Conference Planning: Location, Location, Location

 Last week I told you that we here at Intrigue Publishing will launch a new conference for writers and fans next year.  Once we decided to hold the Creatures, Crimes & Creativity (C3) conference the next decision we had to make was where to put it.

We wanted our con to draw readers and writers of the chosen genres from the entire DMV – The District of Columbia, Maryland and Virginia.  We also wanted it to be easily accessible for people coming in from farther away.  And we wanted to keep costs down.  The less expensive the venue, the less we would have to charge for registration.  But we had absolute minimum space requirements.  We needed enough rooms to have three panels going on at one time, plus spaces for a bookstore, registration, an author roundtable and special events.  The hunt was on.
A cost comparison quickly ruled out any venue in DC.  Several places in Northern Virginia were in contention, especially in Arlington where Malice Domestic was held for several year, in easy reach of Reagan National Airport.  Then we looked at some promising places near Baltimore Washington International Airport. 
We found what we were looking for just north of Baltimore.  The Marriott Hunt Valley had the space we were looking for at a reasonable price.  It is an easy train ride from BWI Airport.  Plus, the folks there have valuable experience.  For years they’ve hosted Balticon, one of the better known science fiction gatherings.  They know how to do this con thing, and how to handle the special kind of people we call fans.  And did I mention that they offered us a really nice discounted rate for attendee’s hotel rooms?  We met with them and ran through all the details with smiles on both sides of the table.
The next decision was about food.  At some cons the visitors are on their own for dining.  At others meals are included.  We decided to follow the Love Is Murder pattern and include as many meals as possible in the registration price.  This would prompt people to stay in the hotel and network when they weren’t watching a panel.  We arranged to have Friday’s dinner, all three meals Saturday and Sunday’s breakfast be part of the package.  And since the panelists will all be there, fans will be able to sit at a table with their favorite writers, or maybe with new authors they just met.         
Of course, there are a lot of other details involved in putting a con together.  I’ll talk about more of them next week.