Paper Model Convention in the Spring? Northern?

[airdave]

I need to backtrack on my earlier comment regarding the Hope Hotel in Dayton.

A while back I was in touch with a member of the IPMC group
that holds their annual (large) Model event at the Hope Hotel.
He gave me some information regarding thier event and costs.

I've been back over the Hope Hotel's website.
It is definitely the place to consider.

I'm going to get in touch with them and try to get some prices.
Not only do they have many varyious size Meeting Rooms, they do catering for Banquets.
We could hold our Show, banquet and after show Ceremony all in the same room.

They also have a Sports Bar/restaurant for all other meals.

Accomodations...room rate Pricing seems to be quite competitive.
And, they are actually located at the Air Force base.

.....
Once again, my only issue is what date to hold the event?
And what date to check Hotel availability.

I need to bring that question back up again.

March Break is the week of the 13-17
IPMS Event April 7
Easter Weekend is April 14-17
Hamvention is late May

If there is only one weekend available to you or you definitely cannot attend, please let us know.

Your choices are:
March 10/11
March 17/18
March 24/25
March 31/1
April 21/22
April 28/29
May 5/6
May 12/13

[Texman]

For the most part, most dates are good for me.
The March 24/25 date would be good as I could
make it a family trip.

[airdave]

March 25...Thats the weekend after March break...thats a good choice for me too.
But I am going to submit the entire list of dates to the Hotel(s) for availability.

Can I please hear from everyone that is commited to taking part.
I still need to know who is serious.
Obviously once I establish a rough price for things, I can ask this question again.

Taking part means you get a table (or mutliple tables) at the event.
You can display models, demonstrate something, and/or sell model related items.
Any displayed models are considered for competition.
Awards will be presented.
There will be a banquet or dinner after the show has ended and before Awards.
If you've been to the current IPMC, you'll understand the format.

If we can afford the space, I'll look at bringing in outside vendors.
Local Hobby Shops, scale model related vendors, etc

[Texman]

Dave, my intent is to try and be there for any date, that just is my preferred choice.
If we can get this off the ground, I would be willing to do demonstrations, etc. I have done several for my club.

Of course, displaying models is always the way!

[Vermin_King]

March 25 sounds good to me.

Besides displaying models, I think I will bring my laptop and be working on some of the designs that I tinker with. I think folks that aren't very familiar with the hobby would find it interesting to watch ordinary folks of various skill levels showing how to develop a model.

I still would like to see more of the endangered architecture remembered in paper. Maybe I can put off much of my Butterfield Stage project off until then. Showing folks how to take a locally historic venue and turning it into something that can be saved like a model, would be very rewarding

[MacSongLi]

Dave,

My preference is any of the late April or any of the May dates. Difficult in Mar (it's our year end).

Thanks,
Gary

[airdave]

okay folks...heres the latest...

Waiting on some Hotel literature...a fellow member graciously offered to have a look at a couple of Hotels for me and is sending some pamphlets.

..............
I decided that the Hope Hotel and Conference center was at the top of the list and i submitted to them a request for some pricing and availability information.
They have a submission form on their website.

At first I got no reply, and so i submitted a second request.
To which I got an email reply asking me to phone them.

I emailed back, that a long distance phone call was expensive and time consuming
and that I had hoped for an email response at this point.

I have yet to receive any reply.

...........................................
I am considering contacting the Holiday Inn in Dayton that was recommended to me.
Just haven't got around to it yet.

............................................
I am starting to realize that my procrastinating and the general difficulties surrounding the planning of this event, have led me to a serious time crunch.
With the tentative date (March 25) only 4 months away now, I am beginning to get very concerned about whether this event can be successfully organized at this point.

.................................................
I'll be honest...this isn't my only project, and life has its own demands.
I'm beginning to feel very overwhelmed by the project
and having never organized an event like this before, I am unsure I know what I am doing.
Sometimes I get the feeling that I am trying to torpedo the idea myself.

To be really honest...this project might fall apart at any moment.
Sorry.

.................................................
Maybe before I go any further, I will present to you again, the question of commitment.
I need to nail down certain costs before I can arrange the actual event registration.
Costs like the rental of the meeting Room for the event and the catering costs for a banquet.

But I realize that regardless of those costs, there will be other related expenses
and limits to what people will be willing to pay.
I've decided to use the IPMC event as the example and create a mock registration based on that.

Please read the next post.

[airdave]

Paper-Con...Dayton Ohio March 25 2017

The event, held at (TBA) Hotel, will be a public event.
It will be advertised locally on online.
The public is invited to tour the event, see paper models on display,
learn about the hobby, and take part in judging.
Door prizes will also be offered.

The event will take place on the Saturday from 10am- 4pm.
There will be an earlier display setup period and a short Opening Ceremony/Lecture.
(If possible, display setup on the Friday night will be arranged)

Registered Participants are invited to take part by setting up a display table showcasing paper models and crafts,
and/or offering demonstration and paper modeling related resources.

Vendors are also invited to participate.
Participants can sell stuff!
We can try to invite some local Hobby related vendors too.

However, Paid Registered Participants are not required to do the table thing.
You can just show up, enter a model in the competition, enjoy the banquet, etc.
You don't have to set up an entire display table, but a table is reserved for you if you want it.

A model competition will also be conducted.
Any and all displayed models will be eligible for varied judging and awards.
There will also be publicly voted awards.
An additional table will be available for competition entries not associated with registered participants.
Rules will be more casual than at other model events, since our focus is more on the social.
Like the IPMC, the awards and judging will reflect comraderie, fun and sportmanship,
as well as model quality and expertise.
I plan on offering some sort of event Award(s) and physical prizes.

After the event, there will be a tear down and cleanup period (maybe 2 hours?)
and then a catered Banquet meal and Awards ceremony.
(Possibly a cash Bar, if the hotel can arrange this)

Obviously I have to think about many other related issues and costs,
as there is still much to sort out...

using the IPMC as an example, I've decide to set a participants cost of $125 as the maximum.
If we can find ways to reduce this cost, we will.
If I get three dozen registrants, I can guaranty a reduced cost!

$125 gets you registration for the event...a single 8ft. display table (and chairs).
This also includes participation in any pre-event activities
and after event activities.
It also covers your cost for the Banquet Meal.
Additional Display tables will be available at additional costs (maybe $30 per table?)

I'm going to try to offer some other special perks for participants,
I have a few ideas in mind, more on that later.

There will be an additional cost for Guests at the Banquet ($35-$40)
This will only apply to Guests of a Registered Participant.

Hotel accommodation costs will be the responsibility of the participant,
but we will try to arrange some reduced rates and package rates.

If anyone wishes to bring and enter a model, but not take part as a registered participant, they can.
I will set up an additonal table(s) for those models.
Unfortunately the Awards ceremony will be part of the evening Banquet,
so only Registered Participants and their Guests will be able to attend.
Any awards for competition-only participants can be picked up on Sunday at the hotel or I will arrange delivery at a later time.


...
So thats basically it...

I need to know how many people will seriously commit to taking part.
How many will pay the Participants fee and show up.

I also need a general head count to make arrangements with the Hotel.

Let me know...post it here...or email me and tell me cutandfold.info[@]rogers.com

Please don't say yes if you are unsure.
I seriously have to determine if enough people WILL commit
to decide if I fight to make this event happen.
If there just isn't enough participation, then...

[Vermin_King]

Wow, I don't even hear crickets chirping.

I appreciate that you are doing this legwork, and I certainly hope it can happen. I'll be there if it happens, but this silence is deafening

[airdave]

Yes, to all, please don't misunderstand...

many of you have already shown some interest
and some of you have said that you would/might attend.
And I appreciate that.

I'm just at a point now where I have to separate the "would love to take part..." group
from the "heres my money" group.

If you're like me, you have life getting in the way all the time,
you don't have a lot of money to throw around,
and you hate large crowds of Canadians.
Don't worry...you don't need to apologize or offer any excuses if you can't take part.

I'm willing to put both feet in, if you are.
But this venture has to pay for itself, or it just can't happen.
Which means I have to have a serious commitment from a minimum number of attendees.
I'm not asking for money yet...but the commitment has to be a semi-solid one.

I promise you'll have a good time.
I'll do my best to put on a good show.
And, you can visit the USAF Museum while you are in Dayton.
But it won't happen without you.

Hopefully its okay to say that Don Boose has already commited to the event.
And it looks like Vermin is saying the same thing.
So thats three of us! woohoo!

And, as I said, with enough participants, I know I can reduce the cost.

...