HP 2003 Stuff

[heidi]

As many of you know, I'm working on the committee for the HP2003 Symposium and we've had a very weird question from a possible committee member that I just can't suss out.

We have planned to try and get corporate sponsorship to cover some breaks or continental breakfast for all attendees - bagels, danish, coffee, iced tea, fruit, cookies - all depends on the time of day. She says that we shouldn't think to do something like that, but instead should have a suite for attendees.

What is the difference? What am I not seeing? Why would having food in a separate room somehow be a better idea?

Any insight?

Comments

[heinous_bitca.livejournal.com]

She might be thinking of the "green room" suites at many Sf conventions, for folk to go into and grab food and hang out whenever the mood strikes.

[heidi8.livejournal.com]

Yes but why is this better than having a snacks table in the hallway and tonnes of couches and chairs all around?

Actually, I should ask - why is this *different*?

[phoenixsong]

off the top of my head, i'd say the difference would be that a seperate room means just that for the hotel -- you're not in the middle of a potentially public traffic area. noise levels might also be a concern, perhaps?

i know nothing of the layout of the space you're looking at, just jumping in s:) but depending on where the conference space is in relation to everything else, it might be something to at least look into. such a room could still have all sorts of comfy seating.

[ina]

So will the food and the chairs be around all the time or is it just for specific programme breaks. The way you first told it looked like specific times for the food. Maybe this is the misunderstanding? And will the people eating the food and talking be able to disrupt the programme going on, maybe because of the noise?

[heinous_bitca.livejournal.com]

What Ina and ecwoodburn have said.

It's a refuge (though large groups can make it not seem so) for most of the folks to hang out, not interrupt the flow of the hotel traffic. Not everyone wants to do every session. It's also a meeting place.

We did a small hotel function room as our "Con Suite" at a convention I run this year. People preferred it to our previous con suite, which three of the committee members and their spouses also used for a sleeping area. But we also had games run in it, so that meant people couldn't just come in and hang out. Of course, my convention gets about 30 people all totalled, so we're not a big thing...

[ina]

As far as I know American conventions tend to have a con suite, which is a room where attendees can get together at every time during the convention and can get food and drinks. The advantage would be the availibility of food and drinks not only during breaks or specified times but during the whole day. Not everybody wants to attend to all the programmes. Con suites are a good place for meeting and talking to fellow fans.
British and German Cons don't tend do have them, because the hotels like to sell food and drinks to the attendees.

[musesfool.livejournal.com]

Hi, you don't know me, but I have some experience in this stuff, so I thought I'd share.

Never having attended a fan con, but having been a meeting planner for 5+ years, I'd say that the best possible solution is to have both - a hospitality suite for your speakers and special guests, and then breaks/continental breakfast for your attendees.

That way you can give your speakers/guests a perk that's not available to everyone and make them feel special, while still offering some food to your people.

Depending on your room pickup, you might be entitled to X number of upgrades (for every 50 room nights you usually get one upgrade), so you could use one of those as your hospitality suite instead of adding onto your meeting space (which, depending on how much space you've already reserver, the size of your room block, etc., the hotel may not be happy to part with).

You could also use one of the upgrades as an office for the conference staff to work in, and keep the speakers *there*, depending on how many staff you have, and how many speakers.

Obviously, the cost of catering both a CB and a hospitality suite should be considered, though the CB is usually relatively inexpensive (if you're paying more than $18pp, and you're not in NY, DC, or SF, you're probably paying too much - it's usually between $12-16pp), and you can just have it set in two places - you're still paying for the same number of people.

Personally, I think having the breaks outside the meeting rooms is best, and leaving the breaks up for a while (do they have an all-day refresh? 'Cause that's the best - you're never out of coffee or water, and the food magically appears at the right time, as long as you stay on top of the hotel staff).

And I'm rambling, so I'll stop.

Just a perspective from someone who's done meeting planning for a living.

[ina]

Having a separate space for speakers or guest is of course right, but I don't think that is the issue here.
My problem with the food at breaks plan is the implication that all attendees will be at the same space at the same time. And that is not my experience at conventions, people like to choose what do to with their time. And it could be that getting together and hang out could be much more important than attending a programme that is happening at the same time. And you need to plan for this. If you don't plan for such a place, people will find something else and that could be distruptive to the main programming.

[musesfool.livejournal.com]

My problem with the food at breaks plan is the implication that all attendees will be at the same space at the same time. And that is not my experience at conventions, people like to choose what do to with their time. And it could be that getting together and hang out could be much more important than attending a programme that is happening at the same time. And you need to plan for this. If you don't plan for such a place, people will find something else and that could be distruptive to the main programming.

Ah, see I'm used to professional and scientific meetings, where everyone is expected to be at some form of programming at all times, whether it's a general session, workshop or exhibit hall.

I still think having the food breaks outside the main ballroom where the general sessions take place is the best idea.

Generally, the ballroom foyers are large enough - and separate enough from the rest of the hotel - to accommodate that type of gathering.

My feeling, and it may be harsh, is that people know where the food is going to be provided - it's in a central area at set times. If they choose to miss it to do personal stuff, that's their problem.

But again, as I said, I'm used to dealing with conferences where the attendees are expected to be in program at all times during the day except for the specified breaks.

People who play hooky are going to do it regardless.

having a hospitality suite for people who just want to 'hang out' seems like an unneeded expense to me.

Mileage, as on so many things, obviously varies, especially as you're dealing with a different breed of delegate than I.

[pinguthegreek.livejournal.com]

You don't get it with cons then. They are very intense, both timewise and in some cases emotionally. Sometimes you just need a vreak and it isn't playing hooky !

I think a chill out zone of some sort is extremely necessary. I don't know what figures the Florida team are working on as far as attendees is concerned, but as far as my experience goes, I felt the need to take quite a few breaks from a room of just about 100 - 200 every so often. As I imagine most people there will be the shyer, quieter types, then I think quiet areas are a must.

[ina]

I second that, I am alway on a superhigh emotionally at cons and combine that with not enough sleep (people will try to do as much as humanly possible in the short time of the con) and you see how exhausted one can get.
For me programme is only the second best thing about cons, the best thing is meeting people. And talking to them.

Re:

[pinguthegreek.livejournal.com]

Oh yeah. This is extra special for me because there are so many names and faces to put together....

[heidi8.livejournal.com]

: waves. I am finally tagging my posts from 2002 and found this. And was amused. So I had to reply, even though it's almost six years late.

SORRY for the unpunctuality! :D

[lore]

Oh, and, um, just wondering...has anyone brought up accessibility issues yet, in case you have attendees in wheelchairs or using crutches? In case anyone needs large print or braille written materials? In case anyone needs hearing aids or sign language, or any other hearing-related services (there's several)?

Bringing it up just to make sure you've considered some of these issues so you don't get stumped if someone with a disability attends. The committee has probably already thought of this, I'm sure. Please don't thwap me. :)

love, lore

[heidi8.livejournal.com]

The hotel we're 99% set on right now is all ADA compliant for people in wheelchairs so we should be all set for that. They also have things we can take advantage of for people with hearing issues and we're certainly able to do a large-print version of the materials. While the hotel has their own maps and menus in braille form, we'll look to the needs of any individuals before we determine whether we're going to print things up en masse in braille - and if so, we'll need someone to help put it together.

[musesfool.livejournal.com]

Also, don't forget possible food needs- diabetics and people who keep kosher. *g*

[athene-51.livejournal.com]

This is an excellent point - I can't count the number of events I've been to where they only serve regular soft drinks, no diet. And where they schedule banquets for 8:00pm, which is far too late for some people to eat.

*begs* Please, think of the Diabetics! ;)

Hi Heidi - don't think I've ever commented in your journal before.

- Athene

[lore]

Well, you'll know ahead of time if you need Braille because you can ask about accommodations on the registration form. Many larger libraries have Brallie services, as do disability research centers like your state Association of University Centers on Disabilities (AUCD). Thanks for letting me know how things were going. I appreciate it. :)

love, lore

[peacockharpy.livejournal.com]

The best reason for the suite (vs. the hallway/lobby) is traffic. If you have hundreds of attendees, having them throng the hallway at designated times is a good way to cause traffic jams. However, if you're not putting the food in a major thoroughfare area, that might not be a problem.

And the practical, budget-minded consideration -- if you put it in a main thoroughfare, many will eat; if you put it in a suite, you'll possibly have less people eating. Not necessarily a bad thing, even with corporate sponsorship.

Just my $.02. :)

pro green-room

[sternel.livejournal.com]

hey heidi

I know i'm a few days late on this, but i just would like to stick my head out of my lurk-hole here and should in favor of a green room -- or perhaps the Common Room? ::grins:: scheduled meals and buffets are all well and good, but that's very...scheduled. an open room would really encourage a lot more milling and hanging around, and it would be a simple matter to just stash it with chips and veggie sticks and some drinks in between meals. not a huge banquet -- just noshes and a place for people to sit down and get to know each other. after all, there's a huge amount of us who are going to be meeting for the first time, and it'd be nice to have somewhere to chat and hang out, and to know you can find people to harass. =)

on a side note, i had an epiphany the other day that i'd like to suggest -- with all the suggestions that go out on the OT list, it's obvious a lot of us are voracious readers. How about a book swap? i have multiple copies of a few favorites, from well meaning family who lost track of which ones i owned, and some books i've just reread too many times. like you with your records, i'd want them in good homes. and i can trust my fellow HPers wouldn't steer me wrong with their books. i think it could be a nifty side event.

and i know it's the wrong time of year, but if we have a banquet, it has to be a Yule Ball. =).

Abbie, who lurks everywhere