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SWGFA @ Celebration V: Lessons Learned

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sabacc	SWGFA @ Celebration V: Lessons Learned		Lead	[-]
Posts: 3367 Tue, Aug 17, 2010 4:07 PM Administrator Orlando System President Orlando	Tags : None In case we have another opportunity for this kind of massive exposure, what have we learned? While the experience is fresh let's discuss the before, during, and after of our experience so we can reference it in the future. What worked? What could be improved? This particular thread is for how the booth worked, how the patches worked, the raffle- Everything. -Campbell Evans SWGFA Co-Founder \|o\| Orlando System President \|o\| SWGFA Blog Editor \|o\| SWGFA Chrono Keeper on Facebook \|o\| on Twitter \|o\| Trading Post \|o\| Rebelscum Trade Feedback Help the SWGFA by buying through Amazon. Last Edited By: sabacc Fri, Aug 20, 2010 11:47 PM. Edited 1 time.
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DarthShader		#1	[url]	[-]
Posts: 1367 Wed, Aug 18, 2010 7:16 AM Orlando	I would like to suggest some fun activities...pin the tail on the bantha....or spin the lightsaber...and some kind of email list to sign up new local people. http://www.OrlandoMobileTinting.com
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Aaronb1		#2	[url]	[-]
Posts: 1017 Wed, Aug 18, 2010 7:32 AM *Kissimmee*	They had the email list. But I like where you are going with the other things.
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sabacc		#3	[url]	[-]
Posts: 3367 Wed, Aug 18, 2010 11:10 PM Administrator Orlando System President Orlando	We did have an email list- we collected a couple of hundred names. But activities are a great idea. We needed to plan more. I think I like Pennsylvania's idea the most- with their putt-putt challenge. Especially when you're giving out a freebie. That helped when a large family would come in and ask for 5 patches. If anything, they're challenge was a bit too tough. One idea for an activity that would not take up too much room is a Proton Torpedo cornhole game. Throw your beanbags into the thermal exhast port. Or since it could potentially be for the 30th anniversary of Jedi- throw action figures into the Great Pit of Carkoon. That could be pretty funny. -Campbell Evans SWGFA Co-Founder \|o\| Orlando System President \|o\| SWGFA Blog Editor \|o\| SWGFA Chrono Keeper on Facebook \|o\| on Twitter \|o\| Trading Post \|o\| Rebelscum Trade Feedback Help the SWGFA by buying through Amazon.
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Aaronb1		#4	[url]	[-]
Posts: 1017 Thu, Aug 19, 2010 9:23 AM *Kissimmee*	sabacc wrote: One idea for an activity that would not take up too much room is a Proton Torpedo cornhole game. Throw your beanbags into the thermal exhast port. Or since it could potentially be for the 30th anniversary of Jedi- throw action figures into the Great Pit of Carkoon. That could be pretty funny. I like that idea. Or have several. Have a wheel with several games. They spin the wheel, it lands on a game, play the game and win a prize.
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sabacc		#5	[url]	[-]
Posts: 3367 Thu, Aug 19, 2010 11:09 PM Administrator Orlando System President Orlando	We also should have written a basic set of instructions to prep volunteers. A few of the volunteers were announcing that we had patches to people that had not heard of them. As the demand was high among the people that already knew about them we didn't need to mention it to random people asking what the group was about. It was kind of strange that a couple of our volunteers don't post on the boards and have never been to a meeting. Hopefully, now that people have seen how good our table can be we'll get better committment out of them next time. As we hoped, the table often was overstaffed as people used it as a home base. The booth is small so people not fully volunteering should not store their belongings there. Justin made shelves into the set which worked really, really well. Future displays might emulate this as it helped store all the things we wanted to hide from the main view of the booth. I felt a little sad on that last day, not because Celebration was ending, but because I knew I wouldn't have our little piece of Echo Base to represent the group anymore. -Campbell Evans SWGFA Co-Founder \|o\| Orlando System President \|o\| SWGFA Blog Editor \|o\| SWGFA Chrono Keeper on Facebook \|o\| on Twitter \|o\| Trading Post \|o\| Rebelscum Trade Feedback Help the SWGFA by buying through Amazon.
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sabacc		#6	[url]	[-]
Posts: 3367 Fri, Aug 20, 2010 3:35 AM Administrator Orlando System President Orlando	Also, we could have sold raffle tickets for charity or pins or coins for charity, as long as we were not making a profit. When in doubt, check with Lucasfilm. We could have made a lot of money for charity as the raffles got a ton of interest. -Campbell Evans SWGFA Co-Founder \|o\| Orlando System President \|o\| SWGFA Blog Editor \|o\| SWGFA Chrono Keeper on Facebook \|o\| on Twitter \|o\| Trading Post \|o\| Rebelscum Trade Feedback Help the SWGFA by buying through Amazon.
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Chris Wyman		#7	[url]	[-]
Posts: 3023 Fri, Aug 20, 2010 10:36 AM Administrator Tampa SW Club President Tampa	I'm actually fine with how everything was presented here. This was our first go at an actual fan table and I think it turned out great considering we had never tried before. We'll know for next time things we can improve on, but everyone involved deserves a lot of credit for putting it all together. Trying to run a charity raffle would have involved money being exchanged. Probably something we would need to plan ahead for a lot more. We have a lot of notes for next time, so that's a positive. Administrator - RebelScum.com, Wedge Collection Engine & The Registry Co-Founder - Star Wars Grand Florida Alliance President - Tampa Star Wars Club
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sabacc		#8	[url]	[-]
Posts: 3367 Fri, Aug 20, 2010 11:46 PM Administrator Orlando System President Orlando	Oh, I agree. Things turned out really well for our first outing. I just want to discuss these things while they're fresh in our minds so we can refer back to them the next time we put on something like this. I'm also interested in the opinions of people that were not behind the table. What was the visitor's opinion about our booth? What worked and what didn't? What could have been more clear and what was communicated very well? -Campbell Evans SWGFA Co-Founder \|o\| Orlando System President \|o\| SWGFA Blog Editor \|o\| SWGFA Chrono Keeper on Facebook \|o\| on Twitter \|o\| Trading Post \|o\| Rebelscum Trade Feedback Help the SWGFA by buying through Amazon.
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kyzman		#9	[url]	[-]
Posts: 717 Sat, Aug 21, 2010 12:00 AM *Deltona*	Next Celebration: SWGFA After party!
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whendroidsfly		#10	[url]	[-]
Posts: 1043 Sat, Aug 21, 2010 1:08 PM Palm Bay	Those are all good ideas. I don't think we had a problem with any of the volunteers' stuff being in the way . I just didn't count on keeping all of the raffle prizes and the cooler under the tables . I originally planned to make our area a photo booth and had hoped that more people passing by would want to get their photo there. So next time I would stick with the typical movie set wall that is close to the walk way. I can say that most of the volunteers were not left alone to figure out what to do and I was very impressed by their willingness to help out. If anything ever went wrong with patch distribution, I'm sure it was very brief and our group was still the best for making it easy for the fans to each get one. Overall, I think this went very well. I was very happy to see our members show up each day to help at the booth. I think we accomplished our main gain , which was to get the word out about this group being more than "just a collectors' club". It was somewhat of an honor to be part of the patch set but I don't think I want the responsibility of handing them out like that ever again. The ability to hand out patches for free because the cost was offset by pre-orders was great. Next time around I would love to have a unique patch , pin or toy that is only a gift to FL members but for sale to anyone else .
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sabacc		#11	[url]	[-]
Posts: 3367 Sun, Aug 22, 2010 2:52 AM Administrator Orlando System President Orlando	kyzman wrote: Next Celebration: SWGFA After party! You know, that's not a half-bad idea. I'd want it to be very casual, because the days are very long at these things. But in all honesty, we don't really get that much time together to catch our breaths. It would have been great one night just to have a suite in a local hotel to regroup, have some pizza, strategize for the next day, and possibly spend the night if people have driven in farther than an hour or whatever. In fact, right there- that's something I would have really liked. A few of us should have gone in together to get a room. We could have packed in just to have an easy place for a quick nap and shower or to spend the night. As lucky as I was to live so close to the Convention Center, it was just far enough not to go home before any After Parties. I ended up going to TF.n's party and Last Tour feeling grungy and more tired than I would have liked. whendroidsfly wrote: So next time I would stick with the typical movie set wall that is close to the walk way. Supposing CVI is in 2013 and again in Orlando (that's alotta supposin') what kind of set might you make? I have to say, Justin. You're our MVP. The Echo Base set was awesome given that you did it entirely by yourself, with your own funds, and on your off-time. Brilliant, brilliant job. I was very proud to be connected with your creation. whendroidsfly wrote: It was somewhat of an honor to be part of the patch set but I don't think I want the responsibility of handing them out like that ever again. The ability to hand out patches for free because the cost was offset by pre-orders was great. Next time around I would love to have a unique patch , pin or toy that is only a gift to FL members but for sale to anyone else . I really hope to be a part of something like the patch project again, but it's also one of my goals to come up with some sort of LFL-approved charity item on our own. I really like the notion of a free gift for Florida members, but I'm not sure how we can put it together without some sort of dues or something. Our operating expenses are typically funded entirely by Chris, Rich, and I but I would like to come up with ways for the group to earn some sort of a budget. One advantage to selling charity items is that you get a lot of free publicity for your project simply because it's for a good cause. -Campbell Evans SWGFA Co-Founder \|o\| Orlando System President \|o\| SWGFA Blog Editor \|o\| SWGFA Chrono Keeper on Facebook \|o\| on Twitter \|o\| Trading Post \|o\| Rebelscum Trade Feedback Help the SWGFA by buying through Amazon.
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kyzman		#12	[url]	[-]
Posts: 717 Sun, Aug 22, 2010 10:41 AM *Deltona*	I wouldn't mind paying dues on an annual basis. Perhaps partner up with MF to make annual SWGFA shirts as well? Everyone can enjoy the club, but if you want to contribute annually, you can get x items (membership card/lanyard badge/shirt, etc.)? I'm wondering if they'll wait a full 3 years before another outing. I'm thinking at some point, they'll see how much money and interest these are generating and move to an annual event.
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pazaak shark		#13	[url]	[-]
Posts: 37 Sun, Aug 22, 2010 12:57 PM *Jacksonville*	I actually learned about this website from the booth at CV. I think games would have been really fun though!
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Eofer Draijonsai	lessons learned	#14	[url]	[-]
Posts: 835 Mon, Aug 23, 2010 8:27 PM *Kissimmee*	I know I wasn't able to spend as much time as I'd have liked at CV and did not not commit myself prior but several thoughts and ideas here..... Overall I thought the passing out of the patches went well for us since people didn't feel they had to compete or chase anyone down for them. Maybe having a little better strategy as far as time frames so people don't have to worry about coming back an hour or two later. We could also do some special patch or item (with appropriate approval) that is for charity that is associated to a quick easy game given away in a gift baggy with a special card/flyer and small item. We may also want to consider promoting some affiliates or advertise for a small price or trade such as Heroe's Landing. Since we have time to consider things we can start planning and preparing. I totally forgot to grab one the SWGFA shirts and wear. Having distributed shirts ahead of time would have been good. Also did anyone notice that besides DC group having an uncut patch in their case I was the only way to see the patch whole on my shirt. A lot of people noticed this even when I was away from the table and I think it was an incentive for at least some people trying to get all the patch. Probably my biggest issue is next time having all the groups involved in the patch committed to a booth. Too many people seemed put off having to "chase" the other pieces that were not necessarily in the main exhibit hall. As far as the booth itself we happened to have a fantastic spot which we can't necessarily count on at future events. But we can plan further in advance and not put some members through such a financial toll. But building something that is more upfront with the table set back. Say if it's RotJ themed Jabba's Palace-esque columns.(what it looks like from the outside) or like the outside door with the electronic eye sticking out. anyway more later....
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sabacc		#15	[url]	[-]
Posts: 3367 Tue, Aug 24, 2010 12:46 AM Administrator Orlando System President Orlando	Eofer Draijonsai wrote: I know I wasn't able to spend as much time as I'd have liked at CV and did not not commit myself prior but several thoughts and ideas here..... Overall I thought the passing out of the patches went well for us since people didn't feel they had to compete or chase anyone down for them. Maybe having a little better strategy as far as time frames so people don't have to worry about coming back an hour or two later. We could also do some special patch or item (with appropriate approval) that is for charity that is associated to a quick easy game given away in a gift baggy with a special card/flyer and small item. We may also want to consider promoting some affiliates or advertise for a small price or trade such as Heroe's Landing. Since we have time to consider things we can start planning and preparing. I totally forgot to grab one the SWGFA shirts and wear. Having distributed shirts ahead of time would have been good. Also did anyone notice that besides DC group having an uncut patch in their case I was the only way to see the patch whole on my shirt. A lot of people noticed this even when I was away from the table and I think it was an incentive for at least some people trying to get all the patch. Probably my biggest issue is next time having all the groups involved in the patch committed to a booth. Too many people seemed put off having to "chase" the other pieces that were not necessarily in the main exhibit hall. As far as the booth itself we happened to have a fantastic spot which we can't necessarily count on at future events. But we can plan further in advance and not put some members through such a financial toll. But building something that is more upfront with the table set back. Say if it's RotJ themed Jabba's Palace-esque columns.(what it looks like from the outside) or like the outside door with the electronic eye sticking out. anyway more later.... Coporate sponsorship as well as charity sales are definitely of interest to me for the next outing at an event of this kind. I approached Razor's Edge about this one, but they declined. I think in the next six months we'll gain more relationships with comic shops, so they might be our best bet. As for inter-club communication, Chris and I are in an email group among the clubs and I'm promoting the idea of us maintaining more communication. Also, I like that idea of a Jabba's Palace set. "Achoo ah pinkee." Then again, we could be celebrating the 35th Anniversary of the first movie in 2012 with a Death Star set... And if it's not in Orlando next time it's going to be much more complicated logistically. -Campbell Evans SWGFA Co-Founder \|o\| Orlando System President \|o\| SWGFA Blog Editor \|o\| SWGFA Chrono Keeper on Facebook \|o\| on Twitter \|o\| Trading Post \|o\| Rebelscum Trade Feedback Help the SWGFA by buying through Amazon.
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2L2Q		#16	[url]	[-]
Posts: 6 Wed, Oct 27, 2010 1:30 PM	My first interaction with the group was at CV so maybe my two cents can help! I think the booth looked great and was very inviting. We had a great conversation and I learned quite a bit about the group. It might help in the future to engage each visitor through a series of questions - asking if they live in Florida, what parts of the SW universe they are into, if they collect, etc. Not a script by any means, but some talking points to find out more about each person stopping by. This will really emphasize the community aspects of the SWGFA. When I've worked conventions in the past we've used a floor person working out in front of the table. They help bring people in and can set a good first impression. I also think those games sound like a great idea. All in all I think you guys did an awesome job. You got me to sign-up and come back!
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sabacc		#17	[url]	[-]
Posts: 3367 Thu, Oct 28, 2010 2:44 PM Administrator Orlando System President Orlando	2L2Q wrote: My first interaction with the group was at CV so maybe my two cents can help! I think the booth looked great and was very inviting. We had a great conversation and I learned quite a bit about the group. It might help in the future to engage each visitor through a series of questions - asking if they live in Florida, what parts of the SW universe they are into, if they collect, etc. Not a script by any means, but some talking points to find out more about each person stopping by. This will really emphasize the community aspects of the SWGFA. When I've worked conventions in the past we've used a floor person working out in front of the table. They help bring people in and can set a good first impression. I also think those games sound like a great idea. All in all I think you guys did an awesome job. You got me to sign-up and come back! That's very constructive feedback- many thanks! -Campbell Evans SWGFA Co-Founder \|o\| Orlando System President \|o\| SWGFA Blog Editor \|o\| SWGFA Chrono Keeper on Facebook \|o\| on Twitter \|o\| Trading Post \|o\| Rebelscum Trade Feedback Help the SWGFA by buying through Amazon.
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