Programming a Convention

Putting together a good program for a convention is not an easy task.

During the last decade, I have been Head of Programming for Fantasycon 2017,
2018, 2021 and 2023. During that time, I have also written programming tracks for a variety of computer game events and other conventions.

To begin with, gauging the level of content needed for a specific convention is
something that requires a detailed understanding of its attendees. When it comes to a networking and professional convention like UK Fantasycon, and now World
Fantasy Convention, part of the understanding is about the way the attendees want to be participants and both contribute and showcase their knowledge skills and experience to the community.

The term contribute is more important in that particular sentence. This type of
convention does not function without the willingness of its attendees to give
something back. There is the sense of an ongoing conversation, occurring at each
event and even between the events. That conversation might be on a particular
topic, perhaps the way in which action scenes are written in fantasy or how religion is depicted in a variety of different popular fantasy epics – two examples of in a myriad of possible panels.

Every person who signs up to be a program participant, offers a unique and
individual contribution. At times, that contribution doesn’t need to be a sagely I have experience. Many of the best panels offer a range of engagements, looking at the subject from the position of the veteran and the newcomer.

When you are putting together the program, it is these kind of interconnections – the way in which panel participants might find something in the exploration of the subject that allows them both to be inspired in the moment and learn something in the discussion – that you are looking for.

Sometimes, a refreshing new perspective emerges. This may come from the
discussion on a panel or from one individual offering unique and innovative
contribution. It can be difficult to capture this. Discussions are often free-flowing and improvisational. Many of the best panel conversations I have been party to are about a meeting of minds and perspectives.

In those circumstances, you realise that the audience is just as important to the
conversation, acting as witnesses and also acting as ciphers of the moment.
Sometimes, the audience questions can be a catalyst for something special.
Everyone in the room has their part to play.

One thing that I think is crucial to the way in which I approach programming is in the role of the moderator. When a participant offers to volunteer to moderate a panel, they are doing so with less of an idea of what topic they may end up facilitating a discussion about. What I try to do is have an interest and expertise in the subject and. Then, when we issue moderator guidance, we make it very clear that the moderator has been selected for this expertise as well as their willingness to lead the panel. I want moderators to contribute as part of the conversation. I want them to feel that their expertise is just as valued as everyone else’s, and that the way in which they guide the conversation, through written questions or improvised enquiry is secondary to that expertise.

One of the best comments I hear about a convention is – “but there were so many good things, I was attending X so I was unable to get to Y and I’m gutted that I missed it.” For someone writing the convention’s programme, that is a compliment. It suggests that you are creating an event where your attendees are invested in seeing value in what you have made. These days, we have some recordings and content available on catch up after the convention, so there will be some opportunities for people to go back and listen to the conversations that they missed.

This kind of detail is the end point. You start by staring at a spreadsheet and a list of names, then begin colour coding different blocks on the timetable, then write a title and quick blurb for the booklets and website. Step follows step follows step. All of these things factor into how we approach programming.

By Allen Stroud

For details of How to get involved in programme please see our participation page.

The deadline to fill out the Participation form is 8th August.