zabzaf
500+ Head-Fier
- Joined
- Dec 30, 2013
- Posts
- 519
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- 121
I'd be glad to advise from afar, and I am sure that zabzaf would too.
Steps, sort of in order, that I used, include:
- Coordinate date and location with @zabzaf
- he got these started and has been involved in the organization of all to date!- Find at least one other nearby headphone person to help you;
- Find a location... get the necessary permissions and work with them to set the date, 6 months away or so (first one was at a light industrial business who let us come in on Saturday to their conference room; most recent one was hosted by an actual audio store - figure out and post how many total people and exhibit tables can be accommodated, up front - if a rental fee is required, prepare to charge people about 1/25th of it as an entry fee (e.g. Grand Valley State University charges for conference room rental); determine whether tables and chairs are available or require delivery (Overture Audio paid for 18 18" x 8 foot conference tables, and they provided about 25 chairs which if not provided would have been rented - rental fee of tables (no chairs) with delivery was about $210)
- Ask zabzaf to start a thread, using the excellent set of rules that zabzaf used as the first post and inviting folks to say that they are coming and what, if anything, they are bringing in the way of gear (not required by any means, but need to know to arrange for space); state that a waiting list will be used when capacity is reached and ask folks to notify if they sign up and find they cannot come, then assign their slot to the next person on the waiting list;
- Keep updating running lists of 1) those attending (listing their gear if any) and 2) gear by manufacturer, listing who is bringing each item);
- Secure the rental of tables about 4 weeks in advance, if room doesn't come with them or host doesn't provide them
- If possible, try to get notable folks (e.g., jude, Lady GaGa), manufacturers (e.g., Moon Audio and Norquist), and give-away door prizes from manufacturers (e.g. NAD/PSB and HiFiMAN)
- Determine rules for any drawings (we used a random drawing of sign-in sheets 2/3 of the way into the meet duration, and you Need NOT be present to win);
- Decide how to handle food and drink... if not near eating facilities, you'll want to bring in food, but keep it separate from equipment (better to avoid food in my opinion)
- Make a master address list, preferably with each attender's avatar, and secure lanyards and clear plastic envelopes;
- Make "tent" name tags, perhaps also with avatars, for each exhibit table;
- Based on equipment, decide whether a person needs a full table or a 1/2 table... when you print table nametags, underline the ones that are needing a full table;
- Post a Google map of the area, labeling the location, nearby highway exits, and restaurants in walking distance if any... good if you can also post photos of what the front of the meet location and sign(s) of the restaurants look like as call-out boxes on the map;
- Get the room set up the day before. Don't forget to provide electrical power and ask folks to bring plug strips. Folks also appreciate internet access if they will be using Tidal or other streaming high-quality audio (not a lot of folks do, but some do... perhaps 4 or 5 of our group of 40). If the tables are "battle worn," consider colored plastic sheeting (comes on a roll) or tablecloths;
- Set up a sign up table and have sign-in papers asking for name and address and email. Use these for any prize drawing.
- Just before the meet, use the tent table name tags to assign space on the tables.
- Be there. For all of it.
- Arrange for at least one photographer;
- Afterward, clean up (ask for volunteers early, before folks are tired).
- That evening, start a separate impressions thread on the correct area (we did this right) and link to it as the last post of the signup thread.
See? Simple!!
Happy to help remotely!
Well said, my friend! That is the roadmap.