Checklist
From ConRunner
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
- 1 The Convention
- 2 Finance
- 3 Programme
- 3.1 Streams
- 3.2 Individual items
- 3.3 Item formats
- 3.3.1 Outdoor/indoor
- 3.3.2 Talk
- 3.3.3 Reading
- 3.3.4 Interview
- 3.3.5 Panel
- 3.3.6 Workshop
- 3.3.7 Game, Competition, Quiz
- 3.3.8 Treasure hunt
- 3.3.9 Auction
- 3.3.10 Discussion in round
- 3.3.11 Slide show
- 3.3.12 Video/film
- 3.3.13 Gaming
- 3.3.14 Trial
- 3.3.15 Debate
- 3.3.16 Simulation, Re-enactment
- 3.3.17 Costume event
- 3.3.18 Tasting
- 3.3.19 Awards
- 3.3.20 Opening/Closing ceremony
- 3.3.21 Performance
- 3.3.22 Social event
- 3.4 Style
- 3.5 Topics
- 3.6 Guests
- 3.7 Participants
- 3.8 Space
- 3.9 Dealers Room
- 3.10 Artshow
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
- 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.
- Programme streams
- Awards
- Art show/exhibitions
- Equipment
- PA & lighting
- Radios
- Computers
- Photocopiers
- Stationery
- Transport
- People
- Van
- Postage
- Childcare
- Babysitting
- Creche
- Publications
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
- accommodation
- items and appearances
- number
- no more than 3 per day
- 1 major, 2 minor
- type
- speech
- interview
- panel
- signing
- quiz
- judge
- slide show
- autograph
- number
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
- Info slip
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