Hosting an Event

[D.Oakes]

I would post this in geographical, but as I want as many ideas as possible I'm posting here, also it could in the future help others.

Right now I am in a town that needs money and any sort of fundraising endevour at this point would be welcomed.  This town has quite a few interesting Victorian, industrial, and railroad locations which collectively would make this place a good location to host something steamy.  I am not sure on dates, themes, or even a set location.  At the moment I am just coming up with potential ideas and trying to figure out how feasible it is. 

So my questions are: 
What do you need to host an event (we are talking the things you don't think about immediately)?  (Note: funding is not that big of a problem, unless the idea becomes huge, and I have plenty of connections with people who can do food, sound equipment, all of that) 
For those who'd come to Pennsylvania for an event, what would you want as a theme?
Dates:  When would be a good time to set something up so that it does not conflict with anything else?
Music:  bring in paid performers or open the stage to new talent who want exposure?  (or no live music at all and just pay for the rights to play recordings)   
General Location:  (Keep dates in mind in regards to weather)  Indoors or outdoors?  A small formal dinner in a nice Victorian Restaraunt? 

Things to consider before you post:  I doubt a giant event could be held here, but that said a rather large one could.  The town is rather conservative, but they love their history, so keep that in mind when thinking on a theme. 

[Sylum Verinta]

Since you live in a town that needs funding, you might want to work on the long run instead of just a short burst of funding.

I mean is the music. Instead of bringing in already "acclaimed" performers, I'd open it up to less known and hidden groups. Within reason of the theme of the event of course. I don't think a cover band of Dimmu Borgir for a ball would ever go over well. lol

As for dates...Try for a weekend event. Everybody loves the weekend. Maybe even a Friday night. (I'll bash the first person to quote Rebecca Black )

As for the theme itself, You say your town is deep rooted in it's history. What kind of history? Is it just a super old town? Was it the site of a Battle? Use that history to play on the idea of a theme.

Annnnnnd location. If this is the first event you've ever hosted, I suggest going small. Try a small Restaurant get-together. Maybe even something in a small hotel. A mini-convention, if you will.

And I totally just went random with the order. hahaha Sorry for that.


Sylum The Thief.

[D.Oakes]

Since you live in a town that needs funding, you might want to work on the long run instead of just a short burst of funding.  As in an annual thing?  It's possible, but as I'm hoping on moving from this town at some point, just knowing people's record of initiative, it would probably end when I left. 

As for dates...Try for a weekend event. Everybody loves the weekend. Maybe even a Friday night. (I'll bash the first person to quote Rebecca Black )  Oh come on Sylum, that's like telling me to do it on planet Earth.     I mean dates as in "No, September 2012 is bad because The Annual Steam Cooked Marshmellow Competition is going on in Steambrooktown, New Hampshire." 

As for the theme itself, You say your town is deep rooted in it's history. What kind of history? Is it just a super old town? Was it the site of a Battle? Use that history to play on the idea of a theme.  We are the oldest town in our county, that said the bulk of the buildings are Victorian era and not 1700s.  We had a lot of manufacturing and military bases and were once quite rich.  (the cemeteries are quite interesting compared to the town)  Our only claim to fame is that a toy designer made what became a Disney icon...a certain mouse and we also made many of the bomber jackets used by the US and our allies during WW2.  So again, IDEAS!  If it was Gettysburg, it would be straight forward, but we don't have much of that kind of history. 

Annnnnnd location. If this is the first event you've ever hosted, I suggest going small. Try a small Restaurant get-together. Maybe even something in a small hotel. A mini-convention, if you will.  It is not the first event I've ever hosted and probably off my hands in the number I have been involved in organizing.  That's why I stress, it's open for ideas.  I've never done anything Steampunk but as for concerts, reenactments, and other various social functions including 3 fairs, I do know a thing or two about getting this stuff done.  What I mean by things that might come up, say, John Smith Steampunk has a giant Tractor Tank which he wants to bring but the highway department ends up calling the police because this thing uses metal tracks.

[D.Oakes]

I guess I should ask it this way:

Anything that has come up with Steampunk events that an organizer needs to be aware of aside from the usual things that somebody who has organized concerts or reenactments is already aware of?  (For instance depending on the ideas, there would definitely be a gun check point, yes, I know it is America but event rules would be very strict on the matter as to not give the movement a bad image.  No live ammunition for instance and probably designated areas if somebody wishes to display such things.)

What sort of event would you like to see done that has never been done or what sort of event would you like to see more of?  

Any conflicting dates for people in the Eastern US that would interfere with turnout or any concerns about weather?  

What sort of activities would you like to see?  

[D.Oakes]

I also want to add that depending how things go in the town and in my life, I may have surprise for the forum come June or so.  It is something already in the works that I think a steampunk presence may be arranged.  But for now this thread is discussing the possibility of a steampunk/neo-victorian/dieselpunk-specific event. 

[Mr. Boltneck]

For most of my adult life, a media trope that has popped up at least once a year is The Death of the Rust Belt. People I know who actually live in places like Pittsburgh, Milwaukee, and so forth paint an entirely different kind of picture, of regions that are re-creating themselves in rather interesting ways after the big mills died. So why not do an event about the life (or afterlife) of the Rust Belt?

[D.Oakes]

For most of my adult life, a media trope that has popped up at least once a year is The Death of the Rust Belt. People I know who actually live in places like Pittsburgh, Milwaukee, and so forth paint an entirely different kind of picture, of regions that are re-creating themselves in rather interesting ways after the big mills died. So why not do an event about the life (or afterlife) of the Rust Belt?

The bulk of our heavy industries died out well before the established time of the formation of the rust belt, as in before 1900.  What ended us industrially was the end of the canals and the fact that we did not have a major rail yard, even though we did make rail cars.  The bulk of our industries centered on finishing timber and clothing.  In fact the factory made shoes and later bomber jackets is now an apartment building.  The hills and some of the streets still have 19th century mansions, some of them quite beautiful, but mostly they are broken up into apartments or sit abandoned awaiting to be torn down.  We have three art nouveau brownstones that are absolutely amazing and have the bulk of their original iron work.  One is restored and serves as a high class restaraunt.  Reading the history and looking at the old photos, this was once like a mini-city.  Some of the social dynamics that even still exist are nothing like any small town I have lived in.  A sad example of that is that people are still buried in segregated cemeteries.  (They are officially desegregated, but families still have plots left over from the 1960's) 

[KT421]

Perhaps an outdoor steampunk-inspired art festival?

If you have a large expanse of land (a fairgrounds or just a cleared meadow) you could try an outdoor event along the lines of a Rennisance Fair. I would love the opportunity to erect a large steamy art piece in an open field without having to haul it out to Nevada - and take two weeks off work - for Burning Man. Also, while I love the desert, my S.O. would melt. Pennsylvania has a much more hospitable climate.

Speaking of climate, I'm going to assume that PA is much like DC in terms of weather, which means freezing winters and sweltering humid summers with frequent thunderstorms. Spring is perhaps a good timeframe to aim for, but as you mentioned, I would avoid weekends where other large nerdy events are happening in the vague Mid-Atlantic/New England area. The only one I can think of is PAX East, Apr 6-8, 2012. The World SteamPunk Fair hasn't set dates for 2012 yet.

[hexidecima]

I'm from PA so can you tell me what town this would be in?  I grew up in western PA and now live in Harrisburg. 

Is there anything intersted also happening when you'd like your event? Would you be near oh say the antique equipment event in Centre Hall near State College which is usually in the spring and fall? 

Dates to avoid: anything near Pennsic (the big SCA event) which usually is two weeks, end of July, early August.   any big con.

Down here in central PA there is Bube's Brewery, in Mount Joy,  which I always thought would be perfect for a steampunk gathering. 

[D.Oakes]

Well hexidecima...hop on the train from Harrisburg, we are the first stop about 7 minutes after the Harrisburg station in Middletown, PA.  

And KT421 you may be in luck in June.  I need to wait till around January to start getting the wheels turning on that one.  (maybe sooner, it depends on how flood clean-up goes)  

I'd say the humidity is some of the worst in the country.  It is the way it hits you, not the actual level.  I was so happy when I was in New Orleans, I could actually breath.  

[Angus A Fitziron]

Health Warning: I have no experience in this kind of function!

The objective is to raise funds for the city. It is not clear what those funds would be used for and if that could be clarified then it might suggest suitable events and/or location - I half recall a saying that people don't give to a cause, they give to a vision, so clarify and share your vision. That said, some ideas, completely off the wall.

A charity drive in movie night with a suitably steamy movie(s)
Persuade the owners of the safer of the vacant buildings to loan it to you for a steampunk festival with art exhibitions, fashion shows, concerts, (gigs are probably too high risk) and tea, lots of tea, and cakes.
Walking historical tours of the town centre - maybe get some friends to dress up and act the part of important characters in the town's history as you visit the various localities. If this proves profitable, then maybe it is something that could continue.
Maybe then as revenue flows, start to look at bigger events - they will cost more to put on but should return more. My gut feeling is that you need to move towards these big events to make the income you seem to be talking about. The other option is to build extra revenue by developing a tourist industry.

Another way cities make money is by charging people to park on the street but I don't suppose that is what you mean. 

I am sure, sooner or later someone will mention insurance, capital, and security - I know nothing of this but I hope you do as it sounds important!

[D.Oakes]

Health Warning: I have no experience in this kind of function!

The objective is to raise funds for the city. It is not clear what those funds would be used for and if that could be clarified then it might suggest suitable events and/or location - I half recall a saying that people don't give to a cause, they give to a vision, so clarify and share your vision. That said, some ideas, completely off the wall.

A charity drive in movie night with a suitably steamy movie(s)
Persuade the owners of the safer of the vacant buildings to loan it to you for a steampunk festival with art exhibitions, fashion shows, concerts, (gigs are probably too high risk) and tea, lots of tea, and cakes.
Walking historical tours of the town centre - maybe get some friends to dress up and act the part of important characters in the town's history as you visit the various localities. If this proves profitable, then maybe it is something that could continue.
Maybe then as revenue flows, start to look at bigger events - they will cost more to put on but should return more. My gut feeling is that you need to move towards these big events to make the income you seem to be talking about. The other option is to build extra revenue by developing a tourist industry.

Another way cities make money is by charging people to park on the street but I don't suppose that is what you mean. 

I am sure, sooner or later someone will mention insurance, capital, and security - I know nothing of this but I hope you do as it sounds important!

We actually have one of the oldest continually operated theaters in the country.  It was built after the Middletown Fire of 1910 and was opened in 1911.  It is almost fully restored.  They are now a first run house, but also do special events. 

Mainly what is needed is getting revenue flowing.  I'm trying to avoid going off on a very angry rant on that note as I have been in plenty of meetings and worked as a liason with some of the parties involved *cough*

Spoiler (click to show/hide)

PSU is a BULLY, says the alumnus

*cough*, so that will remain my simplified answer.  The town has a lot to offer people who love Victorian architecture and history, in fact for better or worse there is a bit of time capsule appearance to some of the town.  I'll be posting pictures in the coming days.  It's dying, like much of the country it is dying.  I'm hoping that a specific goal does not have to be arranged other than with the historical society, because that means that something worse has happened as a result of the flood.  And there is a chance of that. 

The store owners will all be on board, I can say that as a definite because I know the bulk of them and two specifically would love to have people of our nature come in a large volume. 

Those last three depend upon the plan. 

[dweorg]

You might contact any antique car clubs in the area, this sort of thing is right up their alley, as it were.  There is probably an antique tractor association as well, I know here in Indiana they participate in several county fairs.

[D.Oakes]

You might contact any antique car clubs in the area, this sort of thing is right up their alley, as it were.  There is probably an antique tractor association as well, I know here in Indiana they participate in several county fairs.

Actually one of the organizers on that end is a very close friend of mine.  There was an amazing pick-up/hot rod at one of the last ones in this town.  It was more Goth or even Rockabilly than steampunk, but boy did it have a steamy feel!  I may have a picture somewhere.  Actually I will talk to him when the next one will be and see if he wants to double up on that.  I forget when it is. 

[Professor Bevel]

I see that you've some salt in your socks on the subject of promoting, so all I can add from this side of the atlantic is, against the inevitable nerves, copious amounts of gin.  Doing my own first Steampunk event later this month after several years of experience with other events, and the only thing I and m'colleagues have hit on is running on a very, very tight budget the first time out - lots of volunteer help, barter for hire of gear (a friend of mine with a projector for the visuals is getting paid in a raid on my single malt stash, for example) do everything you possibly can on the cheap or for favours.  It's worked for us before with other kinds of events when we weren't sure of the market for it, and let us go on to the point where one of our regular shindigs is now routinely paying several hundred quid for headline acts and occasionally getting national names in to play.  (Helps that we don't aim for much more profit than minimum wage for our time, it's a sideline from our various dayjobs).

[D.Oakes]

I see that you've some salt in your socks on the subject of promoting, so all I can add from this side of the atlantic is, against the inevitable nerves, copious amounts of gin.  Doing my own first Steampunk event later this month after several years of experience with other events, and the only thing I and m'colleagues have hit on is running on a very, very tight budget the first time out - lots of volunteer help, barter for hire of gear (a friend of mine with a projector for the visuals is getting paid in a raid on my single malt stash, for example) do everything you possibly can on the cheap or for favours.  It's worked for us before with other kinds of events when we weren't sure of the market for it, and let us go on to the point where one of our regular shindigs is now routinely paying several hundred quid for headline acts and occasionally getting national names in to play.  (Helps that we don't aim for much more profit than minimum wage for our time, it's a sideline from our various dayjobs).

If I personally make profit fine, but you must remember, I am a vendor as well.     There is a lot that I can do for favours as needless to say knowing the people I know, I know what sort of things they need.  I doubt national names here, I know a sleu of has-beens which to get their sound people I may have to bite the bullet and let them play, but it's a sacrifice that won't be too bad.  (especially if you have some essence of the 60's and 70's preserved in your memory, sadly I remember it because I was born in 1987  )

[Professor Bevel]

If I personally make profit fine, but you must remember, I am a vendor as well.     There is a lot that I can do for favours as needless to say knowing the people I know, I know what sort of things they need.  I doubt national names here, I know a sleu of has-beens which to get their sound people I may have to bite the bullet and let them play, but it's a sacrifice that won't be too bad.  (especially if you have some essence of the 60's and 70's preserved in your memory, sadly I remember it because I was born in 1987  )

All to the good.  But I really, really mean it about the gin.

[D.Oakes]

If I personally make profit fine, but you must remember, I am a vendor as well.     There is a lot that I can do for favours as needless to say knowing the people I know, I know what sort of things they need.  I doubt national names here, I know a sleu of has-beens which to get their sound people I may have to bite the bullet and let them play, but it's a sacrifice that won't be too bad.  (especially if you have some essence of the 60's and 70's preserved in your memory, sadly I remember it because I was born in 1987  )

All to the good.  But I really, really mean it about the gin.

Guinness here.   

[dweorg]

You might contact any antique car clubs in the area, this sort of thing is right up their alley, as it were.  There is probably an antique tractor association as well, I know here in Indiana they participate in several county fairs.

Actually one of the organizers on that end is a very close friend of mine.  There was an amazing pick-up/hot rod at one of the last ones in this town.  It was more Goth or even Rockabilly than steampunk, but boy did it have a steamy feel!  I may have a picture somewhere.  Actually I will talk to him when the next one will be and see if he wants to double up on that.  I forget when it is. 

To distinguish this event, you could always focus on pre-WWII vehicles, even advertise a category/special display space for any pre-WWI and/or steam powered ones.

[Madame Curatrix]

A very interesting idea, and a good way to pay homage to the town's historical roots.

[Damnd of Hell]

Several things you need to consider my friend.  I voulenteer at the Pocono Mountains Film Festival, and several things are consistant.

1) Date and timing.  Don't schedual an event when you have several events going on.  You'll need to pick a date, and if it's going to be annual, around the same time every year.  I suggest you stop by here at the capitol, we have a quarterly event happening book called Where and When.  This would give you an idea of what's going on throughout the state. Check the internet for other events occuring on the date's you would have this; Film festivals, ethnic festival and such.

2) The Theme should also be seasonal. For example Winter vs, fall type thing. 

3)  Get a  group to help you out on this.  Going alone will kill ya.

4)  Awards and such.  This is imparative!  Alway's have a bit of friendly compitition.  Even with a literary/film type of award. 

5)  Guests.  Graphic artitists, actors, authors; along with entertainment.  Festivals live and die by this.

6)  Entertainment, alway's have themed entertainment groups.

7)  Workshops.

  Vendors tables.

9)  And at the end an Awards banquet.

It's not easy, but in the long run gets a community together.  Hope these help.

John

[D.Oakes]

Ok all the rest, except #9 and especially number 1 have been covered either here or in my brain...in fact nobody has actually given me a good time frame for 1.  Which is half the reason I even posted.  A lot of you know more dates than I do.  The thing I'm considering as a small addition to an existing event in June for instance sometimes falls on the airshow weekend in Reading, PA.  I know quite a few of us here come from a reenacting background and that is a bad time to host a "MUST BE THERE STEAMPUNK EVENT!" as those of us still in reenacting tend to flock there.  Usually as well 2 weeks before and after an event is bad time to have another event because needless to say vendors may not want to travel again or need to restock and consumers need to make money. 

We had the bulk of those issues when Middletown, PA had Autumn Fest.  Ok, may as well give an example of my background so everyone knows what I already know:
At the time I was working for an economic developement firm as a liason between the community and the college.  I also, through my artistic background and my knowledge of local politics, had a seat at all the meetings.  The first two years, I had been set up as a reenactor, and getting people in was a pain because "ewwww I don't want to do a living history event" so many times I had back-ups ready from my friends who owed me favors.     Well anyway, the last year I was at Autumn Fest and I did not reenact, was also the last year that it happened.  First of all one of the neighboring towns hijacked the weekend.  Secondly the rates were considered too high by some of the vendors.  Thirdly some of the rules were considered bogus, for instance "everyone must have a canopy" it was a security measure for keeping vendors there even if there was bad weather, but it also stopped many who would have done it from not.  Fourth despite my best efforts with the college, they would not let me put fliers where they needed to be, by the time I managed to get a meeting with the person in charge, there were only a few days worth of advertising and his people were slow to get the fliers out.  (He himself was very enthusiastic, but having fought my way up the chain, I knew then that till they stopped dragging their feet, it was too late.)  Strangely enough some people from main campus heard about it before the campus right in the town.  There were a few contests, but the big one, just a goofy rural thing, an eating contest was cancelled because the organizer of it got sick and nobody else in her crew was willing to step up to the plate.  Also, a few of the bands selected were very poor choices.  (small town: classic rock works, kids in various school or outside clubs work, country works, but Death Metal, does not)  In the end it was a fiasco. 

That also hilights my problem with teams:  For whatever reason productivity has dropped horribly, it could be the economy or all this new technology.  People just don't seem to want to do their jobs.  Some people in teams hijack the entire conversation.  At the last minute some of the choices had to be made because the past few meetings were unproductive due to not meeting quorum.  Having people who play by the book is nice, but sometimes the rules take over and the exceptions are missed.  For instance the heads of the campus wanted more interaction with the community and although I had their blessing, the grunts wouldn't take my word for it so the boss had to do what should have been my job.  Then there is personal politics, some people got favors over others and ideas were shot down that actually made more sense because somebody owed somebody else. 

Spoiler (click to show/hide)

I guess what I should say is, people who work with me on things know that I lead from the front.  I don't like sitting back hoping somebody does their job.  That said, when the job is done, I am a pleasure to be around, but in the moment, I may as well have a swagger stick.

I like the idea of Seasonal, but that can be iffy if there are other events in the community or area.  To replace Autumn Fest would mean to ditch the whole reason for me asking for suggestions on here.  We are still in an agriculture mentality in this area.  You don't show up to "HARVEST FEST" and expect to see a bunch of crazy people marching around with blaster pistols.     That said we have to watch making it seem too exclusive.  So it should not be Harvest Fest but it should also not be MAD SCIENTIST'S RADIATED FUN FEST.  (a nod to Three Mile Island   which would not be good as they are a big-time sponsor of events around here)  Trying to do a "Victorian" thing would be better, but that too there is this stigma of "boring" attached to anything that has a vibe of reenacting.  Even though the bulk of us who do it or have done it know that reenacting is FUN!  So the theme is quite important. 

With guests there are several issues:  some only do it for money and if you can get a big name one, they have the potential of cancelling.  To me they are an extra, the event itself needs to be solid from the start.  You need to be able to drive by and go, "WOW!  LOOK AT THAT!  I WANT TO GO THERE!"  Furthermore the advertising leading up to it needs to be creative.  The simple sign and the facebook page is great, but it does not call attention to itself.  Designers love minimalism, but people's eyes see so much of it that we zone it out as background noise.  So say the event is in a week, I'd have people do random acts of steampunk various places and get interest growing.  Too soon and it is boring, too late and people will have other plans made.  2-3 weeks prior is the best time to hit people with intense advertising.  The light stuff such as facebook and a few fliers works until then, but in that window it needs to be intense. 

Other than that, awards and banquets are nice if the sponsorship is there or if the numbers of vendors at the right price are done well ahead of time.  (Sometimes it is good for a little of both.)  That said you also need to think of a theme and an idea that can be sold to sponsors.  I may be an artist, but I'm a buisnessman first, it's the only way to stop from starving.  I actually sold a painting to a legally blind man.     He could not see what it was, but could make out some of the shapes and colors and that alone was a happy thing for him.

I'm hoping I cleared up some of what I know and stressed the 2 glaring questions better.  I kind of started thinking while I typed. 

[Damnd of Hell]

Ouch!  But, I do know what your saying.  Something like this isn't, and can't be a last minute thing.  Around here in this area of Pa., I noticed that most of the good times are already taken; Capona here in Harrisburg, as well as the events in York.  But, it's not a total loss!  True the event would have to struggle for a year or so to get notiriety; but I agree it could still be a go. 

One event I think you're over looking is the Comicon venue.  Maybe you should look at this as a way to get people to look at the event.  And, as alway's for me, any event should be around Halloween, or spring time.  Mostly nothing goes on around this time, and could be an ideal time to hold such an event. 

[D.Oakes]

Ouch!  But, I do know what your saying.  Something like this isn't, and can't be a last minute thing.  Around here in this area of Pa., I noticed that most of the good times are already taken; Capona here in Harrisburg, as well as the events in York.  But, it's not a total loss!  True the event would have to struggle for a year or so to get notiriety; but I agree it could still be a go.  

One event I think you're over looking is the Comicon venue.  Maybe you should look at this as a way to get people to look at the event.  And, as alway's for me, any event should be around Halloween, or spring time.  Mostly nothing goes on around this time, and could be an ideal time to hold such an event.  

I'd love to do a Halloween event.  You can get away with so much.  Of course having it earlier than Halloween, say like early-mid October would keep it safe from any other events and also allow better security.  Having an open Halloween event is nice, but it's a perfect time for crime.  

Well please point out the various cons.  When I was in college and my friends were going to Comicon and Otakon I was picking on them because I went out and slept in the dirt, ate bad food, drank bad tea and coffee, and shot blanks and chased Germans.    I mentioned over in the Otakon thread that I'd love to go because I am beginning to realize what I have been missing.  I thought you had to like Anime to go to those kind of things.  (Don't pick on me, I have been a nerd all my life, but never accepted just how much of a nerd until the last few months.  I think dressing up as a vampire hunter one Halloween on campus and getting all these compliments from the geek-crowd should have been my clue...though I am still not a fan of 98% of Anime/Manga and loath the bulk of games such as Magic.)  

[Damnd of Hell]

Outside of two here in Pa., there aren't any.  Philadelphia, Pittsburg have theirs usually, I believe, in spring time.  Baltimore I think is usually around now.  Outside of that, there is none here. 

The mid October spot would be great.  Maybe this'll come to more then just a spot on the board.