[Deptheads] Flames of War Tourney - Orccon

[Victor B]

Flames of War
Orccon
All departments have their current space with the fishbowl, foyer, and penthouse as extra.
Broadsiode Bash has the penthouse for Orccon.
Flames of War requires a lockdown room for friday night and saturday night. This means the space they use cannot be used friday, saturday or sunday.
They promise 40-50 players.
Collectables has california rooms. Orccon last year UFS and Naratu both had over 50 players and both will be back for orccon 2009 with regional tourneys as will other events like sponsored world of warcraft tcg, boardgame tourneys, etc.
Orccon overflowed last year. We ran out of space everywhere. Sure, at any given hour or two we had space somewhere but we did not have enough space last year and we will be at least as large orccon 2009 and already have more large events scheduled and more groups wanting to schedule events.
Realistically speaking- we cannot host every event that wants to come to orccon. It is our biggest con and it has the least amount of outside competiton. After a 6 month slumber and holidays people ar chomping at the bits for big tourneys and convention atmosphere.
Boardgames will overflow. That is fact. Open gaming will need a space. Boffer live action will bring around 30 people saturday all day again and most of them spent in dealers room. Larps will need space as feb is great time for them. Collectables will be packed with regional and sponsored tourneys. Video games will be full. Movie room has new life and should have an audience. Role playing will be full and holding on to what little space they have. Large scale miniatures and other mini games will have their orccon audience.
Suggestions given.
1. They tear down friday and saturday night.
They simply do not want to tear down their terrain friday and saturday night. They want to have their event at our convention instead of paying for their own location then they can tear down. Present the situation to them and the choice is theirs. We can give you space to run your tourney but we have no lockdown. 
Would they raher pay for their own venue or use ours for free and tear down friday and saturday night? Give them the choice.
2. Ask them to move the tourney to Gamex in May.
This was suggested before. Have them move to may where they get the penthouse and are our feature event. Orccon they share the spotlight with several.
3. Give them the "fishbowl".
Simple solution. Also means no boffer larps which get as many people as flames of war will have no space. Larps lose fishbowl and penthouse for orccon, their biggest con.
4. Give a room from cali/ la jolla.
California rooms and the both la jollas will be 5 seperate rooms by orccon.As mentioned collectables and video will be full. Movie room and seminar room has to be left open also.
Giving up 1 room for flames of war means moving 1 of the 50+ events into the miniature room. Basically a space swap. Since penthouse, miniature room and foyer will have miniatures already something in miniature room would have to give since every other dept is already full. 
Orccon is worst con to try to fit in additional large tourneys beyond space available unless willing to work with our con (ie tear down your stuff each night).
Giving a california room to flames of war miniatures and collectables taking same amount of space in miniature room can be done but if necessary. As long as I have enough space to run my big tourneys, a hq, and magic, yu-gi oh, warlord and other games I am good. I do not want to cancel events or turn them down because I lost space. 
Robyn has been good at getting events and working within space available. This is why it wasn't simple as her telling them they can come and we will fit them in. It isn't that easy.
Providing exclusive space is tricky beyond the penthouse. You have 40 players using the space friday, saturday and sunday. Basically 13 badges a day. Without lockdown you can use the space when they aren't and it doesn't have to be segregated. Tear down each night and it works. Mathematically speaking they can negotiate with us.
Remember. They need us for a venue. They can tear down if need be. If not we can fishbowl them or give them a cali room and make space for collectable events in miniature room. I rather they be inconvienced slightly than us moderatley. 
V
----- Original Message ----
From: Robyn Nixon <robynln at gmail.com>
To: deptheads at strategicon.net
Sent: Monday, August 4, 2008 1:50:41 PM
Subject: Re: [Deptheads] Flames of War Tourney - Orccon

We have been bird dogging Eric and those in control, about how we could 
run this event before talking with this guy.  His requirements of a Lock 
down area the same weekend as Broadside bash made this a no-go event up 
until the Departmental meeting.  At the departmental meeting it was 
suggested that the only space that could be used for this was the 
California C & D areas that Collectibles utilizes.  It was stated that 
VIC would have to be brought into the loop on this before we could proceed.

Issues with such requests is that they are requesting that the gaming 
area that they use be locked out when the tournament is not being run so 
that other gamers cannot use their terrain, and that means that we have 
gaming space that us unavailable to the rest of the convention when that 
event is not being run.

Question to the Convention owners and Convention Department heads:  Is 
this a policy we want to do?  This means we are paying rent on unused 
space for 80% of a convention, just because they don't want to pick up 
their stuff and store it when they aren't operating.  Is this a 
reasonable request?

Ok assuming that the convention Owners and dept heads think this is 
reasonable, what sort of gurantee should be requested of a group that is 
stating that we will have 40 to 50 tickets sales for your event?  Is 
there already a contract that I can borrow or use to have them sign?

Can you tell I'm rather nervouse about turning over so many rooms for a 
single event?

I need these answers before I can contact and negotiate this deal.

Robyn

thatericn at aol.com wrote:
> Eric, Jose, Robyn:
>  
> I was re-contacted by the gentleman wanting to run a big regional 
> F.O.W. event at Orccon.
>  
> He contacted us in June and got no reply.
>  
> Contact info is headed your way, via direct email.
>  
> Eric N.
> ------------------------------------------------------------------------
> It's time to go back to school! Get the latest trends and gadgets that 
> make the grade on AOL Shopping 
> <http://shopping.aol.com/back-to-school?ncid=aolins00050000000007>.
> ------------------------------------------------------------------------
>
> _______________________________________________
> Deptheads mailing list
> Deptheads at strategicon.net
> http://mordred.punk.net/mailman/listinfo/deptheads
>  

_______________________________________________
Deptheads mailing list
Deptheads at strategicon.net
http://mordred.punk.net/mailman/listinfo/deptheads



      
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://mordred.punk.net/pipermail/deptheads/attachments/20080805/0fdddc60/attachment-0001.htm