How to organize a gaming convention?

[der_kluge]

In this thread: Game day in Kansas City we're discussing (or at least I am proposing it) the possibility of organizing a full-fledged convention.

Now, I admit that I know very little about how to set up, and organize a gaming convention. I've been to quite a few, and I have a fairly good feel for what works and what doesn't. But, I wanted to get some feedback from those that have been on the inside and can provide some valuable pointers.

Or, if you've just been to a con that was great, or was awful, I'd like feedback on what kinds of things you thought worked, and what kinds of things didn't.

Mainly, what I want to know is what kinds of gaming spaces work best, and what kinds of places can be had cheap. Are hotels preferred, or are there other places that I'm overlooking?

 

[JDragon]

Space Holder and Bump until I have time to respond.

JDragon

 

[Duncan Haldane]

I've been involved with organising conventions in Australia for nearly 10 years, and the helpful hints are many and varied.
I'll try to list some I can think of...

1. Figure out why you want to do it, and if it's the right reasons. DO NOT expect to make much money.

2. Try to get someone else who has run conventions before to help.

3. Go to other conventions and ask if you can help. Find out what works, and what doesn't. Then figure out *why* they worked or didn't work. Steal the ideas that worked for your con, and avoid those that didn't work.

4. Determine who you want to run a convention for - ie, are you running a roleplaying convention, a gaming convention (including board games, computer games, etc), how large you want it to get, and what you are trying to get out of it. Also remember that making the convention bigger won't always make it better.

5. Ask for help. You may find that a friend can help you get a venue for free, or cheaply. You may find that someone will build you a webpage, or print flyers for you. Use what help you get offered. Try to figure out what people are good at and what they want to do, and work with that.

6. Figure out your budget. You have to work within it. Don't forget to include things like mail boxes, incorporation costs, insurance, etc.

7. Look for sponsorship. If you are printing flyers, running webpages, etc, then you have points for advertising. Look at who your market is, and who might appreciate advertising. Remember that money has been relatively tight in the gaming industry over the last few years, and that they don't have a lot to give away. You need to look in other areas - for instance, one convention I was involved with bring a lot of travellers to town, so we managed to get a fair bit of sponsorship/advertising money from hotels.

8. Enjoy yourself. You're not doing this to make money, so you've got to enjoy it. However, don't forget that it can make a good line on your resume.

I think that's enough for now...

Best of luck,

Duncan

 

[der_kluge]

Obligatory bump.

 

[Umbran]

But, I wanted to get some feedback from those that have been on the inside and can provide some valuable pointers.

I was just played the tiniest of roles in organising small corner of the Arisia convention held recently in Boston. I did almost nothing myself, but was able to see some things. Here's my valuable pointer:

Be prepared for aggravation.

Conventions of any size (say, over 100 people) are simply too large for a single person to manage. They must be organized and run by a committee. That means sticking to chains of command, working by procedures.

It also means working with other people - some of them will drop the ball. Some of them will play power/ego games. Not all of them will be good at what they're supposed to be doing. If you want your convention to fly, you're gong to have to suck up and deal. You are going to have to accept that some folks simply won't like you when the whole thing is over.

Oh, and if you're organizing the con, be prepared to not actually take part in the con itself. Conventions don't run themselves once they start. The people who organize it will have to be at the helm until it's over.

I make it sound like a lot of effort, a chore. It generally is. If you don't like taking on chores for the good of others, don't run a con.

 

[ced1106]

Don't know if there are websites dedicated to organizing game conventions, but there are for anime ones. I'd also contact local game conventions and ask them for advice. (Make a long-distance call instead of asking them to type everything!)


Cedric.
aka. Washu! ^O^

 

[Crothian]

Start small. I'd actually do a game day thing first to see how it goes. If the convention is going to be about gaming, then start small with the games and build from there. I've been involved and worked behind the scens at Marcon, a huge sci fi and fantasy convention here in Columbus. It's insane all the things that need happen and all the things that will go wrong.

 

[sigfried]

My Experience

I Ran a Con up in Alaska called Unicon. I did two of them before moving to seattle. the first had around 300 attendies, the second around 250.

1. Its hard work, and lots of it. You have to be excited about it and realy push hard.

2. Gamers are usualy eager to help, but are not self motivated. If you find someone who gets things done without you riding them, be as kind to them as possible. Good people are rare and should be treasured. Everyone else you have to constantly pester, and praise to keep them motivated.

3. Call and talk to everyone you know, and every store in your area, and every gaming club you can track down. Get them excited and get them involved.

4. Don't form a commites, just be a terrible tyrant in charge. But listen to your compatriots and thank them for all ideas and suggestions. Give people responsibility for parts of the con and don't countermand them unless they get totaly out of hand or overstep their bounds. Think of the Con as a war and establish a chain of command, albeit a friendly one.

5. If your starting small your best bet for a location is a local college during the summer. They have lots of space, private rooms, cafeterias, parking and all that good stuff. If you get big enough and can charge enough entrance fee you can move to a hotel. For most schools you will need to work with a gaming club or students at the school. Pretend they are running the convention and you can get a good rate.

6. Be prepared to spend your own money. For unicon I fronted almost all the money (1K or so). I got most of it back but not all of it as I had to give some to the club I was working with. I ran my con as a 0 sum game. If you want to do it year after year, try to plan on making a bit extra for seed money next time. Eventualy the con can fund itself if you do well.

7. Promote the convention relentlesly. Work especialy hard to get people to run games at the convention. Often the #1 problem at cons is not enough games for the players to play.

8. Talk to everyone about the con, you can never tell who will be interested or what group of people they know that might help out. Get comic fans, anime people and anything else related to join in the fun.

9. When people bitch about how the con ain't all it could be, invite them to get on board and help out. Either they will put up or shut up. Both are good.

 

[Greatwyrm]

As President Reagan said, "Trust, but verify."

Just because someone at the con site said your rooms are reserved, don't believe them. Call to check at least a month before the con and again the week before and maybe even two days before. I ran a little con at our university. Half our rooms were reassigned because nobody in the school scheduling office bothered to check and see when orientation for transfer students and the big public speaking competition were scheduled for.

Same with anybody who offers to help out. Just because somebody offers to do your fliers or game scheduling doesn't mean they'll actually do it unless you check on them. So check, often.