Phil Con Planning Thread - Check Here Often

Discussion in 'King of Prussia, PA' started by Calixte, Sep 10, 2003.

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  1. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    Major updates coming in next 48 hours as I get my notes and thoughts organized. Have discussed the con and planning with Hugh Casey, chair of PhilCon's committee, and this is looking to be a HUGE event for us and them.

    1. Getting the Word Out. We need to get our email invitations out to FF chapters and other groups in the region. Andrea has volunteered to help me with this. If anyone else is interested please let me know. We'll be working on this starting this week into next week. We will also be posting on boards too.

    2. Costume Panels. We have been asked to help coordinate the costuming track for the con. To start, we need to brainstorm a good and doable list of 8-10 topics which I will then submit to them for approval. 5 of those topics will be presented at the con by us and who we choose to help. I'll start a new thread for this.

    3. Costume Masquerade. PhilCon has found a coordinator for the masquerade. Special guests are going to MC - announcement later. However, I am going to STRONGLY encourage our group to enter either in groups or individually. They want a good showing of entries and we are in a position to help them out.

    4. Charity Events. There will be two, both advertised by PhilCon for us on their website. Both will be directed by Wendy. If you'd like to assist with these, contact Wendy. Details will be posted here as we get them.

    5. Post-Masquerade Party. This will be by invitation only and is for those over 18 only. ALL con staff are allowed entry, all FF, RL and 501 as well. Any regular con goer must have an invitation - these will be distributed carefully. We'll talk more about this later. What we need to do now is think up some games and entertainment for the party, round up a DJ, get invitations made, and talk about the guidelines for behavior and how we will handle any trouble. We need to be mindful that a party at the con reflects on the con. We will also need 'security' at the door to bar entry to non-invited guests. This really is not a joke - I've been at a con party before where there was trouble b/c of uninvited guests. Not fun.

    6. Honored Guests. We may be asked to provide escort duty to specific celebrity guests during the weekend. If that happens, an even number from our chapter and the 501 GC will be asked to do this. Wendy and I will hand pick the FF members for this as there may be a special request by the con committee for specific characters or costumes.

    That's it for now! Stay tuned for more updates. We need to get to work!

    Jenni
  2. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    One more important note: Because PhilCon is giving us a table for free (they absorb the cost of the space), we will NOT be gaining free admission. We all must pay to enter the convention. Right now the price is at $45 for the entire weekend. If you KNOW you are going, please go register and purchase your membership very soon. Prices go up come later in the fall. Day passes are also available for those of you not attending the full weekend.
  3. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    Hey All,
    The link to PhilCon is posted below. But hold off getting your tix just yet. Let me check with Hugh about sending him a list and having him reserve the tix. He may want us to just purchase individually but I want to check with him.

    PhilCon

    In the top left of the home page is a link to Registration. Click on that and then you can download the registration form in Adobe Reader format.

    :)
  4. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    I just noticed on the registration form that I can send in $$ for as many memberships as we need on one form. Let me confirm with Hugh that we can register our group this way. If this is so, then I will collect money at Andrea's next week. If you are not coming to Andrea's and need to register, then mail a check to me for the total amount and I will make sure your name gets on the list. PM me for my mailing address. :)

    One final thing: Single day memberships will ONLY be available at the door, so if you are not coming for the whole weekend, please do not sign up with me to get the weekend pass. Also, there are lower children's rates - weekend passes can be purchased for them through me, but again single day passes are available only at the door.

    :)
  5. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    No one buy their tickets!!!

    Each household will fill out a registration form and either indicate a credit card or attach a check. I will collect these at the gathering next week or through regular mail and send them in with a cover letter stating which group we are. We are getting the group rate - $40 Adults, $20 Children for a WEEKEND pass. If we get 25 people in 'our group' to go we will get ribbons to wear on our badges and they will print them up for us according to our specifications.

    I will be including the other FF chapters in this deal.

    Andrea - we probably need to talk about the invites and draft something up to go out tomorrow night.
  6. Rebel_Spook Force Ghost

    Member Since:
    May 14, 2002
    star 4
    Hey, any suggestions for accomodations for the out-of-towners? I have a feeling the Marriott where it'll be will be far above those of us who are financially embarrassed presently. Um, yeah, just checked cheapest room is $109/night and that's before all the taxes and such. OUCH!
  7. Maleficant Jedi Grand Master

    Member Since:
    Jun 16, 2002
    star 5
    I am going to allow a limited number of people to stay at my place but details on that at a later date.
  8. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    Uh no, you're wrong Dave! :) Con rates are $81/night for a double, $101/night for a quad. Don't use the Marriot website to find prices... as they are not applicable to us. These rates are the BEST rates you will get in Center City Philadelphia at that time. Another option is to look up the hotel on a map online and see what's nearby then look for hotels that are within walking distance. You probably won't find anything cheaper in the city than the con rate though.
  9. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    Wendy - that's great!

    Just remember when planning that the drive into the city is about 45 minutes from Wendy's house - 60-90 minutes in heavy traffic or bad weather. :) It's only fair to tell them that...
  10. Maleficant Jedi Grand Master

    Member Since:
    Jun 16, 2002
    star 5
    Well I was going to later. That was part of the "details" I was refering too. :D
  11. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
  12. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    I will be bringing a stack of PhilCon registration forms to the Sept 19 Get-together. Please bring your check book or a credit card so we can fill out the forms. I want to mail them the next day.

    Those of you not coming to the get-together, please go to www.philcon.org and print out a copy of the registration form. Fill it out and mail it to me ASAP via snail mail. PM me for my mailing address. Don't forget to include a check for the total membership cost for everyone from your household. Any questions on the form, PM or email me.

    Also, I have been informed that single day passes will only be approx $5 less than a WHOLE weekend pass. Best to just get the whole weekend pass so you can get your ribbon for your badge. No ribbons will be given to single day pass members.

    Our ribbons will say:
    FanForce
    www.fanforce.net

    This is so other chapters who participate with us can get the ribbons too.

    Your badge may say your ID name or anything you like. I'll explain more about that next Friday. Again, email or PM w/ questions.
  13. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    Ok Invitation to PhilCon has been posted in Regional Forums out to the MidWest and up to Canada. Also posted in FanForce Conventions. Andrea is sending private email to each CR up and down the East Coast, Canada and out to MidWest.

    Rebel Legion has been invited.

    I will be sending private email invites to specific individuals in other clubs as well. :)

  14. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    This the address of the hotel where the con is happening:

    Philadelphia Marriott
    1201 Market Street, Philadelphia, PA, 19107, USA
  15. Rebel_Spook Force Ghost

    Member Since:
    May 14, 2002
    star 4
    Wow, only a $5 difference for one-day passes compared to the weekend? THat's ridiculous! As you said definitely go with the wekend pass to get the ribbon (and who knows some who get it just to go one day may end up being able to go more than that). :D

    Can anyone who would be interested in shirts PM me with what type of shirt and whether they prefer long or short sleeve shirts? Types of shirts I am finding common are T-shirts and golf shirts (polos).
  16. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    Also, we may want to go with screen printed t'shirts. Perhaps our logo on the back and "Philly Outer Rim FanForce" on the front in the 'pocket area'...or we may want soem humor?

    Anyone see the New England Garrison's "Got Ahmah?" shirts at DC? Frickin hysterical. :)
  17. Maleficant Jedi Grand Master

    Member Since:
    Jun 16, 2002
    star 5
    Those shirts were a riot!!
  18. Rebel_Spook Force Ghost

    Member Since:
    May 14, 2002
    star 4
    Well, Jenni, I guess great minds think alike. :D I sent you a PM with an idea similar to the one you posted. :p
  19. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    Dave,
    I've PM'd you a link with decent prices for patches. I'll outlay the $$ for them - we'll arrange that later. We will need to charge members for them so I can recoup the cost but it will be just a bit above cost - and higher for non-members. :)
    J
  20. iycis Jedi Knight

    Member Since:
    Jan 7, 2002
    star 3
    I think that if we get t-shirts, since we do have a huge number of women in the group...can we get some of them made in a style for us? I do not really like the idea of the regular standard t-shirt. its too loose and the sleeves are always too long. other than that the logo thing can be the same. any thoughts?
  21. Calixte Jedi Youngling

    Member Since:
    May 3, 2002
    star 4
    I agree with Natasha...can we get 'baby doll' style t-shirts for the ladies that want them? Check on getting two styles of shirt Dave! Thanks!
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