One of the goals of VCON is to give members the opportunity to connect with existing clubs, fan groups and events in the area, to help tide them over until the next VCON. We want to provide a "one stop shop" where fans of any interest can hook up with like-minded groups which they might not have known were around. VCON enjoys being a cozy place to meet, chat, and have a drink with old and new friends.
If you are part of a fan group or have another convention or similar event you would like to promote, you can book a free fan group table at VCON where you can set up shop and strike up conversations with the VCON Members that walk by. (If you want to book space but plan to use a free-standing display rather than a table, please state the dimensions of the display so that an appropriate space can be arranged.)
We would also be pleased to host your fan gathering in whatever form it takes. Lunch meet-ups at local restaurants, club hosting in Hospitality, evening gatherings with friends in nearby pubs, or room parties; let us know what you've got going on and we'll let others know about it. I think I just heard someone mumble, "…wait, did they say room parties?" That's right! This year our lovely hotel is PARTY FRIENDLY. There are party floors and quiet floors, so if you're throwing a party this year, be sure to mention this to the hotel so they can give you a room on a party floor.
To book a fan group table or let the rest of the membership know about a party or other social event you are please contact the VCON Fan Groups Liaison or VCON Room Parties & Social Events Coordinator using our Contact Form. The deadline to get party & social event information into the Program Book is September 1st; the deadline for website content is September 15th. We'll also list your event on the daily board by Registration - even if it gets to us after the deadline. Hey, we're fans too: we understand that sometimes things get going at the very last minute!
Sections: Voodoo Board | Fan Group Tables | Room Party Guidelines | Registered Groups | Parties & Social Events
Voodoo Board
On the subject of meeting people: this year VCON will have a voodoo message board. This innocent but spookily-named board will be lurking near Registration, awaiting your attention.
A Voodoo Board: The names of all pre-registered convention members will be listed alphabetically on a large board. At-the-door registrants may add their names to the list when they arrive. To leave a message for someone, stick a pin in the board next to their name and leave a note in the alphabetically organized message box nearby. To retrieve a message, remove the pin by your name and find your message in the box. Pins come with the board.
Fan Group Tables
Group Table Rules
- Fan group tables are available for any fan club, non-profit or
other amateur organization and for other conventions and
similar events.
(Businesses or individuals not representing a fan group or wishing to engage in comercial dealings should book a dealers table instead.) - Groups may request either half or full tables. Half tables come with one chair apiece; full tables come with two. If your group doesn't specify how much space it needs, the default is a half table.
- All tables must be staffed
The table is for your group to meet interested fans and vice versa, not to be a flyer table or display space. Unstaffed tables may have materials left behind removed and the table offered to another group on the waiting list.
(With that said, we don't plan to aggressively clear out tables—if you have to take a quick break, just leave a note saying "Back in 5 minutes"; we won't clear tables unless they remain unstaffed for a while and we will try to contact the group first.) - Anyone staffing a fan group table must have a VCON 35 membership valid on the day they are there. Memberships may be purchased in advance or at the door. Persons with Child memberships wishing to staff a table must do so in the company of an adult Member.
- No vending except for items directly and specifically
related to your group - this is not a Dealers table.
Acceptable items include (and are nearly limited to) group memberships, group newsletters, and badges or stickers with your group name on them.
Unacceptable items include (but are not limited to) commercial merchandise, costumes or props (even personalized, fan-made ones), fan fiction, fan art, other recreations or inspirations from books or shows as these are items that come from a larger story universe that your group is a part of, and not things directly and specifically related to your group. - A free flyer table is available on a first-come, first serve basis. To put your group's promotional material in Member registration bags, please contact the VCON Advertising Coordinator using the VCON Advertising Queries option on our Contact Form
- If your group would like to present an entirely unstaffed display, please contact the VCON Fan Groups Liaison to request space and discuss the particulars. Unstaffed displays will be considered on a case-by-case basis.
Tips for the Table:
- VCON will help you promote your table as part of our schedule of activities. Standard table hours are 10am to 5pm. If you wish to staff your table differently, please contact the VCON Fan Groups Liaison.
- Think vertical. Table size is not large (approximately 3 feet x 1.5 feet for a half table). Go vertical where you can: bring posters, banners, or backdrops to stand behind you or hang down the front side of your table. Use brochure stands to hold and display flyers or other papers, or small shelves, racks, or boxes to stack items.
- Take shifts. If you have several people from your group, take turns staffing the table, and go attend panels, relax in Hospitality, or find something to do in between.
- Keep the goal in mind. Your group is there to meet interested fans and vice-versa. Besides having a fan club table, you could also put flyers or cards on our freebie table, organize a room party or other activity (e.g. tea party) or just walk around wearing a button or badge with your fan group name on it.
Room Party Guidelines
VCON likes parties! Any Member, club or fan group can throw a party. If you send us your event details, VCON will help you promote it. Listings on the website and in the Program Book are available to Hosts who get their party info in to the VCON Groups and Parties Liaison by August 30, 2010. Notice boards will be available onsite for events planned after August 30th, and the Party Zine will be accepting submissions until the week before VCON (additional details about the Party Zine will be given closer to the date.)
Please submit your party details (date, time, Host's name and contact info, whether the party is open to all members or by invitation only, and the club/group/theme if applicable) to the VCON Room Parties & Social Events Coordinator using our Contact Form. Room numbers will not be available from the hotel until closer to the date, but will be published in the Party Zine.Notes for Party Hosts
Every room party at VCON will need a designated Host or Co-Hosts. The Host will be the official contact for the party and the person the VCON Groups and Parties Liaison will check in with to make sure things are running smoothly. The Host should expect to be present for the duration of the party.
The Vancouver Airport Marriott has keyed-entry elevators. Unless all your party guests have rooms on the same floor as yours, you will need a way to get your guests to your event. We suggest you either have someone to play elevator monkey, or arrange to have someone on call to collect people from the hotel lobby and the Hospitality Suite.
Please be aware of the noise level in your party and be considerate of guests in other rooms. Excessive noise can be the unfortunate cause of early ends to really good parties.
Legal Stuff
It is the Host's responsibility to be aware of and abide by the laws of British Columbia.
Depending on the type of event you are planning,
you may need Serving It Right Certification and/or a Special Occasion License from the Liquor Control and Licensing Branch.
The LCLB website can be found at: http://www.hsd.gov.bc.ca/lclb/. This is an excellent resource for party Hosts wishing to serve alcohol at their event.
Tips for Party Attendees
Carry your ID: It is a good idea to carry valid photo ID with you when attending room parties. Your VCON 35 membership badge does not prove your age should you be carded.
Be considerate: Please respect your Host's room as you would their home. If you cause a mess, lend a hand in clearing it up.
Drink responsibly: VCON cares about its Members and asks everyone to please behave and drink responsibly. We all want to have a good time, but we should also want to leave a good impression in our wake. Don't do anything that could cause your Host to ask you to leave in disgrace.
Drive safely: If you have been drinking, please get a room at the hotel, ride with a sober friend, take transit or call a cab. The hotel front desk will even call one for you.
Registered Groups
The following table contains information about all the fan groups who have registered for a table at VCON 35. If you are part of any fan club, non-profit or other amateur organization and would like to register for a table please contact the VCON Groups Liaison using our Contact Form.
Registered group details will be posted as information comes in. |
Parties & Social Events
The following table contains information about parties and other social events that other groups will be putting on during VCON 35. If you would like the rest of the membership know about a meet up or party you are planning please contact the VCON Room Parties & Social Events Coordinator through our Contact Form. The deadline to get Party and Social Event information into the Program Book and Website is August 30th. The deadline to get information into the Party Zine will be a week or so before the convention (specifics will be provided closer to the date). We'll also list your event on the daily board by Registration–even if it gets to us after the deadline. (Hey, we're fans too: we understand that sometimes things get going at the very last minute!)
Parties & Social Event details will be posted as information comes in. |
