Difference between revisions of "Checklist"

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(part 2 from Ian)
(part 3)
Line 155: Line 155:
 
*stationery
 
*stationery
  
−
===Other outgoings
+
===Other outgoings===
 
*gratuities
 
*gratuities
 
*charity donations
 
*charity donations
Line 258: Line 258:
  
 
==Measure in terms of memberships to be sold==
 
==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

Revision as of 15:03, 7 November 2005

A contribution from the original [smofs uk Conrunner] site, these Checklists from Ian Sorenson provides 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
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