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convention organizing

Convention Organizing 101 – The Guests

by April Carvelli February 21, 2019

written by April Carvelli

This is part 6 of our Convention Organizing series of articles.

Your guests are frequently the ‘draw’ for your event. They are the names that you have chosen to invite to your convention. They can be sports figures, actors, voice actors, cosplayers, YouTube stars, artists, animators, or authors. In fact, they can be anyone you think people will pay to see.

Choose Appropriate Guests

You need to choose guests that will follow the theme of your convention. If you are a niche convention, such as anime or focused on a particular show, then it probably isn’t a good idea to bring in sports figures or wrestlers unless they are somehow tied to an anime or that show. However, wider-ranged events like comic conventions, entertainment expos, and cosplay events can bring in a much broader range of people. Guests are typically compensated in some form. Compensation depends on your contract, it can be as simple as a free booth or table, room and board, or for many others there are monetary requirements. What you provide to them varies based on their individual requirements and your contracts and agreements.

ALWAYS GET A SIGNED CONTRACT

Create a detailed contract, this can not be stressed enough. A signed contract protects both you and the guest. It also lays out in detail how certain things should be handled and what you provide. It should also provide timelines for when things such as flights and hotels will be arranged.

Use their Star Power

Once you have a guest confirmed, you want to utilize the star power of your guests so make sure you advertise them. Use their name as a key draw, but don’t forget that there is more to your event than just that person.

And NEVER advertise a guest until you have them locked in. Too many conventions have made promises that fall through. You are also setting yourself up for potential lawsuits if you start advertising people that don’t have contracts with you.

Don’t be a One-Pony Show

Make sure that people know there are other people and events going on at your convention. Don’t make your event a one-trick-pony.

Too many small shows have relied on the star power of one guest, and failed when that star couldn’t appear. There needs to be more to your event than just that guest. Advertise the vendors, the local artists, costume contests, panels and events. In general, create more than one draw. Patrons may be disappointed that your celeb didn’t show, but at least there are other reasons for them to be there.

Just because you managed to acquire an ‘A’ or ‘B’ list celeb, don’t focus your entire show around them. Life happens and your big name may have to drop out. Filming schedules change, people and family get sick, and flights get cancelled, they could even get a better offer and be willing to take the penalty.

There are also cases of double booking. Many celebrities work through multiple agents, and it is the agents that schedule the shows; sometimes two different agents will schedule shows for the same weekend. In those cases, the celeb needs to chose which one they will attend. This isn’t the celebrity’s fault, it’s the communication between agents.

This looks much better than showing your only guest as cancelled

Use, Don’t Abuse, Your Guests

You have a name, so be sure to spread them around a little bit. They can do a variety of things at your event including meet and greets, photo ops, panels, and event hosting.

Whatever you want your guests to do, ensure that it is laid out in the contract and provide them a schedule. However, make sure they have some breathing room in the schedule. Not only do scheduled events never go as planned, but your guest also wants time to hit the bathroom, grab some food, or just relax and get away from the public eye.

You also don’t want to schedule back-to-back events, unless they are next to each other, as your guest needs to get from point A to point B.

Handlers

Some guests bring an entourage that they expect to be their handlers, but you still need to assign at least one person who can act as a guide and reminder for the event schedule.

If the guest has a guarantee, then your assigned person needs to be the one handling the money. You need someone that can confirm how much money the celebrity brought in to the table. This makes settling accounts at the end of the event much easier.

The person you assign to your guest must not be starstruck, they need to be a level-headed individual with some math skills. Someone that can control the flow of money and keep things flowing smoothly. Frequently, they are also responsible for keeping track of the schedule and getting your guest to the right place on time.

It’s Hard to Write Generic Rules for Guests

From here, it’s an open book. How you treat your guest, what you do for them, and what they do for you is wide open. Different guests have different requirements. A YouTube celeb is not going to have the same requirements as a cosplay guest or a TV show guest. Crafters, authors, artists, and wrestling names are different, which is why it all needs to be hashed out in a contract early on.

From here, all I can say is…good luck.

Summary

This is just a basic overview of some of the things a convention organizer needs to consider for their crafters. Not everything applies to every convention, they all have their own unique set of circumstances.

To find out more about setting up a convention, check out our handy page on Convention Running 101.

And just to reiterate our point – These are in no way the definitive be-all and end-all rules for a convention. They are only a guideline…a place to start.

They don’t apply to all conventions, and not every convention is big enough or capable of dealing with some of the things we discuss, but it doesn’t hurt to keep some of them in mind.

If you have your own additions to this, please put them in the comments.

Disclaimer:
I do not run conventions, I have not run conventions, and I have no plans to run a convention. I’ve seen how much work they are.

These articles are based off my own experience, those of vendors, agents, artists, volunteers, and several convention organizers I have spoken to over the last several years.

February 21, 2019 1 comment

Conventions

Convention Organizing 101 – The Crafters

by April Carvelli February 7, 2019

written by April Carvelli

This is part 5 of our Conventions organizing series of articles.

Most crafters are artists, but not all artists are crafters. However, when it comes to your convention, all crafters are vendors. As a convention organizer, you need to decide what you classify the crafters as and you need to choose where you are drawing the line.

Are you putting crafters in with the artists, with the vendors, keeping them as a separate category, or mixing them between vendors and artists? Then how are you defining the distinctions?

Technically, all crafters are vendors; they are there to sell product, that defines them as vendors. If you just wish to put them all in the vendor category, that can easily be done. However, if you decide you want to put some more definition into how you separate the crafters, you need to look a little deeper.

Crafter / Artist

As stated earlier, not all crafters are artists, but a large portion of them are. They pour their heart and soul into their unique products.

If you aren’t going to put them in Artist Alley, then you need to find a way to separate them from the artists, and probably the best way to do that is to define crafters as artists of anything not two-dimensional. Another words, if it isn’t on a flat surface, then they are a crafter.

They have unique products. A few examples could be stuffed creatures, custom painted craft kits, molded figurines, beaded necklaces, or dolls designed and dressed to look like TV characters. These items are designed and created by the crafters. They have put their own twist on these items and made them their own.

Crafter / Vendor

Not all crafters are artists, some crafters simply assemble things. Sometimes the distinction can be hard to see, especially if you are not familiar with the type of product they are working with. If you chose to draw lines, then you need to figure out if the crafters can be defined as artists.

If the product they are offering is assembled model kits, sewn scarves that are two pieces of fabric stuck together, or a skirt made from a simple and easily accessible pattern, then those are crafters and not artists. Basically if there is no imagination involved or no unique quirks that vary it from the original product, or it’s a simple assemble by numbers, then they are simply crafters that vend a product.

If you aren’t classifying crafters as a separate entity, then these crafters should be put in the vendor category. They may not have a mass-produced product or a huge variety, but they are not artists. They are model kit builders, knitters, sewists, etc.

It’s up to you

How you define the crafters will determine where they will be arranged at your event. The definition between artist, vendor, and crafter can be a fine line, but if you don’t have a one-price-fits-all table policy, you may want to figure it out.

Once you’ve categorized them, you need to treat them exactly the same as the other Vendors or Artists you’ve grouped them with. If you put them separate, then you need to create a whole new set of parameters, though I’d suggest you follow the recommendations we gave for Artists.

Remember that the crafters are also your patrons, so everything you provide for patrons (like the other groups) is free advertisement. They want people to come to their booths or tables, so they will push the fact they are at your event.

Summary

To find out more about setting up a convention, check out our handy page on Convention Running 101.

And just to reiterate our point – These are in no way the definitive be-all and end-all rules for a convention. They are only a guideline…a place to start.

They don’t apply to all conventions, and not every convention is big enough or capable of dealing with some of the things we discuss, but it doesn’t hurt to keep some of them in mind.

If you have your own additions to this, please put them in the comments.

Disclaimer:
I do not run conventions, I have not run conventions, and I have no plans to run a convention. I’ve seen how much work they are.

These articles are based off my own experience, those of vendors, agents, artists, volunteers, and several convention organizers I have spoken to over the last several years.

February 7, 2019 2 comments

Conventions

Convention Organizing 101 – The Artists

by April Carvelli January 31, 2019

written by April Carvelli

This is part 4 of our Conventions organizing series of articles.

The artists are obvious; they are the ones with pads of paper, ink (or paint) stains on their fingers, and frequently have a stack of colored markers at hand. You usually have them segregated over to what is commonly known as Artist Alley.

Some of them are well-known and have a long history, others are fairly new and trying to make a name for themselves. They are all trying to sell their artwork and their names. Most of the artists have paid for space and are there to sell their style and draw in the patrons.

Much like vendors, if you don’t treat them nicely and make things easy and affordable for them, then they probably won’t return. Artists talk to each other and frequently have a fan following. If something goes wrong, then the odds are pretty good that they will let the world know.

Clear contract – This is one factor that can not be stressed enough. You need a very clear contract that lays out expectations on both sides and it should be a different contract than what you had for the vendors. This is a binding document that protects both sides. The specific details of the contract are up to you, but a few key points are:

Cost and size of table, including height restrictions.
Local tax requirements
Local insurance requirements
Location of table (often, this is decided later in the process)
Medium restrictions – yes, puppets and bracelets might be art, but their creation typically falls into the realm of crafter. Are you allowing crafters into Artist Alley, putting them elsewhere, or keeping them out?
What is banned for sale and/or suggested to be kept under cover (nudes, excessive violence, etc.)
Penalty for term violations
Load in/load out time and capabilities (ramp, freight elevator, dollies, lifts, etc.)
What you provide (table size, amount of chairs, draping, etc.)

Table locations – Think carefully about how you will arrange your artists. If the artist is a big name draw, that means they will potentially have a line. If you put these artists in the middle of a row, that means the line is blocking the tables of other artists. This causes huge problems for the other artists.

It blocks their table from other people, preventing sales, and impeding their ability to be seen
All they get to see is a line of butts, as people stand in front of them
The line prevents anyone from getting in or out of the table; this means no bathroom or food breaks
Tightly packed lines of people get bored, lean on things, and rest items they are carrying. The nearest resting surface is the artist’s table. This means that more items are likely to get stolen or damaged. It may be unintentional, but it happens.
The plus side to this line is that the artists have a captive audience and can occasionally make a sale or develop a new fan.

Clear map layout – Provide a detailed layout to each of the artists so they can easily locate their table. This also allows them to tell their fan base where to find them. This is good for you because that means they are advertising for you. Also highlight on the map where load in/load out is.

Load in/Load Out – For some artists, this is a simple process; they have a crate or two of materials and simply walk it in the front door. Others have a more elaborate setup that may require them to unload their vehicle. Either way, they need to know what is allowed during loading and setup time, where it is, and when it is. Let the artists know ahead of time if the location requires that they use the facility’s personnel for any major set-up, especially if it costs extra. If the artists can simply carry in and set-up their own displays, they are more likely to attend your event. If larger displays require facility employees, they may avoid your event or change how they display their art to avoid the requirement.

Room to Move – A long row of artist tables displaying art may look nice and allow you to fit in a lot more tables, but how are the artists supposed to get out? Too often artists are forced to climb over or under tables to get to the bathroom, get food, interact with a fan, or to even fix the front of their display. There are some simple ways to make it easier:

Leave a half table width between tables every three to four tables, or
Provide an ‘alley’ between between back-to-back artists’ tables that allow artists to get out the back way, but even this is inconvenient when the ‘alley’ is a long row.
Allow some space behind the tables so each artist can put up their banners or walls, and if you are putting artist rows back-to-back, ensure there is enough room for everyone to divide the space. Using tape to mark the division lines is one way to ensure that artists don’t encroach on each other.

Security – Nobody wants their stuff stolen, it’s a profit loss. If the convention is over multiple days, then their stuff is (most likely) left at at the tables.

Are you providing security overnight for it?
Who else has access to the room?
Are there cameras? And do the cameras actually work?
What is the procedure if they do find that things have been stolen?

Breaks/food access – Artists are typically solo at their tables. If an artist needs to use the bathroom or grab food, they must leave their table. This can be a problem. An artist must rely on the kindness of their neighbors as they make a mad dash across the hall to stand in a half-hour bathroom line, I feel sorry for any of them that decide to grab food.

These necessity breaks mean that they are losing sales and possibly having merchandise lifted while they are gone. As a con organizer, you can provide a runner to deliver food, or to even provide one or two scheduled ‘potty break’ coverages. To avoid the artists being gone for too long on their breaks, let them use the same bathroom as the one you put aside for your guests (if you gave them a separate one, that is). As for food, why not have someone with a cart walk the aisles selling various portable food stuffs? Just make sure that you have some healthy options on there. Do a few of these simple things and artists will want to return.

Copyright violations – This is a very tricky field to negotiate when it comes to art. You don’t necessarily know what each artist has license to sell or what is their original work, but you can be on the lookout for obvious violations. Don’t accommodate them. If someone points out that vendor ‘A” is selling unlicensed or copied art (and can prove it), then get them off your floor.

Schedule – You have a schedule for your patrons with various show and panel times, but you also need to provide the schedule to your artists. Schedules are important, especially if you expect some of the artists to attend certain panels. They can’t show up if they don’t know where or when to appear. A map on the schedule makes it easier for them to figure out where they need to be. And ALWAYS make sure you alert them to any schedule changes.

Summary

This is just a basic overview of some of the things a convention organizer needs to consider for their vendors. Not everything applies to every convention, they all have their own unique set of circumstances.

To find out more about setting up a convention, check out our handy page on Convention Running 101.

And just to reiterate our point – These are in no way the definitive be-all and end-all rules for a convention. They are only a guideline…a place to start.

They don’t apply to all conventions, and not every convention is big enough or capable of dealing with some of the things we discuss, but it doesn’t hurt to keep some of them in mind.

If you have your own additions to this, please put them in the comments.

Disclaimer:
I do not run conventions, I have not run conventions, and I have no plans to run a convention. I’ve seen how much work they are.

These articles are based off my own experience, those of vendors, agents, artists, volunteers, and several convention organizers I have spoken to over the last several years.

January 31, 2019 2 comments

Conventions

Convention Organizing 101 – The Vendors

by April Carvelli January 24, 2019

written by April Carvelli

This is part three of our Convention Organizing series of articles.

Vendors talk to each other; if something goes wrong, then the odds are pretty good that everyone will know, which means more vendors will steer clear of your event next year.

Remember that your vendors are also your patrons, so everything you provide for patrons is also for them, as many of them will try to get to the convention floor at least once.

Your average vendor isn’t hard to please, they just want to be able to go and sell their wares with minimal hassle, and at the very least break even.

These are just a few things that vendors like to see:

Clear contract – This is one factor that can not be stressed enough. You need a very clear contract that lays out expectations on both sides. This is a binding document that protects both sides. The specific details of the contract are up to you, but a few key points to keep in mind are:

Cost and size of booth, including height restrictions and any material/wall restrictions
Local tax requirements
Local insurance requirements
Location of booth (often this is decided after all booths have been purchased)
What the vendor plans to sell
What is banned for sale (i.e. weapons, sex toys, bootleg, nudity, etc.)
Penalty for term violations
Load in/load out time and capabilities (ramp, freight elevator, dollies, lifts, etc.)
What you provide (table size, amount of chairs, draping, etc.)
How many passes are included with the booth
Advertising restrictions (strobe lights, barkers, music, etc.)

Clear map layout – Provide a detailed layout to each of the vendors, so they can easily locate their booth. Also highlight on the map where load in/load out is. The booth layout isn’t usually available until you’ve done your final arrangement, but send it out as soon as possible.

Parking – If you don’t provide parking for your vendors, at least point them in the direction of affordable parking and let them know the cost, including overnight and trailer costs.

Lodgings – If you can get your vendors a discount deal at a local hotel, they will be grateful.

Load in/load out – Many vendors will decide whether to vend a particular convention just based on the ease of loading and unloading their merchandise. If it’s too big of a headache for them, then they won’t go. If you can provide personnel that will assist with unloading and loading their vehicles, that will greatly improve their opinion of the load time. If loading/unloading assistance costs extra, be sure to state it. If it is a requirement that they MUST use the convention staff for loading, unloading, and setup, ensure that the vendors are well-aware.

Security – Nobody wants their stuff stolen, it’s a profit loss and feels like a personal violation. If the convention is over multiple days, then vendors are forced to leave their stuff at the booths. Are you providing security overnight for it? Who else has access to the vendor room? Are there cameras? Do the cameras actually work and is the video legible?

Breaks/food access – If a vendor needs to use the bathroom or grab food, they must leave their booth. For larger vendors, this is fine as they frequently have multiple people manning their booth. For small vendors, food and bathroom breaks can be a problem. A small vendor must rely on the kindness of their neighbors as they make a mad dash across the hall to stand in a half-hour bathroom line. I feel sorry for any of them that decide to grab food. These necessity breaks mean that they are losing sales and possibly having merchandise lifted while they are gone. As a con organizer, you can provide a runner to deliver food, or to even provide one or two scheduled “potty break” coverages. To avoid the vendors being gone too long on their breaks, let them use the same bathroom as the one you put aside for your guests (if you gave them a separate one, that is). As for food, why not have someone with a cart walk the aisles selling various portable food stuffs? Just make sure that you have some healthy options on there.

Copyright violations – This is a tricky field to negotiate. You don’t necessarily know what each vendor has licensed to sell, but you can be on the look out for obvious bootlegs. If a vendor is selling copies of Star Wars Christmas, Song of the South or obscure pilot episodes on DVD, then they are a bootlegger. Don’t accommodate them. If someone points out that a particular vendor is selling bootlegs or unlicensed product (and can prove it), then get them off your floor. It is not always DVDs, it can happen with a huge variety of products. A few years ago, one vendor was selling body pillows with images of cosplayers on them, however none of the cosplayers had consented to it…this was a violation.

Summary

To find out more about setting up a convention, check out our handy page on Convention Running 101.

And just to reiterate our point – These are in no way the definitive be all and end all rules for a convention. They are only a guideline…a place to start.

They don’t apply to all conventions, and not every convention is big enough or capable of dealing with some of the things we discuss, but it doesn’t hurt to keep some of them in mind.

If you have your own additions to this, please put them in the comments.

Disclaimer:
I do not run conventions, I have not run conventions, and I have no plans to run a convention. I’ve seen how much work they are.

These articles are based off my own experience, those of vendors, agents, artists, volunteers, and several convention organizers I have spoken to over the last several years.

January 24, 2019 2 comments

Conventions

Convention Organizing 101 – The Patrons

by April Carvelli January 17, 2019

written by April Carvelli

The Patrons

This is part 2 of our Conventions organizing series of articles.

These are the attendees that are there to shop, meet a guest, view artwork, or see the cosplay. The patrons are your largest group and are the bread and butter of your convention. Without patrons, you can not have a successful convention. Patrons come from all walks of life, have different abilities, and different interests. Remember that this group also includes the vendors, artists, guests, and cosplayers, as many of them are also there to shop, people watch, and see the guests.

Many of the things you need for your patrons will also go a long way towards making the vendors, artists, and guests happy.

Reasonable Ticket Prices – patrons are not going to pay the same for your small one-day convention as they would for the big weekend event last month two towns over.
Easy and sufficient parking – this can not be stressed enough. If patrons can’t find parking, then they will go home and vent on social media about how you wasted their day. If you expect a lot of traffic, or parking can be difficult, then invest in parking coordinators and talk to local law enforcement about your traffic expectation.
Signage – Signs are important. Once people are inside, direct them to where they need to go. Clearly mark areas and have directional signs, a large map board, or even flyer maps. Make it possible for people to know where things are. Directions or indicators for bathrooms, food booths, artist alley, vendors, celebrities and guests, photos ops, and panel rooms are required. Even if it is all laid out in one room, let people know where things are. Without some form of guidance people can’t find where they are going, get frustrated, and will say how disorganized your event was.
Schedule – If you have events, panels, contest,s or even guests showing up at specific times, then publish a schedule. Have one on your website and an easily accessible one at the convention. Putting schedules in front of panel doors and guest booths make things a lot easier for everyone. Always make sure the schedules are up-to-date with any changes.
Anti-Harassment Policy – It is a shame that this is a requirement, but in today’s society it is. You need a clearly laid out anti-harassment policy with details of how harassment will be dealt with and where it should be reported. Make this information visible on your site and on your convention floor. Be sure to include the fact that cosplay is not consent.
Accessibility – Accessibility for disabilities is a big issue. You need to start with your venue and determine what their accessibility policy is, then expand on it from there. Find out how and where disability access is. Is there a ramp or elevator? What about bathrooms – how accessible are they? Make sure that information is clearly available to everyone. After you’ve gotten the basic accessibility down, you need to move forward on other issues and figure out how you will approach them. Talk to other similar events, talk to the venue and find out others have done regarding accessibility then decide what will work for your convention and what you are reasonably capable of providing. For ideas on accessibility policies check out our accessibility list. A few things to consider are:
1. Are your aisles wide enough to use a wheelchair? Would people still be able to walk past a wheel chair in the aisle?
2. Will you provide a sign language interpreter for your panels?
3. Will you block off special seating at panels and eating areas?
4. Will you have a ‘quiet’ room for people with anxiety and social issues?
5. Will you provide an advocate that can address each persons disability?
6. How will you indicate to your staff who gets disabled privilege?
7. Assistance animals. Read your local regulations regarding assistance animals and decide how you and your staff will accommodate them.
Identification – How will you identify your patrons? Will you use a hand stamp, a badge, or a wristband? Patrons love badges they can collect, but those get expensive and then you run the risk of patrons passing them back and forth among each other, and cutting down on your ticket sales. On the plus side, if the patrons are passing badges back and forth that means people want to go to your convention. Odds are also pretty good that the person having the badge passed to them is spending money elsewhere in the convention, possibly a vendor. Wristbands are easy and inexpensive, but they can be hard to see under clothing, some people have a reaction to them, they are uncomfortable, and most people just don’t like them. Wristbands also pose a problem for cosplay and cosplayers as part of the costume may cover them, or the costume may have a full body suit meaning the band is now over their clothing. Hand stamps are cheap and easy, but come off easily, can be hard to see, and some people have a reaction to them. They can also be a problem for cosplayers and costumes for the same reasons as the wristbands. All methods provide identification of paying patrons, but all methods have disadvantages, so you need to decide which approach you want to take.
Security – All conventions require security in one form or another. How much hassle will your security be for the patrons? Check your venue and permit policy regarding security to determine your minimum requirements, then build up from there. Will you have a bag search? What about metal detectors? What is allowed to be brought inside the convention? Will you allow rolling suitcases? Whichever approach you take for security, ensure your people are trained and fully aware of the rules. Is outside food and beverage allowed? What are the regulations on prop weapons? What do they do if a cosplay won’t fit through the detectors? How is bag search conducted?
Storage – People are packrats; we like to have things with us, but sometimes those things become inconvenient. Will you (or your venue) provide a coatroom? What about stroller parking? Will you have an area that people can pick up items they purchased at the convention?
Garbage – Put Garbage cans everywhere and have someone to empty them regularly. This can not be stressed enough. If there are not clearly visible and easily accessible garbage cans, then people will just randomly drop things and you will find garbage everywhere. If you don’t have someone regularly emptying the cans and they overflow, then you will see the same issue. Invest the money to hire someone and you will find yourself saving cleanup costs at the end.
Clocks – not a necessity, but having a few visible clocks scattered around the convention, perhaps with a schedule near them, is a nice touch. It is too easy to lose track of time and find that you missed the panel. Having a few clearly visible clocks will keep people aware of the time and allow them to be where they need and want to be at the correct time. Using the announcement system to update people on the shows is not a good idea, unless it’s a last minute change. P.A.’s are loud, will override any actual conversations, and most people won’t be able to hear or understand them anyhow. If you continually announce your shows, events or panels, you are annoying your patrons and your vendors.
Food – Your venue may have their own food vendors and food policies, so you may have no choice in the matter. If you have any say regarding food venues, then ensure that your patrons have choices other than greasy fast food. Unless there are a lot of restaurants nearby and other food choices, then provide options. At the very least, ensure that there is a vegetarian and healthy food choice. If it’s available, invite food trucks to your parking lot, or have them set up inside. Just ensure that if people go outside for food, that they can bring it back in.
Bathrooms – Any gathering of people needs adequate bathrooms. We want clean, easy access bathrooms that provide minimal hassle. Make sure they are clearly marked. If you don’t have family or unisex bathrooms, then ensure that both Male and Female washrooms have adequate child-changing facilities. Also ensure that the handicap access stall is actually accessible; too often I have seen these stalls out of order, with no locks or entirely unfeasible for a wheelchair to get down to. A key part to keeping patrons happy is a clean bathroom, so have staff regularly clean the bathrooms and replenish the paper goods.
ATMs – Available ATMS are always a good thing. Not everyone carries cash and sometimes people see things they want now that they hadn’t planned for. Some vendors offer cash discounts so they can avoid paying credit card transaction fees. You can feel pretty stupid using a credit card to pay for a $2 item, when it would be easier to just grab $20 cash.
Wi-Fi – If you wish to offer Wi-Fi, your patrons will thank you! BUT if you do offer it, make sure that the signal is decent, otherwise you will hear a lot of complaints. Many venues that do have Wi-Fi restrict it to vendors only or make it a pay connection.
Family – If this is a a family-friendly event, then definitely make accommodations for children. Have a small play area for the children, an area where families can sit down, unwind, and de-stress. Make sure that there are bathrooms near the children and family area which have changing tables. One convention I was at actually put two changing tables outside of the bathrooms, making it a lot easier for parents. Be sure to provide panels and events where children are welcome to participate, and please provide adequate room for stroller parking.

Summary

This is just a basic overview of some of the things a convention organizer needs to consider for their patrons. Not everything applies to every convention, they all have their own unique set of circumstances.

To find out more about setting up a convention, check out our handy page on Convention Running 101.

And just to reiterate our point – These are in no way the definitive be all and end all rules for a convention. They are only a guideline…a place to start.

They don’t apply to all conventions, and not every convention is big enough or capable of dealing with some of the things we discuss, but it doesn’t hurt to keep some of them in mind.

If you have your own additions to this, please put them in the comments.

Disclaimer:
I do not run conventions, I have not run conventions, and I have no plans to run a convention. I’ve seen how much work they are.

These articles are based off my own experience, those of vendors, agents, artists, volunteers, and several convention organizers I have spoken to over the last several years.

January 17, 2019 2 comments

Conventions

Convention Organizing 101 – The People

by April Carvelli January 10, 2019

written by April Carvelli

This is part 1 of our Conventions organizing series of articles.

There are many sides to a convention, what makes a convention truly successful is when all those sides (or at least most) walk away satisfied. As a cosplayer, a patron and sometimes a vendor these are just a few of the keypoints I have found that make for a successful convention

Unfortunately the old adage about not being able to please all of the people all of the time is true but there are a lot of things a convention runner can do to make more people happy. If more than half of people walk away from your convention happy, then you can possibly consider yourself a success.

As a convention organizer you need to realize that the people at your convention can be divided into several groups and if you offend any of these groups as a whole, then your convention will fail. However, if you keep the majority of each group happy, then you’ve got a decent chance for a successful event.

In this multi-part series we will explore what you, as an organizer, need to keep in mind for your event.

These are in no way the definitive be all and end all rules for a convention. They are only a guideline…a place to start.

Patrons

These are the attendees that are there to shop, meet a guest, view artwork, or see the cosplay. The patrons are your largest group and are the bread and butter of your convention. Without patrons you can not have a successful convention. Patrons come from all walks of life, have different abilities and different interests. Remember that this group also includes the vendors, artists, guests and cosplayers as many of them are also there to shop, people watch and see the guests.

Vendors

The vendors have paid for space and are there to sell items and (hopefully) make a profit. If you don’t treat them nicely and make things easy and affordable for them, then they probably won’t return. Vendors talk to each other, if something goes wrong then the odds are pretty good that everyone will know. If your vendors find your event convenient, easy and profitable not only will they want to return next year, they will also recommend it to other vendors.

Remember that your vendors are also your patrons, many vendors run in shifts allowing their staff time off to view the floor, so everything you provide for patrons is also for them.

Artists

The artists are obvious, and you usually have them segregated over to artists alley. Some of them are well known and have a long history, others are fairly new and trying to make a name for themselves. They are all trying to sell their artwork. Most of the artists have paid for space and are there to sell their style. Much like vendors, if you don’t treat them nicely and make things easy and affordable for them, then they probably won’t return. Artists talk to each other and frequently have a fan following, if something goes wrong then the odds are pretty good that they will let the world know. However, if you keep your Artists happy, they will return.

At some events the artists can also be considered your patrons, but frequently the artists are too busy manning their tables to be patrons. Either way, it is a good idea to ensure everything you provide for patrons is also for them.

Crafters

This is a fairly new category. Some think of crafters as vendors, others as artists. Traditionally artists alley is for two-dimensional art, but things have been changing and some artists are putting their art into less traditional mediums. As a convention organizer you need to decide what classification you want to put crafters under or are you going to keep them separate? No matter how you classify them, keep in mind that they can also be your patrons and like everyone else, they talk. They will promote your event before hand to get people to visit their booths/tables, but if they feel slighted at your event you can be sure they will let other know to avoid your shows.

Guests

These are frequently the ‘draw’ for your event. They are the names that you have chosen to invite to your convention. They can be anyone from sports figures to cosplayers. Guests can be artists, sports figures, voice actors, TV and movie stars, or even stars of social media. Guests can do a variety of things at your event including meet and greets, photo ops, panels, and event hosting.

You need to choose guests that will follow the theme of your convention. If you are a niche convention, such as anime or focused on a particular show, then it probably isn’t a good idea to bring in sports figures or wrestlers unless they are somehow tied to an anime or that show. However, wider ranged events like comic conventions, entertainment expos, and cosplay events can bring in a much broader range of people. Guests are typically compensated in some form. Compensation depends on your contract, it can be as simple as a free booth or table, room and board, or for many others there are monetary requirements. What you provide to them varies based on their individual requirements and your contracts and agreements.

Cosplayers

Cosplayers can fall into all categories. Most cosplayers will only be there as patrons however they can also be your guests and artists. Cosplayers that are there as patrons are a slightly different category than your average patron because if you provide a few simple accommodations for them, they add to the advertising and draw of your event. Happy cosplayers will talk about your event before it happens, share it on social media and encourage friends and followers to join them. They will also share stories and photos of the event afterwards, priming the pump for your next event.

Treat all cosplayers as your patrons, but a few extra accommodations like specific prop guidelines, trained security, cosplay focused panels, a cosplay area with photo ops, and maybe even a costume contest go a long to making them happy.

Staff

Without patrons you don’t have an event, but your staff can be the make or break of your event. A well-trained courteous staff may not be noticed, unless they go out of their way to help someone, but a poorly trained staff will definitely be noticed. Your staff can also be patrons, so treat them nice, even if you aren’t paying them at least compensate them with food and water.

Summary

This is just a basic classification overview for some of the people with whom a convention organizer deals. As the series progresses, we will break each of these down further and attempt to explore their requirements.

To find out more about setting up a convention, check out our handy page on Convention Running 101.

And just to reiterate our point – These are in no way the definitive be all and end all rules for a convention. They are only a guideline…a place to start.

They don’t apply to all conventions, and not every convention is big enough or capable of dealing with some of the things we discuss, but it doesn’t hurt to keep some of them in mind.

January 10, 2019 5 comments