[TheForge] NJ Fairgrounds - Attn: Phlip

[Saint Phlip]

On 2/27/07, Bruce Freeman <FREEMAB at pt.fdah.com> wrote:
> Phlip,
>
> When figuring price, look at it from the point of view of the attendee.  It can be best if certain basic things are included in the base price.  This might include camping, if camping doesn't add significantly to the overall cost of the facility.  That way the attendee says, "Wow, camping's free!"  It isn't, of course, but it seems free to him.  If enough different things are rolled into the price, enough different people get the advantages of them.  It saves a lot of nickle-and-dime money collection which itself costs money.  Things that can be free:  parking, camping, showers (even non-campers may benefit), drinking water, coffee & tea (if not conflicting with some food vendor).

Pretty much what I was thinking ;-) Also thinking of including a cookout.

> Other considerations:
>
> Hold the conference when teachers and children can attend.  But not late summer, when the weather gets really hot.  Read up on local weather patterns to avoid really wet months.

Already got that handled ;-) I'm rather familiar with the area.

> Get every possible affiliate on board with some sort of commitment.  Let THEM decide what sort of commitment they want to make, but get them to make it, preferably in writing.  I'm envisioning they'll want to sponsor demonstrators, but maybe they'll want to sponsor an art-blacksmithing show, or the Mastermeer replicas, or a teaching area, or whatever.  These affiliates will need to tell what they'll need in the way of ground space, tents or flys, seating, and utilities.  They'll need a commitment that they can get those things.

This is where I'm bogging down. Don't want to get too far ahead of
myself, get a lot of people on board, and then discover ABANA won't do
it. And, I'm not an affiliate all by myself ;-)

> I'm assuming ABANA will still spring for demonstrators, but let the affiliates host the demonstrators and see they get what they need in the way of equipment.  (Maybe they can't come through with tents, seating or PA systems, but blacksmithing equipment is one thing affiliates CAN provide.)

Actually, my thought was repeated, small demos. Dealing with 20-30
people at a time is a lot easier than trying to involve the entire
group.

> Don't try to be all things to all people.  By bringing the affiliates into the act, there's already a lot of different viewpoints on what makes a good conference.  Don't try to make sure that all groups or interests are represented.  Just welcome into the mix anyone who wants to make a commitment to DO something.

My thought, and the usual way I manage things, is to form a structure,
and let everyone else fill is with what they want.

> Where there are general problems to be addressed, have an emailing list (perhaps a subgroup of theforge) for soliciting help and ideas.  Like:  Where do we come up with bleachers?  or folding chairs?  or tables for dining areas?  The more people thinking about it, the more resources you're likely to muster.

Actually, think I have dining tables scoped, if people can deal with
picnic tables. Maybe build a couple set up for wheelchair access.

> Don't forget to make tailgating a part of the conference.  It's a main reason for some people to attend.  Let the sellers set up early, and put them closer to the main show than the normal parking.

Yep. Already have that figured out. One thing most SCA groups have
learned is that merchants are to be encouraged, and that means only
charging them fees for what they actually need (site fee, tables etc)
rather than trying to sock them for money because they're making some
at the event. Good merchants will bring in a lot of business, or tip
the fencesitters over into coming to your event.

>
> Hope this helps,
>
> Bruce
> NJ
>

-- 
Saint Phlip

Heat it up
Hit it hard
Repent as necessary.

Priorities:

It's the smith who makes the tools, not the tools which make the smith.