The CONversation Fandom Event Planners Conference 2019

Rosemont, IL, 4th to 6th January, 2019

When

4th to 6th January, 2019 09:00 am - 11:00 pm

Website: The CONversation Fandom Event Planners Conference 2019

Register Now!

Where

Embassy Suites O'Hare Rosemont
5500 North River Road, Rosemont, Illinois, 60018
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Friday, 4th January 2019

Time Salon A Salon B Salon C
4:00 pm     Introduction & Opening Statement
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Introduction & Opening Statement

Welcome to The CONversation! After a brief introduction from our organizer, we will review the weekend's goals as well as resources available to attendees and expectations for behavior.

By:
Evan Reeves
January 4, 2019, 4:00 pm to 5:00 pm
Hall: Salon C Track: Keynote Type: Presentation
5:00 pm     Open Networking
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Open Networking

The floor will be open for snacks, drinks, and gaming while we meet our fellow event planners. Enjoy the Manager's Reception provided by the Embassy Suites, or plan a trip off site to one of the many fantastic meal options Rosemont and the surrounding Chicagoland area has to offer.

By:
Everyone
January 4, 2019, 5:00 pm to 8:00 pm
Hall: Salon C
6:00 pm    
7:00 pm    

Saturday, 5th January 2019

Time Salon A Salon B Salon C
9:00 am   Convention IT
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Convention IT

Running a convention involves needing software in a few different areas and people to support it. Your panelists will discuss some areas that need software, different examples of tools to use, and the skills to support it.

By:
Peter Olszowka
January 5, 2019, 9:00 am to 10:00 am
Hall: Salon B
 
10:00 am Event Marketing
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Event Marketing

A discussion on the various tools and strategies available to market events from traditional table swaps and flyers to the latest online and social media strategies.

By:
Dom Hudson, Jennifer Kelley, Lisa Meece
January 5, 2019, 10:00 am to 11:00 am
Hall: Salon A
Video Gaming at Conventions
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Video Gaming at Conventions

Learn about the different ways video gaming can enhance your event, regardless of genre. Topics covered include open play areas, tournaments, tailoring game selections to match your audience, and current trends in gaming for events.

By:
Kevin Fair
January 5, 2019, 10:00 am to 11:00 am
Hall: Salon B
 
11:00 am Spotting Counterfeit Merchandise
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Spotting Counterfeit Merchandise

Learn the tips and tricks on how to identify fake licensed merchandise that can often be found on dealer hall floors. There will be several example pieces to pick up and examine.

By:
Jinnie McManus
January 5, 2019, 11:00 am to 12:00 pm
Hall: Salon A
Volunteer & Staff Engagement Roundtable
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Volunteer & Staff Engagement Roundtable

From checking badges to handling guests, volunteers and staff are the life blood of any convention. In this open discussion, conventions can share their methods of recruitment, volunteer compensation/perks, and retention as well as other topics related to volunteers and staff.


By:
Amanda Gahm
January 5, 2019, 11:00 am to 12:00 pm
Hall: Salon B
 
12:00 pm Lunch Lunch Lunch
1:00 pm Sourcing & Managing Event Programming
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Sourcing & Managing Event Programming

We will be discussing the different roles a programming department can hold at a convention. From attracting and selecting programming items to ensuring that each piece of programming goes off without a hitch.

By:
Dom Hudson, Evan Reeves, Jennifer Kelley
January 5, 2019, 1:00 pm to 2:00 pm
Hall: Salon A
   
2:00 pm Domestic Guest Acquisitions & Logistics
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Domestic Guest Acquisitions & Logistics

Signing and hosting guests from industry can be an intimidating and confusing process. In this talk, we will review best practices for contacting potential guests, working with agents, and etiquette for interactions with staff and attendees.

By:
Jinnie McManus
January 5, 2019, 2:00 pm to 3:00 pm
Hall: Salon A
Developing & Enforcing Codes of Conduct
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Developing & Enforcing Codes of Conduct

With any large gathering of individuals there will always be conflicts and confrontations. Conventions have a responsibility to have and enforce code of conduct policies. But, there are still so many questions: Why are these policies important? How are they developed and implemented? What does it mean to conduct a proper investigation? What are the pitfalls of failing to do things properly? Join us for a discussion of each of these questions and other topics related to code of conduct implementation.

By:
August Tang, Lisa Meece, Michael Sherman
January 5, 2019, 2:00 pm to 3:00 pm
Hall: Salon B
 
3:00 pm International Guest Acquisitions & Logistics
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International Guest Acquisitions & Logistics

International guests have become more popular with larger conventions recently, but hosting talent from afar comes with its own unique challenges. In this panel, we will discuss key issues that arise in obtaining international guest including contracts, visas, interpreters and handlers, and interactions with attendees and other guests.

By:
Faisal Ahmed, Joseph Chavez, Kazuhiro Iwamoto
January 5, 2019, 3:00 pm to 4:00 pm
Hall: Salon A
Transitioning from a College Event
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Transitioning from a College Event

The leap from a school sponsored to an independent event can be difficult to navigate between the shift in organizational structure and the loss of school resources. In this panel, we will discuss the unique challenges that face college club run events as they move off campus.

By:
William Burgess
January 5, 2019, 3:00 pm to 4:00 pm
Hall: Salon B
 
4:00 pm Understand Your Biggest Expense: Hotel and Venue Sourcing
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Understand Your Biggest Expense: Hotel and Venue Sourcing

Part 1 of 2 convention hotel sourcing and negotiation presentations. Why hotel is generally the preferred venue. Understand key hotel players and profit centers. Role of professional meeting planner in fandom events. How to search and negotiate with hotels.

By:
Eddie Chang
January 5, 2019, 4:00 pm to 5:00 pm
Hall: Salon A
Accessibility & ADA
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Accessibility & ADA

It is important to ensure that your event is welcoming and accessible to attendees from all backgrounds. In this panel, we will discuss what your event can do to be accommodating to individuals with visible and invisible disabilities and the responsibilities your event is required to take under the Americans with Disabilities Act.

By:
Carole Brown, David Ramirez, Mary Jo Chrabasz
January 5, 2019, 4:00 pm to 5:00 pm
Hall: Salon B
 

Sunday, 6th January 2019

Time Salon A Salon B Salon C
9:00 am Hotel Negotiation and Contract 201
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Hotel Negotiation and Contract 201

Part 2 of 2 convention hotel sourcing and negotiation presentations. What items should be in a hotel contract. We take a look of details in the calculation of attrition, cancellation, concepts behind force majeure and tricks of trade in negotiation / contract writing.

By:
Eddie Chang
January 6, 2019, 9:00 am to 10:00 am
Hall: Salon A
Fandom Events Beyond Conventions
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Fandom Events Beyond Conventions

There are many other ways to celebrate fandom besides the usual hotel or convention center convention. Come learn about different kinds of events in unique locations that expand upon the definition of what a convention can be.

By:
Ashley Buchanan, August Tang, Michael Storer
January 6, 2019, 9:00 am to 10:00 am
Hall: Salon B
 
10:00 am   Ask a Lawyer Q&A Panel
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Ask a Lawyer Q&A Panel

Did you have a question about legal matters regarding events management you wanted to ask a lawyer about? Come to this panel and our panel will answer them, as well as discussing common legal issues that arise in the event production process. NOTE: No information given at this panel is meant to constitute professional legal advice. Consult an attorney licensed in your jurisdiction and familiar with the relevant law before making legal decisions.

By:
Brie Crawford, Charles Lee Mudd Jr., Faisal Ahmed
January 6, 2019, 10:00 am to 11:00 am
Hall: Salon B
 
11:00 am Safety & Access Control at Conventions
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Safety & Access Control at Conventions

By:
Zachariah Saylor, Jenn Wise
January 6, 2019, 11:00 am to 12:00 pm
Hall: Salon A
Communications & Media Relations/Activation
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Communications & Media Relations/Activation

Do you know the difference between marketing and media relations? Come learn at this interactive workshop where we will demonstrate the strategies and tools used in a media activation campaign. NOTE: Please bring a laptop or other internet capable device to this workshop.

By:
Jinnie McManus
January 6, 2019, 11:00 am to 12:00 pm
Hall: Salon B
 
12:00 pm Lunch Lunch Break
1:00 pm Attendee Engagement Roundtable
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Attendee Engagement Roundtable

In the age of social media, your best advertisement is your happy attendees. This discussion will center around how to identify, get to know, and engage your attendees in a fun and informative way.

By:
Amanda Gahm
January 6, 2019, 1:00 pm to 2:00 pm
Hall: Salon A
Sponsorships
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Sponsorships

Funding is important, but especially if you can't sustain your conference through the traditional methods: admission sales, vendor spaces, and the like. Find out what it takes to look professional, be persistent, and reach out to organizations that best fit your event, whether your event is a typical fan con or something altogether unique.

By:
William Burgess
January 6, 2019, 1:00 pm to 2:00 pm
Hall: Salon B
 
2:00 pm Evacuation & Emergency Planning
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Evacuation & Emergency Planning

Tragedy is an unfortunate part of life that event planners must be prepared for. We will discuss how to prepare your staff and attendees for emergency situations and best practices for working with your venue and local services.

By:
Jenn Wise, Zachariah Saylor
January 6, 2019, 2:00 pm to 3:00 pm
Hall: Salon A
   
3:00 pm     Closing Ceremonies & Feedback Session
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Closing Ceremonies & Feedback Session

Now that everything is said and done, please join us for a reflection on this weekend's activities and to give feedback to the organizers. Thank you for attending!

By:
Evan Reeves
January 6, 2019, 3:00 pm to 4:00 pm
Hall: Salon C Track: Keynote Type: Panel Discussion

Legend

 Keynote Break