Attendees: Emily, Lauren, Nate, Socks

Notes: (PLEASE THROW SOME QUESTIONS IN HERE!)

• What do we need from our devs?

  • Not a lot because everything is sold under MAGFest’s sellers permit
  • Only thing they collect that matters to Emily is their merch information (what they’re bringing and how much they’re charging and their payable information)
  • They can be regular humans without an entity llc or anything

• Can the department sell things?

  • yes, Emily just needs to know what’s internal and what gets paid out to other people

• Is there a best practices doc somewhere for setting up the Square?

  • This is a Rock Island question
  • Each band is their own category and within that category is each band’s items
  • We do not charge taxes at the time. That comes out at the end from their payout, so let devs know to incorporate tax into sale price

• Is this achievable on a 2026 timeline (kicked this idea off at spring magcon but didn’t realize from our original rock island convo that we needed office buy-in)

  • from Emily’s perspective, yes

• Touch base with Rock Island on gotchas like when to get info on what people are selling

• Can do cash or cashless. Either way is fine, but just need to let Treasury know if we want cash so we have a cash box and also a cash handlers agreement

• Will need to request Square reader from Tech Ops request

• After the event, Emily sends calculations for each thing sold at the end and tax calculations, confirm payment information, then pay out.

  • Can expect payout within 2-3 weeks depending on how quickly they respond
  • Check, PayPal, Zelle, ACH

• Devs can still opt to sell at their booth instead of Indie Island, but they will need to follow the regular process we’ve been doing.

  • Can opt into Indie Island late, but can not opt to sell alone late because they won’t have their sellers permit in time

• Whoever is staffing needs to fill out the cash handling form, even if we’re digital payment only

• Need to make it explicitly clear who needs permits and who doesn’t

• Make a BIG and THOROUGH FAQ doc so we can point at it when people don’t read

  • be clear about not offering anything like square readers for people selling themselves vs. Indie Island, etc.

• Notion docs on seller’s permits stuff

  • https://www.notion.so/magfest/Accounting-2acb655f31244e16b02496a96fe03f8e
  • This is the external one that we can send people (once it’s updated) https://docs.google.com/document/d/1SalzL3qYz-7jjs0Luiq23xNlwhW9oV4XmcRpv-rcUHg/edit?tab=t.0
    • Need to make sure this is in the dev checklist in Reggie

• IA contractor questions

  • On the Notion- https://docs.google.com/document/d/1r4t1-2eYGn5QW5GIlu2BH_zBRnWvRFb4JU37x4EGF50/edit?tab=t.0#heading=h.hwm8bqcd1of7 the bottom of the page has the new process for contracts. Fill out the process form.
  • If there’s stuff that’s very niche, write it in for Emily. Base template is the same, but Emily has been updating for each department and their needs.
  • Just be sure whoever you want to sign is who you put as the departmental POC
  • In this new process, who makes the badges?
    • It’s still Socks
    • Still needs to make sure the rooms are held out of block
    • Once the info has been sent to Emily, that’s the trigger that we’re moving forward with this contract and you are good to go ahead and make badges
  • https://docs.google.com/forms/d/e/1FAIpQLSezXvNQF4tUmad1t-tPlSJfriYPtEhiI3lpQpmL3JDRrXbcxA/viewform