Planning Post-Con Staff Parties
Post-con staff parties are informal gatherings to celebrate the convention, thank staff and volunteers, and spend time together. They also give staff an opportunity to share experiences and ideas while the convention is still fresh in everyone's minds.
- Things to Know First
- The main party should ideally take place within 4–6 weeks after the convention. - Both staff and volunteers are welcome. - Parties are traditionally potlucks, but bringing food is not required to attend. - Parties are usually held at a staff member's home, although other locations are possible. - Not everyone will be able to attend. Aim to accommodate as many people as practical, particularly out-of-town staff. - The party is primarily social, not a formal meeting.
- Materials and Access Needed
- A way to poll staff about dates (either using discord built-in polling, or Sebastian's polling feature) - Optional RSVP form or spreadsheet - Contact with potential hosts and convention leadership - Access to party supplies or someone who can retrieve them
- Steps
1. **Find a host.** Ask whether someone can host the party and how many people they can accommodate. If nobody is available, investigate alternative venues.
2. **Choose a date.** Identify dates that work for the host and poll staff for availability. Select a date that accommodates the most people, giving priority to the host's schedule. Aim to provide at least two weeks' notice.
3. **Announce the party.** Post the date, time, location, and potluck information in Discord. Make sure staff and volunteers are notified. Pin the announcement.
4. **Coordinate food.** Collect RSVPs and ask attendees what they plan to bring. Keep a list to identify missing essentials and avoid excessive duplication. Ask about dietary restrictions and allergies.
5. **Arrange supplies.** Check whether plates, cups, utensils, tables, chairs, and other supplies are needed. Some supplies may already be available in convention storage. Many supplies can be brought by people attending.
6. **Send reminders.** Remind attendees about a week before the party and again on the day of the event. Include the address, time, and any parking instructions.
7. **Coordinate final details.** Confirm arrangements with the host, help arrange transportation when needed, and make sure supplies and food arrive. Assist with setup and cleanup.
- Final Notes
- Respect the host's rules and any restrictions imposed by the venue. - Check weather conditions, particularly for staff traveling from out of town. - Convention-funded purchases should be preapproved and receipts retained. - Additional parties may be organized later for staff who could not attend the main gathering. - Keep the planning simple. This is supposed to be a fun, relaxing event for staff.