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.

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

Checklist

Contents