Participant Information Center

For "A Gathering of the Faire Folk and Pre Valentines Ball"

(NOT FOR ADVERTISING PURPOSES , please do not give out this address. this site is intended solely for the purpose of  making information available to the members and volunteers of the SWT Science Fiction Fantasy Society and allied groups)

StoryBoard/Ideas

Event Calendar

Site Map

Participate! (help wanted)

Vendor Information

Advertising

Budget (revised 01/04/2003)

Input Form

View Input

Objective for This Event

long range thinking on the subject of Events

Please E-Mail me at arthurthedented@excite.com if you are interested in helping out or have any ideas or suggestions

or you can put them into the input form or even post them the SFFS yahoo list...

StoryBoard/Ideas

IDEAS

Once there...

the layout concept is circular , with the dance floor being the center and guests completing a circuit. From our perspective the merchants are clustered to provide an initial impression of a crowded busy faire and guests will hopefully be met as they exit that by a host/hostess to help introduce them around and get them started.. it doesnt take much effort to catalyze a room full of wall flowers into folks having a good time, and with initiative and a deft social sense, one person can make a world of differnece from there they can circle around the dance floor passing by each of the activities in turn...

StoryBoard

Once upon a time there were some friends who used to hang out , thinking they were the ONLY people on campus who liked sci-fi and fantasy or at least wondering (in the brief moments they could spare form studies) where and if the rest of their tribe was.. One of them, lets call her Susan, had the good fortune to wear some vaguely renn-ish outfit to class one day , along with her usual backpack loaded with buttons saying things like "I Brake for R.O.U.S's" and such and a random person from her class introduced himself and said.. "hey , you might be interested in this" and passed her a small card with some information on it about a ball...

Peter on the other hand was wandering around downtown and saw a flyer.. and another on campus and the two of them dragged Edmund and Lucy along...  Now Susan was REALLY excited about a Faerie Ball and worked on a Costume and Peter always liked swords and dragons and did something vaguely medieval-ish as well...  but Edmund was more of a "magic the gathering" and occasional D&D game type , while Lucy was a much more reserved sort who read a lot and watched a lot of movies but didn't quite take to "acting or dressing weird"..but was game to go along...

When they arrived they signed in on a clipboard and were asked their court affiliation or Faction for the record..with pink glittery wings Susan was pretty sure she wasn't UN-seelie once that was explained  and peter , like most preferred wearing black , and was a bit of a joker himself decided to favor un-seelie... Edmund Played a Blue and White deck in magic so he figured he was either neutral or "light court" and Lucy just didn't put anything down.. they were all told about various games and activitiesthat might be happening later and to listen for announcements from the court herald.. the first thing they could see, and in fact filling their visual field as they entered were various popup stalls and tables filled with jewelry and coloful clothes and wings and things for sale and merchants crying thier wares... it was a brief but fun gauntlet to run, and lucy didnt escape without buying one or two bright shiny things...like a crystal vial on a gold chain...

they were met and invited to join in some games ,and introducted around. Edmund Immediately peeled off to join a card game at one of the tables when they left the vendor area, and Peter and Lucy  started watching the vid feed on the main screen, noticed they were swaying and wandered over to the dance floor just for the heck of it...

Lucy, quietly played  a few rounds of various games,  and then wandred on and found the game dungeon.. Now being a relitively solitary person most of the time she spent a LOT of time on games.. and wall screen games seemed  like a dream come true.. Before she knew it she was animated and howling and playing like a demon in the dimmness of the "Dungeon" among and with other gamers and when her turn was up she and some people she'd been playing with wandered out and were DELIGHTED to find a funny archery competition.. She'd always wanted to try  and now she could.. apparently the game was "bring your own target" and "Ladies Choice".. the men who wished to where lined up down range and ladies who hit them could claim a dance from them (the arrows were marked) [NOTE: I'm just making this up as i go along so if the game isnt well thought out its merely a half baked illustration of the SORT of thing we could do] From there she went on to play with swords , and was happy to find peter and susan there already..they all joined in a "rescue the prisoners" game involving a handfull puppets and stuffed animals and two teams... when that finished a bunch of them were enticed on to the dance floor in a moment of energy... Lucy had found a partner and was wondering where things might lead, and peter and susan who had been just friends.. were still just friends and dancing with others and laughing about it... edmund stayed at the games tables but considered it a pretty good evening .. 

ADDITIONAL STORYBOARDING

Unfortuneately February 2nd is also a major pagan holiday... Imbolc. Not being a pagan myself it had not occured to me how this might affect our target audience.which I suspect will have a higher than average proportion of wiccans ... So , we can either ignore this and hope it isnt a problem or , better yet, consult with our Wiccan members to see how we can accomodate without makng our non-pagan members uncomfortable... For instance my thought on this is to hold the event earlier, and let it out earlier, so that our Wiccan friends can congregate to do as they need to , and everyone else can head for coffee or Pizza... or just go home and get some sleep..after all, it is a sunday night...(if  my ignorance is showing, I freely admit to it.. please feel free to enlighten me)

I look forward to hearing from anyone with thoughts on this.. and if theres a way of turning difficulty to opportunity that would be cool too..

EVENT PREPARATION CALENDAR

still imprecise at this point... but intention is to have advertising material for hand distribution and for on and off campus posting available at the very beginning of next semester.. with  several waves of postings...  

Site Map

Admissions Area

in the admissions area, the gatekeepers will greet the faire folk as they enter the revel, ask their names and then their TRUE names (for the record) and allegiances (filling them in on court factions if need be)  and apprise them of the various games and activities available.. as well as handing them a programme...er, and collecting Gate and encouraging them to fill out the sign in sheet (which should include above info PLUS contact info and info on how they heard avout the ball...) perhaps some kind of membership drive/discount arrangement should be made as well as disconts for selected sister organizations?

Vendor Area

the plan at present has eight vendor spaces... and perhaps this area should be termed "the Bazaar"... while the vendors purpose will be to gain funds of course , OUR purpose in this space is to provide a busy , bright , crowded , visually enriched entrance to the ball... by creating a bottleneck full of fascinating things...

Seating/games area 1

primarily for unstructured socialization ,and stage viewing

Seating/games area 2

table games , like that silly guillotine game, but I'd also love to see a team competition (one player, one artist, one colorer, one captioner per team) for that card game where you make the cards as you go along... and encouraging people to bring random decks of their own to play their own games with ...

I'll probably tote along my D&D soft bound rulebooks and modules in case anyone wants to do a quickie retro game.. (I'd even been thinking of a Liveplay like game similar to live chess, where you have non-costumed people playing the dice game and costumed people acting as the pieces)..

Game Dungeon

Part of my idea there is to have someone select thematically appropriate console games that function like a "gauntlet" and to set them up in the dark and cavernous "stage area" at the front of the ballroom...(if we have the LCD's this would be a great spectator sport too)..with players rotating through all the consoles and then out  (assuming of course that there is a line...)

Activity area 1

Jesterswords..should be enough room for two or three bouts and mayhap small team games as well.. I'll be looking for a deputy to watch this when my back is turned. I have a few stock games that I've played with kids that should do well here..

Activity area 2

I have in my personal possession three of the sorriest, wimpiest , weakest bows that ever were.. I think twenty pound pull  would be a generous . In addition I have the sort of super nerf tipped arrows commonly used for boffer combat with unarmored opponents.. so before the word Archery conjures up some incongruous images, this is another 'virtually no risk of injury" activity that I think will be very popular and has NO chance of property damage... it just SOUNDS worrisome...

to put it bluntly (don't bother to pardon the pun) I'm likely to take a volunteer stint as TARGET, and I think that may wind up being as popular as using the bows... certainly it fits in with the cupid/valentines theme and hopefully I can get   a deputy to watch this area who will also co-ordinate with the mistress/master of the hunt for this to create some appropriate matchmaker games...

Stage/Projector

an objective of the program will be to have visual feed for 100% fo the music program...  Easy things like the ball from labyrinth and the close of Legends, and the wedding in "legend of the leprechauns"  will facilitate this, along with the use of AMV's the stage will provide elevation allowinghte projecotor to go over the heads of the dancers..

the stage has veiwing area on three sides and though its size vaires with funding plans .. form a simple 4x8 to a full 12X8 and should be sufficient at this size to allow a good platform , visible to all for MCing the contests and addresssing the ballroom as a whole, while also providing a central place to keep an eye on the entire event.

Dance Floor

I  think the dance program for the evening will be divided into three parts

In the first part, could set the mood of a fairy ball, starting slowly and working up towards a higher energy...

there will be a bridge program  to elevate the energy some more ..maybe something with drums which seems like a good bridge between ancient  dance and modern energy...

and then the modern dance program of high energy , purely free form dance music with less attetnion padi tothem and more to pure enjoyment...

and then another bridge program drawing the energy back to ancient rythms and sounds

and then easing down toward a slow dance closing...

Volunteers

Please E-Mail me at arthurthedented@excite.com if you are interested in helping out...

Rather than have a single person in each of these positions, I thought it would be more flexible  to allow for teams to work on each... for instane, people interested in helping with song selection and media work, may want to have someone else do the host/hostess ing for the dance floor... this should allow us to spread the load a lottle better with everyone getting to contribute from thier strengths...

The titles and positions are flexible so again , if youre interested in joining in , either in one of these , or in something I havent thought of , e-mail me...

"Messengers of the Court" (posting volunteers)...

Hi! I'd like to ask for help advertising the upcoming event... but rather than have a couple of members frantically trying to do it all,  I'd like to ask each of you to adopt a particular high traffic spot  and post and KEEP it posted (posters seem to come down quickly). just pick someplace your going to be walking by regularly  and keep some flyers and pins on you... I'll be passing them out at every meeting..but if you've got the bug to do more (or run out), you will be able to download printable copies

also I'd like to ask you all to carry the advertising cards on you to hand out whenever you see someone who looks like they ought to be in SFFS or even if they'd just enjoy the event... common signs? wearing  Renn flavored garb or Jewelry to class... (bracers, any chainmail or bodices are a dead giveaway, but there are styles of clothing and jewelry, or even T-shirts that scream "If I'm not in SFFS yet, its because I haven't heard of it!").. or perhaps they're wearing an Anime' t-shirt from a not entirely mainstream show.. or even Bab5 or other sci fi merchandise... another usual sign is ... Buttons... you know , the ones with clever sayings. I know there are a lot of you who don't approach strangers ever, but for those of you who are more outgoing, or who've been looking for an icebreaker excuse , these cards will give that conversational opening to say "Hi!You look like you'd be interested in this"

Gatekeepers

Hopefully we'll have enough people on this that no-one would need to be at gate for too long... also gate would be first point of contact, to take info from potential members etc. AND apprise the guests of what wonderful happenings they can expect....

"Master of the Dark Forrest" (video games co-ordinator)

the space where the stage normally would be, at the far end of the room, will be   a dim cavern of bizarre sounds and flashing lights.. that's right, that's where the video games will be... if the club votes for one of the low funded plans I could use some help in collecting and orchestrating the hardware, and selecting the games to fit the theme...

in the more monetarily enriched plans, where instead of tiny TV's the wall themselves will hold the large LCD projections of the games making it a great spectator sport , I'd really like to see someone select a SERIES of games (one per console), to be run like a gauntlet, perhaps as a challenge twixt seelie and unseelie courts..and integrated with the table and active games....

Master/Mistress of Revels

The music and dance program is at the heart of the ball... this person would serve not only as host/hostess on the dance floor, but the architect of the dance program and video/audio feed for it... working with any dance instructors/acts  we manage to scare up,and using input for the membership that is a good compromise between the specific theme of the event, the desire for an elegant ball-like setting , and some rollicking good dance music to get as many people as possible out on the floor... the set list for the last ball was VERY well received and the only popular amendation was "we need slow-dance music" (I.E. swaying in place dancing)  from the club in general...

I credit Erin with the suggestion that

"6.  We could do 'ladies choice' dances, kinda like they used to do at the skating rink when I was a kid, and then do 'guys choice'.  We could do these a few times if we notice there are a lot of people just sitting around looking longingly at the dance floor."

Having video output help set the mood and tempo so I am very partial to using AMV's and vidlclips (like the Labyrinth "as the world falls down" ball scene) for as much of the program as possible with  a projected still image for those wonderful songs for which no footage can be matched...

THE MUSIC PROGRAM:

the consensus of the club after the last club seemd to be "less emphasis on traditional dance" and "more slow dance" combined with the contradictory reveleation that the dances that had the most people on the floor were the traditional/classical flavored dances...

In my estimation the music program is a journey and a shared experience... the first part sets the tone, leads to a climax o energetic , dancity modern music, and then trails down to a slow dance end to the evening..

Mistress/Master of the Hunt and Herald of the Court

Host/Hostess to seating area 1 and 2 this person would have the Valentines Icebreaker games as well as party games and table games in their bailiwick... they would also function as MC on stage for contests and such

One such contest may be "the Wild Hunt".. details to be worked out by the officeholder but some variation on "one to many tag" (I.E. many chasers and one chased) may apply ..also perhaps a scavenger hunt/quest...)

Erin had some suggestions to the effect of :

"3.  For the costume contest, we could do 'prince charming' 'fairest maiden' and 'most enchanting Faerie'.  This way not everyone has to go as a Faerie.   Definitely this time have everyone assembled backstage, and choose a few people who know how to judge costumes as the judges.  That will make things go faster, and then we can just rate them once instead of having multiple categories, which will make the winners determined more quickly as well. 

4.  We could also make 'kiss cards' like at ren fair.  And also maybe 'can I get your digits?' cards.  Kinda the same principle- 'Present this card to any willing man, woman, or beast to ask them for their phone number or email address'  And then have lines for name of the person, number, and email addy.  That way we can sell this as a singles pre-valentines day event, for the single people, and just a dance for people who might be taken or don't need to hook up. 

5.  Kind of the same idea 'will you be my valentine' cards, basically they say 'good for one date on valentine's day' or something. =) cute for shy people.  All the cards can have kinda Faerie thingies on them."

Master/Mistress of Art and Beauty

With the number or artists likely to attend and art show/sale would be cool. I'd like to have this be an 'enter as you arrive' sort of deal. If anyone is interested in grabbing this and running I'd be delighted..

Artists for Advertising Art

If you've got an idea or an impulse feel free to E-mail me something.

Copywriters for Advertising Copy

If you've got an idea or an impulse feel free to E-mail me something.

Bacchanalian Master/Mistress of Nectar and Cakes

To do this right would take three or four people on its own... I figure soda and cookies can go VERY far on very little money..but if there's interest, I think we could consider adding chicken pot pies... they can be as little as about 50 cents to buy and we could cook up a rack of them..no prep time, no cleanup... a lot of how or if to handle this will depend on the funding plan adopted..,  If someone wants to take this and run with it that would be great..I think the only real guidelines would be "cheap, almost no advance prep and no dishes and appropriate to the theme" any ideas?..and a possible revenue source...

Marshall of the Hosts

Producer/Director

Vendor Information

9 Dealers in costume and jewelry and other appropriate goods will be solicited from the local merchents and the faire community

while in the future vendors will be a source of revenue for other events,   because we are establishing our niche, they will be offered thier space for free this event.. beign used as a draw for the gate and providers of atmosphere, filling a space of the event with a festive spirit and colors and itnersitn thigns to look at..

vendors, thier staff and entertainers will be have free admission

Please E-Mail me at arthurthedented@excite.com if you are interested in vending or if you have suggestions

Advertising

INTERNET PRESENCE

The Current Official web presence is at http://home.grandecom.net/~sffs/ball/

A new prototype for an internet presence is available at HERE

INTERNET OUTREACH

A targeted mailing list of about 200 people in San Marcos and surrounding communities likely to be interested in this event. I compiled the list ove the past several years by gleaning through yahoo profiles for such indicators as renn faire groups , anime or fey pictures, and quotes like "My name is Inigo Montoya".theres about a 20% or lower rate of bad addresses... I've  sent most of the first mail out to this list and will mailout again as the main advertising web site is update dnad new info comes up... I will also be posting to sevearl yahoo groups with a local readership and appropriate themes.. like the excalibur renn faire newsgroup..

MEMBER OUTREACH

I'll be passing a few "advercards" to each memberwhen next I see them... in some ways I consider this to be our primary form of advertising.the general idea is that each member is free to pass these out as they see fit.. our less outgoing members can pass them out to people they already know who would be interested. Our outgoing members will of course do that as well as looking out for and taking opporutnities to spot likely people ...like those wearing obscure anime t-shirts , or cars with "I brake for Unicorns" bumber stickers..and use them as an icebreaker if they wish or merely say "I think you'd be interested in this!" (or just leave the card enigmaticly under a winshield wiper or on a desk...

The first round of cards has pretty much the same look and information as the poster above

other editions may include discounts and free passes for members to give as they choose..(if you gusy like the idea)

ON CAMPUS POSTING

Several varients of the above poster were submitted to the student organization for approval before the break. the varients cover such contingencies as various start/end times etc. As soon as I hear that they've been approved and I know what the budget is , I'll start posting the appropriate one...

because of the submission/approval lag, any other advertising copy that will get used should be submitted ASAP, so take this as an invitation and encouragement   if you have any inclination and ideas on this... Depending on funding we'll either be doing 8.5X11 BW or 11X17 Color

I would like to have various members adopt specific locations and keep them posted for the duration....

Bokos/Styx/Clicks, Posting boards on the quad, The Den , Posting boards in front of   (the place where we hold LARPS)

There are also boards in the library and near the Derrick hall computer labs

and the Dorms... (where as I recall most of our membership actually lives..)

OFF CAMPUS POSTING

Just like on campus postingexcept at

the Main Drag on LBJ (mystic marks, that second hand shop, goddes season, paper bear)

The Square (the Coffee pot)

BUS CARDS

these are expensive so this only happens if and when the grant comes through AND if the deadlines havent already passed

RADIO ADVERTISEMENT

I'll need to track this down as well.. its free,but i dont know how to get it, or what paper has to be filed when.. oh,and then theres makeing the ad...

MAIN QUAD MARQUEE

Ditto

FUNDING OPTIONS 

CURRENT APPROPRIATION PLAN AND BUDGET (PENDING GRANT STATUS)

we've got an outstanding grant application I'm waiting to hear about... but for now I'll plan using the appropriation of $100.

Having reconsidered priorities within the event I've reallocated a portion of it to renting a High Lumen VHS projctor with the facilities which will allow keeping both the Game Dungeon and the Vid Feed for the dancing.

MME Minimum Monetary Expenditure

Appropriation of $100

$25 advertising

$30 Dance floor

$10 Stage

$10 food/drink

ZME Zero Monetary Expenditure

NO appropriation,

( but I front costs for 20% of Net 

after recovery of my expenses)

NZME Zero Monetary Expenditure

$20 appropriation

$20 advertising

MME Minimum Monetary Expenditure

Appropriation of $100

$25 advertising

$30 Dance floor

$10 Stage

$10 food/drink

RME Reasonable Monetary Expenditure

Appropriation of $200

$50 advertising

$30 Dance floor

$10 Stage

$25 food/drink

$25 VHS Projector   

$60 2X LCD projectors

FME Full Money Expenditure

Appropriation of $250, 

$50 advertising 

$30 Dance floor

$20 Stage

$20 food/drink

$85 LCDX2 +1 VHS projector (2 @ $30 each+$25)

$50 Extended hours (2 @ $25)

GME Grant Money Expenditure

Appropriation of $160, Grant of $905 

TOTAL= $1005

$250 advertising 

(includes graphics on SWT Trams etc.)

$30 Dance floor

$30 Stage

$200 food/drink/expendibles

$85 LCD +1 VHS projector (2 @ $30 each+$25)

$30 Sound

$50 Extended hours (2 @ $25)

$325 sets/decorations               ( Faerie Castle set)

Appropriation of $160

$40 advertising

$30 Dance floor

$10 Stage

$25 food/drink

$25 VHS Projector   

$30  LCD projector