Running a Small Con - Revision history

Jiawen: /* Saving your work */

2011-03-31T21:56:15Z

Saving your work

← Older revision		Revision as of 13:56, 31 March 2011
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	How careful you are about all of this depends on how far in the future you think the information could possibly be useful. If a mailing list has sat unused for more than 5 years, you probably don't want to use it anymore, although it's probably better than nothing if you have no other options and are willing to pay a company to clean it up. Other information may be worthwhile to have in the more distant future. If you want to help someone run a con in 1,000,000 AD, break out the platinum-iridium tablets and your engraving tools. I'm going to aim a bit lower and try to keep your data safe for 10-20 years.		How careful you are about all of this depends on how far in the future you think the information could possibly be useful. If a mailing list has sat unused for more than 5 years, you probably don't want to use it anymore, although it's probably better than nothing if you have no other options and are willing to pay a company to clean it up. Other information may be worthwhile to have in the more distant future. If you want to help someone run a con in 1,000,000 AD, break out the platinum-iridium tablets and your engraving tools. I'm going to aim a bit lower and try to keep your data safe for 10-20 years.

	'''Don't''' use floppy disks, they are obsolete and degrade quickly. I'm not sure what the best physical medium is these days. Avoid super-floppy disk things, and anything similar that comes along, like the plague. (Zip Disks sounded like a good idea at the time, but they never ~~become~~ universal and hardly any computers have drives for them now.) Burned CDs and DVDs aren't very durable (2-20 years), but probably aren't worse than floppies and can be more widely read. A USB memory stick is maybe a good idea, but they are expensive to use as cold-storage and I have no idea how long the data stays intact. Other than this, I don't know of any reasonably priced common media that can be easily read on any computer these days. I think the best option is to burn to CD and make three copies.		'''Don't''' use floppy disks, they are obsolete and degrade quickly. I'm not sure what the best physical medium is these days. Avoid super-floppy disk things, and anything similar that comes along, like the plague. (Zip Disks sounded like a good idea at the time, but they never became universal and hardly any computers have drives for them now.) Burned CDs and DVDs aren't very durable (2-20 years), but probably aren't worse than floppies and can be more widely read. A USB memory stick is maybe a good idea, but they are expensive to use as cold-storage and I have no idea how long the data stays intact. Other than this, I don't know of any reasonably priced common media that can be easily read on any computer these days. I think the best option is to burn to CD and make three copies.

	Avoid compression if at all possible, as this makes it much harder to recover partially intact data. Definitely save in flat ASCII text! Consider also printing out a copy on paper (gasp). You won't kill too many trees if you print two-sided in 6 point font. This gives you a foolproof, if labor intensive, recovery mechanism.		Avoid compression if at all possible, as this makes it much harder to recover partially intact data. Definitely save in flat ASCII text! Consider also printing out a copy on paper (gasp). You won't kill too many trees if you print two-sided in 6 point font. This gives you a foolproof, if labor intensive, recovery mechanism.

Straitm: Small Convention moved to Running a Small Con: title it with its title

2010-04-01T15:00:01Z

Small Convention moved to Running a Small Con: title it with its title

← Older revision	Revision as of 07:00, 1 April 2010
(No difference)

Straitm at 14:59, 1 April 2010

2010-04-01T14:59:40Z

← Older revision		Revision as of 06:59, 1 April 2010
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	~~[[Main_Page \| back to main page]]~~

	~~== Running a Small Con ==~~
	;Sharon Kahn - November 1998		;Sharon Kahn - November 1998

Straitm: /* Saving your work */ rearrange

2007-12-27T20:55:22Z

Saving your work: rearrange

← Older revision		Revision as of 12:55, 27 December 2007
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	'''Don't''' use floppy disks, they are obsolete and degrade quickly. I'm not sure what the best physical medium is these days. Avoid super-floppy disk things, and anything similar that comes along, like the plague. (Zip Disks sounded like a good idea at the time, but they never become universal and hardly any computers have drives for them now.) Burned CDs and DVDs aren't very durable (2-20 years), but probably aren't worse than floppies and can be more widely read. A USB memory stick is maybe a good idea, but they are expensive to use as cold-storage and I have no idea how long the data stays intact. Other than this, I don't know of any reasonably priced common media that can be easily read on any computer these days. I think the best option is to burn to CD and make three copies.		'''Don't''' use floppy disks, they are obsolete and degrade quickly. I'm not sure what the best physical medium is these days. Avoid super-floppy disk things, and anything similar that comes along, like the plague. (Zip Disks sounded like a good idea at the time, but they never become universal and hardly any computers have drives for them now.) Burned CDs and DVDs aren't very durable (2-20 years), but probably aren't worse than floppies and can be more widely read. A USB memory stick is maybe a good idea, but they are expensive to use as cold-storage and I have no idea how long the data stays intact. Other than this, I don't know of any reasonably priced common media that can be easily read on any computer these days. I think the best option is to burn to CD and make three copies.

			Avoid compression if at all possible, as this makes it much harder to recover partially intact data. Definitely save in flat ASCII text! Consider also printing out a copy on paper (gasp). You won't kill too many trees if you print two-sided in 6 point font. This gives you a foolproof, if labor intensive, recovery mechanism.

	If saving on a medium that gives you a choice of file system formats (e.g. not CD/DVD), choose something that can be read by Linux, Mac and Windows. These days, FAT32 seems like the best way to go. If the medium came pre-formatted, that's probably fine.		If saving on a medium that gives you a choice of file system formats (e.g. not CD/DVD), choose something that can be read by Linux, Mac and Windows. These days, FAT32 seems like the best way to go. If the medium came pre-formatted, that's probably fine.

	You may be tempted to save it on a website. I don't recommend this, because it is very high maintenance compared to the above options. Unless you're '''sure''' that you or someone you know is going to be actively maintaining this website forever and will remain aware that your database is stored on it, it's likely that it will be deleted when someone "cleans up" the site, or that the passwords to the site will be lost, or that your account will lapse and they'll delete your data, etc, etc, etc.		You may be tempted to save it on a website. I don't recommend this, because it is very high maintenance compared to the above options. Unless you're '''sure''' that you or someone you know is going to be actively maintaining this website forever and will remain aware that your database is stored on it, it's likely that it will be deleted when someone "cleans up" the site, or that the passwords to the site will be lost, or that your account will lapse and they'll delete your data, etc, etc, etc.

	Avoid compression if at all possible, as this makes it much harder to recover partially intact data. Definitely save in flat ASCII text! Consider also printing out a copy on paper (gasp). You won't kill too many trees if you print two-sided in 6 point font. This gives you a foolproof, if labor intensive, recovery mechanism.

Straitm: /* Saving your work */ websites, more pontification

2007-12-27T20:53:37Z

Saving your work: websites, more pontification

← Older revision		Revision as of 12:53, 27 December 2007
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	Please, please, please, save your database (and anything else that might be useful to your successors) in a neutral format on labeled floppy disks. Make one copy of your databases and useful documents in their native format (e.g., MS-Works) and another copy in flat ASCII text or PDF. If it gets too big to fit on a couple of floppy disks, zip it up with Winzip.		Please, please, please, save your database (and anything else that might be useful to your successors) in a neutral format on labeled floppy disks. Make one copy of your databases and useful documents in their native format (e.g., MS-Works) and another copy in flat ASCII text or PDF. If it gets too big to fit on a couple of floppy disks, zip it up with Winzip.

	''Updated by Matt Strait for 2008 and beyond:''		''Updated (and pontificated upon) by Matt Strait for 2008 and beyond:''

	No, don't use floppy disks, they are obsolete and degrade quickly. I'm not sure what the best physical medium is these days. Avoid ~~proprietary~~ floppy disk~~-ish~~ things like the plague. (Zip Disks sounded like a good idea at the time, but they never become universal and hardly any computers have drives for them now.) Burned CDs and DVDs aren't very durable (2-20 years), but probably aren't worse than floppies and can be more widely read. A USB memory stick is maybe a good idea, but they are expensive to use as cold-storage and I have no idea how long the data stays intact. Other than this, I don't know of any reasonably priced common media that can be easily read on any computer these days.		How careful you are about all of this depends on how far in the future you think the information could possibly be useful. If a mailing list has sat unused for more than 5 years, you probably don't want to use it anymore, although it's probably better than nothing if you have no other options and are willing to pay a company to clean it up. Other information may be worthwhile to have in the more distant future. If you want to help someone run a con in 1,000,000 AD, break out the platinum-iridium tablets and your engraving tools. I'm going to aim a bit lower and try to keep your data safe for 10-20 years.

			'''Don't''' use floppy disks, they are obsolete and degrade quickly. I'm not sure what the best physical medium is these days. Avoid super-floppy disk things, and anything similar that comes along, like the plague. (Zip Disks sounded like a good idea at the time, but they never become universal and hardly any computers have drives for them now.) Burned CDs and DVDs aren't very durable (2-20 years), but probably aren't worse than floppies and can be more widely read. A USB memory stick is maybe a good idea, but they are expensive to use as cold-storage and I have no idea how long the data stays intact. Other than this, I don't know of any reasonably priced common media that can be easily read on any computer these days. I think the best option is to burn to CD and make three copies.

	If saving on a medium that gives you a choice of file system formats (e.g. not CD/DVD), choose something that can be read by Linux, Mac and Windows. These days, FAT32 seems like the best way to go. If the medium came pre-formatted, that's probably fine.		If saving on a medium that gives you a choice of file system formats (e.g. not CD/DVD), choose something that can be read by Linux, Mac and Windows. These days, FAT32 seems like the best way to go. If the medium came pre-formatted, that's probably fine.

			You may be tempted to save it on a website. I don't recommend this, because it is very high maintenance compared to the above options. Unless you're '''sure''' that you or someone you know is going to be actively maintaining this website forever and will remain aware that your database is stored on it, it's likely that it will be deleted when someone "cleans up" the site, or that the passwords to the site will be lost, or that your account will lapse and they'll delete your data, etc, etc, etc.

	Avoid compression if at all possible, as this makes it much harder to recover partially intact data. Definitely save in flat ASCII text! Consider also printing out a copy on paper (gasp). You won't kill too many trees if you print two-sided in 6 point font. This gives you a foolproof, if labor intensive, recovery mechanism.		Avoid compression if at all possible, as this makes it much harder to recover partially intact data. Definitely save in flat ASCII text! Consider also printing out a copy on paper (gasp). You won't kill too many trees if you print two-sided in 6 point font. This gives you a foolproof, if labor intensive, recovery mechanism.

Straitm: /* Saving your work */ update

2007-12-27T20:38:02Z

Saving your work: update

← Older revision		Revision as of 12:38, 27 December 2007
Line 188:		Line 188:

	====Saving your work====		====Saving your work====
	Please, please, please, save your database (and anything else that might be useful to your successors) in a neutral format on labeled floppy disks. Make one copy of your databases and useful documents in their native format (e.g., MS-Works) and another copy in flat ASCII text or PDF. If it gets too big to fit on a couple of floppy disks, zip it up with Winzip.
			Please, please, please, save your database (and anything else that might be useful to your successors) in a neutral format on labeled floppy disks. Make one copy of your databases and useful documents in their native format (e.g., MS-Works) and another copy in flat ASCII text or PDF. If it gets too big to fit on a couple of floppy disks, zip it up with Winzip.

			''Updated by Matt Strait for 2008 and beyond:''

			No, don't use floppy disks, they are obsolete and degrade quickly. I'm not sure what the best physical medium is these days. Avoid proprietary floppy disk-ish things like the plague. (Zip Disks sounded like a good idea at the time, but they never become universal and hardly any computers have drives for them now.) Burned CDs and DVDs aren't very durable (2-20 years), but probably aren't worse than floppies and can be more widely read. A USB memory stick is maybe a good idea, but they are expensive to use as cold-storage and I have no idea how long the data stays intact. Other than this, I don't know of any reasonably priced common media that can be easily read on any computer these days.

			If saving on a medium that gives you a choice of file system formats (e.g. not CD/DVD), choose something that can be read by Linux, Mac and Windows. These days, FAT32 seems like the best way to go. If the medium came pre-formatted, that's probably fine.

			Avoid compression if at all possible, as this makes it much harder to recover partially intact data. Definitely save in flat ASCII text! Consider also printing out a copy on paper (gasp). You won't kill too many trees if you print two-sided in 6 point font. This gives you a foolproof, if labor intensive, recovery mechanism.

Straitm: /* Mailing/registration database */ ooob

2007-12-27T20:12:05Z

Mailing/registration database: ooob

← Older revision		Revision as of 12:12, 27 December 2007
Line 183:		Line 183:
	====Mailing/registration database====		====Mailing/registration database====
	* Start with a mailing database (e.g., the Einblatt mailing list). Ask for the database in “comma-delimited ASCII text format.” Do this early - at the time you are creating your registration database.		* Start with a mailing database (e.g., the Einblatt mailing list). Ask for the database in “comma-delimited ASCII text format.” Do this early - at the time you are creating your registration database.
	* Import the mailing database into whatever database program you have available. The Microsoft Works database that comes with most PCs is perfectly adequate, although a little bit clunky to use.		* Import the mailing database into whatever database program you have available. The Microsoft Works database that comes with most PCs is perfectly adequate, although a little bit clunky to use. OpenOffice Base is free and probably decent, but as of the end of 2007, no one in Minnstf has tried to use it for a con.
	* Modify the database to your needs - add fields for registration status, registration type, mailing status, payment information, comments. Decide what you are going to do about multifan households. You will want a separate entry in the database for each individual, but you may not want to send a separate mailing to each person in the household.		* Modify the database to your needs - add fields for registration status, registration type, mailing status, payment information, comments. Decide what you are going to do about multifan households. You will want a separate entry in the database for each individual, but you may not want to send a separate mailing to each person in the household.
	* Add people: people you know who might be interested, out-of-town fans not on the mailing list, people who have attended similar cons in the past.		* Add people: people you know who might be interested, out-of-town fans not on the mailing list, people who have attended similar cons in the past.

Straitm: /* Registration database */ rm stray bullet

2007-12-27T20:10:18Z

Registration database: rm stray bullet

← Older revision		Revision as of 12:10, 27 December 2007
Line 168:		Line 168:
	* Payment information		* Payment information
	* Cost of membership		* Cost of membership
	•* How paid. Don’t just write, “check.” Include the name of the person who wrote the check, and possibly the check#.		* How paid. Don’t just write, “check.” Include the name of the person who wrote the check, and possibly the check#.
	* When the check was deposited in the bank. This is more important than you think. Keep a complete record of all bank deposits, including name, check number, and amount! Be prepared to answer when someone asks you if you have cashed their check or not.		* When the check was deposited in the bank. This is more important than you think. Keep a complete record of all bank deposits, including name, check number, and amount! Be prepared to answer when someone asks you if you have cashed their check or not.

Straitm: /* Requirements */ sp

2007-12-27T20:05:58Z

Requirements: sp

← Older revision		Revision as of 12:05, 27 December 2007
Line 81:		Line 81:
	:* Be as flexible as possible about dates - any time from September to early November. Ask if there are any weekends that are usually not busy. We got a great deal by taking Halloween weekend, a very slow weekend for our hotel.		:* Be as flexible as possible about dates - any time from September to early November. Ask if there are any weekends that are usually not busy. We got a great deal by taking Halloween weekend, a very slow weekend for our hotel.
	==== Requirements ====		==== Requirements ====
	:1) 2 hospitality suites (close to each other). One will be used for smoking, and one for non-smoking (important to mention, in case they have entire floors zoned non-smoking). One hospitality suite is defined as: 1-3 interconnected rooms that will comfortably ~~accomodate~~ a total of 50 people. Some possibilities are:		:1) 2 hospitality suites (close to each other). One will be used for smoking, and one for non-smoking (important to mention, in case they have entire floors zoned non-smoking). One hospitality suite is defined as: 1-3 interconnected rooms that will comfortably accommodate a total of 50 people. Some possibilities are:
	:* 1-3 interconnected bedrooms, but only if beds can be removed from some of the rooms (there's usually a charge for that - check).		:* 1-3 interconnected bedrooms, but only if beds can be removed from some of the rooms (there's usually a charge for that - check).
	:* 2 3-room parlor suites, either on the same floor or one above the other.		:* 2 3-room parlor suites, either on the same floor or one above the other.

Straitm: /* Requirements */ I hope that "musice" isn't some charming fannish word that I've never seen before...

2007-12-27T20:05:02Z

Requirements: I hope that "musice" isn't some charming fannish word that I've never seen before...

← Older revision		Revision as of 12:05, 27 December 2007
Line 88:		Line 88:
	:* Enclosed courtyard surrounded by blocked rooms. This worked great for Flashback.		:* Enclosed courtyard surrounded by blocked rooms. This worked great for Flashback.
	:2) No corkage fee. Specifically, we are allowed to serve as much food and drink as we want in our hospitality suite. This might include kegs of beer and even a pop machine.		:2) No corkage fee. Specifically, we are allowed to serve as much food and drink as we want in our hospitality suite. This might include kegs of beer and even a pop machine.
	:3) Parties will run late. There might be loud ~~musice~~. We will work with hotel to make sure this isn't a problem, but want them to be aware of this.		:3) Parties will run late. There might be loud music. We will work with hotel to make sure this isn't a problem, but want them to be aware of this.

	==== Other things to consider ====		==== Other things to consider ====
	:* Function space, if needed. Should be located convenient to hospitality suite. Typically, 1 large room (900+square feet) or 1-2 smaller rooms.		:* Function space, if needed. Should be located convenient to hospitality suite. Typically, 1 large room (900+square feet) or 1-2 smaller rooms.