Difference between revisions of "Swancon Venue Liaison"

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(Task List)
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==Task List==
 
==Task List==
# Identify possible venues
+
# Handover from [[Swancon Venue Negotiator]]
# Negotiate contracts using venue@swancon.com.au [[Swancon Email]] address
+
# Pay installments as required
# Select "best" contract('s)
+
# Maintain communications
# Obtain CSC approval
+
# Create a Banquet order
# Pay deposit
+
# Walkthrough
# Schedule future payments
+
# Finalise Banquet order
# Handover to [[Swancon Venue Liaison]]
+
# Ensure Venue setup goes smoothly and issues are addressed quickly
 +
# Communicate with the venue during the event regarding any concerns either party has and address where possible
 +
# Close account with the Venue and organise an final payments
  
 
==Guide==
 
==Guide==

Revision as of 07:59, 23 July 2016

Intro

This Job is in aid of securing and managing a Swancon Venue.

Why

What is the "reward" for this activity

Goals

  • working with the Program Coordinator on a hotel briefing on room requirements / resets / etc
  • helping the venue to understand us (if you give us big enough rubbish bins we'll be tidy; we'll be noisy at rooms parties; we won't trash the place)
  • at the convention, being the focal point from the venue's perspective, when they e.g. want to complain about room parties etc.

Coordinate these with Swancon Venue Negotiator

  • remaining in contact with the venue (even when their liaison person changes, which is common over a 1- to 2-year period)
  • keeping an eye on how many accommodation rooms are left and keeping the Swancon community appraised of this (particularly when they're starting to run low)
  • ironing out misunderstandings and/or disagreements beforehand (particularly if their personnel have changed)
  • making sure we're paying deposits and progress payments on time as needed

Supplied

What should you expect to be supplied

Resources

What resources exist to help with this. Ticketbooth, Dropbox/GoogleDrive, Website, Twitter.

Deliverable

What should you deliver during/after this task

Task List

  1. Handover from Swancon Venue Negotiator
  2. Pay installments as required
  3. Maintain communications
  4. Create a Banquet order
  5. Walkthrough
  6. Finalise Banquet order
  7. Ensure Venue setup goes smoothly and issues are addressed quickly
  8. Communicate with the venue during the event regarding any concerns either party has and address where possible
  9. Close account with the Venue and organise an final payments

Guide

Build a list of possible Venues

Suggestions

Hotel Address Price Notes
The Great Southern Hotel (All Seasons,Ibis Styles) 61 Canning Hwy, South Perth WA 6151 Cheap
The Metro 61 Canning Hwy, South Perth WA 6151 Cheap Has had a recent expansion
Mercure Perth 10 Irwin St, Perth WA 6000 Moderate Structure is not ideal
Pan Pacific Hotel 207 Adelaide Terrace, Perth WA 6000 Expensive Very good structure, Accommodation expensive


Initial contact

It is usually worth seeing a Venue before start formal contact, it gives you a contact person and allows you to assess the feasibility of the Venue upfront before anyone invests effort in contracts, most places will allow/take you for a walk through of the available space immediately although it may take 30 minutes to organise on access

A suggested template for your initial email/contact.

Hi <Name>


Thank you for seeing me today, as the Venue <Negotiator/Liaison> for Swancon <Year> I would like to request an initial quote for venue space discussed please.
OR
Thank your for staff for seeing me today, they have passed on your contact details after showing me your conference space. I'm the Venue <Negotiator/Liaison> for Swancon <Year> I would like to request an initial quote for venue space discussed please.


I have included some preliminary requirements and preferences below.
  • Swancon is Australia’s longest running Sci-Fi, Fantasy and Speculative Fiction Convention and is the premiere event in Perth for fans of all forms of media.
  • Event details:
    • Start: xx/xx/20xx xPM
    • Finishing: xx/xx/20xx xPM
    • Attendees: ~x00
    • Closed: 11:59PM till 8am
    • We believe we would need x ms venue space including.
    • We are looking to book within x.
    • A floor plan that indicates what partitioning can be added/removed and room sizes etc.
    • A no penalty cancellation clause for up until 11 months before the convention to allow for a change of venue based on previous years numbers, while this doesn't normally happen, its a necessary safeguard.
  • Other Requirements:
    • AV equipment, as we usually supply our own at virtually no cost it would be nice if any existing equipment is included complementary. Our AV technician is happy to set-up and operate the existing equipment for us if this is permissible but we can supply our own if this is not.
    • Due to a significant number of people and any disability scooters please ensure there is clear access to facilitate and rooms.
    • A room night allowance (for our invited guests) based on the number of convention attendee's staying at your hotel we would receive a number of complimentary room nights.
    • As we usually have hotel room booking portal and prices supplied by your venue we would like an assurance that the price offered to our attendees will not be undercut by other promotions or portals (lastminute.com, direct bookings, etc), or that such bookings will be counted towards our complimentary room nights.
  • Optional's, could you please provide pricing (approximate is sufficient) for the following as optional extras.
    • Coffee Station for the duration of the convention
    • Catering for a Masquerade Ball, ~150 people, finger food.
    • Room reconfiguration (do we get any included?)
    • 24 hour access to one/some of the rooms
    • 24 hour access to the last large room on the left for the entire convention
    • If there is a cost with the AV gear could you please quote it here

Conclusion and Notes

Conclusion

Help

Who do you contact for help, list previous Personnel?