MD-VA-DC Game Day - 10/2/04: Crunch Time Approaches - Volunteers Needed!

[DelayedReactionMan]

OCR takes money in any format, so preferably a check or credit card. I can be the liason for the money if need be; any additional money over the cost of rooms can go to prizes (a DnD 3.5 Tournament of Champions would be interesting, one-on-one PVP in a bracket format), flyers, banners, and other conference-ish things.

We can change reservations without too much of a hassle, but I'll really need a better idea of how many we're talking about before I make a final reservation. If we can cover the costs, I have no problem fronting the money for the Grand Ballroom. The SGA may also be able to shift us emergency funding; I'll talk with the VP of Finance about that sometime soon.

Money is due August 2nd.

What I really need is...
A) An estimate of total guests.
B) An estimate of total tables required.
C) An idea of where the money will come from.

The most important are the first two.

 

[Old One]

Question

OCR takes money in any format, so preferably a check or credit card. I can be the liason for the money if need be; any additional money over the cost of rooms can go to prizes (a DnD 3.5 Tournament of Champions would be interesting, one-on-one PVP in a bracket format), flyers, banners, and other conference-ish things.

We can change reservations without too much of a hassle, but I'll really need a better idea of how many we're talking about before I make a final reservation. If we can cover the costs, I have no problem fronting the money for the Grand Ballroom. The SGA may also be able to shift us emergency funding; I'll talk with the VP of Finance about that sometime soon.

Money is due August 2nd.

What I really need is...
A) An estimate of total guests.
B) An estimate of total tables required.
C) An idea of where the money will come from.

The most important are the first two.

After reviewing the room price list, I note that it says "additional charges for opening early/closing late...$50 per hour."

If we run from 9 AM to 12 Midnight in the Grand Ballroom, does $625 cover us or will we be looking at several hundred $s in overtime charges?

I can cover the payment on credit card, as long as we have commitments to cover the $425 that isn't covered so far by donors.

We have a list working so far for attendees and look like we are around 40, counting the SGA folks. Just based on the tentative DM list, I would "say" we are looking at 8 tables per time slot (assume 6 per table - DM + 5 players) for the EN World crew + the SGA needs. Clearly that is a tight fit for the PG Room, but it might be overkill for the Grand Ballroom.

Is there another decent sized room near the PG room? We could always run 2 nearby smaller rooms to keep costs down.

EDIT: Looking at the floorplan, the Margaret Brent Room (one floor up from the PG Room) looks like it is pretty good size. Those 2 together would run ~ $215 for the day and probably give us space for 12-14 tables (assuming 9 in the PG Room and 3-5 in the Margaret Brent Room). That would give capacity for 72 - 104 participants each time slot...and it pretty much meets the $s we already have committed.

Thoughts?

~ Old One

 

[DelayedReactionMan]

Union is open from 8 - 1, so going from 9 - 12 will not cost us any overage charges.

There will be a couple rooms that are supposedly slightly larger to be opened in July; these rooms are currently under construction. What we can do is hold onto the PG Room for now, and use the Reading Room for overflow gaming. The reading room is pretty close to the PG Room, and has sufficient capacity for three more gaming session. There are also a significant number of tables and chairs right outside the PG Room that can be commandeered; I'll ask the OCR folks if it would be okay if we just put a little card up that said "reserved".

I'll go take some pictures of the spaces on Monday and show you what they look like. Assuming the lounge is completed (looks likely but not guarantees) we could reserve both spaces and have room for over 100 people.

-Kevin

 

[Big B]

Checking in at Old One's request:

I emailed him and am signed up for his morning game. I'm looking forward to pitting my dice against his "critical fumble field".

I'm also available for an afternoon session, if any DM is interested or needs players. My background is pretty much exclusively D&D (1st edition, 3.0, or 3.5), but I'm certainly willing to give other systems a go.

 

[Old One]

Sounds Good...

Union is open from 8 - 1, so going from 9 - 12 will not cost us any overage charges.

There will be a couple rooms that are supposedly slightly larger to be opened in July; these rooms are currently under construction. What we can do is hold onto the PG Room for now, and use the Reading Room for overflow gaming. The reading room is pretty close to the PG Room, and has sufficient capacity for three more gaming session. There are also a significant number of tables and chairs right outside the PG Room that can be commandeered; I'll ask the OCR folks if it would be okay if we just put a little card up that said "reserved".

I'll go take some pictures of the spaces on Monday and show you what they look like. Assuming the lounge is completed (looks likely but not guarantees) we could reserve both spaces and have room for over 100 people.

-Kevin

Kevin,

Pictures would be great. I am also planning to stop by U of M next week on one of my trips down to Old Town and check out the space...a little recon never hurts. Looking foward to the photos.

~ Old One

 

[DelayedReactionMan]

Kevin,

Pictures would be great. I am also planning to stop by U of M next week on one of my trips down to Old Town and check out the space...a little recon never hurts. Looking foward to the photos.

~ Old One

Want to meet? I work on campus, and my schedule is about as free as you can get.

 

[Old One]

Sure...

Want to meet? I work on campus, and my schedule is about as free as you can get.

Kevin,

Drop me a line at:

pdyer "at" pdfinancial "dot" com and we can figure out time and place. It will probably be either Wed or Thur.

~ Old One

 

[Valanthe the Sleepless]

Name Tags/Badges?

Hi Old One,

I know this is a small thing, but I just wanted to ask about name badges and if anyone has thought about any.

For Shorecon in NJ last year, Wizardru and I got together with a small group of ENWorld members, so I made badges for everyone. I have plenty left over and can buy the badge holders and make more. They are about 3" x 4". I borrowed Claudio Pozas' character art. I have about 15 or so different badge designs.

Here's some samples and a sample of it in the badge holder. Just let me know if you think it's a good idea and I'll bring them along.

 

[Old One]

Most Excellent!

Hi Old One,

I know this is a small thing, but I just wanted to ask about name badges and if anyone has thought about any.

For Shorecon in NJ last year, Wizardru and I got together a small group of ENWorld members, so I made badges for everyone. I have plenty left over and can buy the badge holders and make more. They are about 3" x 4". I borrowed Claudio Pozas' character art. I have about 15 or so different badge designs.

Here's some samples and a sample of it in the badge holder. Just let me know if you think it's a good idea and I'll bring them along.

Great idea! This is one of those things that I missed on the "To Do" list...

I hope you and Wizardru can get some childcare !

How did you do it for ShoreCon? Real name + Screen name?

Thanks for the offer!

~ Old One

 

[Valanthe the Sleepless]

Great idea! This is one of those things that I missed on the "To Do" list...

I hope you and Wizardru can get some childcare !

How did you do it for ShoreCon? Real name + Screen name?

Thanks for the offer!

~ Old One

Yeah, we'd really like to make it down there.

As for names, I know we wrote our screen names on them, since most know people know people on the boards by their screen names. But people could put their real name smaller underneath their screen name.

Oh, and if we don't happen to be able to make it down there, I'll still make the name badges and I could send them to you.

- Karen