GenCon '06 Picnic-n-Gaming in the Park

[WhimsyTheFae]

A thread for the discussion and planning of this event...

As I learn details, I will place them in this post.

Due to the high cost of reserving a location, it has been advised (thank you Rel) that we shoot for a fast and loose (and free) event.

Here is the current plan:


Prior to GenCon '06 -

• Locate a few possible locations: Military Park being one, Waterfront Pavilion behind the zoo is another possibility - any time prior to the convention

• Plan activities: people volunteer to run games, people sign up to play in said games - after GenCon '06 registration opens and people start to plan their convention activities

• Check appropriate event calendars: The White River State Park has a calendar that can be checked so that we will know ahead of time if any events are taking place in an associated park. Other possible locations may also have calendars that can be checked - as close to convention time as possible

At GenCon '06 on the day of the gathering -

• Prior to gathering time: scout locations and phone back which will be used (this would include possible indoor locations at the convention center or hotels)

• At gathering time: anyone who wants to attend should get there around this time (bring some food/snacks/drinks for yourselves or to pass)

• Eating time: after a bit of socializing and setting up - we eat

• Gaming time: based on area and conditions, we split up into our planned games

• Clean up time: we leave the location cleaner than we found it

------------------------------

Following is information that I learned regarding reserving the Military Park Shelter House for an event:

• Military Park (and Shelter House) are part of the White River State Park and are state owned and operated.

• The application that I downloaded listed a price of $500 for a private event of 1-100 participants with a $750 damage security deposit and insurance requirements.

• I have sent an e-mail to the White River State Park asking for clarification and explaining what we are trying to organize.

• The Director of Events for White River State Park Green Spaces quoted a $250 fee (the $750 damage deposit and insurance are still required).

 

[Hand of Evil]

Mmmmmm, but what date and time?

 

[Mark CMG]

No offense, FickleGM, but this would probably work best with someone starting the thread who can stay on top of it, who will take on the mantle of coordinating it (including getting the permits and organizing whatever games will be played).

I'm guessing that the real planning is best left until after the new year once the absolute-official dates of Gencon are announced (we've seen them change before for various reasons but they tend to be set in stone once the printing schedule for their early materials has begun). Also, around that time (January-ish), the core of people who are going to Gencon set their plans and their teeth for planning their trip and schedule overall (they set their yearly vacation at work, make sure they have hotel reservations, etc.).

I'm thinking this needs to be coordinated more like a gameday thread with constant updates to the initial post in the thread as duties are distributed and volunteers step up. It's likely also that only an Indianapolis resident can secure a permit to use a municiple park facility, but I could be wrong. Whoever secures the permit really needs to be an integral part of this, perhaps the overall coordinator, because if that person flakes the whole thing has a chance of falling away like a house of cards. We don't want that when the event would be a big one, perhaps most of a day, for possibly up to 50 or so people. Not living in Indianapolis, I'm not the guy for the overall coordinator position.

However, I would suggest also that this be a Saturday thing, as it would be post-ENnies and might be a good way to enjoy the day after, what for many would be, a late night. Something on the order of a 10am - 4pm scheduling, allowing for ENnies goers to sleep in a bit but also ending in time for those who will need to get ready for whatever Saturday evening plans they have.

 

[Cthulhu's Librarian]

I'm in, but mark makes some good points. It's too early to start planning this now, but I'm definitly interested once we have final dates for the con and can actually do something with the planning.

 

[IronWolf]

Yep, sounds like fun, but I too think Mark makes some good points. Still a little early to start planning anything specific for next year as too many things can change between now and then. But it does sound like fun.

 

[francisca]

Ayup, sounds like a winning idea, provided Mum Nature is cooperative. Wake me up for this in about April.

 

[WhimsyTheFae]

No offense, FickleGM, but this would probably work best with someone starting the thread who can stay on top of it, who will take on the mantle of coordinating it (including getting the permits and organizing whatever games will be played).

None taken, and I will agree that my proximity to Indy does pose a problem. I do, however, believe that this thread could still be a starting point in identifying key points of consideration before we kick off any in-depth planning.

For example, I would like to know if we can reserve the park, how far in advance can it be reserved, how much of a deposit is needed, how much total cost, what are the rules/regulations for the park, what time blocks can be reserved, what are the ramifications of cancellation, etc. Perhaps a resident of Indy could scout the park out a little more, but from your description in the other thread it appears that it would suit our needs. If necessary, I can research as much as possible from a distance (but a resident would have the advantage of being there).

As far as game organization, I am in total agreement on waiting until next year to work on those details. This also goes for meal planning.

If we could get more detailed specifications of the capacity/cost/regulations of the park in question as early as possible, it would only give us more time to build a framework for the event (once again, nothing too specific would be required to begin with).

Keeping in mind that I do not live in Indy, I would still be willing to co-lead this effort if an Indy resident does not want to shoulder all of the responsibility.

Basically, I am willing do what I can to help make this happen (i.e. stay out of the way or take the reigns).

Just remember that I am not easily offended, so let me know if you have any reservations about my involvement at any level...

 

[reveal]

I think it's a neat idea. I agree it's best to start planning the "rental" of the park now.

 

[Mark CMG]

Looks like you're on the right track and until we find out who can get a permit, I'd have to say you'd still be in the running for Big Poobah. How about you see if you can get some initial answers to the questions about the pavillion through these folks -

http://www.indygov.org/eGov/City/DPR/home.htm

- and then take it from there? (If no one can even get the park the point might be moot, I suppose, or need to be approach in a very different way.)

 

[Xath]

Park permits are usually given based on number of people expected to attend. Many times it's $X for the base price plus $Y per person over Z number of people.

Also, many park pavilions have a maximum guest limit. So you might want to check on that. Most places aren't really anal about it, but you never know.