November 2019 Meeting Minutes - Baltimore, MD - Extra Life Community Hub Jump to content

November 2019 Meeting Minutes

Recommended Posts

Here's the notes from the meeting this past Saturday!


    - Sarah
    - Drew
    - Ashley 
    - Aaron
    - Brandon
    - Damon
    - Gary
    - Mike
    - Dustin

- going to talk to Cindy about getting resources from Hank / Children's National to help support table efforts in the DC area
    - CN is getting good results and it would be great if we could get more help running tables in the DC Metro area.
- event channels for next year have been added to Discord
- holiday party on 12/14
- laser tag social on 1/18
    - paypal pool set up 
    - 2 games - $15
- MAGFest - 1/2 - 1/6
    - getting us a marketplace table
    - MAGFest is selling some dice and hot pants and donating some proceeds (maybe?)
    - we have free reign over table
        - silent auction, paid raffle, and donations all okayed
- Katsucon - 2/14-16
- Farpoint - 2/21-23
- Johncon - 4/10-12 JHU event 
    - same day as Saturday meeting
    - very small event, small staff coverage (maybe just set out some fliers)
- Awesomecon - 5/1-3
    - applications are now open
    - will probably not hear back until closer
- Blerdcon - 7/17-19
    - not contacted yet
- Otakon - 7/31-8/2
- Cecil Con, Gamescape, and Prattcon don't have dates yet 

- BGSO will be doing an event next November and will donate all proceeds to Extra Life
    - expected $3-5k donation
- need to run new signage through the marketing committee in time for MAGFest 

- going to try and arrange more events between the guild and the BGSO and WMGSO organizations
    - would like to get an insert or have someone speak before the performance to let pople know who we are before they come to the table
    - more specific signage at the table to start the conversation and we just have to close the signup 
    - very limited time to interact with people
    - invite them to tour the hospital and have events specifically tailored to networking with these organizations instead of just inviting them to a guild meeting 
- Goals for 2020:

2020 Leadership Projects

‣ Timecounts Training Video
‣ Discord Training Video
‣ Pitch Video/Training
‣ Overcoming Objections Video/Training
‣ Extra Life Overview & Talking Points Video/Training
‣ Facilitate Committees until they're running on their own
‣ Write Organizational Plan and local Guidelines/Bylaws


2020 Social Committee Goals

‣ Plan and host at least 4 social events
‣ Help with planning of fun meetings - i.e. Holiday Meeting, Year End Celebration, and "Summer Break"
‣ Engage with our local Extra Lifers via monthly hospital/CMN communications and the Extra Life Baltimore Facebook page
‣ Help with planning of pre-Game Day meeting open to the whole community


2020 Marketing Committee Goals

‣ Establish a social media posting schedule with shared responsibility content
‣ Design and order new booth kit
‣ Design signage for raffles and silent auctions
‣ Design and order updated business cards
‣ Design and order updated paper marketing materials
‣ Improve quality of links page
‣ Maintain up to date calendar of Events on Facebook, promote and measure success where applicable
‣ Design storefront for volunteers to order branded gear


2020 Outreach Committee Goals

‣ Facilitate 3 fundraising events with local businesses and organizations
          ‣ Wingman
          ‣ Baltimore Gamer Symphony Orchestra Benefit Concert
          ‣ TBD
‣ Recruit 3 student organizations to do Extra Life fundraising
‣ Connect with Game Stop locations and thank them for their fundraising efforts
‣ Evaluate and develop low-effort opportunities from events, hand-off high-effort/high-reward opportunities to hospital rep

- Holiday Meeting
    - stupid gift exchange
    - eat food
    - do some business stuff, but then hang out and play games / do holiday related stuff 
    - white elephant / yankee swap gift exchange
    - severna park library 
    - 12/14
    - some food will be provided but we will assign a potluck style food for each person to bring 
    - bring possibly but not necessarily holiday themed games
    - Ashley will buy lots of decorations for the room
- Extra Life medals are a good draw to the table 
    - if possible get some extras from Extra Life 
    - if not people who are willing to bring theirs to the table would help 
- April 24th - BGSO concert
- May 30th Baltimore War Memorial - BGSO concert
- May 16th - WMGSO concert

- please remember to RSVP to events on timecounts. It helps us keep track of who worked how many hours and get people the recognition they deserve :)

- on your timecounts hub:
    - you can check your volunteer hours
    - bar at the top when you're logged in -> opportunities 
    - left menu -> assignments
    - committee applications are open all the time
    - If you are interested in an officer position, applications are open from now until 11:59pm the day before the kickoff 
    - please apply before Feb 1st
    - marketing committee social post are available to sign up for in week long shifts

Share this post

Link to post
Share on other sites

Join the conversation

You can post now and register later. If you have an account, sign in now to post with your account.

Reply to this topic...

×   Pasted as rich text.   Paste as plain text instead

  Only 75 emoji are allowed.

×   Your link has been automatically embedded.   Display as a link instead

×   Your previous content has been restored.   Clear editor

×   You cannot paste images directly. Upload or insert images from URL.

  • Create New...