Reasons behind the Site & Date

Back in November 2005, we had a very successful Gen Con UK, with some great successes, such as all the accommodation and events on one site, and a huge area for gaming.

There were a few small problems, such as with the trade hall being on the first floor, we needed a Fork Lift to get all the trade stands up there (no goods lift), and there was one room which had no disabled access. However there were issues we could deal with, so we asked Butlins to confirm a date for 2006.

They gave us a provisional date. However after the convention Butlins produced a brochure to show that the date they had selected was an "adults only weekend", as was every weekend in October and November apart from Fireworks or Half Term (which Butlins mostly fills even without us). We went into extensive negotiations with Butlins, but were unable to get everything to the standards needed for Gen Con UK.

So we needed a new venue!

We defined what was needed and went on the search. We looked at pretty much every possible venue that could fit the requirements to see what they had - Conference venues, seaside resorts, holiday camps, Universities and colleges, sporting venues, large hotels - we even looked at putting it on a ship (based out of Southampton). In addition, we put our requirements onto the forums and got feedback from people who suggested venues that we wouldn't have thought of. And we checked these out as well.

Then we came up with a shortlist and, contacting these venues for exact details, availability, etc. We got some mixed feedback: "Sorry, you can't have that large hall - we are about to pull it down", or "those two big rooms you asked for - in fact they are two different names for the same room". With the sites help, we limited it down to 2 venues, with one preferred one - The University of Reading

Various site visits, talks to the conference offices, etc showed that they had everything we needed. They had a big trade hall (bigger than the space last year, and on the ground floor). They had plenty of accommodation (well over 1,200 rooms on the main site, with more close by if we need it). They had bars (it's a University, of course they have bars). They had many other rooms with flat floor space for games. And they could handle 24 hour access. And all rooms are wheelchair accessible.

Having done seven site visits so far, and talked to almost everyone in the University (from the porters and catering staff to the Vice Chancellor's secretary), I have had lots of encouragement from the whole University. They all want our event to succeed and were happy to offer suggestions and resources to help it become a success.

Having found a venue, the question of the date was much easier. We needed a date that had a minimum number of direct clashes, but was during University holidays. Having spoken to the Universities and various people who know about events, we ended back at our old date of the Weekend after August Bank Holiday. Most summer events finish by the August Bank Holiday, and there is a nice convenient gap. Also, with over a year between advertising it and the event going ahead, it helps others avoid clashes as they have lots of notice.

So, we now have a great venue, it's time to put the date into your diary and book!

Ratty