What are the issues?

At the Novacon presentation, someone in the audience asked for a general restatement of what problems we’re trying to solve here. We have a number of problems, some more significant than others, some are not problems at the moment but may well become so. It’s fairly obvious from the results of the questionnaire, that we also have a whole bunch of problems that we didn’t really consider to be problems at all, until we started asking questions. I’ll try and deal with these separately.

We have some conrunner problems, and they are mostly to do with financial and legal implications of how we run bids. An Eastercon committee is not really a legal entity, we don’t have to file accounts and we’re not responsible to anyone, though if the convention loses money we risk losing our houses. However, we want to take payments from people, sell them things (not just memberships) and sometimes we buy things that end up being held by individuals (like artboards, flip charts and domain names). We’d like to carry on doing this, but the banks and the legal framework in general are becoming more strict, and people are getting more scared about the risk of losing everything they own just because some idiot took it into their head to sue the convention. The imminent disappearance of cheques and chequebooks means that it’s harder to transfer money too and from a convention. The increasing strictness of money-laundering regulations means that financial institutions are much less happy about setting up a short-term bank account for a group with no paper trail and no clear track record. Banks have always been hard to deal with, but now they are next to impossible for an organisation that may only be in existence for 18 months.

On the subject of things that are held by individuals, the problems are more notional than actual at the moment, but they are still real. Imagine I currently have a flipchart or a video projector that was bought for a convention ages ago. When I remember, I bring it to Eastercon and it gets used in Ops or in Programme as a convention resource. What happens if I die and my possessions get sold for the benefit of my relatives? They don’t know that these things “belong” to Eastercon, and we have no way of showing that any random Eastercon committee has an interest in those things. Theoretically, they could be mentioned in my will, but in practice most fans aren’t that organised. Similarly, if the projector gets dropped or the flipchart disappears into the hotel’s storage area, our only option at the moment is to claim on my personal house insurance. Eastercon’s event insurance probably isn’t going to cover it (and my insurers are probably going to say that I shouldn’t have loaned it out to a convention). Things would be simpler if Eastercon could own things itself and could insure them.

Then there’s issues around passing information around. Since every Eastercon committee is a separate entity, we can’t (at least in theory) pass information like names and addresses from one year to the next. We’ve got some ways around this, but we’d have some trouble explaining them if anyone ever complained. If we had a continuing organisation, all of these problems would go away. We also have practical problems in that there is no record about people who cause problems, violate the code of conduct or whatever. We actually don’t have any consistent way of letting one year’s committee tell the next year whether or not the code of conduct worked or if it was just a disaster waiting to happen. A continuing organisation would be able to collate information and allow us to learn from one year to the next. Quite a lot of people who responded to the questionnaire complained about Eastercon failing to pass this sort of knowledge on.

We’ve also learned from the questionnaire that a number of people think that the Eastercon, in general, has some failings to do with not getting new people involved, not being welcoming, not telling people about what we do and committees just failing to share essential information. We’ve known for years that Eastercon fandom was getting older and that there were fewer young people around to take up responsibility for running the convention. What we’re hearing is that we might be about to lose some of the people we’ve got, because they find us irritating and hard to get on with. We probably need to do something about that, though I’m not sure this is a thing that can be fixed by changing the way Eastercon is organised.

If you look back on the website, you’ll see some ideas for ways in which we could change the organisational structure of Eastercon. You’ll also see some problems with doing exactly that. At the moment, one of the best ideas seems to be developing a support organisation that can take some of the load off of Eastercon committees, without actually owning the Eastercon or changing the way on which they are governed. This isn’t going to help much with the people who want better disabled access and more young people on the programme, but it might at least give convention committees more time to think about them.

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