Wanted - hotel liaison for ![[profile]](https://www.dreamwidth.org/img/silk/identity/user.png)
orbital_2008
As most of you will know, a group of us are putting together an Eastercon bid for 2008.
We've got a good team together, but we still need someone to act as our hotel liaison. If you're interested to know what this involves,
The hotel liaison's task is to help locate a suitable hotel and negotiate a fee (prefereably zero, but may be upto a few thousand pounds depending on the venue) for function space and to try and obtain a low rate for bed and breakfast. Once a venue has been chosen - that has enough large halls, small breakaway rooms, good social space, etc. than discussions will also need to be held with regard to suitable cheap food (esp for vegetarians), dealer's room security, sufficient real ale and cider for hordes of fans, price of coffee for ops/tech, availablity and price of staging, access for disabled fans, use of gopher tokens, and a whole horde of other minor things that help a convention run smoothly. You'll work with the hotel conference staff, and hopefully build up good relationships with them. A couple of site visits (in the company of some of the other committee members) will be essential - some things are better negotitated face to face. Committee meetings will be mainly via e-mail, but we're likely to have meetings at other Eastercons as this allows us to meet in person without extra travel costs.
BONUSES - You get no travel expenses; you get an equal share of the liability if the con loses money (along with other committee members); you get no accomodation expenses; you get no food expenses. Are you seeing a pattern here...?
You do, however, get a load of interesting experience, the chance to work with a great group of people, and the buzz that comes from helping to run a successful event.
Some of the job has already been done as we've had initial talks with a couple of hotels. You'd be expected to pick up from these and possibly research others as well.
Useful qualities in a hotel liaison - Good at focusing on a task and checking small print. Good at working with people (if you have good relations with the hotel staff, it can make a big difference). Good at being insistant when necessary (no, the previous version of the contract had *this* in it.) Good at checking with other committee members to see how the needs of different departments relate to the hotel (eg. 'Chaos costume need an ironing board? I'll see if the hotel will supply one for free - or for very little) Good at thinking about costs in the detail (You want how much for a TV set?! We can buy one for less than that.)
I've done the job for four/five Redemption conventions, so if you haven't done it before, I'm perfectly happy for you to pick my brains. Previous experience is handy, but not essential. I did hotel liaison on my first convention and I'm still alive.
We've got a good team together, but we still need someone to act as our hotel liaison. If you're interested to know what this involves,
The hotel liaison's task is to help locate a suitable hotel and negotiate a fee (prefereably zero, but may be upto a few thousand pounds depending on the venue) for function space and to try and obtain a low rate for bed and breakfast. Once a venue has been chosen - that has enough large halls, small breakaway rooms, good social space, etc. than discussions will also need to be held with regard to suitable cheap food (esp for vegetarians), dealer's room security, sufficient real ale and cider for hordes of fans, price of coffee for ops/tech, availablity and price of staging, access for disabled fans, use of gopher tokens, and a whole horde of other minor things that help a convention run smoothly. You'll work with the hotel conference staff, and hopefully build up good relationships with them. A couple of site visits (in the company of some of the other committee members) will be essential - some things are better negotitated face to face. Committee meetings will be mainly via e-mail, but we're likely to have meetings at other Eastercons as this allows us to meet in person without extra travel costs.
BONUSES - You get no travel expenses; you get an equal share of the liability if the con loses money (along with other committee members); you get no accomodation expenses; you get no food expenses. Are you seeing a pattern here...?
You do, however, get a load of interesting experience, the chance to work with a great group of people, and the buzz that comes from helping to run a successful event.
Some of the job has already been done as we've had initial talks with a couple of hotels. You'd be expected to pick up from these and possibly research others as well.
Useful qualities in a hotel liaison - Good at focusing on a task and checking small print. Good at working with people (if you have good relations with the hotel staff, it can make a big difference). Good at being insistant when necessary (no, the previous version of the contract had *this* in it.) Good at checking with other committee members to see how the needs of different departments relate to the hotel (eg. 'Chaos costume need an ironing board? I'll see if the hotel will supply one for free - or for very little) Good at thinking about costs in the detail (You want how much for a TV set?! We can buy one for less than that.)
I've done the job for four/five Redemption conventions, so if you haven't done it before, I'm perfectly happy for you to pick my brains. Previous experience is handy, but not essential. I did hotel liaison on my first convention and I'm still alive.
Hotel Liaison
I see that no one has volunteered, I wonder why, you've made it sound so appealing!
Sounds rather like normal con runners remuneration package to me!
I was hoping to be picking your brains over this kind of thing anyway as the next time it's not likely that Accio will be using University accomodation (Reading was a nice place but the accomodation was an effective 1/2 mile plus from the meeting rooms/lecture halls) or at least not the booking/paying model we used for '05 and Liaison with the University wasn't my area anyway.
I'm fine with people on an individual level, it's groups that bother me:-). I'm self employed, but not a hard headed entrepeneur, all I can say is 'I survive'.
OK, if you still need one I'm willing to do it, so long as your experienced brains are available for consultation.
Regards John
Re: Hotel Liaison
You, Sir, are a gentleman!
Many thanks. We're delighted to accept your offer. I'm only too happy to be available whenever you need me. Are you in tomorrow (Saturday)? We could have a chat over the phone. What's your number?
Re: Hotel Liaison
I've emailed you the numbers directly, as to times available on Saturday, probably best after 16:30, I've got a couple of people I have to see earlier.