|
|
| Line 66: |
Line 66: |
| | *Parking | | *Parking |
| | *Courtesy bus | | *Courtesy bus |
| − | ===Restaurants & Shops=== | + | ===Restaurants |
| − | ===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]]
| + | |
