Convention Basics

Tabletop.Events provides the basic framework for you to create a home page for your convention.  

Conventions can be created in TTE with no fees associated.  It is not until the convention begins selling items that fees are assessed.  This is important because you can create a convention and experiment with features before committing to the creation of your convention.

Creating a Convention

Will this be an in-person or virtual convention?  This is the first question to answer and determines which documentation you should follow.  After the initial convention creation, all the other modules work the same whether in-person or virtual.

Create In-Person Convention

Create Virtual Convention

Some things you should consider before beginning this process include:

  • Will you use TTE to send news updates to your attendees?
  • Will you have prototypes being demoed at the convention that you wish people to register?
  • Will attendees only be able to buy badges for themselves and friends, or will you allow them to buy badges for any email address they have?
  • What are the dates of the convention? Is there a setup day?  What time will volunteers begin?  When can attendees be at the convention? 
  • Where is the convention located?  Is there any additional information I will want to share about the venue, i.e. group rates, etc.?
  • How will people contact the convention with questions?  Will the convention have a social media presence?
  • Who will pay the TTE and Stripe fees?
  • Will I allow refunds and is there a deadline?
  • What do I want the convention page to look like?
  • What should be on the front page?
  • Who is going to be responsible for the Stripe Standard Account?
  • Do I want to list the convention on TTE before sales or event submissions open?

Badge Sales

The registration module handles all information for the sale of badges.  This will include badges that are for sale, provided for staff or volunteers, or provided for exhibitors or special guests.  Badges are how someone attends your convention.  

Attendees

Organizers

Things to consider include:

  • Do you want the number of badges available to be shown to the attendees?
  • Is there a limit to the number of badges that can be purchased by one TTE account?
  • Will attendees be able to edit their badges after purchase?
  • Do you have enough different badge types that you will want to group them into categories?
  • Will a category be public or hidden on your site?
  • What is the cost for each type of badge?  Are any of them free?
  • How many badges will be available for each type?
  • Will you send an email (other than the receipt) to the badge holder after purchase?  What will it say?
  • Do you need custom information to be captured when a badge is purchase?
  • Will you offer discounts for early sales, etc.?  How much will the discount be?  Does it expire?
  • When will badge sales begin and end?
  • Will you sell badges on site?

Events, Event Submissions and Ticket Sales

The scheduling module handles the setup for event submissions and events.  The registration module will set up the actual sale of tickets.  For most conventions, attendees are able to submit events to organizers.  Once an organizer approves an application, an event is created that can be scheduled through the site.  Events can also be created by an organizer without first going through the event submission process.  Tickets are how attendees claim seats to an event.  They can be for purchase or for free.

Attendees

Organizers

Things to consider include:

  • Do you want to display your times with a 24 hour or 12 hour clock?
  • What is the minimum duration for an event?
  • What type of events will you allow?
  • Will tickets for events have a cost?
  • How many tickets should be available for different types of events?
  • Will you allow events to be submitted by attendees?
  • Can events make special requests?
  • Do you need custom information to be captured when a event is submitted?
  • What rooms do you have available for the convention and how will  you divide them into individual spaces (tables)?
  • What special requests can different spaces accommodate?
  • Do you have to have a badge purchased before you can submit events?
  • Will you allow waiting lists for full events?
  • How long can events last?  What ages groups will you allow?
  • When will event submissions begin and end?
  • Can conflicting tickets be purchase?
  • Will you limit how many tickets one badge can purchase?
  • Are you going to print paper tickets or will you use e-tickets?
  • Does every event get its own ticket or will you use generic tickets?
  • Do certain badge types get early access to ticket sales?
  • Do certain badge types need to be free?
  • Will you allow the host to reserve a spot at the table?
  • Will you offer discounts for VIPs, etc.?  How much will the discount be?  Does it expire?
  • When will ticket sales begin and end?
  • Will you sell tickets on site?

Merch Sales

The merch module handles all information for the sale of products.  This will include products for sale or included with badges. Merch sold through TTE is designed for convention pickup.  No information is collected to provide shipping.  This should not be used for virtual conventions.

Attendees

Organizers

Things to consider include:

  • Is there a limit to the number of products that can be purchase per badge?
  • Is purchase of a product limited to a certain time?
  • Will product sales benefit a charity?
  • Does a product have different colors or sizes available?
  • Do you have an image of the product to include?
  • Will you offer discounts during certain times, etc.?  How much will the discount be?  Does it expire?
  • When will merch sales begin and end?
  • Will you sell merch on site?

Exhibitors, Exhibitor Applications and Sponsors

The exhibitors / sponsors module handles the setup for exhibitor applications, exhibitors and sponsors.  Exhibitors can apply to exhibit; purchase booths, booth add-ons or sponsorships; and provide information about their company to display on your site.

Attendees

Organizers

Things to consider include:

  • Do you have a terms document for exhibitors to review?
  • Are exhibitor applications going to be reviewed individually or will all be automatically approved?
  • Will there be a maximum number of booths that can be purchased by an exhibitor?
  • Do you want to send a custom email to exhibitors after booth purchase or assignment?
  • Do you have custom information you wish to include in the application?
  • What booth types do you have?  What defines each type: price, depth, width, etc.?
  • Will there be badges included with a booth purchase?  If so, what type?
  • Will the booths have options such as chairs, power, etc. that can be added for a fee?
  • What rooms will be used by booths?  Are those rooms set into zones?
  • Do you have a floor plan for each room?
  • What days and times are exhibitors able to access their space for setup and sales?
  • Will you allow people to purchase sponsorships (such as ads in a program, game donations, etc.)?
  • Is there custom information you wish to include for sponsors?
  • Will you offer discounts to booths, booth add-ons or sponsorships?
  • When will you open exhibitor applications?
  • When will you open booth sales?
  • When will you open sponsorship sales?

Volunteers

The volunteers module handles the applications and scheduling for volunteers.

Attendees

Organizers

Things to consider include:

  • Will you require badges to volunteer for your convention?
  • If you do require badges, must the attendee have a badge for the specific day they wish to volunteer?
  • Do you want to send a custom greeting to volunteers when a shift is scheduled?
  • What types of shifts will you offer?
  • Will those shifts be automatically scheduled when a volunteer applies, or will you review and approve each?
  • Will these shift types occur in a specific room?
  • What are the specific shifts for each day?

Prototypes

The prototype module handles allowing attendees to submit their prototypes to gauge interest and get feedback.

Attendees

Organizers

Who Should be a Convention Organizer?

Convention organizers can be made up by members of your group or other TTE accounts that you have selected to receive privileges.

Game Libraries

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