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Balticon Runner's Manual
(last updated 09/01/2002 4:15 PM)
 
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Table Of Contents

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Balticon Manual


    I. General

    Balticon tries to have something for just about everyone. The Baltimore Science Fiction Society, Inc. is dedicated to the furtherance of the production of Science Fiction and Fantasy in all of its forms, including literary and the media. We try to maintain a level of information availability and a pleasant venue that provides a place to meet with authors and artists and visit with old friends as well as meet and make new ones.

      I. A. Balticon Runner's Manual

        I. A. 1. Introduction

          The Balticon Runner's Manual is a publication of the Baltimore Science Fiction Society, Inc. It has been established to define the responsibilities of the Balticon Committee through a set of written procedures, standards, and guidelines.

          The procedures, standards and guidelines contained in this Manual are the endorsed policies of the Balticon Committee. The sections contained in this manual have been designed for the use of the Balticon committee. There are many ways that each department head can accomplish the goals of the particular department and there is always room for creativity, but this manual is provided as a place to start.

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        I. A. 2. Modifications

          The manual is intended to be a "living" document that will grow and change as Balticon grows and changes. There will, from time to time, be a need to modify these procedures, standards, and guidelines.

          All proposals for modifications need to be sent to the Balticon Chair for review. Any changes or additions to this manual should be in the form of a written proposal, outlined in a format similar to the existing Baltimore Science Fiction Society, Inc. Balticon Runner's Manual documents.

          The proposal should contain the following information:

          1. Submitter's name and telephone number.

          2. Item number being referenced for a proposed change, or a suggested numbering scheme for a new proposal.

          3. Existing or suggested title.

          4. Brief objective explaining the intention of the procedure, standard, or guideline.

          5. Department affected by the procedure, standard or guideline.

          6. Text of the procedure, standard, or guideline as suggested (in content and format).

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        I. A. 3. Review Procedures

          All suggestions submitted will be reviewed by the Balticon Chair and Vice Chair and included in the manual, if appropriate.

          The final document will be edited as required by the current Balticon Chair, who is wholly responsible for the content of any additions or corrections to this manual.

          The Balticon Chair may appoint any BSFS member to be the Balticon Runner's Manual Editor as required.

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        I. A. 4. Distribution

      I. B. History Of Balticon

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      I. C. Policies

        I. C. 1. Organization Chart
          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Balticon 38 Org Chart (Word, 21 kb)

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      I. C. 2. Miscellaneous

      • The Balticon committee will be responsible for all registration
        activities, both pre-registration and registration at the convention.

      • The Balticon committee will try to have the hotel hold the discount
        price for rooms all of the way up to the CON, and, if that cannot be
        done, include the hotel cost cutoff date in the flyer.

      • Just because we did some particular thing last year and/or the year
        before, doesn't mean that we will be able to do it this year, or should!

      • The chair should approve any and all letters going out representing the
        convention in any way. The chair needs to see all letters prior to being sent
        out in the name of the convention.
        (A sample of each letter will be sufficient, each letter is not
        required.) These sample letters will be included in the appropriate
        sections of this manual.

      • Membership cost policy:
        ages 0 thru 5 = free
        ages 6 thru 12 = 1/2 price
        ages 13 up = full price.


      • Weapons worn with costumes will be allowed, but all weapons must
        be peace-bonded. The wearer must deal with local police if the weapon
        is worn outside the convention area.

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      I. C. 3. Committee List

        The Committee List is furnished to provide the means to contact the people that are responsible for planning and carrying out the myriad of activities that make Balticon distinctive. It is advisable to publish this listing in the club newsletter Mark Of The B*E*A*S*T on a monthly basis for those that are not web-connected.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Balticon Committee List (Xcel, 22 kb)

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      I. C. 4. Guests of Honor

        It is a tradition for there to be Guests of Honor at each Balticon.
        The number of Honored Guests is decided by the Chair.

          Guest of Honor - Lois McMaster Bujold

          Artist Guest of Honor - Dave Seely

          Filk Guest of Honor - Heather Alexander

      I. C. 5. Convention Date

        The dates for Balticon 38 will be May 28 - 31, 2004.

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      I. C. 6. Venue

        The location for Balticon 38 will be the Wyndham Baltimore Inner Harbor Hotel, Baltimore, MD.

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      I. C. 7. Theme for the Convention

        Balticon does not always have a theme, this is a decision by each chair.
        There is no theme for this year's Balticon

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    I. D. Meetings

      I. D. 1. Function Space Allocation

        At some point, the earlier the better, there will be a meeting where plans will be made about where in the hotel program items will be held. This meeting will be known as the Space Allocation Meeting Minutes should be taken at that meeting and a spreadsheet will be available for information soon thereafter.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Balticon 38 Space Allocation (Excel, 105kb)

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    I. E. Budget

      I. E. 1. Budget Submission Schedule

      I. E. 2. Current Budget

        There is not much that can be said about that necessary evil known as a budget.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Balticon 38 Budget (Xcel, 73 kb)
          actually for the moment is is the same as the Balticon 35 Budget........
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      I. E. 3. Previous Budgets

        See above.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Balticon 35 Budget (Xcel, 73 kb)

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    I. F. Publicity

      I. F. 1. Policies

      I. F. 2. Initial Flyer

      I. F. 3. Main Flyer

      I. F. 4. Special Flyer - Waldenbooks

    I. G. Scheduling

      I. G. 1. Standard Time Line
        CON MINUS 24		ELECT VICE CHAIR (TO BECOME CURRENT CON CHAIR)

CON MINUS 23		SKETCH PRELIMINARY BUDGET
				INVITE GUESTS OF HONOR
				SOLICIT HOTEL PROPOSALS

CON MINUS 18		MAIL PROGRAM PARTICIPANT INVITATIONS
				SELECT HOTEL

CON MINUS 15		REVIEW BUDGET

CON MINUS 13		PRODUCE INITIAL FLYER

CON MINUS 12		DISTRIBUTE INITIAL FLYER AT PRIOR CON
 (at prior con)	ANNOUNCE GUESTS, HOTEL, ETC.
				SET RATES

CON MINUS 11		CRITIQUE PREVIOUS CON
				APPOINT DEPARTMENT HEADS
				START LINE ITEM BUDGET
				UPDATE MAILING LIST
				ELECT VICE CHAIR (TO BECOME NEXT CON CHAIR)

CON MINUS 9		SIGN HOTEL CONTRACT
				BEGIN PUBLICITY DRIVE
				MASS MAILING PREPARATION

CON MINUS 7		SET UP PRE-REGISTRATION
				PRINT MAILING LABELS
				SEND OUT BULK MAILING

CON MINUS 6		PREPARE INFORMATION SHEETS FOR REGISTRATION
				FUNCTION SPACE ALLOCATION
				BADGE AND T-SHIRT DESIGN
				SOUVENIR BOOK
				HOTEL PROSPECTUS
				PRELIMINARY EQUIPMENT AND SUPPLY LIST
				HOTEL ROOM REGISTRATION OPENS

CON MINUS 5		REVIEW BUDGET
				REVIEW PROSPECTUS
				DEALERS' ROOM REGISTRATION OPENS

CON MINUS 3		REVIEW ABOVE
				REVIEW PROGRAM
				BADGES AND T-SHIRTS READY FOR PRINTER
				SOLICIT EQUIPMENT BIDS

CON MINUS 2		HOTEL PROSPECTUS
				BUDGET
				PROGRAM AND SPACE
				CHECK INSURANCE AND ANY SPECIAL LICENSES

CON MINUS 1

			WEEK 4	SOUVENIR BOOK TO PRINTER
					REVIEW SCHEDULES
					ORDER SUPPLIES

			WEEK 3	BEGIN PACKING

			WEEK 2	POCKET PROGRAM TO PRINTER

			WEEK 1	PICK UP PROGRAM BOOKS

				MON	HOTEL MEETING

				WED	FINAL PACKING, STUFF PACKETS

				THU	LOAD AND TRANSPORT TO HOTEL
					TECH PICK-UP AND SET-UP

BALTICON
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      I. G. 2. Panic Button

    I. H. Venue

      I. H. 1. Hotel Negotiations

        The purpose of this section is to provide the basis for the convention/hotel negotiations so that the best possible deal can be obtained in order to provide the accommodations to enable the mounting of a Balticon that is consistent from year to year and maintains the largest area available for programmed events at the lowest possible cost.

        BASIC TERMS FOR BALTICON PROPOSAL/CONTRACT:

        GUEST ROOMS:

        Balticon's normal room pick up is approximately 360 rooms per night on peak nights (THURSDAY - 30 rooms, FRIDAY - 360 rooms, SATURDAY - 360 rooms, SUNDAY - 250 rooms, and MONDAY - 30 rooms.) The room block should be a target, and provision should be made for the flexibility to pick up more rooms if required, or to pick up approximately 10% fewer rooms, without incurring any penalty.

        Rooms should be offered at a flat rate for multiple occupancy, and the rate given to the convention must be the lowest rate available for any and all rooms sold that weekend. The convention's room rate should be honored for all rooms booked prior to the event, and no registration cut-off date should be set.

        FUNCTION SPACE:

        All function space in the hotel is to be booked for Balticon, on a complimentary basis, for use from Thursday night through Sunday evening, with storage space available through Monday.

        In the event that function space is double-booked after Balticon has a contract with the hotel, liquidated damages will be forfeit by the hotel, in accordance with a sliding scale keyed to the amount of function space unavailable to Balticon.

        CATERING REQUIREMENTS:

        The Balticon Committee wishes to make its own arrangements for dry snacks, sodas, cut vegetables and dip, and cheese cubes in its hospitality suite. Other catering requirements will be placed through the hotel at their usual prices. We are willing to consider the payment of a reasonable flat fee (corkage) in exchange for this.

        TECHNICAL/AUDIOVISUAL REQUIREMENTS:

        The Balticon committee will provide its own audio-visual, computer, and other necessary technical equipment, and the labor to set up all equipment in the hotel's function areas, as needed. The hotel agrees to provide the committee's technical set up staff with all necessary access to service areas, and required engineering support, and to generally permit the use of service areas to achieve technical hook-ups. The committee will work in conjunction with the hotel's engineering staff, but will not agree to surrender technical hook-up functions entirely to the hotel, nor to the payment of charges for standby engineering service throughout the weekend.

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      I. H. 2. Prospectus

        A copy of all Balticon Hotel Prospecti will be filed in this section, and available for downloading:

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Prospectus 1992 (Word, 46 kb)


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      I. H. 3. Hotel Contract

        Copies of Balticon Hotel Contracts will be filed in this section.

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      I. H. 4. Official Thank-You To Hotel Staff

        The "Thank-You To Hotel Staff" is furnished to provide the means to show appreciation to the Hotel and its staff for the things that they do that contribute to make Balticon a success. These letters go a long way toward building continued good will with the hotels and their staff.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Hotel Staff Letter (Word, 20 kb)

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II. Operations

    II. A. Policies

      II. A. 1. General

        There is much work to be done to run a convention the size of Balticon, and most of these tasks are generally performed by volunteers. The following guidelines are offered for the care and feeding of them.

        GUIDELINES:

        A. Work is to be found for anyone who volunteers. Schedule volunteers for registration first, especially on Friday and Saturday (AM).

        B. Volunteers at some conventions are called Gofers, and in the past, they have been called so at Balticon. Volunteers at Balticon will be called Bersekers.

        C. No Gossiping.

        D. Berserkers take instructions from the OPS Supervisor or the head of the area to which they are assigned, no one else. Make sure the Berserker knows who is in charge of the assigned area.

        E. No convention attendee is ever to be sent away without receiving an answer to a question. Convention committee members are on beepers, and the information booth has many answers. Find an answer to all questions or find someone who knows the answer.

        F. Do not act as a policeman. If a convention attendee disputes a polite request, don't argue, but make sure that the incident is reported to OPS.

        G. When possible, all problems are to be handled at the level of OPS Supervisor. Problems should be referred to committee members when a major policy violation is involved or in a situation where a particular committee member is the only one who knows the answer.

        H. T-Shirts will be given to all volunteers who can document working 10 or more hours. All work cards should be signed by the assignment area head to verify the number of hours worked.

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      II. A. 2. Emergency Procedures

        In any gathering of people this large, some things are not going to go as expected. Clear thinking and common sense should prevent these things from escalating into major disasters. DO NOT PANIC.

        GUIDELINES:

        A. MEDICAL

        Never offer medical services or advice unless licensed to do so by the State of Maryland.

        Offer to call 911. If the offer is refused, report the incident to OPS anyway with the name of the person involved and the details of the emergency. OPS will have information on the nearest hospital and a first aid kit for minor emergencies.

        B. POLICE

        Try to work with hotel security and the off-duty police that are working for the convention so that no situations reach the point at which the authorities must be called. In the event they are, OPS will assist by keeping all non-involved convention attendees out of the way. Do not attempt to help or interfere with police officers.

        C. FIRE

        Call 911 and report that action to OPS immediately.

        D. Log all emergency incidents.

        E. Remember that the Convention Committee has no real civil authority. What little authority the attendees have agreed to allot us is delegated to the OPS or Night OPS Supervisor. If you are not one of these individuals, you will have to rely on your charm.

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      II. A. 3. Berserker Assignment Areas

        Certain areas of a science fiction convention require a high concentration of volunteer labor. This list is intended as an identification of the most frequent points of labor concentration and Berserker efforts should not be limited to these areas.

        ASSIGNMENT AREAS:

          1. Registration

          2. Dealers Room

          3. Art Auction

          4. Masquerade

          5. Gofer Hole

          6. OPS (Operations)

          7. Con Suite

          8. Green Room

          9. Children's Programming

          10. Logistics

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      II. A. 4. Berserker Postcard (Post Con)

        A postcard should be sent to each volunteer to verify the hours that they worked and that they received the Berserker T-Shirt and/or membership that they might have earned. This will also reinforce the fact that extra hours worked will be rewarded with a membership, maybe encouraging more volunteer hours at future conventions.

        PROCEDURE:

        A postcard should be printed and mailed to each volunteer with wording similar to the following:

          "Thank you for working at Balticon __. Our records indicate that you worked _____ documented hours and [___] did / [___] did not earn a T-Shirt which you [___] did / [___] did not pick up.
          Our records also reveal that you [___] did / [___] did not earn a membership to Balticon __.
          We hope to see you at Balticon __. "

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    II. B. Job Descriptions

      II. B. 1. HQ Stationary Shift Supervisor

        The Duties of the HQ Stationary Shift Supervisor are:

        A. Communications

        A log must be maintained of all incoming messages. Incoming messages must be classified as to urgency and posted or hand delivered as appropriate. There will be a mail box or message board provided for committee and staff.

        If beepers are used for key personnel, the Shift Supervisor must determine the need for paging the committee or staff member. The hotel switchboard will switch only callers who ask for a staff member by name to OPS. Other calls should go to the Information Desk, but if they get through to OPS by mistake, do not switch them to the Information Desk unless no one in the OPS area knows the answer. Remember, we are a service organization. On the other hand, all such calls should be kept as brief as possible. If necessary, take a phone number and have the Information Desk call them back.

        In the event of a personal message for an attendee, the Shift Supervisor must determine the urgency of the message and either post it at the Information Desk, or send a runner to have announcements made in the various program areas. The Shift Supervisor must be sure to get the caller's name and phone number and explain the lack of a public address system at the convention. General information calls and personal calls need only a brief posting in the log.

        The Message board shall be utilized for the posting of all incoming messages for attendees.

        B. Berserker Scheduling and Tracking

        A log must be kept of all reported Gofer hours. Gofers will be instructed to check-in with OPS before and after reporting for a shift. There will be some means (usually ribbons) to identify Gofers and to allow them access to the Gofer hole. Gofers should not be given any special Gofer identification or access to the Gofer Hole until after they report for their first shift. A schedule covering the entire convention will be posted prominently, and the Shift Supervisor will be responsible for noting gaps and scheduling coverage.

        C. Cleanliness and Security of HQ

        Presence of food and drink in the HQ area must be kept to an absolute minimum. Gofers who want to relax should go to the Gofer Hole and food supplies should be kept there. Gofers assigned to HQ may be allowed some food and drink from the Gofer Hole. A small amount of food is allowed in HQ. No unnecessary personnel should be in HQ. This is the Dull and Boring Room: too many people are a security risk.

        D. Crash Space

        The key to Gofer crash space will be kept in HQ. Gofers who are ready to crash should be escorted to the room and the key returned by the escort. The interior security lock is not to be used in the crash space. Gofers who need their belongings secured will be provided another space for them.

        E. Security Log

        Security incidents are those in which inappropriate or illegal behavior must be dealt with. It is hoped that these incidents will be minimal, most occur between the hours of 8 PM and 8 AM when Night OPS is on duty. All such incidents and the action taken must be logged. It is the responsibility of the relieving Supervisor to review the previous log entries and be aware of problems that may recur. If some action is necessary, it must be remembered that no committee or staff member has police authority and only certain committee members have the right to revoke memberships. If drastic action is necessary, the most senior member of the committee or hotel staff member must be located. Balticon does not condone illegal behavior, but convention staff must be tolerant of attendees who believe they are only guilty of trying to amuse themselves. Remember, the Shift Supervisor does not have the authority to interpret or change Balticon policy. If a bad choice is made by the Shift Supervisor, then that Shift Supervisor will be held responsible, so if the Shift Supervisor is unsure, then someone else on the committee must be contacted.

        Registration must be notified ASAP if a badge is pulled. A computer terminal should be made available in the night OPS area so that this information could be entered by Security.

        In the event of major incidents, such as damage to a hotel room, a BSFS officer should be notified.

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      II. B. 2. Night OPS Supervisor

        The Duties of the Night OPS Supervisor are:

        A. Handle any of the duties of the regular stationary supervisor.

        B. Arrange regular patrols of the function areas and sleeping areas in order to monitor possible problems.

        C. Ensure that the security log is up-to-date and letting the proper people know of any action that may need to be taken after you are off duty.

        D. Issue temporary registrations after the closing of Registration.

        E. Revoke memberships if it is deemed necessary. This should be the last option considered. The Night OPS Supervisor also has the authority to determine other means of handling problems. In the absence of the Chair or Vice Chair, the Night OPS Supervisor is the final authority on security problems.

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      II. B. 3. Berzerker Supervisor

        The Duties of the Berzerker Supervisor are:

        A. Act as liaison between various major departments such as the Art Show, Green Room, and the different OPS locations such as Volunteer Registration, Information, Gofer Hole, and HQ.

        B. Verify that Volunteers have reported as instructed, understand their duties, and knowledgeable as to who is in charge of their assigned areas.

        C. Report to HQ any unanticipated Volunteer needs to be filled.

        D. Verify that Volunteers are relieved as expected.

        E. Handle food and drink requisitions made by Volunteers assigned to non-HQ locations. These requests must be kept at a reasonable level. The Gofer Hole is the place where Volunteers should be going for food and most should be consumed there. The Roving Supervisor must use judgement. If it is extremely hot or the Volunteers have been talking to everyone in the world (i.e., registration) then perhaps requests for food and/or drinks would be warranted. Remember, we don't want the hotel to think we are competing with their food services.

        F. Note areas of high trash buildup and reporting these to HQ.

        G. Report any incidents which may become security problems. The Roving Supervisor should not interfere in any incident which is being handled by another committee member.

        H. Monitor the use of the Gofer Hole. The Gofer Hole is to be a place for anyone who has earned a break to feel comfortable, not a private club. Both Staff and Gofers will be allowed to use the Gofer Hole.

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      II. B. 4. Badge Checker

        The Duties of a Badge Checker are:

        A. Try to locate Convention badges as the attendee approaches.

        B. Ask politely "May I see your badge, please?" if a badge is not visible on a convention attendee.

        C. Thank everyone for displaying their badge.

        D. Make sure that they know the hours of public access to the room being watched.

        E. Locate the Registration Desk for those who were unable to find it.

        F. Refrain from arguing if someone refuses to show his/her badge and insists upon entering a room, and not physically blocking them. Report the incident to the department head for the assigned area and to HQ with a complete description, if possible.

        G. Know the means of identifying all levels of badges (committee, staff, special) to determine access to an area not yet open to the public. Refer anyone to the department head who insists on entering during non-public hours.

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    II. C. Volunteer Forms

      II. C. 1. Volunteer Rules and Regulations

      II. C. 2. Volunteer Registration and Release Form

      II. C. 3. Volunteer Time Record

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Volunteer Time Record (Word, 24 kb )

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      II. C. 4. Special Volunteer Time Sheet

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Special Volunteer Time Sheet (Word, 23 kb )

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    II. D. Information Table

      II. D. 1. Information Table Policies

        The purpose of the Information Table is to provide a central location at the convention for a convention attendee to obtain specific information about events at the convention and the amenities available in the local area.

        POLICIES:

        I. Background needed to run the Information Table.

          A. Produce, help with, memorize, or be really familiar with the Pocket Program.

          B. Have a general knowledge of the area around the Convention hotel and know Baltimore and the surrounding area well enough to be able to help people find what they seek.

        II. Requirements for Location of Information Table.

          A. The Information Table must be Prominently Public.

          B. Near or by a phone jack for an outside line.

        III. Facilities needed.

          A. 1 - 2 tables.

          B. 2 - 4 chairs.

          C. At least one phone with an outside line. The hotel will be instructed to route all calls for information about Balticon to this table.

          D. One or more, preferably at least three, bulletin boards.

          E. Equipment:

            1. Pens/pencils - at least 10 of each.

            2. Plenty of push pins and invisible tape.

            3. Index cards for announcements to go onto the bulletin boards.

            4. Cardboard signs for categories needed:

              a. Personal messages.

              b. Announcements.

              c. Program Changes.

              d. Parties - for party board if the hotel situation allows it.

          F. Information to stay at the table:

            1. Pocket Program.

            2. A large map of the area around the hotel, displaying the features (restaurants, liquor stores, drug stores, etc.) most likely to be needed by our attendees.

            3. An extensive restaurant guide, preferably one that includes summaries of the food served, to guide people on restricted diets. Copies of menus are helpful, if available.

            4. Directions to/from hotel to major highways and public transportation.

            5. Handouts to give attendees - tourist information (optional).

            6. Emergency numbers we hope we won't have to use: Doctor, Fire, Police, Ambulance.

        IV. Running the Information Table at the Con:

          A. Berserker Requirements

            1. At least one person to sit by the phone when the desk is open.

            2. A local or other knowledgable person at the table or easily available.

            3. Berserker to take over the table one hour before any Orioles game.

          B. Hours of Operation

            1. 10 AM to 10 PM on Friday.

            2. 10 AM to 6 or 8 PM Saturday.

            3. 10 AM to 2 PM Sunday.

          C. When closing the table, be sure to take/remove anything you want to save and take it to OPs.

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III. Registration

    III. A. General

      III. A. 1. Policies

        To provide the means to control the smooth running of the registration department certain guiding principles must prevail.

        1. The Balticon committee will be responsible for pre-registration and all registration at the convention.

        2. An additional phone line exists in the clubhouse, in part, for the data entry to the database of all pre-registrations.

        3. A problem list will be maintained.

        A number of problems will be determined by the pre-registration staff. A list should be made of these problems and given to the At-Con Registration staff so that these problems can be corrected as the individuals come to the Registration Table to collect their memberships.

        As each Con attendee checks in at the Registration Desk, their names are to be checked against the list. Any name found on the Problem list must clear their name from this list prior to being issued a convention badge.

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      III. A. 2. Free Memberships

        A limited number of free memberships are provided to each Major Department Head so that they may reward hard-working staff.

        A letter should be given to the Registration Chair identifying the member that should receive a free membership (or a refund, if the member has paid already).

        Such a letter (or e-mail) should contain the following:

        "Subject: free memberships

        BTW, Since the flyers went out all of my people are calling me with their numbers to make sure they get staff memberships. Here they are to get you started:

        Joe Phan 9200519CY93
        Suzy Creamcheese: BSFS9200520CY93

        Let me know if you need anything else.

        _____________________ - Supervisor ___________ Area"

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    III. B. Procedures

IV. Major Departments

    IV. A. Programming

      IV. A. 1. Programming Coordinator

        The Programming Coordinator is to be responsible for recruiting program participants and managers to help run the events.

        GENERAL DUTIES:

        1. Reports to the Balticon Chair (or Vice-Chair or in the absence of the Chair).

        2. Is responsible for compiling the master program participants address list.

        3. Is responsible for seeing that letters of invitation are sent to program participants (all letters composed for the Chair's signature).

        4. Sets deadlines for program track schedules.

        5. Coordinates the program track schedules to ascertain that no guests or function spaces are over- or under-programmed.

        6. Coordinates guest activities with guest liaison.

        7. Submits information for program book in accordance with schedules set by the BSFAN Editor.

        8. Coordinates with all other department heads as necessary.

        9. Has full authority to enforce deadlines and other instructions of the chair and/or vice-chair.

        10. Appoints Managers for program tracks. The number of program tracks will be determined by the amount of function space and personnel.

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      IV. A. 2. Program Track Manager

        The objective of each of the Program Track Managers is to be responsible for the coordination of a specific track of Balticon Programming in accordance with the wishes of the Balticon Program Coordinator and the Balticon Committee.

        RESPONSIBILITIES:

        1. Prepare, according to assigned deadlines:

          a. Budget.

          b. Schedule of Events.

          c. Hotel Setup requests/needs from hotel.

          d. Equipment requests.

          e. Requests for supplies.

          f. Volunteer (Berserker) requests with job descriptions and hours required.

          g. Lists of all program participants or other free memberships that will be needed.

        2. Provide samples of proposed correspondence to be collected by program coordinator or other manager.

        3. Confirm in writing all verbal agreements made with people who will help or work with you or be on your program.

        4. Follow up invitations to guests or helpers/workers with information on the con, registrations and special events in which the person is to participate (see "letters to Guests" for example of how to treat special guests).

        5. Provide regular written or oral reports to rest of committee.

        6. Know with whom you must coordinate, i.e., Guest Liaison, Registration, or other department heads.

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      IV. A. 3. Potential Guest Address List

        To provide a list of potential guests for programming items. Names and addresses should be added to this list as they are found so that they can be made available when it is time to send out the initial guest invitation. Any corrections to current addresses should be made as they are received.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Potential Participants List (Word, 50 kb)

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      IV. A. 4. Letter To Potential Guests

        The initial letter to a potential guest should be sent prior to Balticon, far enough in advance so that the potential guest has time to make plans adequately, and should include the following:

        A. General information about the Con, the hotel, and its location.

        B. Dates of Balticon for the year in question, AND THE FACT THAT IT IS ON MEMORIAL DAY WEEKEND.

        C. Give clubhouse and/or your home phone number for a reply.

        D. Include the BSFS address for reply by letter:

          Balticon __ P. O. Box 686 Baltimore, Md. 21203-0686
        Do Not use the East Baltimore Street addresss for any correspondence.

        E. Give a reasonable deadline for a reply.

          1. Time definite answer needed for pre-con publicity.

          2. Let them know that a reply will get them a hotel card.

        F. No reply to this letter constitutes a rejection of this offer. Do not assume acceptance, assume rejection unless something is received in writing.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Letter To Potential Guests (Word, 22 kb)

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      IV. A. 5. Dealing With Program Participants

        It is important to let potential program participants know exactly what is being offered to them for their participation. Keep in mind, what is being offered is going to cost the convention something, either in time, effort or money, so be careful what is put in writing.

        GENERAL PRINCIPLES:

        A. A letter to those who accept the offer to be a program participant, after receiving "Yes, I'd love to come..." reply, shall include:

          1. Just what you are offering this program participant.

            a. Careful phrasing of what is included.

            b. Gentle statement of what is not included in hopes that they will not assume anything.

          2. What you expect in return for what you are offering.

          3. Information about your programming.

            a. Presentations and panels generally planned.

            b. Specific offer of participation to this program participant (tailored to their reply).

          4. Solicit their ideas (what have you always wanted to do at a Con?).

          5. Updates on general convention activity (special events we are planning involving the program participants, etc.).

          6. This letter should be out by CON MINUS 1 MONTH, at least.

        B. Another letter should be sent to each program participant approximately 2 weeks before the CON:

          1. What program items they will be expected to do.

            a. Planned day, time, and location.

            b. General idea(s) to be covered in the discussion.

            c. People participating with them.

          2. Give them times readings will be held and let them choose most convenient time, if possible.

          3. Tell them how to get to the convention hotel, about parking and/or unloading where appropriate.

          4. Tell them WHERE TO REGISTER even if it is in the same place as the general membership.

          5. Tell them if you plan to present gifts and where and when this will be done.

          6. Tell them the location of the Green Room and the approximate hours of operation.

          7. Tell them specifically when and where any special events such as Meet the Guests and Wine and Cheese party will be.

          8. Tell them any special arrangements you have promised (room location, disabilities, storage, etc.) and how this will be taken care of.

        C. If you are really ambitious, include SASE and reply form with each letter, where appropriate.

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      IV. A. 6. Memberships for Program Participants

        A. In General, each program participant will get a membership for themselves for the convention in exchange for being on the program.

        B. Any program participant who requests a membership for one guest, in advance, be granted that membership and offered the opportunity to participate in an other panel/activity.

        C. Requests for up to four family memberships may be granted at the discretion of the Program Coordinator. The Program Coordinator must maintain a list to be forwarded to the registration staff with sufficient notice to print badges.

        D. Requests for more than four family members or for non related guests shall be referred to the Chair.

        E. Program participants who bring family members or other guests without advance notification may, at the discretion of the Registration Head, be asked to pay for memberships. Such memberships will be reviewed by the Chair, with advice from the Treasurer and Program Coordinator, for possible but not guaranteed reimbursement.

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    IV. B. Guest Liaison

      IV. B. 1. Policies

        The objective of Guest Liaison is to provide contact with guests so that they are happy to take part in Balticon. Having a happy guest means that the event they are in will be a pleasant experience for all who attend.

        A. Initial contact with prospective guests will be made by the Programming Coordinator.

        B. Guest Liaison is responsible for contacting guests specified by the Balticon Chair (including the Guests of Honor and the Compton Crook Award winner).

        C. Ascertain any guest of honor special requests, special needs, special conditions, and arrange to satisfy the same.

        D. If the guestof honor prefers - make travel arrangements for them.

        E. Phone each one in the week before the convention for final arrangements.

        F. Meet each guest of honor (or have them met) on arrival and transport them to the Hotel.

        G. Arrange dinner for Friday Night and Saturday Night for the Balticon Chair and the Guests of Honor.

        H. Handle any problems - keep 'em happy, if possible.

        I. Entertain guests of honor when and how appropriate.

        J. Arrange meetings and dinners with BSFS members, if desired, by either guests or members.

        K. Return guests of honor to terminal or airport in time for departure.

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    IV. C. Masquerade

      IV. C. 1. Policies

        1. The Balticon Masquerade will be run according to the Costumer's Guild "Division System." Contestants will be registered according to the following divisions:

          YOUNG FAN - Any contestant under 13 years of age by the con. There will be two classes of award: Adult Made and Contestant Made.

          NOVICE - An individual who has won fewer than three major prizes* in costume competitions (other than as a "Young Fan") at any convention (General S/F or Specific Theme, i.e., Trek, Darkover, etc.) with 20 or more costume entries.

          JOURNEYMAN - Has won at a con Masquerade previously, but does not qualify as: Young Fan, Novice Craftsman, or Re-Creation as defined here-in. In other words, a Journeyman has won at least three major prizes* as a Novice but less than three additional prizes in the Journeyman Division.

          CRAFTSMAN - An individual who has won three or more major prizes* above the Novice level at previous cons with 20 or more costume entries.

          MASTER - An individual who has won Master Status at the Worldcon and/or Costume Con level. Master is a division reserved for World Class Winners, and only if two or more World Class Masters are entered in a Balticon Masquerade will a Masters Division be used. A World Class Master has either won three times at Worldcons and/or Costume Cons, or has won a major prize* in the Master Division at these conventions.

        Within the Divisions, costumes will be further judged as to whether they are Original or Re-Creation costumes. Original costumes are what the name implies, original in design with the maker while Re-Creation costumes are defined as follows:

          RE-CREATION - A costume copied directly or with minor modifications from a live action or animated motion picture, a television production, a stage presentation, a comic book or strip, or a book cover. In short, from any source other than an original design, in which one or more views of the particular costume are shown, and the designer is not the maker.

          NOTES: A NOVICE may compete in the Novice, Journeyman, or Craftsman Division at his/her option; a JOURNEYMAN may compete in the Journeyman or Craftsman Divisions at his/her option; a Craftsman must compete as a Craftsman. A Master must compete in the Masters Division if other Masters are entered, otherwise he must compete in the Craftsman Division.

          * [Major prize is defined as: "Best ---", "Most ---", "Judges Choice", "First Place ---", or "Second Place ---"] The Division Qualifications for Balticon are not identical to those used for Worldcons. The purpose of having this system is that a beginning costumer need not compete with an experienced winner unless he or she wants to do so. We can all complete on our own level against our costuming peers.

        Within the Divisions, the judges will be free to award as many or as few prizes as they wish.

        2. We will have some reserved seating for the contestants within the hall used for the Masquerade and we might have a video feed into the green room. We will assemble contestants in small groups outside the hall and bring them on stage from there. Contestants will go off stage into the audience and back to their seating area, the photo area, or the Green Room. We hope that is this way, waiting time can be kept to a minimum, and the maximum number of people will thus be able to see the costumes. We will probably be showing the video tape(s) of the Masquerade in several locations later that evening and at the hall Costume Party on Saturday.

        3. The Young Fans, as a group, will appear first.

        4. If necessary, the staff reserves the right to change the order of appearance of any contestant.

        5. If you are a part of a group costume, only one member of the group should register for the entire group, and the group will be given a single entrant number. We will, however, require the names and signatures of all members of the group. Remember, a group costume will compete at the division level of the highest member and will be judged as a group. (A group costume is only as good as its worst costume.)

        6. Absolutely NO skits will be permitted! If you wish a special introduction, please have it typed, double-spaced or printed clearly, and turn it in when you register. Alternatively, you may tape record your introduction on standard cassette tape, with standard biasing, and no Dolby, please. It will also help it you can have it cued to the beginning of the tape. We will have facilities to play this back. Please turn it in at the time that you register. There will be NO LIVE MICROPHONES for the contestants' use! Contestants attempting to speak directly to the audience will be disqualified.

        7. The weapons policy of the con will be strictly adhered to. Weapons that are a part of the costume may be displayed only on stage and only in a safe manner. All weapons must be sheathed at the time that you exit the stage. Due to hotel fire regulations, no fire, open flame, flash paper/powder may be used. Electronic sealed flashes are permissible for use by the contestants.

        8. Nudity is actively discouraged.

          A. "No costume" is "no costume" and won't win any prizes unless an obscene proposition is considered a prize.

          B. Our judges are of both sexes, and are artists, authors, or costumers. They will be judging costumes, not bodies.

          C. There will be children present. (Also mundanes)

          D. If the contestant feels that nudity is essential to the costume, please limit it to the Masquerade, and keep it covered in the public areas of the hotel.

        9. Each contestant may only appear once in the competition.

        10. Each contestant should try to be on time for their call. If there is a good reason for wanting to go on early or late, the contestant should tell the staff when registering. Every effort will be made to accommodate such requests. If the contestant arrives after being called, the contestant may not go on.

        11. The backstage staff will have full authority to eliminate anyone from the competition on the basis of taste, danger to the audience or other contestants, or for any other reason deemed sufficient. Each contestant must be able to enter and leave the stage without help in order to appear. The steps to the stage level are six feet (6') wide, one foot (1') deep and eight inches (8") high. We will have people available to steady the contestants, but not to lift or completely support a contestant.

        12. We plan to award the prize certificates with the winners' names lettered on them at the con. If the winners must leave before the certificates are ready, they will be mailed to them.

        13. TIME LIMITS: Groups of from one (1) to four (4) contestants will be permitted a maximum of one minute (60 seconds) on stage. Groups of five to eight will be permitted a maximum of two minutes. Groups of nine or more will be permitted three minutes maximum. No entry will be permitted more than three minutes for any reason. Short is better. Let your costume speak for itself.

        14. The Masquerade at BALTICON will begin at 9:00 PM on SATURDAY, ________ __, 20__ in the Main Programming Room (_________ Ballroom). Contestants will be asked to meet at 8:00 PM for last minute instructions and "Official Photographs" in the contestants' "Green Room".

        15. If the contestant will not be able to arrive at the con and register for the Masquerade before 6:00 PM Saturday night, advance registration by mail will be accepted.

        Contestants interested in mail-in registration should please send a Self Addressed, Stamped, Business Sized envelope to: Marty Gear, 6445 Cardinal Lane, Columbia, MD 21044. A Masquerade Registration form and instructions will be returned. These forms must be received by us not later than two weeks prior to the convention!!

        The MASQUERADE at BALTICON has become THE MASQUERADE on the East Coast, and the costumes get better every year. We especially need Novices and Journeymen to add new ideas and enthusiasm. Please take part whether this is your first costume or your 20th!

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    IV. D. Writers' Workshop

      IV. D. 1. Invitation To Participate

        The purpose of the Writer's Workshop is to provide an opportunity for aspiring science fiction and fantasy authors the opportunity to have their works-in-progress critiqued by a professional author.

        Any person registering for Balticon who indicates interest in the Writers' Workshop should be sent a letter similar to the example that is available for downloading.

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    IV. E. Gaming

      IV. E. 1. Policies

        1. Space will be provided for the express purpose of the playing of Card, Board, and Role-Playing games.

        2. Games will be scheduled to take place throughout the weekend with designated game masters.

        3. A number of convention memberships will be provided to the game masters and gaming area staff to insure the smooth running of the weekend gaming events.

        4. Tournaments may be held - if prizes can be obtained from the gaming manufacturers or gaming stores in the areas.

        5. Each person who participates in the gaming area must be a member of the convention.

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      IV. E. 2. Request For Involvement Of Game Manufacturers

        To raise the level of excitement of the gaming offered at Balticon, tournament-level games with prizes could be held. The prizes could be purchased by the convention to be given away, or the game manufacturers or merchants could be persuaded to donate prizes and sponsor such tournaments.

        One way to enlist the involvement of Games Manufacturers in the running of tournaments at Balticon is to send them a letter similar to the example which can be downloaded below:

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      IV. E. 3. Games Scheduling

        To inform the convention attendees about the gaming, tournament schedules, and special events offered at Balticon in the gaming area, a gaming schedule will be compiled and distributed.

        The information on this list should be based on the information provided by the staff game masters on the Games Schedule Sheet.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Games Schedule Sheet (Word, 22 kb)

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      IV. E. 4. Gaming Room Layout

        To provide the convention committee with a plan for the gaming room at Balticon, a diagram must be prepared showing all of the gaming tables requested. This plan should take into consideration the room size available and the optimum layout for the gaming tables requested.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Gaming Room Layout (Word, 22 kb)

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    IV. F. Con Suite

      IV. F. 1. Policies

        The purpose of the Con Suite is to provide a place for convention attendees to have a snack and a soft drink and a place to meet and chat with friends during the convention.

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      IV. F. 2. Contracts

        To provide a place for the Con Suite Supervisor to start when preparing to purchase snacks and soft drinks for the Con Suite, all of the contracts for suppliers will be stored in this section.

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    IV. G. Dealers' Room

      IV. G. 1. Policies

        To provide convention attendees with a place where they may purchase items of fannish interest - books, comic books, costumes, costume parts, knives, swords, jewelry, games, dice, and audio tapes, to name a few, at reasonable prices from reputable dealers.

          1. Merchandise offered for sale in the Balticon Dealers' Room must be of a Science Fiction or Fantasy theme.

          2. No dealer may have more than two tables.

          3. Table costs will be $50 for the first table and $75 for the second table.

          4. All requests for dealer tables must contain several things:

            a. Name and address of potential dealer.

            b. Description of wares. No request will be considered that does not contain a description of the merchandise to be sold. This description should reflect 75% of the proposed display.

            c. Number of tables required.

            d. Any special requirements such as being next to another particular vendor, being located next to the wall, or availability of electricity should be clearly spelled out.

            e. A check for the proper amount.

            f. The dealer's Maryland Sales Tax Number, if one exists.

          6. Requests will not be accepted until after the first of January for the following Balticon.

          7. Due to the large number of requests received, the selection of dealers is entirely the decision of the Dealers' Room manager and the Balticon Chair.

          8. No dealer will be allowed to sublet their table(s) or resell their table(s) without approval by the Balticon Dealers' Room manager.

          9. If the request is illegible, it will not be considered.

          10. There will be some general rules of conduct for the Dealers' Room:

            a. Nothing will be allowed to be hung on walls or block the aisles or doorways.

            b. No pets will be allowed.

            c. No smoking will be allowed.

            d. No sound making devices will be allowed without the use of headphones.

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      IV. G. 2. Sample Confirmation Letter

        After dealers have been selected to be part of the Balticon Dealers' Room they must be notified that they have been selected, a facsimile of the following letter should be sent during the first week of February prior to Balticon.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Confirmation Letter (Word, 21 kb)

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      IV. G. 3. Sample Rejection Letter

        To inform the dealers that have not been selected to be part of the Balticon Dealers' Room that they have not been selected, a facsimile of the following letter should be sent during the first week of February prior to Balticon.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Rejection Letter (Word, 21 kb)

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      IV. G. 4. Dealers' Room Information Sheet

        To provide potential Balticon dealers with a list of the rules and regulations that cover operation of the dealers' room, they should be sent a facsimile of the following information sheet.

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    IV. H. Video

      IV. H. 1. Policies

        The objective of having a Video Room is to provide a place for convention attendees to enjoy some interesting videos during the convention.

        The videos shown will be properly licensed for viewing in the convention setting.

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      IV. H. 2. License

        To provide a uniform (and law-abiding) video enjoyment function during the convention a license should be obtained from the organizations from the entities that control the rights to the videos that will be viewed at Balticon.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Video License (Word, 29 kb)

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    IV. I. Costume Display

      IV. I. 1. Policies

      IV. I. 2. Letter Of Invitation To Prospective Exhibitor

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Letter Of Invitation (Word, ?? kb files/manl-ivi2.doc)

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      IV. I. 3. Costume Display Info Sheet

        One of the more popular displays at the convention is a display of costumes belonging to several of the master class costumers that attend Balticon. To provide the viewer with pertinent information about the costume being viewed, a form has been devised for the express purpose of gathering the needed information about the costumes on display and the costumer displaying them.

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Costume Display Info Sheet (Word, 20 kb)

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    IV. J. Parties

      IV. J. 1. Party Policies

      IV. J. 2. Party Invitation Letters

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Letter Of Invitation (Word, 24 kb)

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    IV. K. Green Room

      IV. K. 1. Policies

        The objective of having a "Green Room" is to provide a place for the Program Participants to meet with their fellow panelists to discuss their panels and relax before they take part in the program. This is intended to be a fan-free area.

        POLICIES:

          1. The hours that the Green Room will be open will be posted in the Green Room for the guests' information.

          2. The room is to be staffed during all posted hours.

          3. The Green Room Coordinator will provide a list of supplies to Logistics in advance.

          4. Hotel coffee set-ups and catering orders (crudites, cheese, fruit, etc.) will be ordered by the Con Committee only at times set by the Green Room Coordinator.

          5. Only certain persons are to be allowed in the Green Room:

            a. Green Room Staff.

            b. Program Participants - identified by special Program Participant's ribbons.

            c. Guests of Program Participants - identified by special Guest ribbons or vouched for by the accompanying Program Participant.

            d. Con Committee - identified by Con Committee Ribbon on their badge.

            e. Con staff, if they have a specific errand or have been invited by a program participant.

            f. Con Berserkers, if they are on a specific errand or have been invited by a program participant.

          6. The Green Room staff will be responsible for the tidiness of the room. Con Ops will supply trash bags. The hotel housekeeping staff will perform their normal duties.

          7. The Green Room Coordinator will request any necessary volunteer help from Ops in advance if at all possible.

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    IV. L. Art Show

      IV. L. 1. General

      IV. L. 2. Schedule

      IV. L. 3. Auction Rules

    IV. M. Souvenir Book BSFAN

      IV. M. 1. Policies

      IV. M. 2. General

      IV. M. 3. Advertising Rates

        Deadline for Camera-Ready Copy: February 20, 2001

        Full Page $190
        1/2 Page $100
        1/4 Page $60
        Business Card $25

        There is a 50% discount for fan organizations.

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    IV. N. Pocket Program

      IV. N. 1. General

        The Pocket Program is designed to be a publication that will be furnished to convention attendees that will provide them with complete information about all of the events that comprise the programming at Balticon.

        In general, there are three main considerations when producing the convention Pocket Program: Time needed, size desired, and the minimum contents required.

          I. Time requirements for production

            A. General outline can be made after the Function Space Allocation Meeting.

            B. General size requirement will also be known because the amount of programming will be evident at that time.

            C. Set the deadline for information based on your printers' requirements and your own time requirements to set it up.

            D. Have the program ready by Thursday of Balticon week to be there for program stuffing that evening at the hotel.

          II. Size requirements and formats.

            A. The print size should accommodate the vision of person aged 40+, since younger people and even some of limited physical vision can read such print.

            B. The best formats are road map type (if it can be bigger than 11" x 17") or 5" x 8" book, which can fold to fit into a person's pocket.

            C. Make it readable and easy to understand (if people fail to read it, that's their fault!).

          III. Minimum requirements for content.

            A. A map of the hotel function space used by the Con.

              1. Put this in a prominent place.

              2. Label each area with both hotel name for the room and (where possible) the Con function put into it.

            B. Locations and open/close times of major fixed functions.

              (* put onto first page if possible)

              *1. Dealers' Room.

              *2. Art Show.

              *3. Films.

              4. Con Suite.

              5. Video Program.

              6. Anything that lasts one day or longer and stays in the same room (computers, fan lounge, games of all kinds).

              7. Anything that happens two or more times at the same place (filking, Bardic Circle, etc.)

            C. Locations and times of Major Events.

              *1. Masquerade.

              *2. GoH SPEECHES.

              *3. Crook Award Presentation.

              4. Writers' or other workshops

              5. Program events expected to draw large numbers of people.

            D. Schedule of Events, formatted with time/day horizontally, and rooms vertically (listed across the page).

              1. List program items with day, time, location, and details.

              2. Spell names of participants correctly.

              3. Be concise about the subject of the event.

              4. Schedules that must be listed clearly; a separate listing may be required:

                a. Films.

                b. Video.

                c. Gaming.

            E. Additional features needed if possible (may also be included as inserts).

              1. Map of 6-block radius surrounding the hotel. This would be especially good for downtown hotels to locate major attractions.

              2. Restaurant Guide, which could include restaurants farther away than 6 blocks, but should emphasize the closer ones.

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    IV. O. Logistics

      IV. O. 1. Policies

        The Logistics Area's sole purpose is to provide adequate planning for the acquisition of supplies for the convention, all supplies must be coordinated through one department.

        Any department head who needs to have supplies for the convention must submit a form spelling out what is required to enable planning for the work in procuring and moving materials.

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    IV. P. Technical Services

      IV. P. 1. Policies

        To provide adequate technical support for all of the large event program items that take place in the main function room and the smaller function events as well.

        WATCH THIS SPACE FOR FUTURE DEVELOPMENTS.

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    IV. Q. Computer Gaming Room

      IV. Q. 1. Policies

        The duties of the Computer Gaming Room Manager shall be:
        • Procure the equipment,
        • load the games,
        • set the schedule,
        • organize monitoring of the room.
        • Get power strips (surge protectors),
        • tables,
        • locks,
        • arrange for volunteers from the volunteer coordinator.
        • Provide schedule to program coordinator as scheduled by coordinator.

        WATCH THIS SPACE FOR FUTURE DEVELOPMENTS.

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V. Special Events

    V. A. Young Writers' Contest

      V. A. 1. Policies

      V. A. 2. Letters To Winners

          To Download,
            Right click on the file name,
            Left click on "save **** as",
            then save to a directory near you...

          Letters To Winners (Word, 47 kb)

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