Hello,

Quick note first
I am possibly unique in this, but today it was a huge surprise to me to check the GenCon dates and to realize that they've been changed. The con is August 19-22, not late July like I thought.

Go ahead and mock me if this has been common knowledge for however long. I'm posting it just in case I'm not the only goof in the house.

More substantive stuff
It's time to talk about the booth design and logistics. It's the same size and basic look as last year: an endcap, 20' broad (head-on) and 10' deep. In some ways that's awful small - there will certainly be no neutral space. In other ways it's pretty big, especially since it's not enclosed and people can wander in from any of three sides.

I want to preserve the basic idea that the booth is primarily about actual play. Lots of little tables, lots of chairs, lots of "hey! I'll show ya!" going on. Paul's Thirty-Man-Hours display rack will certainly be there, and there will be one long table along part of the back to serve as purchase-point and various storage (i.e. under). P

ublishers who have paid for the privilege may mount posters on the back curtain or stand them up on said table. The Forge banner will be posted on the back curtain.

Fortunately, there will be no stumble-over pile of boxes this year, which was an unexpected complication last year.

So! What do people want to suggest, or to revise from last year? Or anything else about the look, feel, conduct, and general activity at the booth?

Oh yeah. Yes, I know that managing monkeys' and publishers' presence at the booth is a big deal. We will work hard (a) to keep enough people there to have meeters & greeters, and (b) to keep enough people away in order to make room for money-bearing customers. So give us all a break and talk about other stuff that's important too.

Best,
Ron

Planning ahead is good and all, but there are limits. I mean, how many of us are even going to be alive in 200 years, let alone going to GenCon?

Sorry for the nonsubstantive post, but damn am I amused with myself.

Gahhh, people who can't keep straight when the most important convention in the hobby is being held, by month, have no business moderating someone who mocks them about dates ...

Mock away, mock away, I say. I stand before you, schedully-impaired.

If someone could post about the booth logistics, though, that would be nice.

Best,
Ron

I don't suppose it's any use to bring up some of the ideas that I had that were shot down last year. Stuff like alternative furnishings (chairs that can support a big guy like me, for instance). Basically, if it's off limits this year, it's still off limits?

Will we have a computer at the booth this year? I still have a program that I put together that would do all the tabulation automatically, and produce reports for each publisher when needed. Or will we still be on paper?

Mike

Hi Mike,

About the chair, my question is, can you provide it? (Damn; if we were still in Milwaukee, then it would be simple.)

As for the computer, the concern is power. You pay for power at GenCon - in fact, you pay through the nose, unless you want to do the car-battery thing like Greg P does. I'm not saying no, but I do want to say that I ain't paying for it by myself. And the buy-in money as it stands is only taking a bit of the hurt off the primary sponsors; spreading it out over other stuff isn't immediately attractive.

Best,
Ron

In an earlier thread, both Ralph and I suggested that the back table be moved from center location to abut an aisle. During busy times, this would allow the cashier to answer questions from the periphery, and as Ralph noted, improve access to the sales point.

Julie

Hello,

Last year's GenCon 2003 is probably good background reading. I turned out to be wrong about a dozen things, so don't treat my posts in that thread as rules for this one.

For instance, if we didn't catch any shit for Greg's car battery, I don't anticipate any for carting in one measly big-guy chair. (But Mike, you gotta organize that, I can't due to brain melt-down.)

Also, the single point-of-purchase was a huge success, and I give credit to Matt Gwinn for finally explaining why so that I could grasp it, as well as to Danielle and Julie for managing it most of the time.

Umm ... so, what do people think about advertising actual play? My little dance worked more often than anyone (I presume) would think, so maybe something a little more active? Leaflets? Pamphlets? Signups? Or?

Best,
Ron

Hey

Well I play on having my deadbeat friends wandering around with pamplets while they are enjoying the show. Maybe a single leaflet with all the stuff going on at the booth would be a good idea. One of the bums is even supposed to dress up as a goat and try and get people to the booth (he lost the american idol bet with another bum).

About the power, how much would it cost? I would be willing to pay some extra cash for power (as long as it isn't lots more). The computer reports sound like a good idea

As a newbie to the whole GenCon as exhibitor scene, how exactly was the booth set up last year?

I can't believe I am going to volunteer for another thing, but...

Menus
There will be a game menu this year. All booth participants will submit to me the name of their game, hopefully with a logo, a website address and a one or two line blurb. Cover images are delightful, as well.

I will then make half-sheet menus that we can strew about the place. They'll hopefully even have a map or directions to our booth and a little about what we are doing on the back. They'll be on bright cardstock, so they will look and feel cool. You will all give me a dollar or buy me a drink (as in root beer or lemonade) or something for doing this.

Names and shtuff are due to me no later than July 15th. If you don't submit to me by then, you simply won't be on the list.

Booth Monkeys
I will be there with Dro. We can usually handle anything BW related that comes along. Vincent, Matt Wilson and Scott Knipe were amazing BW boosters last year. I want them on my team again. :) Vincent, Scott I hope you'll be there!

Scheduled Demos
This is an interesting idea. I think a schedule could be worked up well in advance of the show. Sorcerer, 12 noon, Saturday; Riddle, 4 pm, Friday, etc. Personally, I think there should only be one or two scheduled games a day. From my experience, the walk-in technique worked well. This should definitely be discussed more.

Furniture
Ron, what are we doing about furniture this year? Are we simply renting again and taking the hit? Is there another option? Is anyone driving with extra storage space?

-L

I'm there and would volunteer my laptop cept we're looking to use it :P
Can scrounge around however...do have a second laptop, just need to see what it needs to be fixed, can help provide that maybe?
Laptops slightly older, Pentium 2, Windows 98, can run most everything business like. Power on something like that wouldn't be too much, battery isn't the greatest but still~ Less to haul though.

A few notes:
1) I was planning on bringing the car battery and inverter again this year. This should be sufficient to run low power electronics without any problems.
2) I don't actually have a laptop with a CD burner, so I'm looking for a used one (Mac) to buy, or any CDRW laptop to borrow.
3) I'm scrounging around to find one of those multicolor programmable LED signs for the use of one and all at the booth. People are mesmerized by the pretty colors...
4) I think we should give away free poisoned candy and only give antidotes with a minimum $10 purchase.

To organize a 10 x 20 space? My first thoughts would be to put the casual/demo(D) bit at one end, the retail stuff(R) in the middle and the sales(S) at the other end, with some rotating selection of "featured product"(F) near the checkout station to get the last minute impulse buys.

D.......R.......R......S(F)
.....D...................S
D.......R.......R......S(F)

Although having the retail stuff on the end where the high foot traffic will be might be better than having it on the sides. Just my thoughts.

Greg
BTRC

I agree with Julie and Ralph about the point-of-purchase table being along the back outside edge. While I understand a symetrical layout like in 2003 has an appeal ("They'll see our demos and be drawn in") I think the logistics would be better served by having the shelving on the outside edge of the booth (perhaps in the opposite corner of the Point of Purchase[PoP]) and having the demo area in the center might be good. Folks who have already consented to play in a demo are less likely to mind having to navigate around chairs, tables & people than folks who are just speculatively browsing the games. I know Ron's brought up the possiblity of losing the sale on the walk from the display rack to the PoP, but I think we also lost people last year due to the crunch at the PoP.

If we define the back curtain as South, I'm thinking that the PoP be in the SW corner (to allow writing space for right-handed money-handlers) and Paul's wooden shelf in the NE corner. If Greg is staking out a table with the CD burner again, he should be in NW or SE corner. There should be a rule of thumb that demos/sitting down with a customer to look at the book should start as far from the shelf as possible (start West and work their way East as tables fill up) to ease the natural tendency toward crowdedness at the shelf.

As long as there will be a computer on-site, I am open to putting together a "pdf flyer" for any any all Forgites (Forgees?) to be burned onto any purchased CD. If someone has a portable printer, that also gives us the capability of making flyers or signage as we need it.

I have no problem with a computer being tucked off into a corner, and I'd much prefer it be off-table when it's not actually being used so that me or anyone else can use the space as needed.

Greg Porter
BTRC

Actually Michael, using your directions, I'd rather have the detail display in the north central and north west next to the PoP.

That frees up the entire east side for wide open demo all the way to the aisles, and it also puts the product close to the cashier. That location is not only more convenient but also somewhat more secure I think.

This is sort of in line with what others have suggested, especially BRTC Greg with his nifty faux-diagram.

Three demo tables, one on schedule, and two for spur-of-moment (or maybe the other way around). I'd make the scheduled table(s) more prominent than the non-scheduled.

Put the cash wrap and display rack next to each other on one end. Make it so the buyer is actually standing in the aisle when they pay.

I definitely wouldn't place the cash wrap somewhere hidden from view, though. Gamers need to see other gamers buying stuff at this booth and then see gamers playing the stuff they're buying. It works better in that order. They need to know that other gamers think our stuff is worth money.

What's the deal with storage space at the booth? If I'm just a regular hundred-dollar schmoe, how many copies can I store at a time?

Valamir wrote: That frees up the entire east side for wide open demo all the way to the aisles, and it also puts the product close to the cashier. That location is not only more convenient but also somewhat more secure I think.

Hello,

Matt asked about storage space, and that's a tricky thing. Given that people arrive festooned with satchels, backpacks, bags of stuff they just bought, and various removable articles of clothing ...

... and that's just the booth staff, never mind the customers arriving who sit down to play demos or otherwise hang out ...

... then where to put boxes of stuff to sell are a serious problem. I'm sure everyone remembers how many times we had to dig frantically through a haphazard pile of boxes and bags and other crap in order to find a handful of games that had just sold off the shelf. Or that at least one table would end up commandeered as "space for my stuff" by someone or another by the middle of the day.

I really want to minimize all of that this year. I'm going to ask that people not bring their personal "house on my back" wad of stuff to the booth, and that one's stock at the booth should be given a single, identifiable space throughout the entire con.

Obviously, I don't want anyone to run out of stock, until the very last minute before they leave the booth for good. So saying something like, "You can't bring more than 20 copies at a time" seems like the wrong kind of rule to implement. Can anyone think of a better way to deal with it?

Oh, and to get to the crux of Matt's question, if the better solution (which I trust will appear in a few posts) can be graded to "senior" and "junior" categories which do not hose the "juniors," then that would be excellent.

Best,
Ron

I think the easiest solution is:

1) to bring some reduced level of copies to the booth
2) to designate the closest hotel room (presumeably at the Westin or Hyatt) as space for additional daily inventory storage.
3) to leave a spare room key for that room in the cash box guarded by the cashier.
4) when minimal stock runs low a quick run over to nearby hotel room using key from cash box can refresh stock without having to lug tons of stuff around.
5) after hours more complete refreshing of stock in hotel room can be made from reserve stock in members own hotel room.

Of course this requires someone(s) in a nearby hotel room who would not mind non room residence entering room throughout the day to get restocked.


A slightly off the wall suggestion would be to ask all sellers to purchase the same model of stackable rubbermaid-esque transparent storage boxes of a size large enough to hold a dozen or two copies. Ideally even the kind that function as drawers after you stack them.

Inventory could then be housed in a neat, organized, easy to get to, and attractive if seen by others format.

If we wanted to get even slightly nuttier, such a stackable "wall" could even be used as a piece of booth furniture itself, serving as a back table for display of fliers and such instead of being under a table (perhaps using an opaque and labeled version instead of clear).

[rapidly seizes the day]

To all participants! Ralph (Valamir) is now in charge of the system he has just proposed, including tweaking it according to others' suggestions and his own judgment!

If my hotel room is located in as easy a place as last year (just across the street, connected by a single escalator and elevator ride), then I'll volunteer it for this purpose.

My vote is for the Rubbermaid thingie, but Ralph, you'll have to figure out just which brand and model we're supposed to get.

Best,
Ron

Hi, Ralph.

To add to the wackiness, perhaps we "junior" booth members could share boxes. >>gasp<<

Also, I like the hotel room micro-warehouse idea (unfortunately, my rooom is about 4 blocks away, so mine won't do). Running to get restock is another thing booth monkeys can do to get us away from the booth itself.

If the demo tables had drapes, you could make the "pillar" that supports the table out of stackable "drawer-type" storage units, which you could then put a company label on so everyone would know where to find a item for shelf re-stocking.

The top storage unit (at least) would have to be anchored to the table top somehow, otherwise the first person to lean on it with their elbows would topple the whole mess. Preferably, all the units would be anchored together, and the bottom anchored to a wide base.

I'm great for ideas. Now to let someone else do the actual work...;)

Greg
BTRC

I'm staying with a friend, Tony, who lives in Indianapolis, and has a pickup truck. He orders, oh, 20 of these: http://www.aclassicpartyrental.com/images/chairs/barstool_2.jpg

And for $100 we get to have the barstools that we always wanted. We could get the associated tall tables for $5 a throw. Lots of options here.

Heck, barring that, I know where I can get free folding chairs that are more sturdy and comfortable than the junky standard chairs that they provided for the booth, ones that I could just bring along myself.

I think this would go a long way to making a nicer atmosphere.

Mike

high round tables with bar stools would rock on toast.

I'd be really tempted to go with one Umbrella table too, posters and such could be pinned to the fabric. That would be kewl.

You know, I don't think there is an explicit prohibition against how -tall- a booth can be. Dya think we could make one a couple stories tall? Maybe a nice spiral staircase, a clock tower that we could rent out to potential snipers, a fireman's pole for the express checkout line, stuff like that?

;)

Greg
BTRC

I (or someone else, maybe) proposed it last year, Greg. :-)

Actually I think fire code or something does prevent it. Otherwise...

Mike

Hello,

I need someone to examine the relative costs of these two things:

1. The services provided by George E. Fern, the company which works directly with GenCon.

2. The services of any plausible source of alternative furniture. Mike, you just referred to free chairs, which sounds wonderful, but not until we have a real and actual commitment by someone to bring the things to and from the exhibit hall.

I've got the information for #1 although not the time (at this very moment) to post it. Can anyone start looking into #2 with a real, practical eye, as opposed to saying, "I'm sure we could rent from somewhere in Indianapolis" or similar what-iffy suggestions?

Best,
Ron

Ron

Did a quick Google and found this company in Carmel, IN. Here is a link to their Chair Rental Page. I try and find some more in the area.

Keith

Folks, is this even possible? Doesn't GenCon require you to use (expensive) furniture they provide? Ron, do you know? Is this something we can ask Peter A and/or his staff?

I was under the impression that bringing in chairs or furniture like this is a big no-no. As expensive as it is (and boy is it expensive!), this is a key component of how GenCon and the convention center make money, no?

Regarding stuff:

1) GenCon does not require you to use their furnishings... you may bring your own. A lot of people suggest those cheapass folding chair things from the WalMarts of the World... I do not. They collapse unexpectedly -- with your ass in them. It isn't fun, especially if you go through conventions in the state I do.

2) As with last year, I think the Apophis booth is against a wall... which is just plain awesome for storage. Should some of you kids need, and should the wall-thing be the case, I have no problem with letting you guys put a moderate couple of things stashed back there for easy-access storage throughout the day.

3) As always: banners, flyers, pamphlets, and what-have-you: I gots tha hookups! Let me know what you need.

Dav

Hey all, I have no input: Last GenCon for me was back in 96, so I'm totally out of the loop.

I'll be there, though, on the Forge Booth Babe Team (aka Booth Monkeys, etc). My back is strong and my legs are fast, I don't tire easily, so I'll be happy to be the Running Man-bitch for Ralph and crew; runing to the hotel room to grab boxes of books, etc. I'd appreciate if people can spot me some Gatorade sometime in return, tho, if you see me wheezing/sweating like a dog.

<s>Questions:</s> EDIT: Answered by self

Q (for Ron): IIRC, Ron had one of those "Swiper" credit card readers, and because of it booth sales were pretty high (Yay, credit! etc)... Was that swiper used for ALL Forge booth products, or just for Adept Press products?

EDIT: Nevermind, I needed to do a little search to see that in 2K3, Adept and Driftwood accepted CC payments, and that for this year:

Re 100 dollar buy-in wrote:
What this entitles you to is this: (a) banner space on the back wall and curtain, (b) inclusion in a spiffy handout pamphlet (logos, shiny paper, etc), (c) scheduled and volunteer-supported demo play (your demos will be played), (d) credit card payment privileges. This is in addition to the benefits listed in the two categories above.

Twelve foot high structures require approval. Researched that carefully for my own booth design :D Managed to do what I wanted with 10 feet tall, and even that is a bit big and definetly eye catching :D

Hey Ron,

Do we have an assigned booth number yet? If not, how will the booth be listed on the map? "Adept Press"?

Thanks,

Paul

Hi there,

Our booth number isn't assigned, to my knowledge - they're still working out the assignments based on who has and has not yet paid on time, relative to "early priority" vs. "priority" and similar designations. That might change at any minute.

Best,
Ron

Ron Edwards wrote:
I want to preserve the basic idea that the booth is primarily about actual play. Lots of little tables, lots of chairs, lots of "hey! I'll show ya!" going on. Paul's Thirty-Man-Hours display rack will certainly be there, and there will be one long table along part of the back to serve as purchase-point and various storage (i.e. under).

Ron Edwards wrote:
Oh yeah. Yes, I know that managing monkeys' and publishers' presence at the booth is a big deal. We will work hard (a) to keep enough people there to have meeters & greeters, and (b) to keep enough people away in order to make room for money-bearing customers. So give us all a break and talk about other stuff that's important too.

The importance of the booth monkey ninjas (with the kung fu grip) cannot be over estimated to the success of the booth the last 2 years. There's been frequent mentioning of "too many people" at one time, but it should be pointed out that having too few people would be a far worse problem than having too many.

So I first wanted to note that booth monkeys should not feel like they are superfluous or in the way. They are vital, and appreciated.


Second the problem wasn't really one of being too many people, as too little organization as to what they should be doing, which led to alot more standing around chatting and twiddling.

One source of this I think was too much reliance on Ron to take initiative and give the booth direction. Ron did alot of this, but we all need to be aware that he is there to sell Adept Press product and the sacrifice he makes to help the rest of us out translates directly into lost sales.


So...what I think is necessary...IMPERITIVELY necessary is some real organization to the (wo)man/power at the booth this year, and that this organization needs to emphatically NOT be provided by the major booth sponsors. The major booth sponsors are fronting a good bit of cash for the booth and need to be focused on making that cash back with sales.

What I'm leaning towards is a designated Head Booth Monkey and Chief Monkey Assistant. This person(s) primary responsibility is not making sure that there aren't too many monkeys in the booth, but rather finding something for those monkeys to do. Their primary reward for this task other than gratitude and hearty pats on the back (and maybe a round of drinks or two) will be the ability to officially designate the name by which the booth folk shall be referred to (perhaps Super Secret Forge Ninja is preferable to Booth Monkey).

Andy's idea of organized play in open gaming areas is a perfect example of what these Monkey Ninja types can be doing that is both a huge contribution to the success of the booth but also involves being not crowded.

I'd like to see this person be in charge of finding suitable locations for such play (i.e. taking the initiative to go out and look for them including interacting with Gen Con staff as necessary) and in organizing the available folk to utilize them. In other words, when one of the good folk wanders in and says "hey how can I help" this person is the "go to" person to ask.

Maybe it means carrying around signs, engaging in cross promotional efforts with other indie-type booths, filling in for demos, starting an open play demo, kidnapping people off the street to play a demo...whatever...it would be this person's job to figure it out and get the folks organized.

Any takers?

*sigh* I was eyeing this thread all damn day long after Ralph's post hoping that someone would jump on it. I think I'd do a good job at it, but I didn't want to be too impertinent. I mean, I don't even know who's going yet.
However, considering:
* I'm a pretty good planner.
* I'm pretty good at finding out what needs to get done and making people do it.
* I'm not selling anything this year.
* I'm relatively close to the convention (connected hotel).
* I'm friggin so excited to go to GenCon this year that I'm already making purchase lists and "Must Play" lists.
* I have a lot of energy, and no physical conditions that would keep me from moving all over the place 10 hours a day.
* I'm a ruthless, yet benign, dictator.
* I think micromanagement is for suckas.
* Yet I'm the first one out of the trenches when it's time to move: I delegate, but I DO do the dirty work. A lot.

I'd be happy to volunteer to be the Prime Booth Ninja Coordinator.

Here's some strikes against me, for those counting:
* I don't know many of you off of the Forge, in real life.
* I haven't been to GenCon since 1996, so Indy is unfamiliar ground.
* I won't be going to GenCon 2005 (max is once every 2 years), so if you're looking for someone who could do it every year, I can't.

Here's some relevant/irrelevant shit in case you were wondering:
* I'm 29.
* I do a lot of management, planning and the like at work.
* I wear hawaiian T-Shirts all the time, so that may or may not help you find me in the halls.
* Favorite leader, currently: Foreman Steve from Monster House- He knows how to get things done without micromanaging or doing all the work himself.

Anyway, if everyone is cool with that (and it's fine if someone isn't let me know- I'd be happy just being there and lifting heavy shit), I'll take on the role of Prime Booth Ninja Coordinator.

If I do, though, I would DEFINITELY need a Chief Assistant (someone who isn't selling games), so that we can have one person in the Dealer Hall and another running games out and about in the open gaming areas, etc.

Let me know what you think. In any case, we need to take this shit offa Ron's hands so that:
1) He can sell his games and run demos.
2) He can "Be Ron" when he's not selling his games and running demos.

-Andy

1) We know from experience that you can bring chairs in. My business partner is bigger than Mike and Ralph combined, and we regularly bring in a chair for him. It's actually cheaper to buy one at OfficeMax and throw it away at the end of the show...

2) We (Ad Astra Games) have asked to have our corner booth share an edge with the Forge double booth in the Quiet Zone. We plan on bringing plastic shelving units to use as the "border" between the booths, as per my prior posts on this subject. Provided you don't knock our stuff on the floor, and you keep people traffic away from it, you are welcome to use "your side" of the shelving units (the part that's too deep for us to reach easily) to store whatever you will. This is for INTERNAL STORAGE, not customer displays -- it's where you put the re-stocks, please! We intend to keep foot traffic out of that area of our booths to prevent shrinkage.

Ken Burnside

Unfortunately, GenCon did not put our booths on the island -- they put me on the Island, and put you across the row, facing me for the end cap.

Which means we have no common wall for sharing a shelf unit.

Interested in attempting to fix this, Ron? (Basically, I'd ask that the two booths sharing a back wall behind mine be swapped with your end cap).

AdAstraGames wrote: Unfortunately, GenCon did not put our booths on the island -- they put me on the Island, and put you across the row, facing me for the end cap.

Hiya,

The Ad Astra positioning is no big deal. We're near each other, and frankly, I wasn't all fired up about the shared border either positively or negatively. Let's just enjoy and utilize the fact that our booths are near one another, and move on.

Best,
Ron

Questions were asked regarding computer use...

Now, let them be destoryed... by answers!

I have a Toshiba Satelite 1400 laptop computer. In use, plugged into a wall, it draws 12W of power, 17W if it is simultaneously charging a battery. It's a 1400MHz Celeron running WinXP so it can handle pretty much any application you can throw at it. (EDITED NOTE: the battery, sans power, will last between 1.5 and 3.5 hours per charge; i only have one battery. It sounds like you'll be using it for things that allow much longer usage, you might get as much as 5 hours if i properly understand the "strain" you'll be putting on the system). Current plans call for me to spend a lot of time over at the AdAstra Games booth, so if you guys want to borrow the computer i don't mind. Please try not to break it though...

On another note, if they are needed i have a very nice set of folding bookcases. They are reasonably sturdy (you can load them with books) and collapsable so if you aren't using them they can be moved out of the way. Best of all, they are almost completely empty since i have most of my library in boxes at the moment...

Let me know what you feel you can use...

Thomas

LordSmerf wrote: Now, let them be destoryed... by answers!

The Indiana Convention Center has Wi-Fi Access Points. I don't know what we would have to do to get access to the network as they may want money... However, it's possible that it's all open access which would be nice... I therefore recommend that anyone with the equipment come prepared for 802.11b wireless networking...

Thomas

Andy.
Does the machine you mentioned have a CD burner? And as far as power goes, I'm bringing a car battery and a power inverter. Should run a laptop for a weekend...

Greg Porter
BTRC

My machine has a CD Burner, and you guys are welcome to keep it over at the Forge booth if you need it...

Thomas