Hey gang, REALLY sorry it took me so long to get to this. But I have some basic advice from Mark Wolfe of CGE, and a contact with an Evan Koblentz, who's got some experience with Vintage Computer Festival. I hope to have a phone chat with him this coming week.
The one recommendation that really stands out is allowing a year to plan this for the first time. Granted, if Evan is willing and able to combine forces with us, he could probably handle a lot of the big questions we have about how to set all this up. We'd still have to get the software vendors and our guest speakers, but that could easily be done by October (which is when his show is held). Keep everyone posted. LMK if you think of anything specific you'd like me to ask him. (I also invited him to join SWCollect.) ----- Original Message ----- From: "Mark Wolfe" <[EMAIL PROTECTED]> To: "C.E. Forman" <[EMAIL PROTECTED]> Cc: <[EMAIL PROTECTED]> Sent: Wednesday, January 28, 2004 1:59 PM Subject: Re: Starting Our Own Expo, Need Your Advice > Greetings, > > Let me start off by saying that one of the most powerful things you can > do to put on an event like the one your planning is to make alliances. > That is why I have CCd Evan Koblentz who represents VFC on the East > Coast http://www.vintage.org/ > > You both seem interested in the same area and I think it might behoove > both of you to discuss the idea of joining forces. > > The whole idea behind that is simple: 1+1=3 > > power in numbers. ;) > > below are my answers to Mr. Forman's questions which I think will also > answer some of the questions Evan had for me. > > C.E. Forman wrote: > > >Greetings, > > > >A bunch of us disk-based software (as opposed to cartridge) collectors are > >looking at setting up a vintage computer show along the lines of CGE or > >PhillyClassic, and Were hoping you could give us some tips based on your > >experience. > > > >1.) How did you go about budgeting, gathering attendance estimates, and > >selecting a location? > > > > > > There is no easy answer to this one. We started out small with maybe > 100-200 attendees and found a venue that was suitably priced. You really > have to call around to get pricing as it fluctuates monthly. determine > how many people you can reasonably expect to show and search for a venue > that will hold them and give you the things you need to do your show. > [tables, power, security, etc] > > > >2.) What sort of legal crap is involved -- Sales tax for vendors and on > >ticket sales, any permits or insurance needed to put on a show like this? > >Did you set up a small corporation to manage the funds and keep them > >separate from everyone's personal money? > > > > > > PhillyClassic is it's own entity and has it's own bank account. It's > very easy to set this up. The best thing to do if you're starting out is > to simply appoint someone you trust as treasurer to open their own > private checking account where all the funds will flow through. No sense > in setting up an LLC or something on your first time out. Permits and > tax is handled through the venue. it will vary depending on where you do > it. Use PayPal to take in sales. > > >3.) Did you hire your own security to make sure only paying customers go in > >and to keep out troublemakers, or did the hotel / conference center provide > >those? > > > > > We rely on the Valley Forge Convention center security but it's always > wise to have a backup. as for trouble makers, there don't seem to be any > in our hobby, or at least we have not met them if they exist. > > >4.) How extensive was your advertising? Did you stick mainly to free > >adverts and word-of-mouth, or did you take out ads in major gaming > >publications? Any other tips? > > > > > Again, this is dependent on your success and track record. For starting > out I wouldn't sink major dollars into ads. The best thing you can do is > rely on friends and create a street team in the town you hold the show. > People who will spread the word and hand out flyers and such. > > >5.) How much lead time does it take to put something like this together? > >How far in advance do you typically get started? Any specific order your > >tasks follow? > > > > I would say at least a year. The first thing you have to do is find a > venue and set a date. it's crazy to try to set something closer than say > 9 months. The more time you have to prepare and have tickets available > for advance purchase the better off you'll be. > > > Philly Classic would be nowhere without friends. You have to make the > connections with your peers in this or you wind up unknowingly working > against each other. > > Good luck and please let me know if I can do anything else. > > cheers > -Mark Wolfe > ---------------------------------------------------------------------- This message was sent to you because you are currently subscribed to the swcollect mailing list. To unsubscribe, send mail to [EMAIL PROTECTED] with a subject of 'unsubscribe swcollect' Archives are available at: http://www.mail-archive.com/[EMAIL PROTECTED]/
