Last weekend, I attended my 19th Capricon. Yes, really… 19 consecutive years at the same convention. Wow! Capricon was the first convention that I discovered the room parties at. (I had attended DragonCon before that, but didn’t encounter the parties until after my first Capricon.) I’ve assisted at parties with various groups over the years, but just with on-site stuff… checking IDs, supplying some fresh baked cookies, that sort of thing.
At last year’s Capricon, as I was wandering the parties with friends, I wandered straight into their party idea – building a box fort in one of the party rooms. Letting people decorate the boxes after we built it. And, of course, having drinks. Really, the core concept was the boxes, and those are easy to collect over the course of a year. One of our organizers studied theater set design, so he’s quite capable of building a set… pretty quickly, as it turns out.
We had on and off discussions throughout the year, mostly about what drinks to serve, then eventually what entertainment to include for a castle-themed box fort. We considered what style cups and wristbands we wanted for the party, and what snacks to serve. And how much of everything to buy.
That’s the hard question, really… you have an idea of how many people will come to the convention based on previous years (just over 1,200 this year), then guess at how many will come to the parties, how many cups each person will use, and what drinks they may prefer of the ones you’re serving. We ran the party for two nights. Few people, myself included, keep their party wristbands on from night to night, so you have to account for double use on the wristbands. Some people want a new cup for each drink, some will reuse their cups.
To say we had a blast, well, that’s an understatement. We’re looking forward to doing it again at next year’s convention, the Tropics of Capricon.