Tin Duck running guide

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Timeline

  • January 1st: call for nominations. Send call out on at least the swancon email list and Facebook, and as many other media as you want.
  • A couple of weeks later: further call for nominations, to get the people who when they saw the first call thought "ooh, I must do that", and didn't get around to it.
  • Alternatively, nominations can run for the entire preceding calendar year, via a webform.
  • n weeks before the convention: publish a ballot. Ideally run it past some people first. The people you should run it past are the sorts of people who know people who appear on the ballot: Alisa, for example. Probably there is no one person who knows everything on the ballot, so maybe hit up several people from diverse fandoms to get some broad coverage. The idea is to proof, and fix the misspellings, miscategorisations and so forth that you may have missed.
  • Stretch goal: for everybody who is on the ballot, tell them that they're on the ballot and ask them if their work is available via internet, and if so can we have a link. Collect all of these into a companion document so that voters can peruse the available works before voting.
  • A couple of days after the close of postal voting but before the count: check the WASFF PO box for postal votes.
  • Around dinner break on the Saturday: close balloting.
  • Count ballots. Inform awards ceremony runner. Print certificates.
  • Sunday after dinner: awards ceremony.

Administering the Tin Duck Award

  • nominations (a list of potentially eligible works [not necessarily complete] is maintained in two parts, look here and choose the current year's lists).
  • shortlisting
  • eligibility
  • ballots
  • voting
  • counting
  • resources

Running an Awards Ceremony

  • timing
  • the physical trophies
  • other awards sometimes presented
  • process
  • general considerations
  • Send out ballot via Internets.
  • make voting papers, emphasis to remember to sign.
  • Print about 40 ballots for the front desk. Can print more at the desk if needed.
  • Ballot box at front desk for people to put completed ballots in.
  • Publish cut off date - Dinner break on the Saturday.
  • 10 trophies to cover about 6-7 categories, possible ties, and one for the history project.
  • Maybe reset the room for the awards, so it doesn't look sparse.
  • At least two people to count the ballots.
  • Run sheet of order, presenter/s does awards, WASFF chair to do 20-year, 33-year badges, and 42-year badges, possibly Mumfan, possibly Chair's award, possibly Silver Swan.
  • Run sheet and power point needs to be done before the convention. Intro, awards, badges, close.
  • Ask one of our usual photographically inclined fans to take photos.
  • Print certificates Sunday morning.
  • Consider that some awardees will not be there to collect, need to mail them out.
  • Send out email saying people have been nominated and ask them if they will attend.

Official Award Category

There are no designated Award Categories, however, some common Categories are Best WA Professional Long Written Work

  • Professional long written work is for a piece published in the preceding calendar year which was at least 40,000 words for which the creator received monetary payment.

Best WA Professional Short Written Work

  • Professional short written work is for a piece published in the preceding calendar year which was less than 40,000, for which the creator received monetary payment.

Best WA Professional Art Work

  • Professional Art Work is for a piece of art that was published in the preceding calendar year for which the creator received monetary payment. This can be via commission or submission.

Best WA Professional Production

  • Professional productions include professional podcasts, anthologies and works edited by Western Australian editors, which have been produced by a professional body or for which they received monetary payment.

Best WA Fan Written Work

  • Recognising the work a fan has put in for their written work, whether by blog, publication, in a fan magazine or any other form of written work, for which they have not received monetary payment for their services.

Best WA Fan Artwork

  • Recognising the work a fan has put in for their art work, whether by display at the Art Show, publication in a fan magazine or any other form of Artwork, for which they have not received monetary payment for their services.

Best WA Unpaid or Fan Production

  • Recognising the work of the community who have produced a production for which they have not received monetary payment for their services, whether in the form of a podcast episode, a fanzine production or a small convention.


  • For the purposes of the Tin Ducks, "monetary payment" means the creators or producers received any amount of money that was not for covering the monetary costs of production.

Misc/Additional Tin Ducks

Tin Duck ballots need to be posted/emailed/available 21 days prior to the convention.

Please create a PDF version of this document and link to it from the Swancon website, the Swancon Livejournal, and then whatever social mediums are available at the time.

The Tin Duck Ballots need to contain the following information:

  • Categories
  • Nominations
  • No Award in every category
  • Name of Voter (as only Swancon members of the current year can vote, and this may need to be confirmed.

It would be nice if the PR also contained:

  • details on when the votes may be POSTED
  • the address for postal votes
  • details on location of ballot boxes at the convention
  • details on WHEN THE BALLOTS CLOSE
  • details on the Awards.


See also

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