Date: Tue, 28 May 2002 19:48:17 -0400
From: Elspeth Kovar <ekovar at radix.net>
To: WSFA members <WSFAlist at keithlynch.net>
Cc: Michael Nelson <mike.nelson at seahunt.org>
Subject: [WSFA] Re: Capclave flyers
Reply-To: WSFA members <WSFAlist at keithlynch.net>

Michael Walsh wrote:
>
> More than likely I can take some to Westercon.

I think that I made arrangements with -- oh, bother, Judy Bemis's
husband -- to take some out, and Judy is taking a batch to some of the
more Southern conventions.  I'll try to remember to ask them which ones
are now covered; we were putting this together on Monday while packing
up one of the Worldcon tables so I don't recall very well.  On the other
hand, if you're already shipping things out taking a sheaf of them with
you would be great.

I will say that I'm looking at our room block at the Hilton and getting
more than a bit concerned about the lack of publicity.  We've had a
signed contract and Guest of Honor for some time and the only mention on
the net is the flyer that Keith posted to RASFF earlier this month.
(Thank you!!!)  But I've seen little mention of it elsewhere, little on
any of the needed convention lists -- and the link on the BSFS site is
for last year but friends up at NESFA added us there -- and arrangements
to distribute flyers seems to be being done catch as catch can; Judy and
her husband simply volunteered as we were packing up.

There was also nothing in the Balticon program book: we may have made
decisions too late for that but it was an important opportunity that we
missed.  I don't know if anything has been done to get ads in other
program books or to see if other groups will include our flyer in their
mailings.  BSFS, MCFI, PSFS, and others will probably be more than happy
to help out, and we have friends in all those groups.  But *we* have to
ask them.  Someone needs to Google Capclave and make certain that all
the links listed are up to date, and to find the places that need this
year's information.  For instance, the Fo'Paws site, Scott and Jane's,
reads

> CAPCLAVE 2002  (We hope to hear the location and dates for Capclave Real Soon Now)

All of this needs to be coordinated and I already have too much on my
plate to track what's been done and what hasn't.  I'm just the person
with a contract on file saying that if we don't meet meet 80% of our
block we have to shell out $2,250, not including whatever deal I can cut
for the Potomac Room.  And the person who's talking with the Hyatt
regularly while aware that the reservations aren't coming in.

Sam, I know that you've been busy lately, but someone else in WSFA may
be willing to help out.  After all, we have a lot of new members who've
barely even gotten their feet wet.  And Mike, the dealers need the
information so that not only can they make plans but can put the dates
up on their web sites.

Look, folks, we did a great job last year but need to keep the momentum
going.  We want and need at least the same attendance as last year, and
if we don't meet our room block we get charged for all of the function
space.  The latter is really Not Good, costing us money needed for '03,
souring our relationship with the hotel for '03, and generally making
things dicey.

I'm sorry for sounding so cranky about this but I *am* cranky.  And
worried.  And I just don't have the time or the energy to stay on top of
these things but am beginning to feel that if I don't, no one will.

Elspeth