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Welcome to ConRunner, a Why and How-To reference for Convention organizers.

ConRunner was started in July 2005, and we are currently working on 337 articles. You are invited to join us, and to help make them better.

We hope to document all aspects of running a successful convention. Please browse our pages, and if you have something to add, please do so. Registration is required to edit or add pages, however anyone may browse articles.

Featured Article - Scheduling

Scheduling is arranging the people, equipment, and supplies required for an event to be in the correct place at the correct time, and ensuring that place and time is available for that event. It also involves arranging to avoid using any of those resources more than can be reasonably accomodated given the Operations Support available.

For example, the most common failure here would be to schedule two events in the same room at the same time, or to schedule a single program participant in two different places at once, or a piece of equipment at two successive times in places so far apart the second start time would be missed. Detecting and correcting these errors and others can consume a great deal of effort.

Another common error is to schedule an event in a space that is too small to accomodate the event. Try to schedule your biggest draw events in rooms large enough that late arrivals will still be able to come in and sit. On the other hand, if you expect an event to have a small number of people in it, aim not to schedule it in too large a space. Always try to consider the draw of a particular event and the appropriate seating arrangement to support the particulars of the event. Also try not to schedule two events next to each other that might have some sort of noise or sound level conflict, as sound carries easily between adjoining rooms. Drum jams, dances and other types of music are particular concerns.

If the event requires unusual types of traffic or staging, such as an auction, a performance, a masquerade, a reception, or a dance does, you should consider that in how you have the room set up. This sort of thing may require a room change. Hopefully the facility your convention is being held in has the staff to make a change in room set-up. To make sure room changes are done on time and to maintain a good relationship with your facility staff, try to schedule at least an hour for any substantial room set-up change, and don't schedule more than one in the same time slot. A small change, such as a change of tables, podia, seating, display screen, or other equipment the program participants will use at the front of the house, can probably be accommodated during the five or ten minutes between events.

Always have your staff double-check any room set-up that is done by the hotel or conventional hall staff, especially if the facility is providing any audio-visual set-up.


Major Functions

The convention organization has many internal functions, all of which work together towards the goal of conducting a successful convention. Each function has its own little quirks that need to be handled well to get the whole job done.


Executive Committee


Staffing

Departments, Volunteers


Member Relations

Marketing, Sales, Registration, Hospitality, Member Services, Featured Guests


Operations

Programming, Scheduling, Events, Panels, Dealers room, Art Show, Masquerade


Operations Support

Property Management, AudioVisual, Supplies, Hotel Liaison, Security


Administrative Affairs

Contracts, Finance, Legal


Communications

Publications, Press Relations, Progress Reports, Email Lists, Meetings


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