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quiznakchronicle · 7 years

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Fandom event etiquette

Suggestions for both organizers and participants for a smooth and fun experience

Events are some of the most fun things in fandom. They bring people together for a common project, foster a great sense of community, and produce lots of amazing content for the fandom. As long as they’re run responsibly. As people who are quite active in the fandom events scene for the Voltron fandom a few things have been brought to our attention recently and we’d like to address them. Sheer event volume, poor management, and disorganized events are starting to turn people off from signing up/participating, and it’s really upsetting to see these things that are supposed to be fun turning into sources of stress and anxiety instead

Please know that this isn’t about pointing fingers at any single event or individual, rather this is advice we’d like to share based on our experience as both event organizers and participants. We welcome comments and further discussion, but if you’d like to add to this post please don’t namedrop any people or events. Don’t turn this post into a call-out, that’s not what it’s about. Finally, this post is written specifically about the Voltron fandom, but I’m sure it could apply to pretty much any fandom, so anyone who finds it useful feel free to reblog!

- @ace-pidge and @bosstoaster

Organizers

Check the state of the fandom before starting a new event. This is absolutely crucial. For the Voltron fandom, I maintain an entire set of calendars with the schedules of all ongoing and upcoming events, please take advantage of it. Your idea is probably super cool! But if there are already a couple dozen other projects going on it may be wise to hold off on it. If you’re worried about someone else coming along and stealing your idea, you can make a blog/post to signal your intent to run your event in the future, and wait a while for things to calm down a bit before actually running it. I’ve been getting many messages from people saying they feel burnt out or overwhelmed with the sheer number of events, and that’s not a situation anyone wants. [Edit (14/09): After hearing the thoughts of a Zine mod on this topic I now find this next statement unfair and in poor taste, as it lowkey implies (falsely) that Zine mods don’t know what they’re doing. I’ll leave my original comments in for posterity, but let it be known that really at this point my issue with Zines is more instances of lackluster management rather than Zine volume in itself. This is especially worrying for Zines, because actual money is involved. The market has been flooded with Zines over the summer, which results in fewer people buying them overall. Fandom people aren’t made of money, and it’s important to consider this when planning a Zine]

Make sure you’re able to commit entirely to the project, both time-wise and mentally/physically. Fandom events are BIG JOBS, especially the ones that span several months like Big Bangs and Zines. But even smaller events like Weeks or Exchanges require a certain amount of work put into them. That’s months of advertising, of making posts, of answering questions, of sorting people out and keeping tabs on them, of troubleshooting. Look at your school/work situation not just in the near future but also several months down the line: will you have the time to dedicate to this. Look at why you’re doing this event: are you just doing it because you want in on the fun. Look at your mental/physical health situation: will you have the capacity to see this through. If you know that given your history there’s a possibility something might happen that will prevent you from keeping on top of the project (like a depressive episode or a hospitalization) make sure to account for that (for example bring on a team of mods who will be able to carry on without you should you need to step back for a while)

Make sure your fellow mods are up to the task. Smaller events can be comfortably run by a single person, but bigger events like Zines and Big Bangs really should be run by at least 2 people, if not a team of 3-5*. This will ensure the workload is shared and there’s less chance of burning out before the project reaches completion. And they must all be people who are equally invested in the project. Having 1 very enthusiastic mod and 2 wishy-washy tag-along mods is a recipe for a project to fall apart

If your friend is asking you to co-mod an event with them and you’re not sure you can/want to commit to it, say no! Don’t feel like you have to accept just because it’s your friend asking. It’s better to be upfront and honest than to start something you won’t be able to finish

The above goes DOUBLE if you plan to run more than 1 event at a time. I’m not here to say you can’t run more than 1 event at the same time, but if you plan to do that you better make EXTRA sure you have the time and resources to commit to all of them

Get advice from someone who has run this kind of event in the past, especially if it’s your first time as an organizer. Talking to someone who has gone through this already will likely prove invaluable for running a smooth event and dealing with problems that may arise. Look through the notes on this post if you need to find someone to contact

Communication is key, be transparent! It is extremely important to stay in contact with your participants. This will both remind them that the event is ongoing (you’d be surprised how often people sign up for something then forget about it entirely) and show that you are responsible and on top of things. Also, don’t forget about your public page. With most events having dedicated Discord servers these days, it’s easy to forget about updating the event blog/Twitter page. Putting up a post every now and then to update the public on the event’s progress lets people know it’s not dead and keeps their interest up while your participants work behind the scenes

Stay on schedule, and if you can’t, let people know. Be clear and upfront about the event’s timeline and the different milestones, and if you can’t keep to the schedule say so. People will generally be very understanding. If you’re dealing with a Real Life situation, or if there are circumstances outside your control like printing/manufacturing delays on a Zine, tell your participants and your audience. This will avoid people getting disgruntled and frustrated and bitter because they feel left in the dark

If for whatever reason you can no longer see the project through, tell people instead of just disappearing off the face of the Earth. It’s really upsetting from a participant’s perspective to be left with no news for weeks or months on end without a clue what happened to the event. Sometimes things come up or stuff happens, it’s understandable, but if that’s the case you need to let people know. It may be very upsetting to make that post, but trust me, people will appreciate the knowing

Be VERY CAREFUL if you’re going to be handling money (as with Zines for example). Handling people’s money is a huge responsibility. If you’re going to be taking money you have to make sure you’re able to deliver on what you promised. The absolute worst time for a project to stall out is after preorders and before products are shipped out. If your project stalls at this stage and you don’t keep your buyers appraised of the situation you may get accused of scamming people or people may start demanding refunds, which is a mess no one wants to deal with

Don’t air your dirty laundry publicly. We get it, sometimes running an event is frustrating. Participants drop out, or disappear and can’t be contacted, or butt heads with you or each other. Don’t complain about it anywhere public; know that stuff you say will reflect on you as an organizer as well as on your event. Vent to friends or on private accounts if you must, but you want to appear professional and in control in public. If you appear messy, your event will also appear messy, and it may make people think twice about staying in it or participating in stuff you do in the future

Related: Try and keep your tone upbeat and positive and professional in your promo posts and answers to questions, even if you’re answering the same question for the umpteenth time. Giving off a frustrated or negative vibe may turn people off your event

If you’re a minor who wants to run an event make sure it’s appropriate for your age. Honestly, kudos to you if you’re 15-17 and running (or helping to run) an event, it’s great that you’re so involved! But for the love of all things good don’t get involved in an event where NSFW content is likely to appear. No amount of “I’m mature enough” or “I act older” constitutes a valid excuse, and you’re putting your (adult) participants in a very dangerous situation if you do that. ESPECIALLY if they don’t know you’re underage

*This isn’t to say you can’t run a bigger event if you’re alone, because people can and have done it and quite successfully at that. But in that case you must be absolutely all in

Participants

When you sign up for something, take the commitment seriously. Only sign up for things you know you’ll have the time/energy to deliver on, and do your best to do it

Stay on task. Keep to the schedule on your own, don’t make the organizers run after you

If you need an extension, ask for it, and don’t wait for the last minute. Sometimes you just need those few extra days or that week to complete your piece. Very often organizers will be understanding if you approach them asking for an extension, but don’t wait till the deadline to do so. Ask for the extension the moment you realize you’ll need extra time. Also ask even if you’re not 100% sure you’ll need it. Better to get the extension but still hand your stuff in on time than to show up the day of the deadline with an incomplete work and asking for more time. In the event that the organizers can’t give you an extension, either sort yourself out to have your stuff done on time or drop out of the event

If you need to drop out, do it sooner rather than later. Sometimes things come up, or your muse goes on vacation, or something else happens that’ll make you unable to participate. That’s ok! It happens to everyone. But in that case, tell the organizers ASAP so they can readjust their plans around you. Don’t just disappear off the face of the Earth without letting them know what your status is

Pace yourself. I know it’s tempting to sign up for everything. But the more you’re in the more strain you put on yourself, and the more likely you are to cause a domino effect if something goes wrong

Don’t air your dirty laundry publicly. If you have an issue with another participant or the organizer(s), or the way the event is being managed, or whatever else, take it up privately first. If it can’t be resolved, maybe just quietly drop out of the event and go on your way

#voltron #voltron legendary defender #voltron fandom #fandom events #voltronevents #long post #mod pidge

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quiznakchronicle · 7 years

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A collection of discourse/vent asks

So over the last few weeks we’ve gotten a bunch of discourse/vent asks, mostly from people frustrated at the number of events in the fandom and/or how they’re being managed. We understand that people turn to us because we’re the ones in the thick of all these events, but please keep in mind that this isn’t a discourse blog. We’ll answer all the asks we have in one shot in this post (under a cut) because we don’t want people thinking we’re ignoring them or don’t care about what they’re saying, but after this we won’t be answering such asks publicly anymore. In the future we’d ask that if you have a grievance regarding events in this fandom please either talk to us in private about it (send an off-anon ask to this blog or DM Mod Pidge at @ace-pidge) or make a separate post about it on your blog. If you just want to anonymously vent/rant at someone may we suggest something like @vld-rage-confessions

Thanks for understanding <3

- Mods Pidge & Shiro

Anonymous said: 12 days ago regarding that anon complaining about event capacity, I think it might be helpful to also bring up a discussion about how certan events are run. Some events are run very smoothly by mods that are mature and act professional, while others are either run by well-intentioned newbies or people who don't have the skill to run the event they are. I have had to drop out of several bangs because the mods have refused to use email for sign-ups or check-ins, instead forcing all the work on participants1/2

2/2 They put all of the responsibility for both creating the piece, communicating with partners and performing check-ins on the participants and then people drop out due to poor communication and confusion. I have asked mods to please use email and send out confirmation / check-in emails and many have been rude and self-righteous about it, calling those that ask for better modding skills lazy or entitled. I am frustrated since I have always handed my work in on time, but have had to drop

3/2 from events due to absolute silence on the part of mods. It is not good practice to run your entire event out of tumblr / twitter and expect all participants to keep checking your blog / check in with you. It is teh responsibility of mods to send out emails and check in with participants, not the other way around. it is the responsibility of mods to make sure the communication is there, and the responsibility of participants to do the work and hand it in.

4/2(sorry) I don't wnat to make a c=major call-out post or shame particular people, but I feel like this is a trend that needs to stop. Certain events (big bangs, I've noticed) are being run like drag-and-drop set-and-forget events that mods don't need to put effort in to beyond putting up a tumblr. Running a big bang is a HUGE amount of effort and if you're not willing to put the effort in to run it properly, you run the risk of burning the entire community. We need to focus on a few well-run events. Sorry, finished. (no need to publish this ask)

I think this is a very good point and in fact I was partly thinking of this ask when I made my events etiquette post with my list of advice to organizers and participants. The importance of good and consistent communication during events simply cannot be understated, it’s what will make or break your event

Anonymous said: 12 days ago thank you so much for posting the thing about too many events. i'm thinking about not accepting zines if i get in because i don't think they'll sell and i don't want to work on something for nothing and i don't know how to get that across to these mods because they think selling a hundred is good but i get more kudos on my ao3 fics than that

Honestly the situation with zines has me particularly worried, because there is actual money involved. In previous fandoms I’ve only ever seen a few zines overall, never this many and all at once. It really does saturate the market. The last thing anyone wants is for people to put in all that work only for it to flop at the end because few people actually order it. It’s not any one person or zine’s fault, because all of them have neat concepts and themes. The problem is in having them all at once.

Anonymous said: 12 days ago I don't know how recently the problems with dropouts have started getting worse, but it could also have something to do with school starting back in a lot of places. If students didn't think about school starting or didn't expect to have more work this year than last year, they might be dropping stuff because of that. Oversaturation is definitely a problem we have, but things might even out a little bit in a few weeks once people adjust and it might get a little bit better? Hopefully?

That’s definitely a possibility. As I’ve said in the past it’s very important to consider your long-term life/work/school schedule when considering whether to run or sign up for an event. I have noticed in the past week or two less new events have popped up, so either I’m not finding them lol, or we’re heading into a lull which will hopefully allow things to even out

Anonymous said: 12 days ago on top of "too many events", there are a lot of /competiting/ events. 3 keith zines (for example) are all gonna compete with each other, period. people only have so much money to give, so someone buying 1 keith zine can't spend THAT SAME money on the other 2. (nor can they spend it on a lance zine, klance zine, etc). thinking these don't compete is the 1st mistake. creators are gonna spend time making things no one will buy and the mods are gonna lose money producing it.

Yeah, I touched briefly on the situation with zines a bit further up. I think the one saving grace for these zines is that while they may all be in production more or less at the same time they don’t go on sale at the same time. But I definitely hear you. We all want all the zines to do well, but like you say people aren’t made of money

Anonymous said: 12 days ago confession: im in an event run by the worst mod ever and its incredibly fucking frustrating. it feels like they dont give a shit about the event. i applied to their zine before i knew that but if i get accepted i WONT participate and in the rejection i will tell them why (its been over a month). they havent done ANY check ins as scheduled have basically disappeared and my artist hasnt replied either. im so mad i want to cry and drop out and never do an event again. this hurts us too you know

Aw Nonny I’m so sorry you’re stuck in this situation... The flipside of poor event management is fandom creators like you being turned off from participating in projects and that’s really upsetting. Fandom events should be a source of fun and creativity, not stress and anxiety. I’m so sorry, I hope in the meantime since you sent this your situation has improved ;A;

Anonymous said: 12 days ago Guys please don't encourage mods who are continuously late on their dates or end up canceling their event due to their poor planning. I get that you want to treat them well but not giving honest feedback ("please keep to the schedule in the future" or "I'm disappointed this was cancelled") tells them that there are no consequences to their bad management. But there are: one week only had 2 participants. Zines aren't making money. Too many events + bad mods = poor participation. I'm sick of it.

This is important. If the way something is being run isn’t working it’s important to say so, otherwise how will the mod grow and learn to do better in the future. I know it feels like “calling out” but it needs to be said. Seeing an event to completion is a partnership between the organizer(s) and the participants and both sides need to be proactive and be willing to listen to each other

Anonymous said: 10 days ago My 2 cents on the events discourse: they're optional so don't sign up. Personally I'm sick of having shitty mods and terrible experiences so i won't be doing anymore vld events. Sucks because i love fandom events but apparently no one who runs them gets the point of them so...

Yeah, I’m seeing more and more people saying they’re just not gonna participate in anything anymore and it sucks that it’s come to this. I totally understand though ://

Anonymous said: 8 days ago dear people who follow QC: we do not have unlimited money. zines for profit are going to continue to do worse because more people will hit their spending limits. we do not need multiple character zines, ship zines, or race zines (galran/altean/etc). if you think galra keith, nature keith and gen keith don't compete with both each other AND the lance zines then please take an econ class before launching. we have plenty more seasons, let's not run this fandom into the ground, shall we?

Anonymous said: 6 days ago I'm quitting fandom events. There are so many bad mods and it's made this experience really terrible for me. I'm telling you in hopes that you publish this ask so people who see it will think about if they're modding for 15 min of fame or if they're taking it seriously. Enough is enough

I think I’ve pretty much said everything further up, so I’ll just leave these last two ones here like this

#answered #anonymous #discourse /#mod post

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