Upcoming Con Organization Meetings

IT’S TIME TO GET ORGANIZED!

The WCSFA board has been working hard in the background on initial preparations towards hosting two, 2-day, mini-cons in 2017—Nothing But Games (NBG), in mid-June, and VCON Relaxicon 41½, in late October—and now it’s finally time to start getting the REAL work done.

We are starting with introductory organization meetings to bring together all the people willing and able to volunteer their time and efforts to each mini-con’s Con Organizing Committee (ConCom). Each ConCom will be responsible for managing the many moving parts needed to put on their event, requiring dedicated individuals with a variety of skills and experience. WCSFA-level appointees will have primary responsibility for coordinating volunteers, marketing, social media, sponsorships, and event financials, though, if possible they, will work in conjunction with others on the ConComs.

Anyone with the interest and the availability to do so is welcome to come out to the meetings for, and work on, either or both committees. What matters most is that you have a genuine desire to participate, a willingness to do your best and dedication to seeing your commitments through to their end. (If you are interested in participating on either or both ConComs but will be unable to attend the associated meeting, please let us know in advance by contacting the WCSFA Secretary.)

What follows is a summary of the core details about each mini-con along with information for their introductory organizational meetings.

Committee Chairpersons Needed

Each committee will require a designated chairperson to take charge of the overall direction and delegation of the committee’s activities, to work with the WCSFA treasurer, and for making regular status reports to the WCSFA board. If you would be interested in taking on this role for either committee, whether individually or in conjunction with a co- or vice-chair, please consider letting us know by contacting the WCSFA Secretary.

Nothing But Games

  • What: 2-Day, 24-Hour Gaming Convention
  • When: June 17, 2017 @ 10:00 AM to June 18, 2017 @ 6:00 PM
  • Where: Sheraton Vancouver Guildford Hotel, 1st Floor
  • Base Weekend Rates: Not Yet Set
First NBG Introductory Organiztion Meeting
WED 29 MAR @ 6:30 PM – 8:30 PM
7842 Express Street, Burnaby (Fired Up Events)

Imagine taking all the gaming from VCON, all the gaming from Northwest Fan Fest, and a dash of gaming you might not have seen before and smushing it all together into a 2-Day Gaming-Only extravaganza. That’s Nothing But Games.

The event will hopefully include as many of the following types of gaming as the volunteers on the NBG ConCom can support:

  • Tabletop Gaming
  • Modern and Retro Console Gaming
  • Retro LAN Gaming
  • Handheld Gaming
  • Participatory Gaming (e.g. Human Battleship, Fandom Feud, Kill Dr Lucky in the Flesh)

There will be space set aside for a small number of scheduled panel sessions (1 or 2 an hour); a few vendors (up to twelve 10’x10′ booths); some tables for fan organizations (up to ten); and a low-key hospitality room.

We have also arranged to bring in several cabinet arcade games, and a pair of custom designed starship bridge sets running the Artemis Star Trek Bridge Simulator.

To be successful, the NBG ConCom will need people who can coordinate the different game areas, find programming guests and schedule panels, manage vendor applications, run onsite registration, run con operations, and run hospitality.

VCON Relaxicon 41½

  • What: 2-Day “Relaxed” VCON (smaller footprint, just as friendly)
  • When: October 29, 2017 @ 10:00 to October 30, 2017 @ 18:00 (+ a Dead Dog Party)
  • Where: Sheraton Vancouver Guildford Hotel, 2nd Floor
  • Base Weekend Rates: Adult $45; Student/Senior $35; Teen/Youth $25
First Relaxicon Introductory Organiztion Meeting
SAT 01 APR @ 1:00 PM – 3:00 PM
7842 Express Street, Burnaby (Fired Up Events)

VCON has always been a relaxed, friendly convention where we know that the pros are fans too; chatting up your favourite author or scriptwriter over a beer (or coffee) in hospitality is just the way we roll. This year will have most of what we’re known for, just scaled back a bit.

So we’ll have panels, readings, and even some workshops, just fewer running simultaneously than usual. We’ll have some space set aside for both console and tabletop gaming, and we should be able to fit a little participatory gaming into the schedule. We’d also love to have an art show, and it would be very nice to have a costume contest. We do expect to have several vendors and at least a few fan organizations in attendance. And, when you need a break, our (im)famous Hospitality Suite and Tap Room will be ready for you, there will surely be Room Parties on Saturday evening, and there’s definitely gonna be a Dead Dog Party.

Exactly what will end up on the weekend’s “playlist” depends a great deal on who joins the ConCom. It will need people to find programming guests and schedule panels, coordinate the different game areas, manage vendor applications, run onsite registration, run con operations, run hospitality, run the tap room, and manage fan organizations. For an Art Show, it needs an Art Show Director who is capable of handling artist applications, coordinating the gallery setup, managing the gallery space, organizing GoH award selection, handling artwork sales and coordinating gallery take down. For a Costume Contest, it requires a Costume Contest Director who can arrange for suitable judges, has a good idea about the rules for the event, can find (or be prepared to be) an MC for the event, and can obtain prizes for the winners.

VCON To Have Breakout Year in 2017

WCSFA Says: We’re Doing All the Things!

The West Coast Science Fiction Association (WCSFA) announced today that 2017 would be a “breakout year” for VCON– that is, they will be breaking out individual aspects of their annual three-day event into several, smaller, tightly focused events scheduled throughout the year.

VCON, the signature event for WCSFA is a long established general SF convention lasting three days but “Three days a year isn’t enough!” according to Chris Sturges, WCSFA president. “We have many more ideas and plans than we can fit in, we need more time! We tried the time travel convention (VCON 40), but that didn’t work.”

With that in mind, WCSFA is announcing a series of events in 2017, to allow more people to attend VCON related-events, and to bring the ideas and strengths of our volunteers to the forefront. So far we are planning:

VCON Relaxicon 41 ½.
We’re scaling back the traditional VCON just a bit, focussing more on people getting together with people. We want to make sure people have time to relax and enjoy the community that we’ve all worked to build. We can confirm that this event is a go and will be held 28-29 October 2017 at the Vancouver Guildford Sheraton Hotel.
Nothing But Games.
A 2-day event featuring tabletop and board games, console gaming, stand up arcade games, a Magic Tournament, head to head Artemis bridges, and much more.
All the Art.
A high profile art show featuring the best artists from our art show and invited guests, celebrating Science Fiction and fantasy artwork of all mediums.

We have many more events on our list, but we need your help! If you have an idea for an event or would like to help with one of the planned events, please contact the WCSFA Secretary at secretary [at] wcsfa [dot] org.

WCSFA Takes on Stewardship of Northwest Fan Fest

Northwest Fan Fest: We’re not Dead Yet!

The West Coast Science Fiction Association (WCSFA) and The West Coast Fan Society (WCFS) announced today that the show will go on, as WCSFA agrees to accept stewardship of the Northwest Fan Fest convention (previously supported by WCFS) to ensure it will continue as the popular festival of genre media, cosplay and gaming that is has become, and will have the opportunity to grow to its fullest potential.

In the immortal words of Cameron Locke, president of WCFS, “The rumours of NWFF’s demise are greatly exaggerated!”

This year will see several smaller events hosted by WCSFA to promote all the most vital elements of NWFF and keep the heart of NWFF pumping.

“Northwest Fan Fest fills a vital niche in our community, it’s our duty to support it and help it grow,” said Chris Sturges, president of WCSFA, “We are planning a number of smaller events this year to support the community that puts on and attends NWFF.”

The events planned so far include a Walkoff-Rager event, a Gaming-only event, a Costume and Cosplay workshop series, and a Cosplay picnic. If you are interested in helping with these events or have an idea for a fan event, please contact the WCSFA Secretary at secretary [at] wcsfa [dot] org!

Call for Bids to Run VCON 42 in 2017

Call for VCON 42 Bids

To: All Current WCSFA Members and Interested Parties
From: West Coast Science Fiction Association 2016 Board of Directors

The West Coast Science Fiction Association (WCSFA) is now accepting applications from groups of fans interested in becoming the core of the organizing committee (ConCom) for the VCON 42 convention, to be held in October 2017 at a venue still to be determined.

In order for a committee bidding to run VCON to be considered, the requirements and procedures noted here must be met.

Completed bid information must be submitted to the WCSFA Board Secretary (secretary [at] wcsfa [dot] org) no later than MON 31 OCT, 2016.

The WCSFA board highly recommends that anyone interested in being a VCON bid chair contact us to formally declare yourself much earlier than the bid deadline so that we may provide you with information and documentation that will be useful for developing your bid.

WCSFA exists to support fan-run events like VCON and is ready to provide any declared bid chair with assistance to help bring about a strong bid. Such assistance may include but is not limited to access to shared resources, forwarding names of potential ConCom volunteers who come forward during the course of the bid process, financial budget advice, and specifics for required and traditional event activities.

Yours,
Jenni Merrifield : secretary [at] wcsfa [dot] org
2016 Secretary, West Coast Science Fiction Association

PS: If you’re interested in helping to organize the event but don’t particularly wish to be a bid chair (and thus “in charge”), please let us know. We can then connect you with declared bid chairs and you can discuss where you would best fit in their organization.

Jump To:
[Committee Requirements] [Budget Requirements] [Programming Requirements] [Bidding Procedures] [Contact Us]

Committee Requirements

A committee list with the names of at least five people with appropriate previous experience who will assume responsibility for the convention. This list must include the Chair, at least one Vice Chair, and a Treasurer, plus at least two others from the provided list of department heads.

Required Positions

  • Chair
  • Treasurer
  • Vice Chair (at least one)
    • Vice Chair, Business (Finances, Registration, Public Relations & Publications)
    • Vice-Chair, Front of House (Events, Exhibits, Program, Tech/AV)
    • Vice-Chair, Back of House (Venue, Hospitality, Operations, Services)

Department Heads

  • Business Division
    • Registration
    • Public Relations (promotions & publicity)
    • Publications (program book content & ads)
  • Front of House Division
    • Programming
    • Art Show
    • Vendor Hall
  • Back of House Division
    • Venue
    • Hospitality
    • Operations
    • Volunteers
This list does not include all possible departments your committee might have, only the ones the WCSFA board considers to be the most important for a committee to successfully run VCON. WCSFA can provide interested parties with a complete list of recommended departments and their responsibilities on request.

If there are multiple bids it is acceptable for them to share some members – e.g. the same person could be the Art Show Director for more than one bid, or the Vice Chair, Front of house for one bid could be the Programming Division Head for another – with the following restrictions:

  • A bid CHAIR may serve on another bid committee, but NOT as CHAIR, TREASURER or any VICE CHAIR
  • A bid TREASURER may serve on another bid committee, but NOT as TREASURER or CHAIR
Budget Requirements

A realistic, written, preliminary budget for the convention.

Samples from previous years and assistance will be provided by WCSFA in advance if requested.
Programming Requirements

One or both of the following:

  1. Name(s) of prospective Guest(s) of Honour who have indicated they are willing to attend if formally invited, and estimated expenses of bringing them.
  2. A theme for the convention, and suggested programming to go with that theme.

WCSFA recommends planning for an Author Guest of Honour, an Artist Guest of Honor and up to two additional Guests of Honour from any appropriate fan area.

VCON’s standard policy is that guests ARE NOT PAID appearance fees. Guests of Honor expenses may thus only include the cost of travel, hotel accommodation and a daily honorarium (currently at $50/day) for each scheduled convention day the guest will be in attendance.

Bidding Procedures

WCSFA will provide copies of the bylaws and any other relevant documents to announced bid committees.

A vote of members of WCSFA who are in good standing will be taken at a general meeting to select a bid from among those that are brought forward. This meeting will be held no later than three weeks prior to the current year’s VCON, so as to provide time to generate publicity material in time to be distributed at that event.

Prior to this general membership meeting, the WCSFA Board will meet with the declared bid committee(s) to formulate a recommendation to take to the general membership. If the WCSFA executive feels that no acceptable VCON bid is forthcoming, they may recommend that no convention be held the next year unless an acceptable bid is presented within four months of the current year’s VCON. In the event of a late bid, another general membership meeting shall be called and vote taken.

Contact Us

For additional information about this Call for VCON 42 ConCom Bids, or anything else related to WCSFA, VCON or it’s other events, please feel free to contact any of the following: