Hi All - Wondering if any of you have any experience or know any resources on setting up a scale model show or contest in a big scale, kinda like the IPMS model. There is probably a lot of stuff out there to read, but perhaps there are some leads that I can start to follow.
I am so envious with all the modelling show shared in this forum that I think its time that I should organise something like that in Jakarta. There are many small modeling groups but they live in their own silos. I thought that if I can convince the communities, hobby shops, and importers to gang up, it would be really something for the modeling world here in 2016
Setting Up Scale Model Show, Contest
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dmminiatures
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Setting Up Scale Model Show, Contest
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Re: Setting Up Scale Model Show, Contest
That´s a fantastic plan, Monty! But also a lot of work, if done alone. Is there a IPMS chapter in your area to ask for support and ideas? I would suggest to talk to other people that have run a show recently, but I have no clue about anybody in your country or region.
Re: Setting Up Scale Model Show, Contest
Great idea! I wish you luck with it.
Stuart Templeton 'I may not be good but I'm slow...'
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dmminiatures
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Re: Setting Up Scale Model Show, Contest
thanks for the tips. I am reaching to my friends in Singapore and the Philippines. hope to get something fruitful!
Monty / dmminiatures
Re: Setting Up Scale Model Show, Contest
I just went to a big show in CZ (Cheb) and know the organisator quite good. Are you @ FB, so maybe I can contact him, if that helps?
"Did you really pay a big amount of money for only half a figure?!"
FB: https://www.facebook.com/profile.php?id=100002809527929
FB: https://www.facebook.com/profile.php?id=100002809527929
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Stikpusher
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Re: Setting Up Scale Model Show, Contest
Duke Maddog here has some firsthand experience of setting up shows as an officer in our IPMS Chapter here. I bet he can help you out from his experiences once he sees this thread.
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Duke Maddog
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Re: Setting Up Scale Model Show, Contest
Thanks Carlos for the endorsement. I'll try to help as best I can.
Hey Monty! I commend you on your willingness to start a contest like this. Well done!
Here's some ideas I have based on some of the efforts we have done in putting on our own shows here.
-> First off, you'll need a venue. If you can get one for free, that is a huge bonus, but most places would charge you for the use of a public space. Having good lighting is important too, but you don't always get that. You'll also need a venue that has tables available as well. If not, you'll need to source a good place to rent them for a reasonable price, hopefully including delivery. Getting help to set up and take down those tables will be important as well since many places may just deliver them and go. Keep all this in mind, especially if you have a hard time finding the volunteers to help with set-up/tear-down.
-> Plan your promotion well. Make up flyers that you can post on community boards or place in Hobby Shops that modelers will most likely frequent. Make use of the internet, E-mails and social media to promote the show; particularly among local modelers. Use every resource to get the word out and start advertising at least four to six months ahead of the day of the event. Any shorter than that and most people will have already scheduled something else on the day you open your event.
-> On your ads, be sure to mention when it is, the address of the location, and the time spread that the event will be going on in the bigger, bolder letters near the top of the page. That is a given, I understand, but it is surprising how many flyers/ads I've seen where promoters were so carried away announcing what's going to be at the show that they add this info near the bottom as an afterthought. Sometimes they even forget to put it on at all! After all that, be sure to mention any contest you may be having and the categories of those contests. If you're going to have vendors and a raffle at the show (see below) be sure to mention that as well. Posting pics of some models also gets the excitement ramped up for those checking out the ads.
-> Your first show may be small; no more than 150-200 entries/displays if that. It may even be smaller than that since this is something new that you'll be doing among groups that are "living in their own silos". Therefore, don't go overboard in getting awards if you plan on making this a contest. If it is just a show, then you don't need to worry about the cost of trophies/plaques/medallions.
On the flip side; this may end up being bigger than expected due to the novelty of the event, so have a contingency plan in effect should you need to expand. One way to get a possible response to determine how many people may show up is to approach every model group you know of and ask them how many would be willing to participate in a model show/contest such as one you wish to put on. That will give you some idea of the size of the show you need to plan and prepare for.
-> Establish categories for the models. Find out what most of the modelers who you are targeting like to build the most. Determine any 'splits' or breakdowns you may need to (such as splitting single-engined aircraft by scale, and/or by Allied/Axis) and put down dividers on the tables with labels telling the participants where they can put their models. (we use orange-colored yarn at our Orangecon to separate categories.) This way, modelers interested in specific genres can go straight to the tables holding them.
-> If you plan on having a contest, try to find the best qualified judges to judge the models. I recommend the IPMS USA judging handbook as a start for judging criteria. If you don't want to go that route; or haven't enough qualified judges to do a proper IPMS-style judging job, you can go with a 'popular vote' type of contest in that every participant coming through the doors gets a ballot with a First, Second, Third and/or Fourth choice that they can make in each category. You'll then need someone to tally the votes and then you can announce/ hand out the awards at the end of the show.
-> One way to offset the cost of any awards would be to get 'sponsors' who would purchase 'trophy packs'. The money would equal the cost of the trophy/medallion/plaque you decide to use for each category. Putting the name of the sponsor who purchases a trophy pack on the trophy is a must; not to mention a good selling point for those who want the advertising or attention. Private individuals, clubs and other model-related businesses can all be approached to purchase trophy packs.
-> Another thing that may draw more people to this event is to have model vendors there to sell product. This is a good moneymaker as you 'rent' the tables out to the vendors who pay a certain amount per table for their space. (some vendors need only one table, others may need as many as five) These vendors can then offer product that the participants can take advantage of to purchase there while at the event. Some walk-ins who've never done modeling before, who come in to see the models on the tables and get motivated to start the hobby would not need to look very far to get what they need. Of course, when you're looking for your venue, keep in mind this idea if you want to go with it.
-> Another idea is to approach various hobby shops or other model vendors for donations to a raffle. You and others could even put up some of your own tools/models/accessories that you aren't going to use as well to increase the number of possible prizes. Sales of raffle tickets then go toward the club/entity that is putting on the show and is simply additional profit over the payment for vendor tables and any admission fee you set up for entrance into the show. It would also serve to draw in additional participants; especially if you have some real mouth-watering prizes to offer. If you have enough prizes you can set up multiple drawings throughout the day, with the smaller, less expensive prizes going first, followed by the higher ticket items with the highest ticket items going in the last draw. This entices people to buy even more tickets throughout the day to increase their chances of getting those bigger prizes.
Now, that being said; I'm not sure what restrictions your country may have when it comes to raffles and vendors, so disregard anything I've mentioned that your country's laws may prohibit.
Finally, if you have the money to fly me out there to help set this up, feel free to accept my help! LOL!
Joking about the last statement of course; I don't expect anyone to do something like that.
That's all I can think of off the top of my head. If you have any further questions, feel free to ask them and I may have forgotten to mention something. I do hope this helps and I wish you the best of success in your endeavor.
Hey Monty! I commend you on your willingness to start a contest like this. Well done!
Here's some ideas I have based on some of the efforts we have done in putting on our own shows here.
-> First off, you'll need a venue. If you can get one for free, that is a huge bonus, but most places would charge you for the use of a public space. Having good lighting is important too, but you don't always get that. You'll also need a venue that has tables available as well. If not, you'll need to source a good place to rent them for a reasonable price, hopefully including delivery. Getting help to set up and take down those tables will be important as well since many places may just deliver them and go. Keep all this in mind, especially if you have a hard time finding the volunteers to help with set-up/tear-down.
-> Plan your promotion well. Make up flyers that you can post on community boards or place in Hobby Shops that modelers will most likely frequent. Make use of the internet, E-mails and social media to promote the show; particularly among local modelers. Use every resource to get the word out and start advertising at least four to six months ahead of the day of the event. Any shorter than that and most people will have already scheduled something else on the day you open your event.
-> On your ads, be sure to mention when it is, the address of the location, and the time spread that the event will be going on in the bigger, bolder letters near the top of the page. That is a given, I understand, but it is surprising how many flyers/ads I've seen where promoters were so carried away announcing what's going to be at the show that they add this info near the bottom as an afterthought. Sometimes they even forget to put it on at all! After all that, be sure to mention any contest you may be having and the categories of those contests. If you're going to have vendors and a raffle at the show (see below) be sure to mention that as well. Posting pics of some models also gets the excitement ramped up for those checking out the ads.
-> Your first show may be small; no more than 150-200 entries/displays if that. It may even be smaller than that since this is something new that you'll be doing among groups that are "living in their own silos". Therefore, don't go overboard in getting awards if you plan on making this a contest. If it is just a show, then you don't need to worry about the cost of trophies/plaques/medallions.
On the flip side; this may end up being bigger than expected due to the novelty of the event, so have a contingency plan in effect should you need to expand. One way to get a possible response to determine how many people may show up is to approach every model group you know of and ask them how many would be willing to participate in a model show/contest such as one you wish to put on. That will give you some idea of the size of the show you need to plan and prepare for.
-> Establish categories for the models. Find out what most of the modelers who you are targeting like to build the most. Determine any 'splits' or breakdowns you may need to (such as splitting single-engined aircraft by scale, and/or by Allied/Axis) and put down dividers on the tables with labels telling the participants where they can put their models. (we use orange-colored yarn at our Orangecon to separate categories.) This way, modelers interested in specific genres can go straight to the tables holding them.
-> If you plan on having a contest, try to find the best qualified judges to judge the models. I recommend the IPMS USA judging handbook as a start for judging criteria. If you don't want to go that route; or haven't enough qualified judges to do a proper IPMS-style judging job, you can go with a 'popular vote' type of contest in that every participant coming through the doors gets a ballot with a First, Second, Third and/or Fourth choice that they can make in each category. You'll then need someone to tally the votes and then you can announce/ hand out the awards at the end of the show.
-> One way to offset the cost of any awards would be to get 'sponsors' who would purchase 'trophy packs'. The money would equal the cost of the trophy/medallion/plaque you decide to use for each category. Putting the name of the sponsor who purchases a trophy pack on the trophy is a must; not to mention a good selling point for those who want the advertising or attention. Private individuals, clubs and other model-related businesses can all be approached to purchase trophy packs.
-> Another thing that may draw more people to this event is to have model vendors there to sell product. This is a good moneymaker as you 'rent' the tables out to the vendors who pay a certain amount per table for their space. (some vendors need only one table, others may need as many as five) These vendors can then offer product that the participants can take advantage of to purchase there while at the event. Some walk-ins who've never done modeling before, who come in to see the models on the tables and get motivated to start the hobby would not need to look very far to get what they need. Of course, when you're looking for your venue, keep in mind this idea if you want to go with it.
-> Another idea is to approach various hobby shops or other model vendors for donations to a raffle. You and others could even put up some of your own tools/models/accessories that you aren't going to use as well to increase the number of possible prizes. Sales of raffle tickets then go toward the club/entity that is putting on the show and is simply additional profit over the payment for vendor tables and any admission fee you set up for entrance into the show. It would also serve to draw in additional participants; especially if you have some real mouth-watering prizes to offer. If you have enough prizes you can set up multiple drawings throughout the day, with the smaller, less expensive prizes going first, followed by the higher ticket items with the highest ticket items going in the last draw. This entices people to buy even more tickets throughout the day to increase their chances of getting those bigger prizes.
Now, that being said; I'm not sure what restrictions your country may have when it comes to raffles and vendors, so disregard anything I've mentioned that your country's laws may prohibit.
Finally, if you have the money to fly me out there to help set this up, feel free to accept my help! LOL!
Joking about the last statement of course; I don't expect anyone to do something like that.
That's all I can think of off the top of my head. If you have any further questions, feel free to ask them and I may have forgotten to mention something. I do hope this helps and I wish you the best of success in your endeavor.
The Duke
Virtuoso of Miniatures
"Do you know what the chain of command is? It's the chain I get and beat you with 'till you understand who's in ruttin' command!"
-Jayne Cobb, Firefly Episode 2 "The Train Job"
We are modelers - the same in spirit, in hunger to insanely buy newly released kits, hustlers in hiding our stash from our better halves and experts in using garbage as replacements for after-market parts.
Virtuoso of Miniatures
"Do you know what the chain of command is? It's the chain I get and beat you with 'till you understand who's in ruttin' command!"
-Jayne Cobb, Firefly Episode 2 "The Train Job"
We are modelers - the same in spirit, in hunger to insanely buy newly released kits, hustlers in hiding our stash from our better halves and experts in using garbage as replacements for after-market parts.
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dmminiatures
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Re: Setting Up Scale Model Show, Contest
Thanks Tigrazor, yes I have an FB account "Danumurthi Mahendra". would be nice if you could introduce us both!tigrazor wrote:I just went to a big show in CZ (Cheb) and know the organisator quite good. Are you @ FB, so maybe I can contact him, if that helps?
Monty / dmminiatures
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dmminiatures
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Re: Setting Up Scale Model Show, Contest
Duke Maddog wrote:
Here's some ideas I have based on some of the efforts we have done in putting on our own shows here.
Hi Duke - this is very insightful. Thank you! I remember the last time someone held an event like this in my country was 5 year ago and it FLOPPED big time. I did not joined the event but was observant about how the event went. I don't think they did any of what you have just shared with me: little promotion, judging was shady... so the contrail was unpleasant. Definitely I would not want to walk the same path of whatever happened then.
Monty / dmminiatures
Re: Setting Up Scale Model Show, Contest
I have not held a modellingshow but did host other events. It has been my experience that it is good to have a detailed scenario and planning of the day with an action/checklist.
It would be a bit like this:
8:00 open doors for volunteers: who does that: Chad: necessary: key of the doors
8:15-9:00 setup tables: who does that: Justin, Brain and Robert: necessary: tables
8:15 setup ticket sales: who does that: Chad: necessary: a table, tickets, money for change, chair
Etc etc
It sounds a bit exhausting but nothing can screw up an event like missing the keys to the door, missing crucial equipment or not knowing who does what ("I thought you would feed the unicorns?!).
With regard to the modelling competition (if you will hold one). Timely publish the rules that you will use. This should give anyone the opportunity to know what is being judged.
It would be a bit like this:
8:00 open doors for volunteers: who does that: Chad: necessary: key of the doors
8:15-9:00 setup tables: who does that: Justin, Brain and Robert: necessary: tables
8:15 setup ticket sales: who does that: Chad: necessary: a table, tickets, money for change, chair
Etc etc
It sounds a bit exhausting but nothing can screw up an event like missing the keys to the door, missing crucial equipment or not knowing who does what ("I thought you would feed the unicorns?!).
With regard to the modelling competition (if you will hold one). Timely publish the rules that you will use. This should give anyone the opportunity to know what is being judged.
