Attendees: Nate, Lauren, Travis, Michelle

Agenda:

• List of Schools / Contacts:

• Do we have space for all of them?
  • in the hall
    • maybe/probably - we could make it happen if we want
  • in the Q&A?
    • suite fit 30ish? 50ish would be pushing it
    • could run 2 Q&As
  • is it too much work to wrangle them?
    • their badges are a lot of work
    • we could reduce each programs badge cap to 8 or something
    • we need to get them more materials - FAQ about showing at the event, variation of the developer guide
    • we have help now!
  • do we have a badge cap?
    • there is a limit from the org? we don’t care <3
    • 8+ seems like a reasonable minimum for staffing a booth with undergrads
    • 17 Pratt last year, 6 MICA
      • They also got 1 room held out of block to reserve
  • if not, can we do 1-day showcasing for them?
• What do we need to ask/tell them before accepting their program?
  • List of games? QTY of games? Judging their games? No screening at all?
    • We could offer critique - have some staffers look at it
    • Judging either as a stretch goal next year, or a way to pick between programs if we have more than 5 apply
  • Structure and expectations for the event, similar to the FAQ for submissions https://super.magfest.org/activities/gaming/indie-games/mivs/#faq
  • Mention our private industry Q&A session
• All logistics are going to be their problem, we just get the students badges + one room out of block
  • reserved a bunch of badges in a badge group for them
• What can we hand over to Michelle -
  • coordinating with the games programs - cc into emails
• IMPORTANT MAGFEST BADGE/HOTEL:
  • Made studios for every school - this gets 2 badges, + purchase more badges, with badge limit
  • Account for 5 schools in our rooms out of block list - 100 rooms - devs - extra contractor rooms - 5 schools
• DEADLINES:
  • emails draft tonight, emails out to them tonight (badge launch is tomorrow!)
  • badge group today/tomorrow
  • dev guides in the next few weeks

Action Items

• Michelle - Make professor/leader and student versions of the developer guide 1 pager
  • Travis - weigh in on how to wrangle students for the guide - take advantage of professional development opportunities
• Michelle - Draft email
  • You’re accepted, here’s what’s expected at the event, here’s what’s provided by us (see next few bullet points), do you accept
  • You will need badges for each student and organizer attending - based on prior years, we anticipate you might bring up to 8 students - were you hoping to bring more than that # of students? Badges will cost X amount, 2 free
  • You get 10x10’ space with tables and chairs, rest of the booth is up to you to design/execute
  • We can offer
  • You are welcome to bring university marketing info for your program and show it at your booth as well
  • We run a private Q&A for student groups with industry professionals - your program is welcome and encouraged to attend!
  • Make it clear that MAGFest is also a Festival/party event, beyond being a professional opportunity - warn them that there is all sorts of content and events, and to make clear to students that the universities are sponsoring them to be here, follow Code of Conduct, etc etc.
• Nate - Contact schools and send email draft once we all review
  • CC and introduce Michelle as point of contact!
• Lauren - Make reggie group to hold school badges in advance