AireCon 2023

Thursday to Friday of last week was AireCon 2023. I was running the RPG track for the event, and  attending the convention, for the first time. Everything about my four days in Harrogate was just great, not least thanks to the brilliant crew of people running the event; what amazing people!

My travel had a whiff of adventure, as the snow had arrived, making my onward journey that little bit more uncertain. I had actually considered taking the MG up, but conditions precluded such wanton behaviour. You can see the MG in the picture, all tucked up and desperately glad not to be exposed to conditions.

As it was, the journey proved uneventful, passing by the bottom of my good friend Dom’s estate on the way through Whetherby, and into Harrogate. Parking was at the exhibitors car park, so no problems and free, which was nice to keep some things easy with all the newness going on.

Arriving at the Conference Centre brought me some team introductions, orientation, and an opportunity

to check the RPG area. Most of the work had already been done by the Convention staff, so there was just some table dragging, chair finding, and table numbers to add.  It wasn’t long before everything was ready. I wasn’t close enough to power supply, so hoped my Matebook would last the full day on a prepared full charge.

I was to be staying at The Majestic, ‘Hilton Honours’, paid by the convention, so a real treat and very grateful. To keep things affordable, we were to be sharing with another volunteer, so someone I didn’t know. I might be getting a bit old and set in my ways to cope with that, but the grand old hotel beckoned in all its elderly splendour. I was slightly alarmed when I got to my room…

A Planes Trains and Automobiles moment…

I think sharing a bed with a stranger was probably a bridge too far, but a hasty check with reception confirmed that I was to have the cavernous room to myself! The pace of events precluded me spending too much time in the room, but it was lovely to have the luxurious space. Small things, like the provision of breakfast, was also happily received, and in fact, as the breakfast was self service, it was anything but small. My experience of hotel breakfasts has not always been a happy one. The Majestic breakfast was absolutely lovely though. Even the mushrooms were big and tasty! Street food vouchers were also part of the package. A quick dash to the wagons stacked me up with hot and tasty food, with a scamper back to my desk to field the flow of enquiries throughout the day.

The RPG zone was ready and games were all scheduled in with good attendance. It was really nice tio be a little bit further North, as I got to meet a different GMing crowd. As I didn’t know most of the GMs, I could  only go on trust, and hope that my pre-briefings would smooth out any safety issues and keep people to slot timings. A large number of people got to play RPGs and responses were almost universally full of delight and praise. A really gratifying pay off for all the organisation and work; a tribute to all the GMs who came along and ran their games.
Of course not everything went right. One GM didn’t show up at all, and was running three sizeable games. Weather effect I had wondered, and yet I still haven’t heard from them, so hope they are personally OK. If there is no communication before the next event, then they won’t be GMing at AireCon again.
We were operating mostly online and the ticketing system has some significant limitations. Or my knowledge of the system has limitations. Either way, I couldn’t undertake some basic adminstration workflow, including the management of game cancellation. I’ll be better prepared to cope with the inevitable changes that take place during the day, when I’m back next year.
Yes, I’d like to run the RPG track again next year! Throughout the event I was making notes of improvements to the organisation of the games. These are quite varied, including getting up front permission for GMs to contact players for any pre-event contact, and enabling players to contact me if they are not going to attend their booked session. I will provide ticket refunds for a GM no-show, so need to be able to do that myself on the ticketing system. Space and slot timing will both be improved, to give a break for GMs and players alike. If the convention can support it, I’ll be increasing table count to nearer twenty, including some form of games on demand and maybe a table of RPGs tailored for younger gamers. Where possible, I’ll be breaking up rooms and keeping tables as far apart as possible
I’ve had two offers of help for next year, which will make things so much easier for me. I was rather chained to the desk this time around. One of my GMs suggest an AireCon GM Discord, so I’m setting one up today, for chat and communication alongside pushed email announcements. 
Altogether a lovel extended weekend with an upped change of pace too! Creating spaces for people to enjoy RPGs is what I seem to do. Huge fun, and more of it next year!
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