Long day.

[lance_sibley]

Got up this morning at 11:30 (I know, that's a luxury to most of you, but when you don't get to bed until 6:30, it's early) and made it downtown to the Gaylaxicon concom meeting. It wasn't the most productive meeting ever, as there are a number of people who have been somewhat quiet lately - not to mention absent - but a couple of things got decided, and it's always useful to get departmental updates. Plus, our newest concom member was introduced. Amazingly enough, she's not working on any other conventions, local or otherwise. I didn't know people like her existed.

Following the meeting, I made my way to the Toronto Trek 19 Crew Party, which is an annual thank-you event held at a pub. I think concom members outnumbered volunteers, though. It was held at Rails & Ales this year, which makes the Most. Amazing. And. Filling. Hamburgers. On. The. Planet. Full Stop. Half a pound of beef, all the usual garnishes plus tzatziki sauce and blue cheese. Last time, it took me nearly an hour to eat mine - this time, it was only about half an hour, but still, that's a big burger. I didn't have room for dessert (though a bowl of Heavenly Hash ice cream sounds good about now). The burger, a side of fries, the extra garnishes and two pints of beer cost me $21. Excellent value, I think... especially when you consider that it was about $15.50 before tax and tip, of which $10 or so was for the beer.

I got home around 9:30ish, just in time to see the Leafs beat Montreal 5-4 in overtime. All is as it should be.

I was way off in my estimate of the time, though - I thought it was something like 11 when I got in. *yawn*

I could probably have gone straight to bed, but I read the newspaper first just so that it wouldn't still be sitting there mocking me as a waste of money tomorrow.

Speaking of tomorrow - anyone want to come over and do my laundry? I'm not sure I can face it, but it's getting desperate.

::hears strains of "Duelling Banjos::

Oh, God, CBC is showing "Deliverance." I thought the lockout was over... why are they still punishing us?

Comments

[hoskie.livejournal.com]

Got up this morning at 11:30 (I know, that's a luxury to most of you...)
On weekends, 11:30 is EARLY... even though I typically don't go to bed until around 02:00. During the week, sadly, I am forced to rise at 08:00 in order to get to class by 08:45. ;P

Speaking of tomorrow - anyone want to come over and do my laundry?
I would, but I'll be too busy doing MY laundry. *laughs*

Oh, God, CBC is showing "Deliverance."
That scares me more than any horror movie EVER could. *shudders*

[boywhocantsayno.livejournal.com]

During the week, sadly, I am forced to rise at 08:00 in order to get to class by 08:45. ;P

My condolences. I guess this means there were at least two occasions this week when you were awake before I'd gone to sleep...

I would, but I'll be too busy doing MY laundry. *laughs*

LOL! Well, it's the thought that counts. :)

That scares me more than any horror movie EVER could. *shudders*

Yeah, I'm glad that my computer desk and my TV are situated in such a way that I can't actually see the TV while I'm sitting at the computer. The sounds were disturbing enough - I don't want to think about the visuals.

[thespian.livejournal.com]

Uhm, I'm not working o0n any other conventions, local or otherwise, you know.

[boywhocantsayno.livejournal.com]

I know... I was attempting to be funny, because it's been said that almost everyone on concom is also involved in TT. (There are at least two other people on concom as well who are not currently involved elsewhere.)

I blame sleep deprivation for my lack of success in that attempt at humour. :)

[dblaser-ca.livejournal.com]

Following the meeting, I made my way to the Toronto Trek 19 Crew Party, which is an annual thank-you event held at a pub. I think concom members outnumbered volunteers, though.

Which is why Stephen was so adamant that we announce it in TCON-News.. and I agree with him.

[boywhocantsayno.livejournal.com]

But then when people who didn't volunteer show up, and we have no way of verifying whether or not they deserve the perq, we're shooting ourselves in the foot.

I think it might be better to have Volunteers take a look at updating their system for keeping track of people. Bringing them into the 20th century by incorporating them into the registration database might be a start - that way we could send out targeted email reminders. Alternatively, if they had their own database, rather than doing everything on paper, they could still send out emails.

Part of the problem, I think, is that we hold the crew party four months after the con, and people forget about it.

[marahsk.livejournal.com]

But then when people who didn't volunteer show up, and we have no way of verifying whether or not they deserve the perq, we're shooting ourselves in the foot.

Do you seriously not have a database that shows who volunteered? I know that I filled out and signed a form, and something else when I picked up my pin and t-shirt. So that information should exist.

I had no idea that the volunteer party was this weekend. I was in Chicago for Windycon, so I couldn't have attended anyway, but I should have gotten a phone call or an email inviting me to the party.

[boywhocantsayno.livejournal.com]

Do you seriously not have a database that shows who volunteered? I know that I filled out and signed a form, and something else when I picked up my pin and t-shirt. So that information should exist.

Apparently it's all kept on paper.

I had no idea that the volunteer party was this weekend. I was in Chicago for Windycon, so I couldn't have attended anyway, but I should have gotten a phone call or an email inviting me to the party.

I know that volunteers were told about it, but I think it was in with the papers that you would have been given at the con itself. By the time the event rolled around, most people had forgotten about it, which is why I want to see it automated.

The catch is that if it had been made publicly known via TCON News, as dblaser_ca said above, we were concerned (or, at least, this was my concern) that people who weren't entitled to be there would have crashed it.

A better system is being worked on. But if I say anything more at this time, I'll be a) jumping the gun, and b) possibly be seen as violating confidentiality rules by discussing concom business with non-members of concom. ;)

And I wish I'd remembered that you were going to Windycon this weekend. I'd have given you Gaylaxicon flyers to put out. Dang.

[marahsk.livejournal.com]

I know that volunteers were told about it, but I think it was in with the papers that you would have been given at the con itself. By the time the event rolled around, most people had forgotten about it, which is why I want to see it automated.

I remember mention of a party in November. I don't remember if the time and location were mentioned.

The catch is that if it had been made publicly known via TCON News,

This may come as a shock to you, but I don't follow TCON News. If someone is going to the effort of having a party to thank volunteers, I think that they should take the time and trouble to remind them closer to the date of the party.

as [info]dblaser_ca said above, we were concerned (or, at least, this was my concern) that people who weren't entitled to be there would have crashed it.

Do you also worry about people showing up at the door of the con claiming to have preregisted, or do you have some sort of system that tells you the person's status? I'm guessing that it's possible to acheive the latter.

A better system is being worked on. But if I say anything more at this time, I'll be a) jumping the gun, and b) possibly be seen as violating confidentiality rules by discussing concom business with non-members of concom. ;)

I will refrain from offering my opinion about the perceived self-importance of fans who confuse "guarding their own little fiefdom" with "violating confidentiality."

I wouldn't ask you to do anything that would get your friends mad at you, but I'm really not convinced that a discussion of whether it's necessary to email volunteers to remind them about the volunteer party is private business that needs to be kept secret.

[boywhocantsayno.livejournal.com]

Do you also worry about people showing up at the door of the con claiming to have preregisted, or do you have some sort of system that tells you the person's status? I'm guessing that it's possible to acheive the latter.

It wouldn't surprise me if, at some cons, people did show up claiming to have paid their pre-registration. The difference is that Pre-Reg is computerized and receipts are issued. Volunteers, as I said above, does its own thing on paper - which we're trying to address.

I will refrain from offering my opinion about the perceived self-importance of fans who confuse "guarding their own little fiefdom" with "violating confidentiality."

Well, it's not so much a question of guarding a fiefdom as wanting to avoid violating the terms of a signed agreement. :) I'm actually not certain whether this topic is covered by the agreement, and would prefer to err on the side of caution for the time being. I once accidentally violated it, and the resulting firestorm was most unpleasant.

And as I said, the situation is being addressed anyway - a mailing list is being created. It would have been nice to have it done earlier, but real life issues appear to have prevented it.

[marahsk.livejournal.com]

It wouldn't surprise me if, at some cons, people did show up claiming to have paid their pre-registration.

I'm sure that must happen, both as a scamming attempt and as an honest mistake.

The difference is that Pre-Reg is computerized and receipts are issued. Volunteers, as I said above, does its own thing on paper - which we're trying to address.

No, the difference is that the convention considers it important enough that they make it a priority to have a way to determine who has preregistered. There is nothing wrong with having a paper list containing the names of eligible people; not being computerized isn't really an excuse.

Well, it's not so much a question of guarding a fiefdom as wanting to avoid violating the terms of a signed agreement. :)

I didn't mean to accuse *you* personally of guarding a fiefdom; but a culture in which a signed confidentially agreement is thought to be necessary (aside from environments that actually *do* involve proprietary or confidential information) implies that information should be kept secret, and that kind of culture does tend to be more worried about protecting "power" than about sharing information for everyone's good.

I'm actually not certain whether this topic is covered by the agreement, and would prefer to err on the side of caution for the time being. I once accidentally violated it, and the resulting firestorm was most unpleasant.

I'll bet it was! And I'll also bet that the information you let out wasn't anything that would have actually harmed the convention in any way (because I know you wouldn't have done that). But OMG, THAT WAS SUPPOSED TO BE A SECRET!!!!11! Which is kind of my point.

And as I said, the situation is being addressed anyway - a mailing list is being created.

That doesn't really help much now, but it's good to know that it will hopefully get solved for next year.

It would have been nice to have it done earlier, but real life issues appear to have prevented it.

You seem to be dismissing it as not a big deal, whereas I see it as a major lack of communication, as well as a statement that it's not a priority to make sure that volunteers get what they've earned. Seriously, what kind of real-life issues can keep someone from taking a stack of volunteer papers, extrapolating who worked enough hours to be eligible, and emailng those people, sometime in a 4-month period; or realizing that they really couldn't get it done and getting the stack of papers to someone else who could?

[boywhocantsayno.livejournal.com]

I didn't mean to accuse *you* personally of guarding a fiefdom; but a culture in which a signed confidentially agreement is thought to be necessary (aside from environments that actually *do* involve proprietary or confidential information) implies that information should be kept secret, and that kind of culture does tend to be more worried about protecting "power" than about sharing information for everyone's good.

I see your point, but there are things which we do keep confidential for good reason. Remember who our competition is. SFX would use information against us if we made it generally available.

Plus, there are good reasons for not talking about guest negotiations until they're done and the contract is signed - we don't want someone going to an actor at another con and saying something that might put the actor off. Or another con going to them and offering them a better deal for the same weekend. (Remember, too, that we're usually on the same weekend as either Shore Leave or San Diego Comic Con, both of which are going after the same guests as us.)

You seem to be dismissing it as not a big deal, whereas I see it as a major lack of communication, as well as a statement that it's not a priority to make sure that volunteers get what they've earned.

Don't get me wrong - I'm not dismissing it, merely trying to explain without appearing to be slagging people who can't defend themselves in this forum, because that's emphatically not what my intention is in engaging in this conversation.

I actually suggested a while back that it should be fixed sooner rather than later. Personally, I have my own difficulties accepting that "this is the way it is."

Seriously, what kind of real-life issues can keep someone from taking a stack of volunteer papers, extrapolating who worked enough hours to be eligible, and emailng those people, sometime in a 4-month period; or realizing that they really couldn't get it done and getting the stack of papers to someone else who could?

a) You'd have to ask the people in charge of that department what the issues were; I don't feel that it's my place to talk about others (especially since they're not on LJ and can't defend themselves in a conversation they're not aware of).

b) You're preaching to the choir. ;)

[marahsk.livejournal.com]

I see your point, but there are things which we do keep confidential for good reason.

Well, obviously. It's also a really bad idea to post your actor guest's phone number on TCON News. But when you have a culture where everything is a Big Secret, people guard information that *isn't* confidential, because they think that knowing that secret makes them powerful, and sharing that information would decrease their power. In reality, sharing knowledge and information lets everyone do their job better, and makes the whole convention stronger. It creates backups who can help out or take over if needed, and, rather than decreasing power, it makes the person with the information the go-to guy that everyone knows is the person to ask.

Or would you be likely to post that phone number if you hadn't signed a confidentiality agreement (I didn't think so)?

You'd have to ask the people in charge of that department what the issues were;

I might do that. But I don't know who the head of volunteers is, nor do I have their email address. I'm not sure I'm motivated enough to find out that information. And if I email them, I don't know what sort of response I'm likely to get; they've certainly given me the impression that they don't really give a shit.

I don't feel that it's my place to talk about others (especially since they're not on LJ and can't defend themselves in a conversation they're not aware of).

That's fair enough. But aren't you, like, the chair? Wouldn't that make it part of your job to pass along such feedback, if not make sure that the things that are supposed to happen, happen?

[boywhocantsayno.livejournal.com]

But when you have a culture where everything is a Big Secret, people guard information that *isn't* confidential, because they think that knowing that secret makes them powerful, and sharing that information would decrease their power.

Actually, in my case, it's more because I'm not always 100% sure where the line is, and I don't want Aman finding out something he shouldn't. *grin*

Part of it is also to ensure that things go through the correct channels, and that members of the public don't start hassling other people on concom about things that they may or may not be involved with.

(I'm not saying you would do this. But there are people who would, for instance, find out that person X is involved and start emailing them every other day - or more often - and frustrate them in so doing. Especially for those of us who have to make our email addresses public.)

In reality, sharing knowledge and information lets everyone do their job better, and makes the whole convention stronger. It creates backups who can help out or take over if needed, and, rather than decreasing power, it makes the person with the information the go-to guy that everyone knows is the person to ask.

Absolutely, and we don't keep secrets from each other on concom.

Or would you be likely to post that phone number if you hadn't signed a confidentiality agreement (I didn't think so)?

No, of course not.

--I don't feel that it's my place to talk about others (especially since they're not on LJ and can't defend themselves in a conversation they're not aware of).--

That's fair enough. But aren't you, like, the chair?

One of them. gurudata and rockgoddes are the other two, and they've probably been reading all this.

Wouldn't that make it part of your job to pass along such feedback, if not make sure that the things that are supposed to happen, happen?

Absolutely. And believe me, I will be bringing it up, not only with Volunteers, but with the people they're working with to modernize the system.

[avt-tor.livejournal.com]

A better system is being worked on. But if I say anything more at this time, I'll be a) jumping the gun, and b) possibly be seen as violating confidentiality rules by discussing concom business with non-members of concom. ;)


As if anything that was discussed in a room of a hundred people could be kept confidential.

Conventions aren't like competitive corporations, they are more like community organizations. They don't have trade secrets, proprietary practices, or other information that corporations have reasons to keep secrets. The only reason community organizations keep organizational details from the membership is when leaders are ashamed or embarrassed about their decisions and they don't want the public to know.

There are minor exceptions: conventions shouldn't announce guests that have not agreed to come. That is much more out of respect for the guests than it is about any supposed competitive situation. This is no excuse for any broad-based "confidentiality" rules.

There are many solutions to the problems you described:

* Treat the volunteer party as a recruitment party. Anybody who isn't yet a volunteer has their personal contact information put into the volunteer database and then gets introduced to the volunteer coordinator (who presumably is organizing the party) and/or relevant department heads.

* Send out invitations and ask people to RSVP, so that you have a vague idea of how many people to buy food for.

* Tell the department heads to contact their people personally.

* Just keep a list at the door. Anybody who is on the list gets in, anybody who isn't on the list doesn't get in.

* Give people name badges that show their name and department.



All of these allow you to publicize the volunteer party.

One presumes that a large media convention has some method for (a) authenticating people who walk through the door and (b) maintaining security around and within a defined function space. These should not be unsolved problems, I would think.

Many conventions disrespect their volunteers, but sometimes I am surprised how much organizational effort they put into doing so.

[boywhocantsayno.livejournal.com]

Conventions aren't like competitive corporations, they are more like community organizations. They don't have trade secrets, proprietary practices, or other information that corporations have reasons to keep secrets. The only reason community organizations keep organizational details from the membership is when leaders are ashamed or embarrassed about their decisions and they don't want the public to know.

You're forgetting about SFX, who would love nothing better than to bankrupt all of us and be the only game in town. ;) I doubt that Aman or James is reading this, but a certain amount of paranoia when it comes to open online discussion of convention policies isn't necessarily a terrible thing. (Yeah, I could friends-lock this post. But I didn't when I first made it, and it's kind of late now.)

I have no trouble discussing things privately, especially given that you and marah_sk are both long-standing TT volunteers, but in a semi-public forum such as this one, I don't want to go into too much detail about how we conduct our business.

There are many solutions to the problems you described:

*snip*

And I have noted your suggestions, and will make sure that the proper people get them for next time. (Small comfort, I know.) Thanks for putting the time and effort into this post. :)

I will say, though, regarding security issues around the function space, the event was actually held at Rails & Ales pub, so we wouldn't have been able to control who had access to the space. Other customers would have to be allowed into the place, though we did have one room entirely to ourselves. But had the pub filled up, I'm sure that the staff would have seated people in "our area" regardless of our presence.

[avt-tor.livejournal.com]

You're forgetting about SFX, who would love nothing better than to bankrupt all of us and be the only game in town. ;)

No, I'm not. SFX is much larger than TT, and TT closing down wouldn't affect it much. Toronto Trek is different from SFX and its specific "competitive advantage" is that it (supposedly) is a gathering of the community. If TT tries to "compete" with SFX on its own turf, it will lose.

Plenty of media fans would love to see TT go bankrupt so that a more inclusive organization could take its place. But as long as TT keeps staggering along, it would not serve the interests of the community to work against it, so we just hope it will eventually evolve into a democratic organization.

It was Primedia that invented the poisonous meme of "competition" between conventions, and it's very unfortunate that this pernicious idea has infected the TT concom. In fandom, "competition" just means political infighting, and this is why a lot of people don't volunteer anymore, or don't do as much as they used to, for TT.

Right now, a lot of people are just hoping that you personally will someday be in a position to pull a Gorbachev and open the organization up. Let the members vote for the board of directors. Heck, even just let the staff and committee vote for the board, that would be a huge improvement.

[rockgoddes.livejournal.com]

...so would you say that the crew party was a success or not? Wish I could have been there...

[boywhocantsayno.livejournal.com]

...so would you say that the crew party was a success or not?

Not really, unfortunately. We need to figure out some way of getting the word out better - I'm not sure that dblaser_ca's idea is the best way, though, because we don't want people just showing up in droves when they don't deserve the perq. Maybe we need to ask Volunteers to take a look at improving the way they keep track of people.

[kanecool.livejournal.com]

I got home around 9:30ish, just in time to see the Leafs beat Montreal 5-4 in overtime.

Damn, we lost. In overtime though, so at least we fought the good fight. ;)