Meeting:
Thursday May 12th 2022
(6:45-7:50)
Attendance:
Chris Pense RCO
PerniciousDuke
Madds Grant RXO
indigoD0g
Nick Yelsa RMO
Yelsanick0117
Topics:
1. Event Preparation
2. Photoshoot Scheduling
3. Staff Expectations at Events
4. To Do
Details:
1. Event Preparations
There are a few ways in which we can appear at an event. An entity can request our appearance, we can reach out to an event and make known that we'd like to appear, or can use our connections with official groups to coordinate an appearance. We are notified of an event once a request has been verified by our Division level staff. From there, we to decide how to proceed.
Once we have confirmed our presence at an event, we begin planning. The first step is to make a forum post for the event, which allows members and staff to get a hold on who will be attending. The forum post should include the big details of the event, such as photoshoot information, dates, times, panel info, and parking information!
From there, we can share this information to our other platforms, such as Instagram, Facebook, and our event specific Discord! Here is that link:
Join the Pacific Regiment Events Discord Server!
Please only use this link if you are a member of our Regiment or a Staff member.
2. Photoshoot Scheduling
One of the biggest and most engaging parts of an event is the photoshoot! Usually, they're held in a public place that individuals without tickets can still access. Promoting the photoshoot through social media posts is a great way to get a good turnout - especially if members live nearby but don't have time for the full event!
Using Google Maps street / satellite views are ways to scout out potential photoshoot locations for places that we are unfamiliar with. If we live close to the venue, we could scout out the photoshoot sites beforehand. Choosing a location that is easy to get to (remember - bulky armor), has a good background, and is in a place that won't be obstructed by heavy foot traffic is a good start. Use the Instagram "location" tag to see where others have taken group photographs, it could be a way to scope out viable options.
3. Staff Expectations for Events
The
405th Event FAQ is our guideline for appropriate behaviors and operations. Check it out if you'd like to learn more about how we operate at events! Staff members are expected to uphold and model these behaviors, create a positive environment for all through your actions!
Something to make known to other members is that on certain days of the event, we will be relatively unreachable. This could be due to running a booth, speaking on panels, or even because we have gloves that prevent us from typing! Armor is a difficult thing to work around, so handlers may be responsible for replying to members with questions! Either way, being transparent about this, including all information for the event in posts leading up, and communicating beforehand will help minimize these problems.
4. To Do!
We plan on being consistent with updating the FAQ list. This list has info on how we plan on responding to commonly asked questions.
indigoD0g has added a hashtag guide in the document for Instagram posts. She also plans on creating a thread soon for SDCC with relevant information for those that plan on going. We're updating the members list as we go as well.
Next scheduled meeting: May 26