Difference between revisions of "Checklist"

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m (Reverted edits by JhkI64 (Talk); changed back to last version by Bill Taylor)
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*Parking
 
*Parking
 
*Courtesy bus
 
*Courtesy bus
−
===Restaurants
+
===Restaurants & Shops===
 +
===Atmosphere===
 +
===Disabled access===
 +
===Hotel===
 +
*Bedrooms
 +
*Function space
 +
*Overflow
 +
*Food
 +
*Drink
 +
*Price
 +
*Cheaper at weekends
 +
===Campus===
 +
*Not term time
 +
*Room types
 +
===Holiday Camp===
 +
*Out of season
 +
*Licensing problems
 +
**All pre-registered, no walk-ins
 +
===Ship===
 +
*No walk-ins once convention starts
 +
*Overflow?
 +
 
 +
==When==
 +
*Holiday weekend
 +
*When venue available/cheap
 +
*Not same time as similar con
 +
 
 +
==Who==
 +
===Committee===
 +
*Group of like minded people
 +
*Friends
 +
*Hand picked team
 +
*Need to be able to communicate/meet regularly
 +
===Staff===
 +
*people with special knowledge/talents
 +
*enthusiastic helpers
 +
===Advisors===
 +
*Professional
 +
*Experienced conrunners
 +
 
 +
 
 +
=Finance=
 +
==Expenditure==
 +
===Fixed expenses===
 +
*venue
 +
**function space
 +
**furnishings
 +
**AV equiipment
 +
*guests
 +
**travel
 +
**accommodation
 +
**food
 +
**drink
 +
**fee
 +
*equipment
 +
**hire
 +
**deposits
 +
**delivery
 +
**repair
 +
*transport
 +
**deposits
 +
**petrol
 +
*publications
 +
**number or publications and page count
 +
**later publications trimmed to fit budget
 +
*insurance
 +
**cover set-up and take down times
 +
**cover guest non-appearance
 +
*programme
 +
***prizes
 +
**awards
 +
**souvenir gift for guest
 +
**consumables
 +
**appearance fees
 +
**refunds to participants
 +
*childcare
 +
**babysitting
 +
**creche
 +
*entertainment
 +
 
 +
===Administration===
 +
*committee
 +
*postage
 +
**Use carrier for international mail
 +
*phone
 +
**Encourage off peak use
 +
*e-mail
 +
*stationery
 +
 
 +
===Other outgoings===
 +
*gratuities
 +
*charity donations
 +
 
 +
==Income==
 +
===Membership===
 +
*Membership rates
 +
**Estimate numbers attending and relate to anticipated outgoings
 +
**Set final rates early and budget within them
 +
***Daily rate vital to local publicity
 +
***Walk-in membership money hard to spend usefully
 +
*Credit card payment
 +
*Group discount
 +
*Encourage conversion from pre-supporting and supporting
 +
 
 +
===Advertising space===
 +
*Publications
 +
**PRs
 +
**Souvenir Book
 +
**Pocket Programme
 +
**Others
 +
***Newsletter
 +
***Fan publications
 +
*Website
 +
*Merchandising
 +
*In member pack
 +
*Billboards at con
 +
*At programme items
 +
 
 +
===Merchandising===
 +
*Sales
 +
*Special editions
 +
*Promotional offers
 +
 
 +
===Dealers tables===
 +
 
 +
===Tables for other conventions===
 +
 
 +
===Commission on auction sales===
 +
 
 +
===Sell recordings of programme items===
 +
 
 +
===Sponsorship===
 +
*Big deals must be done 12 months in advance
 +
*Decide on  your ethics before agreeing deal
 +
**Nuclear power?
 +
**Drugs companies?
 +
**The Sun newspaper?
 +
**Tobacco?
 +
*Sources
 +
**Arts council grants
 +
**Literary society backing
 +
**Publishers help with author expenses
 +
**Local council funding
 +
**University funding
 +
*Sponsors
 +
**made to feel special: give them perks - memberships, GoH **memorabilia, info on how  their product will be promoted.
 +
**Prepare thank you letters in advance for immediate posting post-con
 +
**Get sponsors to publicise con in their publications
 +
**Direct press to sponsor representatives at con
 +
*Sponsored items
 +
**Publications
 +
***Programme streams
 +
****Science
 +
****Media
 +
****Fan
 +
****Film
 +
****Literary
 +
***Programme items
 +
****Relevant items
 +
****Big events
 +
****Parties
 +
***Merchandising
 +
****Joint items: bags, T-shirts with sponsor’s name on one side.
 +
**Awards
 +
**Art show/exhibitions
 +
**Equipment
 +
***PA & lighting
 +
***Radios
 +
***Computers
 +
***Photocopiers
 +
***Stationery
 +
**Transport
 +
***People
 +
***Van
 +
***Postage
 +
**Childcare
 +
***Babysitting
 +
***Creche
 +
 
 +
==Assets==
 +
===Equipment===
 +
 
 +
===Mailing list===
 +
 
 +
===Merchandise===
 +
 
 +
==Expected shortfall/profit==
 +
===Decide what to do with any profit before convention===
 +
 
 +
===Publicise decreasing loss  as income accrues===
 +
 
 +
==Measure in terms of memberships to be sold==
 +
 
 +
=Programme=
 +
==Streams==
 +
*Tie stream themes to guests or convention motif
 +
*No more than one stream per 100 members
 +
*Don’t let one type of item dominate
 +
*Don’t fill up the programme with make-weight items; leave gaps
 +
*Have 3 big draws per day: aft, eve, night
 +
*Overnight programming for insomniacs
 +
*Allocate  items to stream with suitable space
 +
 
 +
==Individual items==
 +
*Every item should have one person  who cares about it shepherding it from planning to completion
 +
*If a great item has a rotten name, fewer will go
 +
*Minimise tech setup changes between items
 +
*Record programme items
 +
 
 +
==Item formats==
 +
===Outdoor/indoor===
 +
===Talk===
 +
===Reading===
 +
===Interview===
 +
===Panel===
 +
===Workshop===
 +
===Game, Competition, Quiz===
 +
===Treasure hunt===
 +
===Auction===
 +
===Discussion in round===
 +
===Slide show===
 +
===Video/film===
 +
===Gaming===
 +
===Trial===
 +
===Debate===
 +
===Simulation, Re-enactment===
 +
===Costume event===
 +
===Tasting===
 +
===Awards===
 +
===Opening/Closing ceremony===
 +
===Performance===
 +
*Musical, Theatrical, Cabaret, Costume
 +
 
 +
===Social event===
 +
*Party, Banquet, Meet the guests
 +
*Dance
 +
**Theme, Costume, Disco, Live band
 +
 
 +
==Style==
 +
*Serious, Silly, Fun
 +
*Pre-selected or Spontaneous selection of participants
 +
*Specialised subject
 +
*Teams, Individuals, Mass participation
 +
*Mental, Physical
 +
 
 +
==Topics==
 +
===Literary===
 +
*Writing, Publishing, Magazines, Criticism
 +
*Adult/juvenile
 +
 
 +
===Science===
 +
*Technology, Computers, Internet, Serious science, Pseudo science
 +
 
 +
===Fandom===
 +
*Fanzines, Conventions, Gaming, Costuming, Comics, Anime, Media
 +
 
 +
===Media===
 +
*TV, Film, Radio, Press
 +
 
 +
===Art===
 +
*Painting, Cartoons, Artists
 +
 
 +
===Religion===
 +
*In fact, In fiction
 +
 
 +
===Politics===
 +
*In fact, In fiction
 +
 
 +
===Collecting===
 +
*Books, Art, Comics, Memorabilia, Fanzines
 +
 
 +
===Gripe session===
 +
 
 +
==Guests==
 +
 
 +
===Approach===
 +
*Through mutual acquaintance
 +
**previous convention committee
 +
**other author/actor/artist
 +
*At convention
 +
**buy them a drink
 +
*By phone
 +
**be prepared to leave message on answering machine
 +
**be aware of time zones
 +
**confirm with letter
 +
*By letter
 +
**Keep letter brief
 +
**enclose reply paid envelope
 +
**address in writers and artists yearbook
 +
**address in Who’s Who
 +
**address in SFWA members list
 +
***ask SFWA member
 +
*Through agent
 +
**address in writers and artists yearbook
 +
*Through publisher
 +
 
 +
===Prepare offer===
 +
*dates
 +
*location
 +
*expenses paid/fee
 +
**accommodation
 +
***Guest
 +
***Guest and partner
 +
***Food
 +
***Drinks
 +
**travel
 +
***type
 +
***class
 +
***dates
 +
***how paid
 +
****booked by convention
 +
****cheque sent
 +
****guest pays and reimbursed
 +
*items and appearances
 +
**number
 +
***no more than 3 per day
 +
***1 major, 2 minor
 +
**type
 +
***speech
 +
***interview
 +
***panel
 +
***signing
 +
***quiz
 +
***judge
 +
***slide show
 +
***autograph
 +
 
 +
===Souvenir===
 +
*Artwork
 +
*Trophy/tankard
 +
*Special edition convention book
 +
 
 +
==Participants==
 +
===Have a “Green Room” for participants to gather in===
 +
*Staffed during programme times
 +
*Allow Green Room discretion with hospitality
 +
*Provide drinks & food
 +
*Information
 +
*Place to sit and chat
 +
 
 +
===Be over polite and sickeningly grateful to participants===
 +
===Give all participants a letter of welcome and another of thanks===
 +
===Use all the professionals possible but mix and match===
 +
===Avoid over exposure of good performers===
 +
 
 +
 +
==Space==
 +
*Fill spaces rather than have empty seats
 +
*Signpost programme areas well
 +
*Display list of items outside each venue and update as required
 +
*Clearly mark smoking/non smoking areas
 +
*Disabled access and reserved seating
 +
*Crush space for exit from popular items
 +
*Remove litter after items
 +
*Avoid trailing cables
 +
 
 +
==Dealers Room==
 +
===Location===
 +
*Easy access for boxes and trolleys
 +
*Not too remote from cente of con
 +
*Signposted
 +
 
 +
===Opening times===
 +
*Consult dealers
 +
*Close for GoH speech
 +
 
 +
===Layout===
 +
*Aisles wide enough for safety and avoiding crush
 +
*Fire regulations
 +
*Islands/rows
 +
*Doors and exits
 +
*Wall location for easy display
 +
 
 +
===Dealers===
 +
*Books
 +
*Comics
 +
*Art
 +
*Jewellery
 +
*Clothing
 +
*Memorabilia
 +
*Toys
 +
 
 +
===Pricing===
 +
*Discount for early booking
 +
*Includes membership
 +
*Premium for near door
 +
 
 +
===Security===
 +
*Badge check on door
 +
*No smoking
 +
*No drinks
 +
*Check bags
 +
*Locked overnight
 +
**Portable alarm sytem
 +
**Gopher sleeping in room
 +
 +
==Artshow==
 +
===Layout===
 +
*space for people without brushing against artwork
 +
*security desk at entrance
 +
*fire regulations
 +
 
 +
===Hanging===
 +
*Tables/display cases for sculpture
 +
*Boards
 +
*Wall mounts
 +
*Lighting
 +
*Labelling
 +
**Info slip
 +
***Artist
 +
***Title
 +
***Price or Not For Sale
 +
***Space for written bids
 +
 
 +
===Times===
 +
*Close before auction
 +
 
 +
===Security===
 +
*Rota
 +
*No food/drink/smoking
 +
*No bags
 +
*Insurance
 +
 
 +
===Auction===
 +
*Near end of con
 +
*Sale of pre-bid art first
 +
*Charity auction
 +
*Staff
 +
**Auctioneers
 +
**People to carry artwork to and from auction
 +
**People to display item in auction
 +
**Secretary
 +
***note item/artist
 +
***note sale price and buyer
 +
***Add up total sales by artist
 +
***Calculate commission
 +
***Collect payment
 +
***Pay artists
 +
**Uncollected artwork
 +
***Announce at convention
 +
***Return art to artist
 +
 
 +
===Sales===
 +
*Print shop
 +
*Direct sale by artist
 +
 
 +
 
 +
=Publicity=
 +
==General Public==
 +
===Website===
 +
===Press Release===
 +
*Eyecatching - colour paper, folder
 +
*Contains dates, place, contact info
 +
*short biographies of guests
 +
*photos of guests
 +
*photos of previous events
 +
*pre-written story for lazy journalists to use
 +
*details of press access
 +
**interview opportunities with guests
 +
**pre-con photo opportunity
 +
 
 +
===Radio===
 +
*Local
 +
**interviews with guests and organisers
 +
**competitions with membership prizes
 +
**paid adverts
 +
*National
 +
*write to all DJs asking for a mention
 +
*invent silly event to get them talking eg light sabre duel
 +
 
 +
===TV===
 +
*Local
 +
**Have telegenic event on or before opening day
 +
*National
 +
**mentions at end of SF programmes
 +
**Late Show
 +
 
 +
===Press===
 +
*Local
 +
**mention local participants
 +
**photo opportunities
 +
*National
 +
**letters to papers and magazines
 +
 
 +
===Posters===
 +
*at venue
 +
*in libraries
 +
*in local bookshops, video shops
 +
 
 +
===Fliers handed out to public===
 +
*cinema queues
 +
*at bookshops
 +
 
 +
===Roadsigns===
 +
*Put up by AA or RAC
 +
*Created by convention
 +
==Conventions==
 +
===Fliers===
 +
*In member packs of other cons
 +
*On tables at other cons
 +
*On seats on programme rooms at other cons
 +
 
 +
===Posters at conventions===
 +
===Table hop to sell memberships in bar===
 +
===Programme items===
 +
*put up teams for  games and quizzes at cons
 +
*auction memberships at cons
 +
===Swap fliers/ads with other conventions===
 +
 
 +
==SF groups==
 +
===BSFA===
 +
===University groups===
 +
*Publicise before summer break
 +
*Cover letter suggesting “University field trip” to con
 +
*Try to “piggy back” on mailouts to freshers
 +
===Local Groups===
 +
*Ask them to publicise in local SF outlets
 +
*Ask for info for Fan Map
 +
 
 +
==SF outlets==
 +
===Bookshops===
 +
*Posters don’t stay up long
 +
*Fliers by till put in with SF purchases
 +
*Bookmarks
 +
*Piggy back on author signing publicity
 +
*Organise signing sessions in Strathclyde pre-con
 +
===Comics shops===
 +
===Libraries===
 +
*University and college libraries
 +
*some authorities don’t allow commercial advertising
 +
 
 +
==Word of mouth==
 +
*get people talking the convention up
 +
**Guests
 +
**have a few good programme items as examples
 +
*people want to go to a good convention and enjoy themselves. Talk up the positive aspects.
 +
==Professionals==
 +
*recruit writers and publishers to mention con at every opportunity
 +
*get TV involvement early and use to promote con inside media
 +
*Literary agents
 +
**emphasise business opportunities
 +
**publicity for clients
 +
 
 +
=Member services=
 +
==Communications==
 +
===PRs===
 +
===Correspondence===
 +
===Telephone===
 +
===Website===
 +
===E-mail===
 +
===At con information desk===
 +
*Message board
 +
*Programme updates
 +
*Voodoo board for members to contact members
 +
 
 +
==Member pack==
 +
===Pocket programme===
 +
*programme details
 +
*programme summary
 +
*venue details
 +
*local info
 +
**restaurants
 +
**cash points
 +
**parking
 +
**shop hours
 +
**emergency services
 +
**bookshops
 +
**travel
 +
 
 +
===Badge===
 +
*visible name
 +
*convention name/logo
 +
**colour coded for type of membership
 +
**staff badges
 +
*membership number
 +
*town/country of origin if required
 +
*disclaimer on back
 +
 
 +
==Programme participants==
 +
*list of items agreed to
 +
*green room location
 +
*thank you letter
 +
*contact name and number for queries
 +
 
 +
==Hotel package deals==
 +
==Travel deals==
 +
==Knock on discounts from advertisers==
 +
==Disabled access==
 +
 
 +
 
 +
=Operations=
 +
==Communications==
 +
===Local===
 +
*Phone
 +
*Radio
 +
*Bleeper
 +
*Runner
 +
 
 +
===National===
 +
*Mail
 +
*E-mail
 +
*Phone
 +
*APA
 +
 
 +
==Logistics==
 +
===National===
 +
*Close coordination with programme
 +
*Central store
 +
*Transport coordination
 +
*Late arrivals bring forgotten items
 +
 
 +
===Local===
 +
*Equipment suppliers
 +
*Contract restrictions
 +
*Set up times
 +
*Strike times
 +
*Hotels
 +
 
 +
==Site==
 +
===Liaison===
 +
*pre-con
 +
**confirm technical facilities available on-site
 +
***test facilities
 +
***confirm emergency technical support available during convention
 +
***confirm cost of using facilities and call-out charges
 +
**confirm times for access and take down
 +
***goods access and elevators
 +
***size of access door and elevators
 +
*at con
 +
**have named site staff for liaison
 +
**maintain log of problems/accidents
 +
 
 +
===Secure storage room===
 +
*Inventory
 +
**derived from equipment list
 +
**other valuables
 +
***cash box
 +
***prizes
 +
***personal items
 +
*Access
 +
**locate close to programme areas for moving equipment
 +
**only certain staff may enter
 +
*Supervised
 +
**duty rota
 +
**log-in and out procedure for equipment
 +
*Locked
 +
**keyholder contactable
 +
**sign on door saying door should always be locked
 +
 
 +
===Luggage deposit for members on final day===
 +
*hotel cloakroom
 +
**use hotel system
 +
*convention luggage store
 +
**supervised
 +
***duty rota
 +
***system for checking ownership
 +
**locked
 +
***sign saying how to contact keyholder
 +
 
 +
===Childcare===
 +
*Location
 +
*Facilities
 +
 
 +
===Tables===
 +
*Other conventions
 +
*Fliers/newsletters
 +
 
 +
===Litter clear up===
 +
*In corridors/public areas
 +
*In programme areas
 +
*Plastic glasses to avoid accidents
 +
 
 +
==Tech==
 +
===Safety===
 +
*first aid kits
 +
*equipment checks
 +
*fire regulations
 +
 
 +
===Audio visual===
 +
*sound
 +
*lights
 +
*video
 +
*film
 +
*OHP
 +
 
 +
===Power===
 +
*sockets
 +
*supply type
 +
*cable runs
 +
*safety tests
 +
 
 +
===Equipment===
 +
*liaise with programme
 +
**check programme clashes over equipment
 +
*borrow
 +
**make sure insurance covers
 +
*hire
 +
**get competitive quotes
 +
*buy
 +
**check if can sell back after use
 +
 
 +
===Training===
 +
*safety
 +
*hours on duty
 +
 
 +
===Repairs===
 +
*toolkits
 +
*service engineers
 +
 
 +
===Record programme items===
 +
*Video
 +
*Audio
 +
*Get clearance from participants
 +
 
 +
==Staff==
 +
===Organisation===
 +
*Committee posts
 +
**outline specific areas of responsibility
 +
*Staff organisation table
 +
**show lines of communication and responsibility
 +
*Pre-con
 +
**committee organisation
 +
*At con
 +
**Duty committee member
 +
**Operations manager
 +
**Programme manager
 +
**First aider
 +
 
 +
===Recruitment===
 +
*expand staff nearer convention
 +
**volunteer form in PRs
 +
*ask for skills
 +
*ask what days available
 +
*ask what times available
 +
**recruit at registration desk
 +
*signs at desk
 +
*volunteer form in member pack
 +
*recruit  specific people to fill vacant posts
 +
 
 +
===Timeline===
 +
*Don’t let deadlines slip
 +
*Get everything done that can be done in advance
 +
*Get students doing most work during summer -avoid exam times
 +
 
 +
===Morale===
 +
*Encourage initiative
 +
*Make sure information flows down as well as up
 +
*Have a welfare officer, not on committee, who can pass on gripes
 +
*Staff newsletter
 +
*reserved seating
 +
*staff party
 +
*work vouchers
 +
 
 +
===Staff Handbook===
 +
*Distribute draft at pre-con staff meeting
 +
*Rotas
 +
**Prepare shift rotas in advance
 +
**Assign staff to shifts
 +
*Emphasise need for staff to have good knowledge of procedures
 +
 
 +
 
 +
=Publications=
 +
==Progress Reports/Website==
 +
===Contents===
 +
*Name of convention
 +
*Location
 +
**venue name
 +
**town
 +
*Dates
 +
**give start time - afternoon/evening
 +
**give finish time on last day
 +
**include the year in dates
 +
*Guests
 +
**have names prominent on cover
 +
**get publicity pictures for publication
 +
**credit photographer
 +
*First PR to publicise convention
 +
*Membership list
 +
**joined since last PR
 +
**show membership status
 +
**alphabetical order for easier checking
 +
*Hotel prices/booking form
 +
**prices for types of rooms
 +
**dates rates apply before and after convention
 +
**deposit required
 +
***payable to hotel/convention
 +
**sharing
 +
***other member
 +
***convention finds sharer
 +
***each responsible for individual bills
 +
*Membership details/form
 +
**explain types of membership
 +
**dates of price increases
 +
**child/baby rates
 +
***age breaks
 +
**Volunteer appeal/form
 +
**Competition entry forms
 +
**Merchandise available
 +
**Advertising rates and publishing schedule
 +
**Last one to give details of how to get there
 +
***address of venue
 +
***phone number of venue
 +
****convention phone number
 +
***map
 +
****separate sheet to take along
 +
****clearly marked venue
 +
****mark stations
 +
****mark parking
 +
***directions
 +
****by road
 +
****by rail
 +
****by bus
 +
****from airport
 +
**Adverts
 +
***no more than 20% of page count
 +
***from guest’s publishers
 +
***other conventions (ad swap)
 +
***fan rate/pro rate
 +
***charge for artwork processing
 +
***fliers inserted with PR
 +
 
 +
==Souvenir Book==
 +
*Convention name and dates
 +
*Guest appreciations
 +
*Membership list
 +
*Committee list
 +
*Adverts as per PRs
 +
**premium rates for back and inside covers
 +
*Do before convention and post out
 +
**high postage costs
 +
**gives members time to read before attending
 +
*Do after convention
 +
**include photos of convention
 +
**reports of programme items
 +
 
 +
==Pocket Programme==
 +
===programme item times===
 +
*programme notes
 +
===location of programme rooms===
 +
===food times===
 +
===bar times===
 +
===convention offices===
 +
*information desk
 +
*ops room
 +
*first aid
 +
*internal phone numbers
 +
===weapons policy===
 +
===smoking areas===
 +
===local information===
 +
*restaurants
 +
*cash machines
 +
 
 +
==Others==
 +
===Convention newsletter===
 +
===Fan publications===
 +
===Guest short stories===
 +
===Internet progress reports===
 +
===Christmas card to members===
 +
===Committee online forum===
 +
*details of organisation
 +
*programme ideas
 +
*distributed to interested parties
 +
 
 +
[[category:Administration]]
 +
[[category:Executive Committee]]
 +
[[category:How To]]
 +
[[category:Checklists]]

Revision as of 08:02, 10 July 2007

A contribution from Ian Sorensen, the originator of the Conrunner fanzine, these Checklists provide a way to account for the Who, What, When Where, Why and How of putting a convention together.

Contents

The Convention

Why

  • Enthusiasm for an idea (the only good reason)
  • Fame (not likely!)
  • Conrunning in the blood (compulsive activity disorder)
  • Conrunning as a social activity (too sad to filk)
  • Someone asks you to do it (eager puppy syndrome)
  • No one else doing this type of convention (simple minded enthusiasm)

What Type

Large or Small

  • Bidded convention
    • conform to pattern
    • need to know rules
  • Single stream
    • may also have workshops
  • Multi-stream
    • problem of numbers in each stream
    • increased staff requirement
  • Aimed at established fans
  • Aimed at attracting new fans
  • With or without dealers room

Literary

  • Science fiction
  • Fantasy

Relaxacon

  • Limited number of members
  • By invitation
  • Limited programme

Fannish

  • Fanzines
  • Conrunning
  • Filking
  • Tech

Trek

  • Classic
  • Others

Media

  • Dr Who
  • Red Dwarf
  • Babylon 5
  • Buffy
  • Stargate
  • Anime
  • Mixed

RPG

  • Single game
  • Multiple games
  • Tournament

Comics

Where

Transport links

  • Parking
  • Courtesy bus

Restaurants & Shops

Atmosphere

Disabled access

Hotel

  • Bedrooms
  • Function space
  • Overflow
  • Food
  • Drink
  • Price
  • Cheaper at weekends

Campus

  • Not term time
  • Room types

Holiday Camp

  • Out of season
  • Licensing problems
    • All pre-registered, no walk-ins

Ship

  • No walk-ins once convention starts
  • Overflow?

When

  • Holiday weekend
  • When venue available/cheap
  • Not same time as similar con

Who

Committee

  • Group of like minded people
  • Friends
  • Hand picked team
  • Need to be able to communicate/meet regularly

Staff

  • people with special knowledge/talents
  • enthusiastic helpers

Advisors

  • Professional
  • Experienced conrunners


Finance

Expenditure

Fixed expenses

  • venue
    • function space
    • furnishings
    • AV equiipment
  • guests
    • travel
    • accommodation
    • food
    • drink
    • fee
  • equipment
    • hire
    • deposits
    • delivery
    • repair
  • transport
    • deposits
    • petrol
  • publications
    • number or publications and page count
    • later publications trimmed to fit budget
  • insurance
    • cover set-up and take down times
    • cover guest non-appearance
  • programme
      • prizes
    • awards
    • souvenir gift for guest
    • consumables
    • appearance fees
    • refunds to participants
  • childcare
    • babysitting
    • creche
  • entertainment

Administration

  • committee
  • postage
    • Use carrier for international mail
  • phone
    • Encourage off peak use
  • e-mail
  • stationery

Other outgoings

  • gratuities
  • charity donations

Income

Membership

  • Membership rates
    • Estimate numbers attending and relate to anticipated outgoings
    • Set final rates early and budget within them
      • Daily rate vital to local publicity
      • Walk-in membership money hard to spend usefully
  • Credit card payment
  • Group discount
  • Encourage conversion from pre-supporting and supporting

Advertising space

  • Publications
    • PRs
    • Souvenir Book
    • Pocket Programme
    • Others
      • Newsletter
      • Fan publications
  • Website
  • Merchandising
  • In member pack
  • Billboards at con
  • At programme items

Merchandising

  • Sales
  • Special editions
  • Promotional offers

Dealers tables

Tables for other conventions

Commission on auction sales

Sell recordings of programme items

Sponsorship

  • Big deals must be done 12 months in advance
  • Decide on your ethics before agreeing deal
    • Nuclear power?
    • Drugs companies?
    • The Sun newspaper?
    • Tobacco?
  • Sources
    • Arts council grants
    • Literary society backing
    • Publishers help with author expenses
    • Local council funding
    • University funding
  • Sponsors
    • made to feel special: give them perks - memberships, GoH **memorabilia, info on how their product will be promoted.
    • Prepare thank you letters in advance for immediate posting post-con
    • Get sponsors to publicise con in their publications
    • Direct press to sponsor representatives at con
  • Sponsored items
    • Publications
      • Programme streams
        • Science
        • Media
        • Fan
        • Film
        • Literary
      • Programme items
        • Relevant items
        • Big events
        • Parties
      • Merchandising
        • Joint items: bags, T-shirts with sponsor’s name on one side.
    • Awards
    • Art show/exhibitions
    • Equipment
      • PA & lighting
      • Radios
      • Computers
      • Photocopiers
      • Stationery
    • Transport
      • People
      • Van
      • Postage
    • Childcare
      • Babysitting
      • Creche

Assets

Equipment

Mailing list

Merchandise

Expected shortfall/profit

Decide what to do with any profit before convention

Publicise decreasing loss as income accrues

Measure in terms of memberships to be sold

Programme

Streams

  • Tie stream themes to guests or convention motif
  • No more than one stream per 100 members
  • Don’t let one type of item dominate
  • Don’t fill up the programme with make-weight items; leave gaps
  • Have 3 big draws per day: aft, eve, night
  • Overnight programming for insomniacs
  • Allocate items to stream with suitable space

Individual items

  • Every item should have one person who cares about it shepherding it from planning to completion
  • If a great item has a rotten name, fewer will go
  • Minimise tech setup changes between items
  • Record programme items

Item formats

Outdoor/indoor

Talk

Reading

Interview

Panel

Workshop

Game, Competition, Quiz

Treasure hunt

Auction

Discussion in round

Slide show

Video/film

Gaming

Trial

Debate

Simulation, Re-enactment

Costume event

Tasting

Awards

Opening/Closing ceremony

Performance

  • Musical, Theatrical, Cabaret, Costume

Social event

  • Party, Banquet, Meet the guests
  • Dance
    • Theme, Costume, Disco, Live band

Style

  • Serious, Silly, Fun
  • Pre-selected or Spontaneous selection of participants
  • Specialised subject
  • Teams, Individuals, Mass participation
  • Mental, Physical

Topics

Literary

  • Writing, Publishing, Magazines, Criticism
  • Adult/juvenile

Science

  • Technology, Computers, Internet, Serious science, Pseudo science

Fandom

  • Fanzines, Conventions, Gaming, Costuming, Comics, Anime, Media

Media

  • TV, Film, Radio, Press

Art

  • Painting, Cartoons, Artists

Religion

  • In fact, In fiction

Politics

  • In fact, In fiction

Collecting

  • Books, Art, Comics, Memorabilia, Fanzines

Gripe session

Guests

Approach

  • Through mutual acquaintance
    • previous convention committee
    • other author/actor/artist
  • At convention
    • buy them a drink
  • By phone
    • be prepared to leave message on answering machine
    • be aware of time zones
    • confirm with letter
  • By letter
    • Keep letter brief
    • enclose reply paid envelope
    • address in writers and artists yearbook
    • address in Who’s Who
    • address in SFWA members list
      • ask SFWA member
  • Through agent
    • address in writers and artists yearbook
  • Through publisher

Prepare offer

  • dates
  • location
  • expenses paid/fee
    • accommodation
      • Guest
      • Guest and partner
      • Food
      • Drinks
    • travel
      • type
      • class
      • dates
      • how paid
        • booked by convention
        • cheque sent
        • guest pays and reimbursed
  • items and appearances
    • number
      • no more than 3 per day
      • 1 major, 2 minor
    • type
      • speech
      • interview
      • panel
      • signing
      • quiz
      • judge
      • slide show
      • autograph

Souvenir

  • Artwork
  • Trophy/tankard
  • Special edition convention book

Participants

Have a “Green Room” for participants to gather in

  • Staffed during programme times
  • Allow Green Room discretion with hospitality
  • Provide drinks & food
  • Information
  • Place to sit and chat

Be over polite and sickeningly grateful to participants

Give all participants a letter of welcome and another of thanks

Use all the professionals possible but mix and match

Avoid over exposure of good performers

Space

  • Fill spaces rather than have empty seats
  • Signpost programme areas well
  • Display list of items outside each venue and update as required
  • Clearly mark smoking/non smoking areas
  • Disabled access and reserved seating
  • Crush space for exit from popular items
  • Remove litter after items
  • Avoid trailing cables

Dealers Room

Location

  • Easy access for boxes and trolleys
  • Not too remote from cente of con
  • Signposted

Opening times

  • Consult dealers
  • Close for GoH speech

Layout

  • Aisles wide enough for safety and avoiding crush
  • Fire regulations
  • Islands/rows
  • Doors and exits
  • Wall location for easy display

Dealers

  • Books
  • Comics
  • Art
  • Jewellery
  • Clothing
  • Memorabilia
  • Toys

Pricing

  • Discount for early booking
  • Includes membership
  • Premium for near door

Security

  • Badge check on door
  • No smoking
  • No drinks
  • Check bags
  • Locked overnight
    • Portable alarm sytem
    • Gopher sleeping in room

Artshow

Layout

  • space for people without brushing against artwork
  • security desk at entrance
  • fire regulations

Hanging

  • Tables/display cases for sculpture
  • Boards
  • Wall mounts
  • Lighting
  • Labelling
    • Info slip
      • Artist
      • Title
      • Price or Not For Sale
      • Space for written bids

Times

  • Close before auction

Security

  • Rota
  • No food/drink/smoking
  • No bags
  • Insurance

Auction

  • Near end of con
  • Sale of pre-bid art first
  • Charity auction
  • Staff
    • Auctioneers
    • People to carry artwork to and from auction
    • People to display item in auction
    • Secretary
      • note item/artist
      • note sale price and buyer
      • Add up total sales by artist
      • Calculate commission
      • Collect payment
      • Pay artists
    • Uncollected artwork
      • Announce at convention
      • Return art to artist

Sales

  • Print shop
  • Direct sale by artist


Publicity

General Public

Website

Press Release

  • Eyecatching - colour paper, folder
  • Contains dates, place, contact info
  • short biographies of guests
  • photos of guests
  • photos of previous events
  • pre-written story for lazy journalists to use
  • details of press access
    • interview opportunities with guests
    • pre-con photo opportunity

Radio

  • Local
    • interviews with guests and organisers
    • competitions with membership prizes
    • paid adverts
  • National
  • write to all DJs asking for a mention
  • invent silly event to get them talking eg light sabre duel

TV

  • Local
    • Have telegenic event on or before opening day
  • National
    • mentions at end of SF programmes
    • Late Show

Press

  • Local
    • mention local participants
    • photo opportunities
  • National
    • letters to papers and magazines

Posters

  • at venue
  • in libraries
  • in local bookshops, video shops

Fliers handed out to public

  • cinema queues
  • at bookshops

Roadsigns

  • Put up by AA or RAC
  • Created by convention

Conventions

Fliers

  • In member packs of other cons
  • On tables at other cons
  • On seats on programme rooms at other cons

Posters at conventions

Table hop to sell memberships in bar

Programme items

  • put up teams for games and quizzes at cons
  • auction memberships at cons

Swap fliers/ads with other conventions

SF groups

BSFA

University groups

  • Publicise before summer break
  • Cover letter suggesting “University field trip” to con
  • Try to “piggy back” on mailouts to freshers

Local Groups

  • Ask them to publicise in local SF outlets
  • Ask for info for Fan Map

SF outlets

Bookshops

  • Posters don’t stay up long
  • Fliers by till put in with SF purchases
  • Bookmarks
  • Piggy back on author signing publicity
  • Organise signing sessions in Strathclyde pre-con

Comics shops

Libraries

  • University and college libraries
  • some authorities don’t allow commercial advertising

Word of mouth

  • get people talking the convention up
    • Guests
    • have a few good programme items as examples
  • people want to go to a good convention and enjoy themselves. Talk up the positive aspects.

Professionals

  • recruit writers and publishers to mention con at every opportunity
  • get TV involvement early and use to promote con inside media
  • Literary agents
    • emphasise business opportunities
    • publicity for clients

Member services

Communications

PRs

Correspondence

Telephone

Website

E-mail

At con information desk

  • Message board
  • Programme updates
  • Voodoo board for members to contact members

Member pack

Pocket programme

  • programme details
  • programme summary
  • venue details
  • local info
    • restaurants
    • cash points
    • parking
    • shop hours
    • emergency services
    • bookshops
    • travel

Badge

  • visible name
  • convention name/logo
    • colour coded for type of membership
    • staff badges
  • membership number
  • town/country of origin if required
  • disclaimer on back

Programme participants

  • list of items agreed to
  • green room location
  • thank you letter
  • contact name and number for queries

Hotel package deals

Travel deals

Knock on discounts from advertisers

Disabled access

Operations

Communications

Local

  • Phone
  • Radio
  • Bleeper
  • Runner

National

  • Mail
  • E-mail
  • Phone
  • APA

Logistics

National

  • Close coordination with programme
  • Central store
  • Transport coordination
  • Late arrivals bring forgotten items

Local

  • Equipment suppliers
  • Contract restrictions
  • Set up times
  • Strike times
  • Hotels

Site

Liaison

  • pre-con
    • confirm technical facilities available on-site
      • test facilities
      • confirm emergency technical support available during convention
      • confirm cost of using facilities and call-out charges
    • confirm times for access and take down
      • goods access and elevators
      • size of access door and elevators
  • at con
    • have named site staff for liaison
    • maintain log of problems/accidents

Secure storage room

  • Inventory
    • derived from equipment list
    • other valuables
      • cash box
      • prizes
      • personal items
  • Access
    • locate close to programme areas for moving equipment
    • only certain staff may enter
  • Supervised
    • duty rota
    • log-in and out procedure for equipment
  • Locked
    • keyholder contactable
    • sign on door saying door should always be locked

Luggage deposit for members on final day

  • hotel cloakroom
    • use hotel system
  • convention luggage store
    • supervised
      • duty rota
      • system for checking ownership
    • locked
      • sign saying how to contact keyholder

Childcare

  • Location
  • Facilities

Tables

  • Other conventions
  • Fliers/newsletters

Litter clear up

  • In corridors/public areas
  • In programme areas
  • Plastic glasses to avoid accidents

Tech

Safety

  • first aid kits
  • equipment checks
  • fire regulations

Audio visual

  • sound
  • lights
  • video
  • film
  • OHP

Power

  • sockets
  • supply type
  • cable runs
  • safety tests

Equipment

  • liaise with programme
    • check programme clashes over equipment
  • borrow
    • make sure insurance covers
  • hire
    • get competitive quotes
  • buy
    • check if can sell back after use

Training

  • safety
  • hours on duty

Repairs

  • toolkits
  • service engineers

Record programme items

  • Video
  • Audio
  • Get clearance from participants

Staff

Organisation

  • Committee posts
    • outline specific areas of responsibility
  • Staff organisation table
    • show lines of communication and responsibility
  • Pre-con
    • committee organisation
  • At con
    • Duty committee member
    • Operations manager
    • Programme manager
    • First aider

Recruitment

  • expand staff nearer convention
    • volunteer form in PRs
  • ask for skills
  • ask what days available
  • ask what times available
    • recruit at registration desk
  • signs at desk
  • volunteer form in member pack
  • recruit specific people to fill vacant posts

Timeline

  • Don’t let deadlines slip
  • Get everything done that can be done in advance
  • Get students doing most work during summer -avoid exam times

Morale

  • Encourage initiative
  • Make sure information flows down as well as up
  • Have a welfare officer, not on committee, who can pass on gripes
  • Staff newsletter
  • reserved seating
  • staff party
  • work vouchers

Staff Handbook

  • Distribute draft at pre-con staff meeting
  • Rotas
    • Prepare shift rotas in advance
    • Assign staff to shifts
  • Emphasise need for staff to have good knowledge of procedures


Publications

Progress Reports/Website

Contents

  • Name of convention
  • Location
    • venue name
    • town
  • Dates
    • give start time - afternoon/evening
    • give finish time on last day
    • include the year in dates
  • Guests
    • have names prominent on cover
    • get publicity pictures for publication
    • credit photographer
  • First PR to publicise convention
  • Membership list
    • joined since last PR
    • show membership status
    • alphabetical order for easier checking
  • Hotel prices/booking form
    • prices for types of rooms
    • dates rates apply before and after convention
    • deposit required
      • payable to hotel/convention
    • sharing
      • other member
      • convention finds sharer
      • each responsible for individual bills
  • Membership details/form
    • explain types of membership
    • dates of price increases
    • child/baby rates
      • age breaks
    • Volunteer appeal/form
    • Competition entry forms
    • Merchandise available
    • Advertising rates and publishing schedule
    • Last one to give details of how to get there
      • address of venue
      • phone number of venue
        • convention phone number
      • map
        • separate sheet to take along
        • clearly marked venue
        • mark stations
        • mark parking
      • directions
        • by road
        • by rail
        • by bus
        • from airport
    • Adverts
      • no more than 20% of page count
      • from guest’s publishers
      • other conventions (ad swap)
      • fan rate/pro rate
      • charge for artwork processing
      • fliers inserted with PR

Souvenir Book

  • Convention name and dates
  • Guest appreciations
  • Membership list
  • Committee list
  • Adverts as per PRs
    • premium rates for back and inside covers
  • Do before convention and post out
    • high postage costs
    • gives members time to read before attending
  • Do after convention
    • include photos of convention
    • reports of programme items

Pocket Programme

programme item times

  • programme notes

location of programme rooms

food times

bar times

convention offices

  • information desk
  • ops room
  • first aid
  • internal phone numbers

weapons policy

smoking areas

local information

  • restaurants
  • cash machines

Others

Convention newsletter

Fan publications

Guest short stories

Internet progress reports

Christmas card to members

Committee online forum

  • details of organisation
  • programme ideas
  • distributed to interested parties
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