A Year in #ConLife, Part 1

We often get asked what happens between conventions, as we close out the previous year and plan for the next. You can follow along with us courtesy of our blog as we get ready for #FarpointCon2018, our 25th anniversary.

The first 2 months after the convention see quite a bit of activity. First there is the “mandatory” one week of “do not mention the convention to me in any way shape or form”. After, we make certain all final bills are paid, borrowed equipment and supplies are returned to their owners and hold a post-con meeting to review things that went right and things that can be improved upon for the next year. The first major decision for the next convention is the date and venue. We contact multiple local venues requesting cost proposals for our established date of President’s Day weekend and the weekends surrounding.

Evaluating the proposals requires several steps. First is establishing the initial budget for the next convention. Being an established event gives us a leg up on budgeting; we have good historical data on our attendance numbers and regular expenses and as such can establish upfront the affordable range for our venue costs. The second step is taking the proposed costs submitted by each venue and calculating out the expected total cost for using that venue. This means we can’t just take their numbers at face value. We take the venue’s space rental fee, hotel room rates and catering menus to develop an estimate of what our final bill would be at the venue, making sure to properly apply applicable taxes and service charges. Each venue is also evaluated on multiple other factors including whether they can give us our traditional President’s Day weekend, whether the venue can provide sufficient tables, chairs and staging, ease of access and parking, and if the venue has sufficient space and sleeping rooms for us. All of these factors combined point us to the specific venue for our event.

As previously announced, our 25th anniversary convention will be at the Hunt Valley Inn in Hunt Valley, MD on February 9-11, 2018. You may notice this is not President’s Day weekend. After evaluating the 6 proposals we received for #FarpointCon2018, HVI made the best overall offer; the only big “hit” on their offer was the fact that we couldn’t have President’s Day weekend but the weekend before. After deliberation, our group consensus was that HVI was the best choice despite not being on President’s Day. In every other factor, HVI beat out every other venue by a substantial margin and will give us and our attendees the best value.

With our date and venue chosen our next steps will be to begin identifying celebrity guests and set up our #FarpointCon2018 “publicity tour” – the other events and conventions we will participate in to advertise our convention. Our next #ConLife report will look at choosing celebrity guests and report on life from the road.

 

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