I'm only going to write this one more time... The Saturday May 04 date was chosen based on the survey results of our core meet members. These are people who have already expressed prior interest, and who have gear to bring to the meet. My first priority has to be in accomodating as many of these members as possible. Members of the trade are nice to have, but this is not who I am catering this event to. While it is unfortunate that this date prevents attendance by the Headfoneshop, I am as of this moment locking in the meet date for Saturday May 04, 2013.
Location: I re-checked the pictures of jrprana's cafe, and I have to agree that it is too small for the meet, espcially with all the chairs taking up space. While we could probably somehow stuff everyone and all the gear into the cafe, my primary concern was with gear getting inadvertantly damaged. With 30 excited attendees all moving around trying out gear with headphone cables snaking all around, I kept having visions of gear getting toppled over, or headphones getting snagged and dropping to the floor. Even a single incident like that could completely put a damper on the whole event. While I appreciate jrprana's gracious offer, I had to remove the cafe as an option for the meet. I hope everyone understands. After mulling this over a bit, and considering everything (subway access, floor space, and secure parking), the location has been finalized at the Holiday Inn Toronto Downtown Centre. With 104 square meters of floor space, 6 crescent round tables and seating, this location offers enough space to safely fit everyone and all the gear. The room has 5 outlets. Subway access is close-by with College Station around three blocks west of the hotel, and I have walked this distance to go to the Magic Lantern Theatre before, so I know it's not too far away. For those of you driving to the meet, on-site parking is $15 for the duration of the meet, so this is cheaper than green parking, which works out great.
Cost: Ok, so $10 is too much for some members. You asked for it, you got it. Entry is now free. This does not mean we can have people randomly showing up and leaving. To keep the location somewhat secure, we will need to have all attendees register beforehand. Application for bouncers are open starting now. If anyone has input on how best to do the registration of members as well as gear, I would appreciate a PM with this info. The only headphone meet I have been to had no real registration from what I remember.
Time: Based off of the survey results, I have set the time for 12:00PM-6:00PM. People are welcome to show up early to setup and stay late to clean up with no extra charges added by the hotel.
Food and Drink: It comes as no surprise to anyone, but outside food and drink are unfortunately not allowed. Something likely will have to be setup so we can get refreshments as needed.
This sudden decision to finalize the venue might have come as a surprise for everyone, but due to issues at work, I will no longer be able to put much time into organizing this meet. I didn't want to be the second one to bail on organizing this meet, so I decided to simply foot the bill for the event myself (not sure what I am thinking since I just totalled my car and have little ready cash in the bank). This way at least, we can all start planning around the meet, so hopefully most of the initial interested members can attend.
Regarding registration: Just to make things easier for me, could everyone who can confirm attendance please PM me with this information as well as with their final equipment details? Also, if anyone can bring large gauge, large length extension cords, please let me know. Thanks.