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  • Matt Black
    2010 BROWNCOAT BALL CALL FOR BIDS The Inaugural Browncoat Ball (BCB) was held in Chicago in 2004, with the goal of establishing an affordable, annual,
    Message 1 of 1 , Sep 30, 2009
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      The Inaugural Browncoat Ball (BCB) was held in Chicago in 2004, with the goal of
      establishing an affordable, annual, nonprofit event created for fans by fans,
      capable of bringing Browncoats from geographically diverse locations from all
      over the world together to celebrate Firefly, Serenity and our fabulous fandom.
      The BCB has been held in San Francisco (2006), Philadelphia (2007) and Austin
      (2008), and it will be held in Portland in 2009.

      Hosting the BCB is a labor of love. While the central BCB Committee will share
      planning materials and tips and offer assistance in the fundraising and
      promotional process, the 2010 hosts should respect the fact that it is hard work
      to host a successful BCB, but it is extremely rewarding.

      Since the BCB is a small event and cannot sustain comping volunteers, a guiding
      principal of the BCB since its inception is that everyone pays their own way
      (attendance, lodging, airfare): committee members, volunteers and attendees
      alike. This way, the attendees do not subsidize the volunteers or committee

      Applications for hosting the 2010 BCB should be completed and e-mailed to
      bid@... (with "BCB Proposal" in the subject line) by Oct. 31st.
      The BCB Committee will review the proposals and announce a final decision by
      Nov. 15th.

      Serious applicants should send a proposal with the following information:
      1. A statement from your group about why you would like to host the 2010 BCB.
      2. Proposed dates for the event (a nonholiday weekend in August, September or
      October 2010).
      3. Proposed location, including the city and, if possible, a specific hotel that
      would have reasonable rates and at least 20-25 rooms available for the proposed
      dates. (This doesn't have to be the final location, and multiple sites can be
      proposed if that is preferred)
      4. Estimate on the total cost of a ballroom/banquet facility that has
      availability during the proposed dates, including room rental and catering.
      Financial details for previous BCBs are available for reference.
      5. A list of 3-5 additional Firefly/Serenity 'verse-themed activities that could
      be done at or near the BCB site and an estimate and explanation of the costs
      associated with these activities (for example, transportation to and from the
      event, admission fees, food charges, decoration costs). All activities and
      related transportation costs should be included in the BCB ticket price.
      Think creatively! Some of the best activities cost very little, can be tied in
      easily with the Firefly 'verse and don't require a ton of planning. For example,
      the 2004 BCB included a Chinese Welcome Dinner and Tea Ceremony on the rooftop
      of the hotel, the Train Job Luncheon on a privately chartered commuter train and
      an Afternoon in the Core with suggested activities around Chicago. Additional
      details from past BCBs are available on request. The sky is the limit! This can
      be more of a brainstorming list of possible activities rather than a final list.
      6. Additional transportation details such as how far the BCB site is from a
      major national/international airport, what transportation options exist to and
      from the airport and how much they cost, and how far the site is from other
      major cities within driving distance. Please take into consideration the
      availability of accessible options for Browncoats with disabilities for all
      aspects of the event.
      7. Total estimate on the operational costs (not including lodging and airfare)
      and estimate of ticket cost (we suggest between $100 and $150), including
      possible options for different event packages.
      8. Coordinating Committee: A tentative list of 5-10 people willing to:
      • Make facility reservations and coordinate event planning
      • Register guests
      • Promote the event, including Internet updates, newsletters and invitations
      • Be the Webmaster for the 2010 Web site. (If no Webmaster is available, the BCB
      Committee can maintain the Web site, but the 2010 hosts must be willing to
      provide/edit/review the text for the web site.) There is a forum, as well as
      MySpace, Facebook and Yahoo! BCB groups, that the hosts can use to promote the
      2010 BCB.
      • Handle incoming and outgoing money and create and work within a budget
      (treasurer). This is extremely important, as the 2010 hosting committee will
      bear the financial responsibility if the event goes over the budget. The BCB
      Committee will provide financial summaries of the prior events to the 2010 hosts
      to give you an idea of what you can look forward to with regards to expenses,
      although the cost of the event will vary depending on the location. You are then
      required to provide a similar financial report to reflect how your event was
      managed, so future events can benefit as well.
      • You can propose to host a BCB in an area other than where you live, but at
      least two 2010 coordinating committee members should live/work near the site
      being proposed.
      • Committee members must be willing to commit to approximately 3 or 4 conference
      calls or conference chat sessions with the BCB Committee so all parties can be
      sure things are still on track and to discuss any major changes, if any.
      9. Contact information, including name, e-mail address and evening phone number
      for one member of the coordinating committee who will serve as a contact for
      notification purposes. (The BCB Committee will in turn provide the 2010 hosts
      with contact info for consultation purposes.)

      (Please re-post and forward as you think appropriate.)

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