We need a convention!

There's always the NEC pittcity!!

NEC is bearish to Meriden which claims to be the centre of the country.

Nearish.

Or what Maw said!! New Street Birmingham (or whatever it is called nowadays!)

I think it's a great idea!! Would be like a little holiday for me.

I am delighted that some of you are putting forward my home city of Birmingham According to recent press, we are the terror capital of the UK. They are giving us a bad name but I think we are rather lovely .

Only one problem - who is going to do all the time-consuming and frustrating work of getting it all organised and under way? No-one seems to be leaping in to volunteer. They may even find that there is a great deal of theoretical enthusiasm for it, but not many people actually sign up to be there.

Don't want to put any dampers on the idea, but you need to know time and place to book a venue and get a firm list of attenders, but you also need a list of potential attenders and when they can get where so as to fix on a time and place - it is catch 22, round and round.

Very valid point Elegran.......there are probably quite a few of us who couid do it but whether it's appropriate for us is another question! I wonder if 'The Management' could be persuaded to arrange something! Anybody from HQ out there?

Couldn't we first establish how many of us could get to Birmingham on a certain window of time? I'm no good at planning though.

It is difficult enough for a committee of eight or ten people to plan an event like this effectively, but for it to be planned totally on-thread by everybody is just not feasible. It needs someone to co-ordinate it, preferably someone who lives in or near where it is to take place. Any offers?

The process involves:-
1) Most important - Making a list of everyone who expresses an interest (even a flicker of interest) and contacting them by PM, then keeping them updated at intervals. People don't always come back to a thread to see progress, and can forget completely about the event, if you don't keep them posted you then discover that they are doing something else on that day.

2) Finding out the most convenient date for everyone and settling on it.

3) Finding out what format appeals - start and finish times, what food and drink, will it be all socialising or a mixture of chat and "entertainment", any other ideas.

4) Getting approximate numbers. This will inevitably change, but you need some idea so as to book a suitable size of venue and get an estimate of cost from two or three places for space, numbers, menus. Keeping a note opposite each name when they confirm that they will be there, pay towards it, tell you their train gets in later, etc. - you think you will remember, but don't count on it!

5) Contacting possible venues and if possible visiting them in person. Deciding on a venue. Provisional booking.

6) Reporting back and checking with everyone that they will still be able to come so it is still on! Opening a separate account to deal with the money if that seems useful. Confirming booking and paying any deposit, and deciding whether to get a proportion of the cost back at this point or wait until nearer the time (having paid a little towards it does seem to make it more definite in peoples' diaries, so they are not likely to change their minds at the last minute)

6) Organising any activity or speaker(s). Keeping in touch with the venue.

7) Collecting money a couple of weeks in advance, so that you are ready to pay up when you get the bill or the invoice. Leaving it until the day only works for small numbers - if you try to receive and count cash and cheques while simultaneously chatting to everyone and solving last-minute problems you will be a nervous wreck.

8) Relax and enjoy it!

Elegran you speak from experience painfully gained!

I recall too many sleepless nights organising social fund-raising events when I was younger and fitter. My blood runs cold at the very thought.

Me too anno

jollyg My experience may help others! I didn't add that when it is all going well and there is a buzz of chatter in the room there is a great feeling of achievement.

Elegran, I've always found that I'm too fraught to enjoy any event I've organised.

Would it work arranging it more like a wedding reception? Once you have numbers pick a date/venue/menu and those who can come do, and those who can't don't. Too many choices only lead to complications and stress!

Katek however you arrange it, there have to be executive decisions at various points, to be presented as faits accomplis - otherwise it is total chaos - but a bit of preliminary assessment of what and when will suit a lot of people does cut out some of the "If only it has not been that day" angst.