Eastercon - Organisation

Organisation

British science fiction fandom is far too disorganised to have anything so formal as an organisation to arrange its conventions. The British Science Fiction Association does not have anything to do with organising conventions. Instead, groups of fans (typically 5-8 in number) get together to form "bid committees" and plan where they want to hold the Eastercon, who they want to be their guests of honour, what the theme of the convention will be, etc. The winning bid is chosen by a vote among the people who attend the bid session at the Eastercon two years in advance, or one year if no bid was successful at the bid session two years out. Until the early 1990s there were commonly several bids to hold the Eastercon, but since then the realisation appears to have grown that putting on an Eastercon involves a lot of hard work, and now it is normal for there to be only one serious bid. There may also be a number of joke bids - it is rumoured that in 1989 the joke bid for Inconceivable narrowly beat the serious bid for Speculation on the initial show of hands, but the chair arranged a lobby vote which then went the "right" way. In some years e.g. 2005, 2009, no serious bids are made, but one usually emerges in the following year (See "Two Year Bidding" below) The concom for the 2003 Seacon'03 was put together in the bar shortly before the bidding session at the 2001 convention, in the absence of any other bidders - the Seacon name was extremely ironic as the convention was held in Hinckley which is about as far from the sea as it is possible to get on the British mainland.

As Eastercons are fan-run/not-for-profit events, the money raised by membership, advertising etc. is spent on running the convention. It is traditional that any surplus is used for the benefit of the convention members, fandom in general or donated to charity. This may include sponsoring items at other conventions, buying equipment for use by other conventions, donating to the RNIB to get works of SF literature converted to talking books for the blind, donating to the Science Fiction Foundation to fund a variety of educational projects relating to science fiction, and funding international fannish visits (often through The League of Fan Funds).

Certain Eastercon host venues have fallen in and out of fashion at various times. Often a particular hotel offers a good package for several years, then either the management prices itself out of the market (perhaps trying for more lucrative conference customers instead), or fans get bored of the location and demand to go somewhere different. For example the Liverpool Adelphi was used five times between 1988 and 1999. It was due to be used again in 2007 but that convention was forced to cancel, in part because of the hotel's poor reputation among fandom. Glasgow was used four times between 1980 and 1991, then there was a break until 2000. Hinckley was used three times between 2001 and 2005 and was seriously considered for 2008 before Heathrow was chosen instead, but it has since come under new management who carried out extensive renovation work and then decided not to host Redemption in 2009.

Finding suitable venues for an Eastercon (enough function and social space of the right types, enough bedrooms, low enough rates, not in a city that's already hosting a big event on the Easter weekend, willing to put up with Eastercon's numerous unusual requirements such as supply of real ale, etc.) is a difficult job. Every year people say "there must be somewhere else we can go," and a lot of effort is put into trying to find new venues - usually with little success. There are plans to document the results of some of the most recent venue searches at Eastercon.org. If you know of a hotel that hasn't been used before and may be suitable, please mention it on the Eastercon Yahoo group or the Eastercon Livejournal community.