Not every Eastercon has a newsletter. But it seems to run better if there is one! The newsletter contains information about programme changes, information of interest to attendees (e.g. changes to bar opening times!), and more recently, photographs of things like award ceremonies and masquerade. A new feature was tried in 2006 by establishing a website (www.ConNewsletter.co.uk) that was updated throughout the convention (and afterwards, or so the plan went) with the newsletter, and providing a newsletter email address (ConNewsletter@gmail.com). These addresses are available to future Eastercon committees to use if they wish, contact Chris O'Shea.
Content
The newsletter should contain:
- A Title/Logo
- Programme changes
- Fannish news
- Gossip and things overheard in the bar
- Jokes
- Artwork
- Lists of award winners including Masquerade winners
- Photographs (particularly of the Masquerade and award winners
- Reviews of Programme items
- Bid session results
- And at least one issue should have a colophon to thank those involved in producing the Newsletter
It can also contain:
- Quotes from the press about fandom in general and this convention in particular
- Competitions
- If there's an election of some kind, campaign speeches etc.
- Adverts for forthcoming conventions
- Commercial advertising
- Silliness
The newsletter should be light in tone and enjoyable.
Number of Issues
That's entirely up to the Newsletter editor! But for the standard Friday-Monday convention, then one possible schedule is (assuming the Masquerade is on Saturday and the Awards are on Sunday):
- Thursday Welcome Issue - prepared before the con, and with last minute programme changes in it.
- Friday Afternoon - Programme changes, information about Thursday night restaurants, and travel stories
- Friday Late - Opening ceremony review and just getting the con up to speed
- Saturday Lunch - what happened in the parties and bars last night, programme items to see, information on the bids for Eastercon two years ahead
- Saturday Masquerade Issue (with photos), usually out around midnight as laying out a photo heavy issue always takes longer than anyone expects!
- Sunday lunch - what happened last night etc.
- Sunday late afternoon Awards Issue (including the result of the Bid session and photos of the award winners)
- Sunday Late
- Monday morning - last programme changes, requests for lifts home etc.
- Monday afternoon - convention is closing down now so a summary of what's been going on etc.
and if there's enough kit left over, possibly a
- Monday evening Dead Dog special (with photos of the closing ceremony), scurrilous gossip and general silliness
Distribution
It is recommended that one or two fixed points (at least) be identified where the latest newsletter will be left in a stack. It is also common to have a small team of distributors take the latest issue "hot off the presses" to the bar or other locations where they can be handed to fans.
It is also good to have a location where back issues can be obtained (while stocks last!)
Equipment
Remember the KISS principle. "Keep It Simple".
Pick a software package beforehand which is familiar to your main editor/layout person. This could be a word processor. You should only try a full blown Desktop Publishing package if you have people who are really familiar with it who can work on every issue.
Contributions
The Newsletter should appoint photographers and reporters to hit the major programme items. It is usual to have a submission box where articles can be left for publication in future issues. Quite often the newsletter will also have a computer with a card reader/USB socket to accept photographs and digital article submissions. Some conventions have experimented with having a ConNewsletter email address for people to send in articles (before or during the convention).
Spoof Newsletter
This doesn't happen every time, but often someone will make up a newsletter, similar in layout to the official newsletter, but with silly items, parodies and even more scurrilous gossip. Usually with a pun for the title, based on the title of the official newsletter. Some years the Spoof Newsletter is actually produced by the official Newsletter team as a way of having fun and being sarcastic that they can't do as the official voice of the convention.