I realize it's way early, since this has taken place in April in the past... but hey, I wanted to get discussion started.  I had an amazing, fantastical, terrific time last year, and I want more!  More, do you hear me?!

GamerChic

Hiya,

I do hear you. I also had a fantastic time and would like Forge Midwest to continue. Its roots lie in DemonCon (my little activity/club thing at my university, 2002-2004) and in the Embassy Suites scene at GenCon, and I'd like to see what can be grown from that.

Here are some of the hassles, though. I'm hoping to overcome some of them for 2008.

1. People want to be able to visit Chicago conveniently during their visit, and they also want not to pay an arm and a leg for hotel space. This combination is ... well, not impossible, but it's pretty difficult. A related issue is that the actual space has to be appropriate: a decent room, nice tables, pitchers of water, generally a comfortable place to be with plenty of room, not claustrophobic or tucked away in some 8th floor or whatever.

2. We need a decent promotional effort, not just on-line, but also locally. For it to work, we have to make sure that the unique features of Forge Midwest get articulated and showcased.

3. We might need additional features. Personally, I'd like at least one evening to turn into a real knock-down drag-out party with a live band, but that's just me. (I am old and belong to the generation that thinks that air-guitaring is not at all stupid-looking.) I think some workshops and endeavor-style activities would be cool too.

4. I'd like to see some commerce there, for publishers. However, it's key to the whole idea that there's no distinction among anyone; you show up and pay and that's that. So no official vendor status is involved, or reserving tables, or anything like that. But still, the idea that you can buy games at Forge Midwest seems like a good idea to me.

5. It has to be affordable, overall. I really want to keep costs down for an individual attendee, I mean, way down. But obviously, the thing has to pay for itself and not put its organizers a bezillion into the hole, nor hit people with unexpected costs for attending.

So yeah. I'm thinkin' about it, and so are Ralph and Matt, and anyone else who wants to. I have really, really enjoyed myself both years and want to keep it going.

Best, Ron

Have you thought about trying to find either (1) a game store to host it or (2) a college at which to hold it?  Those seem like they might be alternatives to the GenCon "rent a space and sell badges" model.

-G.

I agree with most of your points Ron, but I'm uncertain about the need for promotional efforts beyond what's been done in the past, and disagree with making it a commercial event. For me, the draw is a weekend spent playing games with friends, and having a chance to actually spend time speaking with them. And it's nice to visit Chicago.

The draw of Forge Midwest for me is that it is small and has no commercial element. It's about connecting face-to-face. No one is there to sell a game or work. Forge Midwest reminds me of a family reunion that's grown too big to be held at someone's house, and I'd like to preserve that feeling.

That's not to say that I feel new folks should be discouraged from attending. I'm all for making new friends (like Clyde, whom I met for the first time at a Forge Midwest).

Workshops and a party sound like wonderful ideas though.

Oh, and a big thank you to Matt S. and Paul and Danielle and everyone else who helped make the past Forge Midwest a great time!

Hi folks,

Ironically, I was gathering information together to propose that Forge Midwest be moved to the Detroit area next year. I have one place I'm looking into that is close to multiple restaurants (bars too) and easy to get to from the airport. I was getting info about the meeting room space and multiple room bookings before I presented the change of location idea. Well, let's throw out the idea of a change and discuss it.

Thanks, Danielle

Thor, thanks for the nod as far as the other two F.M., but Paul & I weren't really involved. Credit should go to those who did, they did do a great job.

Hey Guys-

I work at a Clarion Suites in Madison, WI.  I've been talking with the management, and I may be able to discounts on rooms, and meeting space.  I'm talking a decent sized gaming hall, nice rooms right in the hotel at conventioneer prices.

The only caveat is that I have to have a date so the sales guys can nail it down.  I was looking at the second weekend in April (11-13).  Would there be any interest in this?

Whoa! That might be it!

Matt, Ralph, and I will consult quicky-quick and let you know, Willow. You're a hero.

Best, Ron

Just a note on commerce - at Camp Nerdly we had a specific time (Sunday during breakfast) when there was a bazaar - people could bring whatever they wanted to sell, trade, or give away.  There were games, but also hand-made crafts, paperbacks to swap, all kinds of stuff.  It kept the buying-and-selling under control and worked out quite well.  Since we all knew in advance who was coming, there were also quite a few hand deliveries and trades happening. 

That date and place works for me, Willow. Thanks for offering this.

FOLKS! I am not CONFIRMING this is where Forge Midwest will be just yet. Like Ron says, he, Ralph and I will put our heads together. It IS a very good option, however. Madison is a way cool town! (Not sure what, if any, airport option there is for out-of-townies.)

I'll be talking to our sales manager tomorrow to see what we can set up.

Madison is served by the Dane Country Regional Airport- http://www.msnairport.com/
The hotel has a free shuttle to/from the airport.

Hi Jason,

Thank you! That really helps; the Camp Nerdly commerce-model is close to what I had in mind. I'm thinking, definitely a designated space for sales, and possibly a designated time or times.

I definitely recognize that "maybe I can make a sale" will change the tone and content of play, if it's present as an ongoing issue. I also recognize, and want to promote, that people want to buy and sell games. So that seems like a good compromise. More stuff to put our heads together about.

Best, Ron

Hi,

I know that April is the traditional time of the year for Forge midwest.  However, some local universties in my area (Ottawa, Ontario) will book out residence rooms for super-cheap rates, so long as you do it in the off season.  Due to the way most residences are laid out, you usually get one or more lounges for free.  I'm certain that they'd be willing to consider providing and/or staffing a cafeteria as well.

If moving the date is an option, this could really drive costs down.

Cheers,
Darcy

Madison is actually pretty convenient for me. I know people in Madison. Also, Madison has a nice brewpub.

Oh, I'm interested in seeing this "live band" thing happen.

Hi Willow,

Is that the Clarion on Rimrock road, by the Alliant Energy Center?

Hi everyone,

Madison really is a nice place. We've got most everything your big city's have, like all the food of the Earth, (Indian, Korean, Japanese, African, Inca, Mexican, Middle Eastern, Jamaican, tons of Veggie options including an all Veg Restaurant) but we're smaller and prettier. Well... not me personally, but the city. We have a population of around 400,000 in the Madison metro, and have 3 Brick and Mortar stores (maybe four). There's cultural stuff, and a cement skate park, there's probrably a kitchen sink to be thrown in also. We have quite a few Indie inclined folks who didn't come down to Chicago last year for whatever reason. If the decision is made to come here I will gather all the info, about restaurants, travel, hotels, etc in one place so you can plan out a trip, and I'll personally take on hitting the local gaming community with flyerage, and an e-campaign. (Although I expect Tim will beat me to it.) I can't do that for Chicago, or Detroit.

I'll also offer up some of my 950 sq foot apartment I live in for the poor people, and I'll make a 6 quart pot of Veggie pasta sauce, plus pasta.

No matter where it is, I'll advertise it on my show also.

Yup, the Clarion's on Rimrock.

So, I've been talking to our sales manager.

Yes, we can get the big meeting room available, which has plenty of room for gaming.  (It's often used for wedding receptions.)  This is free if we book enough rooms, so we don't need to worry about charging for convention attendance.

The rates would be based on expected attendance- what kind of turnout has Forge Midwest traditionally drawn?

Willow wrote:
Yes, we can get the big meeting room available, which has plenty of room for gaming.  (It's often used for wedding receptions.)  This is free if we book enough rooms, so we don't need to worry about charging for convention attendance.

Yes, how many rooms?

We've typically drawn around 40-50 people. Now, not all of those stayed in the hotel. Many were Chicago folks. And, many people shared rooms. I suspect the rates in Madison would be a bit more reasonable.

I'd hazard a REALLY fuzzy guess of around 8-10 rooms. It's really hard to tell, though. For example, we may lose many people if we get away from O'Hare. But, we might gain more Wisconsin or Minnesota folks. Who knows.

Um, yes, interested? I'm going to try to hit every convention within reasonable driving distance of the Twin Cities (MN) this coming year. Is there any form or shape of a sign-up list or website or some such, besides this here thread?

Also, I'm so-so on the bass and can do a good job with lead vocals, but not very well at the same time. Vocal range between Jim Morrison and Trent Reznor.

In the tradition of proposals for hosting the Olympics, Livonia, Michigan makes the following proposal for Forge Midwest:

The Livonia Best Western, has a meeting room that will hold around 100 people, and we can have an option for a 2'x6' table, with 4-6 chairs which is better suited to Forge Midwest games over the ten person banquet tables we've had.

The Livonia Best Western is within a 2-block walking distance of burgers, pizza, Mexican, Chinese, Japanese and even an Irish pub.

There is no airport shuttle. But Matt "Kayfabe" Gwinn lives close to the Detroit Metro Airport. (Look for Northwest flights; it's a Northwest hub.) Plans for Friday would be for Matt's place to serve as a "marshalling yard" for folks as they arrive. Give a call when you're off the plane, and one of the locals will come by from Matt's and pick you up. When the Friday arrivals are all assembled, we'll get you to the hotel. Be prepared to mingle, Matt has a gaming friendly basement.

Meeting room are reserved at 12 or 6 hour blocks. I propose 2 options:

A: 12 hour blocks for both Saturday and Sunday, scheduled as follows:
-Three, 4 hour game sessions on Saturday, with a pizza lunch delivered so one of the slots isn't wasted by the need to go from the hotel for lunch. (The hotel doesn't have a problem with us having outside food brought in.)
-The last session on Saturday would end at 9:00. I propose a trip for dinner to La Shish, an awesome middle-eastern restaurant that's just a short walk away. But of course you're free to break up into groups for gaming in your hotel rooms if you want.
-A morning 4 hour session on Sunday. And then 2 hours where we pull the tables around to serve as product display tables and open the doors to the general public for game sales (Paul and I know the owner of a local comic book store who runs an indie comic convention every other year; I intend to talk to him about how he deals with the legal requirements of having commerce, and sales tax, and then we do the same thing), and then 2 hours for mingling and going out to lunch. And then a final 4 hour gaming session.
-Two 12-hour days would cost 35 people $22 or 50 people $15.50, hotel tax included.

B: 12 hour block for Saturday as above and;
-A½ day on Sunday with a morning 4 hour session and a 2 hour open game sales
-Cost would be for 35 people $16.50 or 50 people $11.50, hotel tax included.

Hotel room price break starts at 10 people, standard rooms would be $89.99. Continental breakfast is provided.

The pizza lunch will be an additional fee. I suspect around $5. But we'll set it up so you can pay just for the convention badge if you don't want to participate in the Saturday pizza lunch.

Thanks!
-Danielle

Hm. I could probably make Madison for at least one of the days. Livonia is out of the question for me. So, if I have a vote (which I understand I may not, and that's ok), it's for Madison. I should have known it was too good to be true, having Forge Midwest pop up in my back yard for two years running, eh?

Ok, here's the initial setup I've been able to get-

The rooms at the Clarion would be $109 a night, Friday and Saturday.  If we book twenty rooms, the meeting room is free Friday night, Saturday, and Sunday.  (The meeting rooms are normally $100-200 per day, free with 50 guest rooms reserved.)

I'm not terribly happy with this deal, but I think it's a start to see what needs to be done better.

I really doubt we'd fill 20 separate rooms. But, you know, it's still not that big of a problem to pay for the meeting room. I'm sure we paid MUCH more than $200 for meetings rooms previously.

I vote we do Madison AND Livonia. 

How's Detroit in June?

Hey Ralph,

Detroit is lovely in June but it might not be that practical being so close to Gen Con. How/who has made the location choice in the past?

[glow=red,2,300]-Danielle[/glow]
(cool, glowy)

I'm all for a "Lets have an Indie-Con every 2 months and everyone can attend as many as they can make plan"

Dreamation, Forge Midwest, Forge Midwest 2, Camp Nerdly, GenCon, JiffyCon, et.al.

The more the merrier.

Paul's wrote:
How/who has made the location choice in the past?

Valamir wrote:
I'm all for a "Lets have an Indie-Con every 2 months and everyone can attend as many as they can make plan"

Dreamation, Forge Midwest, Forge Midwest 2, Camp Nerdly, GenCon, JiffyCon, et.al.

The more the merrier.

Nev wrote:
While that would be totally awesome, there is probably a saturation point at which people can no longer afford the time/expense to attend multifarious minicons. Forge Midwest has a surprisingly big draw for being not quite 3 years old. Having more means potentially diluting that drawing power. Which may be worth it, I don't know. I'm just throwing it out there as something to think about.

Valamir wrote:
THAT was AWESOME.  YMMV but I'm personally coming to the conclusion that the 12-24 attendees range is more conducive to "Tons of Actual Play happening all the time" than the 30-50 attendees range is.

Hey Matt, Ron, and Ralph,

Do we have a decision on location?

Give us just a couple more days. The holidays hit pretty hard for some reason, and there's a lot of chaos to disperse.

Best, Ron

Ron and I talked about the event last night.

Forge Midwest is a go. It will be in Madison, very likely on April 11-13. I await a reply from Willow to clarify some key points, and then I'll post a "official" thread as soon as possible with details. Should be within a couple days, folks.

(Willow, I sent you an email to the address you have listed on your profile -- let me know if you don't see it!)

I didn't get your email, Matt.

Madison is great those dates.  I'll talk to the Clarion and a few other hotels I know and see what the best rates I can get are.

I live out in Sun Prairie, and I'd be happy to help out as well.

Brian Curley