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Planning HavenCon: Objectives, Venue Options, and Strategies for Success

HavenCon aims to be a successful gaming event focused on making a profit while providing a platform for various games including D&D, Warhammer, and Magic: The Gathering. Key decisions revolve around finding the right venue, with options such as Holiday Inn and Lewis Town Firehouse. We’ll discuss necessary logistics, including advertising, game management, and potential sponsorship from local stores and brands. Our target is to attract 400 participants by October 21-23, 2011, with a strong emphasis on efficient registration and ticket pricing to ensure financial viability.

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Planning HavenCon: Objectives, Venue Options, and Strategies for Success

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Presentation Transcript

  1. HavenCon Discussion Points and Ideas

  2. Overall Mission • Objective: Make Money • Threshold: Break Even (PR)

  3. Venue • Course of Action A: Holiday Inn FSK • Course of Action B: Lewis Town Firehouse ($1875/15 hour day, 500 person capacity, $200 deposit, tables, chairs, a refrigerator, counter, bathrooms, parking, ~8 miles north of Frederick) • Faux School: $1200/day • Stone Manor Country Club: $1800/day • Frederick Fairgrounds Knoll Building: $2000/day • American Legion and/or VFW. • Frederick Recreation Center.

  4. Costs • Venue • Logistics • Advertising • Special Tables • Gaming supplies • Snack and drinks • Other possible costs?: Security Deposit, Insurance Riders, Possible City/County Permits.

  5. Games • What possible games? • LFR D&D4.0 • D&D (1.0-4.0) • Warhammer (Fantasy and/or 40K, tournament?) • Magic the Gathering (tournament) • White Wolf • Other games? • Video Games • Malafaux • Warmachine • Pathfinder • Board Games • LARP

  6. Sponsors (Stores) • Frederick? • Brainstorm Comics • Beyond Comics • Hobbytown USA • ? • PA? • Comics World • Comix Universe • ComicstoreWest • Adventurers Guild • ? • Hagerstown/WVa? • Atomic Comics • ? • Baltimore • Alliance Comics • Canton Games • Amazing Spiral Books • Cosmic Comics and Toys • Legends Games and Comics • Collector’s Corner • Game’s Workshop • ? • DC Metro Area • Dream Wizards • Game Parlor • Phoenix Comics and Toys • Big Planet Comics • Alliance Comics • Barbarian Comics • Labyrinth Games • Compleat Strategist • Area 42 Games • Huzzah Hobbies • ?

  7. Sponsors (Corporate) • WoTC • Games Workshop • White Wolf • Green Ronin • Restaurants (Roy Concessions) • Chaosium • Paizo • Steve Jackson Games • AeG • Blizzard • Looney Labs • ?

  8. Players/Participants • How to advertise/contact in: • Frederick • PA • Hagerstown • Baltimore • DC • Facebook, Meetup, Yahoo Groups, Email lists, Website, Adverts in Stores. • ?

  9. DMs/GMs/Judges • How many do we need? • How do we advertise/contact? • Suggested: 40/200 people • Possible Volunteers • See previous slide for advert/marketing avenues • ?

  10. Attendance • Objective: 400 • Threshold: 200

  11. Slots/Game Session • How many? • Duration for each slot/game session? • ?

  12. Con Date • Objective: 21-23 October 2011 • Threshold: Sometime in October 2011

  13. Con Name • ?

  14. Sign Up Administration • How do people register? • Online? • Onsite? • How do people sign up for games/session? • Online? • Onsite? • ?

  15. Pricing • SynDCon: $30/3day pass (pre-register), $35/3day pass (onsite register), $3/2 hour slot ticket. • Suggested: • 3 Day Pass (pre-register): $27.00 • 3 Day Pass (onsite register): $32.00 • $4.00/4.5 hour slot/session (pre-register) • $5.00/4.5 hours slot/session (onsite register) • possible maximum of 600 tickets sold for a full day if assume 3-4.5hour sessions • 172 People needed to attend and 774 ticket slots sold to break even. This also assumes venue prices based on $1875/day plus $2000 for misc. expenses. • Vendor charges? Or Sponsor Charges? • ?

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