off Phillips & JTB, as well as hoping to hear back from War Dawgz Lan Group)

  • UNF is a no go with no student club sponsor.

  • Who do we want to reach out to as theme hour hosts? Ex. GAAM, VGR, Rogue Gallery, 501st, Jax Ghostbusters. Need folks to take point and reach out.

  • Mandie has reached out to GAAM (confirmed), Joseph at Steve Jackson Games (confirmed), Sailor Scouts of Jacksonville (confirmed), Matthew is handling getting the Ghostbusters together, Mythical Mountain (tentative), Microsoft Store (tentative)

  • Goodie bags for participants?

  • SPONSORS SPONSORS SPONSORS



 

Any other ideas input? Please feel free to make a thread in the forums or in the FB group!

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