Preparing for DemiCon

 By Jan S. Gephardt

This week I’m preparing for DemiCon 33, to be held in Des Moines, IA May 6-8, 2022. There is a lot to do. Would you like a glimpse of my process?

My son Tyrell and I had been in the habit of attending 6-8 science fiction conventions per year before the Pandemic locked everything down. In our attempts to evade the roller-coaster of Covid dips and peaks, we dared to attend Archon 44 in person last October. But the Omicron surge (and an extremely untimely snowstorm) shoved us back into attending Capricon 42 virtually, last February.

Preparing for a virtual convention differs dramatically from preparing to go in person. There are logistics involved with both, but it takes far greater organization and effort to attend an SF convention in person. Either way, we have to iron out membership details, but an in-person appearance means making hotel reservations and lots more planning ahead. Not to mention hauling all our stuff several hundred miles to go encamp somewhere for several days.

Jan and Ty are preparing for DemiCon 33 (header courtesy of DemiCon 33).

 

To Attend or Go Virtual, That is the (First) Question

Even as we’re preparing for DemiCon, we’re keeping a wary eye on the recent rise in Omicron BA.2 cases. I’m double-vaxxed and double-boosted (Ty’s too young and healthy to need the second booster). Both my Beloved and I are in a higher risk category because of our age. And my family also cares for my frail, 97-year-old father, whom we’d like to keep alive and well.

I know a lot of the country is young, healthy, and really, thoroughly beyond tired of being careful. For well or ill, however, my family still can’t afford to take undue risks with Covid. So it was with considerable caution that we decided to give DemiCon an in-person try. They’re following local health guidelines at the con, but we’ll definitely bring our hand sanitizer and masks!

This is kind of how a lot of people visualize the Covid “roller coaster.” (See credits below).

 

When I go to a convention, I no longer go just as myself, but also a representative of Weird Sisters Publishing. That somewhat alters the advance publicity planning. For one thing, I decided this year to try advertising in conventions’ program books. This might raise awareness of our little company, and it also might help financially-distressed cons – which means most of them, these days.

Preparing for DemiCon Way Beforehand

Advertising means I must design an ad. Ad deadlines usually come a month or more before the convention. But it’s a way to represent, when we’re still too small to support a dealers’ table. We don’t have many titles in print yet (also, the hours I’d have to keep, to run a dealer’s table, might seriously end this confirmed old night owl).

But, few or many, preparing for DemiCon means I had to have some books. In stock. At the con.I have more on order, and I’m lucky to have what I hope are enough for DemiCon already in hand. We currently have print editions of my three XK9 books. That’s it for now, but not for long.

My sister’s Deep Ellum Stories are too short for individual print copies bigger than maybe a booklet. Those might be more expensive to print than I could ask people to pay. We’re holding out for an omnibus edition before we print it, once she’s finished the other two stories she’s planning. Starting this fall, once my late brother-in-law’s Windhover Tetralogy is back in print, I may have to make a different calculation about that dealer’s table.

Here’s Jan, masked for Covid protection at Archon 44, October 2021 (photo by Tyrell E. Gephardt).

 

Long Live S.W.A.G.!

Lacking a dealer’s table, I am a mobile exhibit. I’ve made signs. I always carry a copy or two of each book. And I like to come loaded with S.W.A.G. for the freebie table or to give away at autograph sessions or my reading.

What is S.W.A.G.? I wrote an entire blog post about it, a while back. The acronym stands for “stuff we all get.” That is, free things handed out at a convention. For Weird Sisters, it consists of bookmarks for each book, a postcard that promotes What’s Bred in the Bone and my reading, and badge ribbons. I do have new bookmarks to hand out since the Pandemic: I had some made for The Other Side of Fear, A Bone to Pick, and my sister’s story Deep Ellum Blues.

Making bookmarks and badge ribbons are two other long-term projects, along with ordering books and making ads. I first have to figure out designs and badge ribbon one-liners. Then I compose and design them, and place my orders so I’ll have them when it’s time to go to more conventions. Preparing for DemiCon, plus preparing to have enough S.W.A.G. for the rest of the summer and fall, took a while.

A lot of work goes into the creation of “freebies” at conventions. (See credits below).

The Art Part

Anyone who’s seen me at a convention knows I nearly always have artwork in the Art Show. I’ve “always” been a visual artist. I was an art major (printmaking and graphic design) for my undergraduate degree (I minored in journalism). During my full-time teaching career, I worked as an art teacher who also taught some publications. But, although I steadily honed my writing craft in the background, in the early years the artwork always came first.

And after 40 years of bringing artwork to science fiction conventions, it just doesn’t feel right if I don’t have an Art Show display! Thus, preparing for DemiCon means gathering enough work for a display, getting registered, and preparing the paperwork needed.

If you’ve followed this blog, you have seen lots of “Here’s my art show panel at X” photos. I’ll probably post one of this year’s DemiCon display, too. Sorry to say, it will be smaller than in past years. Between writing fiction, working on my monthly newsletters, blogging, and working on covers for Warren’s Windhover Tetralogy, I’ve had less time than usual for paper sculpture.

Jan’s art show panel at Archon 43 in October 2019, when she won an award for "Best 3D" (photo by Jan S. Gephardt).

 

Panels, Readings, and Presenting Myself

Conventions, large or small, are entertainment venues that operate on thin profit margins. They often give panelists free memberships, but that’s not just because they love them. It’s because they’re relying on them to help provide a worthwhile experience for con-goers.

I spent too many years as a teacher preparing lesson plans to stomach just walking into a panel “cold,” and “winging it.” To me, that’s grossly unprofessional. But that means I must develop materials for panels ahead of time. My ideal? To go into a panel with enough material (even if I’m not the official moderator) to guide the panel into interesting discussions for the full time we have. If we don’t get to all (or any) of them, that’s okay, as long as the audience enjoyed the panel.

For readings, especially when I share a short time slot during a session with one or more other authors, I plan ahead. Readings are like auditions for my books, so I practice. I time myself to be sure I respect others’ time allotments. And, although it’s always a challenge at this end of the “con season,” coughing fits are not entertaining. I try to get my voice in shape, so I’m able to read all the way through smoothly.

Here’s a walk through the decades that Jan’s been going to sf cons. (See credits and panelist identifications below).

 

Preparing for DemiCon

As you can see, preparing for DemiCon – or any convention – takes a lot of work. I think it’s worth it, because I love science fiction conventions. If you also go to conventions and enjoy the special exhibits and/or panels, now you have a bit more behind-the-scenes understanding of what goes into them. And if you’re a newer creator, getting ready for an early-career foray to a convention, maybe this post has offered some ideas (the teacher in me hopes so).

And thank God the conventions are coming back! Many thanks to all the dedicated convention committees and their financial backers. And here's a hope for the DemiCon committe, my fellow panelists and exhibitors, and all my fellow attendees, that with all of us preparing for DemiCon, it’ll be the best one yet!

IMAGE CREDITS

First of all, many thanks to DemiCon 33! Thanks for inviting me, for providing me with a venue to show and read my work to others, and thanks also for your header graphic at the top of this post!

I assembled the “Covid Roller Coaster” montage with two images: Statista provided the graph of Covid cases in the US from the start of the Pandemic through April 9, 2022. The burning roller coaster photo came from Inspire More’s article full of Covid-related memes (the credit there said only “Instagram”). Tineye Reverse Image search found it on a website I can’t access, back in early September 2014. Other hints in its early record on Tineye indicate a possible location in the Los Angles area, but that’s all I could find in a quick search.

SF Convention Memory Lane

I owe Tyrell E, Gephardt repeated thanks for photos of me at conventions. He took the one of me, masked up behind my current collection of signs, books, and S.W.A.G. at Archon 44 last October (2021). He also took the one of me at Capricon in 2020 with my then-full display of S.W.A.G., at my autograph session. And he gets further credit for the photo of me at Archon 43 in 2019, preparing to do a reading.

I took other photos of our S.W.A.G., as well as the wide photo of my Art Show display at Archon 43 in 2019. Sorry: the one at DemiCon 33 won’t be that big, because I’ve sold a lot of that artwork since then.

I don’t think I was ever sure who took the “historical documents” that show me at ConQuesT in 1985 (ConQuesT 16) and 2012 (ConQuesT 46), but I can identify my fellow panelists. In the 1985 photo they are L-R: Dell Harris, Ken Keller, me, and the late Roland Schmidt, my former co-teacher and a fantasy watercolorist. BTW, that’s my calligraphy on the name cards, back before desktop printing made them easy to print. And in the 2012 photo that’s me on the left. Tracy S. Morris sits in the middle with her book Bride of Tranquility. At the right is fellow Kansas City writer, artist, and longtime sf fan Sherri Dean.

Because Archon’s Doing it Right

Courtesy of Archon's Facebook Page.

By Jan S. Gephardt

I am happy to report that I’m going to Archon 44 after all. Why? Because—and only because—Archon's doing it right.

The Email That Changed Everything

The vaccination map at left is by Josh Renaud, courtesy of the St. Louis Post-Dispatch. The chart at right is from The New York Times, via Google.

You may recall that a few weeks ago, I very reluctantly decided to withdraw from this year’s FenCon, a Texas science fiction convention that my son and I have come to love. I had been watching the COVID-19 trends in the St. Louis area and growing more and more convinced I’d have to do the same with Archon. But then I got the Email That Changed Everything.

“The Archon Chairs have decided to require vaccination OR a negative COVID test within the previous 72 hours,” the email said. “Documentation is required for both. . . There are no exceptions to this policy.” This is such an unusual and—sadly—BRAVE position to take in this part of the country that I actually gasped.

Archon 44 Co-chairs Alan DeVaughn and Scott Corwin are boldly going where many regional convention chairs have feared to go. And while they’re at it, they’re going “all the way.”

“The state of Illinois has mandated masks for indoor public spaces for anyone older than 2 years old,” they wrote. “The mask must cover your nose and mouth, unless you are eating or drinking. If you are asked to put your mask on by an Archon staff / committee member and choose not to comply, you will be asked to leave. There are no exceptions to this policy.”

At left, protesters demonstrate against vaccine mandates (photo by John Lamparski, via The Atlantic). At right, anti-mask protesters in Kalispell, MT (courtesy of the Flathead Beacon).

Archon’s doing it right.

Yes, Archon's doing it right, and I couldn’t be more pleased. I plan to honor their commitment to follow both science and good sense in the best way I know how: by coming with my books, my artwork, and my work ethic. I’m scheduled for nine events and panels—and I plan to show up for all of them as well-prepared as I can possibly be.

I’m also going to do everything in my power to promote their event—for example, on this and my other blogs, and on every social media platform where I have a presence. Because Archon’s doing it right, they have earned my heartfelt gratitude and loyalty.

If anyone reading this was on the fence and wavering about coming to Archon, please make this policy your deciding vote for going!

Oh, and a word to the wise: book your hotel reservations (use the link on their homepage to get the convention rate) as soon as possible. Historically, they fill up fast!

Top L, artists Brent Chumley, Rachael Mayo, and Allison Stein discuss creating fantasy creatures in 2019. Top R, Rachael Mayo and several attendees discuss art materials at a 2018 panel. Below, R-L, we had much sunnier weather at the Gateway Center in 2019 than 2018. (All photos by Jan S. Gephardt).

I Have History with Archon

As I noted in the article on my Events Calendar, Archon has been around for a while.

The "44" in Archon 44 means this annual convention has been around for a while. G., Warren, Pascal and I all went to earlier Archons when we were just starting in fandom. And a few years ago, Ty and I started going to them again. If you follow my blog, you might remember posts I've written about hall costumes at Archon 42 and 43, and the Art Show.

It's a well-established convention, run by people who generally know what they're doing and find excellent ways to make it a good weekend for attendees.

After years in the funky, rambling, since-demolished Henry VIII Hotel in St. Louis proper, the convention has found an excellent new home in the Gateway Convention Center and DoubleTree Hotel in Collinsville, IL.

Throughout my career, I’ve had some great moments, and met some wonderful people at Archon.

At left, EMT Kevin Hammel conducts a highly informative 2019 presentation on gunshot wounds, for writers who want to get it right. Top center, a 2018 panel on Diversity in SF, which included, L-R, Jennifer Stolzer, Kathleen Kayembe, Camille Faye, and Debbie Manber Kupfer (M). Top far right: I prepare for my reading in 2019. Below center L-R: Donna J. W. Munro, Marella Sands, and Christine Nobbe chat with the audience before their readings in 2018. Below R, Jennifer Lynn discusses Shamans, Druids, and Wise Women in a 2019 presentation. Photos by Jan S. Gephardt, with the exception of one (guess which) by Tyrell Gephardt.

But that was then. What about Now?

ecause Archon’s doing it right, I’ll have an opportunity to show off my new book (readers who’ve followed this blog in recent weeks probably noticed I have one) sooner than next February (looking at you, Capricon 42). And I’ll get to display my artwork in an in-person display for the first time in almost 2 years.

Jan’s new book A Bone to Pick became widely available in a variety of formats after Release Day, September 15, 2021. Cover artwork © 2020 by Jody A. Lee.

I’m scheduled for an autograph session on Friday, a reading on Sunday, and seven panels (several of which I’m moderating). I love doing those things, because they give me opportunities to have great conversations with other panelists and audience members. I get to meet creative, interesting new people (and so can you, if you’ll join us at Archon). And I also get to re-acquaint myself with people I haven’t seen for a while.

I’ll come equipped with an expanded collection of S.W.A.G., badge ribbons and bookmarks for all (or—if that last order doesn’t arrive in time, at least most) of the books and stories Weird Sisters Publishing has produced so far. If you’re a subscriber to my monthly newsletter, and you tell me so at Archon, I’ll even have an exclusive-offer “I’m a Member of the Pack” badge ribbon for you.

Jan at her Capricon 40 autograph table (photo by Tyrell Gephardt).

Introducing “Stripped ‘Scripts”

Also because Archon’s doing it right, my son Tyrell will have a first opportunity to present his new service to authors, called “Stripped ‘Scripts.” Through it, he’ll bring his skills as a developmental editor to a new audience.

What’s a developmental editor, and why would a writer need one? In the movie industry they’re sometimes called “script doctors.” While that name gets applied to services from high level plot-revision to hands-on rewriting, the idea is basically that when a plot or a manuscript has gone off the rails, dead-ended somewhere, or developed another kind of structural dysfunction, all hope may not be lost.

A good developmental editor can look it over and offer an analysis. They’ll often have a better idea of what’s wrong and how to turn it into a structurally sound story than an author who’s “written themself into a corner” and run out of ideas. I’ll freely admit that my stories have benefitted from Ty’s “big picture” view. I also appreciate his fresh takes on cultural adjustments to varied technical innovations, and his martial-arts expertise.

Photo and developmental editing business card design are both courtesy of Tyrell Gephardt.

Because Archon’s Doing it Right, We can Relax and Have a Great Con

I know I’m not the only science fiction fan who has missed going to conventions. I’ve blogged elsewhere about why I love science fiction conventions. Not rubbing shoulders with other writers and the fans who keep us afloat has been disappointing, but necessary during the pandemic.

But although it seems as if it’s taking forever, it’s now in our power to make this fourth wave the last one. It’ll be a bit longer, no thanks to the purveyors of an unprecedented flood of misinformation. But we can do it. Spread the word. Speak up in support of those who are doing it right. Kindly (if possible) help to educate those who are sincerely confused.

Science, technology, and government services (sometimes government really isn’t the problem!) have given us the tools we need. They’ve placed research, growing understanding of this virus, and three phenomenally effective vaccines within our grasp. We’re the taxpayers who’ve underwritten much of this historic work. We now have the right and privilege to avail ourselves of these new tools and understandings.

And because Archon’s doing it right, we now can do it at a science fiction convention!

IMAGE CREDITS:

Many thanks to Archon’s Facebook Page, for the logo header image. The map showing vaccination rates in the United States was created by Josh Renaud for the St. Louis Post-Dispatch. The chart of COVID-19 cases in the United States is regularly updated by The New York Times, accessed 9/21/2021 via Google.

The montage images from Archon 42 and 43 are all by Jan S. Gephardt except for one, taken by Tyrell E. Gephardt (of Jan’s reading). Ty also took the one of Jan at her Capricon 40 autograph table. Moreover, he provided the photo of himself, along with the image of his “Stripped ‘Scripts” business card.

Many thanks to all!

Creating S.W.A.G.

Capricon 40 kicked off my "con season" for 2020 on a high note. Time to get the rest of the reservations, plans, and itineraries in place. And time for creating S.W.A.G.

What is S.W.A.G., you may ask? It is Stuff We All Get (also abbreviated SWAG, without the periods, or spelled with lower-case letters). It's the "freebies," the samples, the advertising novelties that are handed out to people at conferences, conventions, and similar events. The stuff designed to help people remember our products and services later, after the event is over.

S.W.A.G. makes a presence at every science fiction convention. And lately I've been handing out a lot of it.

I offered all manner of S.W.A.G. during my autographing at Capricon 40. (Photo by Tyrell E. Gephardt)

SF conventions and sales

It's hard to measure whether freebies actually sell books. I've handed out what feels like bushels of bookmarks and barrels of badge ribbons, often to enthusiastic recipients--so there's at least the initial impression that's positive.

Does that sell books? Maybe. I think both convention-going in general and S.W.A.G. in particular is a brand-building effort, more than a retail opportunity. I did notice a small up-tick in my book sales after Capricon (thank you!!), but even if you count in my art show sales, the cons don't pay for themselves by the end of the weekend.

That's okay by me, because I go to conventions for a lot of reasons besides selling books and art. Idea-gathering, networking, seeing old friends, finding material to blog about, discovering new artists and writers, and more fill out my list of reasons.

Best of all, for me, are the panel discussions, readings, and chances to interact with fans and readers.

I like to participate in panel discussions at sf cons. “Detectives in the Wild” panelists at Capricon 40, L-R: Jan S. Gephardt (Moderator), Deirdre Murphy, Mark H. Huston, and Clifford Royal Johns. (photo by a kindly audience member who didn’t share his name).

Creating S.W.A.G.

If I'm honest, creating S.W.A.G. is fun. I undoubtedly have too many different badge ribbons, but I'll keep giving them out (I have lots).

Coming up with the slogans to put on them is a creative exercise. My sister discovered that this winter while we were creating S.W.A.G. for her.

I generally like to create three kinds of S.W.A.G.: Postcards, bookmarks, and badge ribbons. Each fulfills a slightly different function.

Postcards 

This is my blank postcard before adding the label with specific info about my reading, autographing, and the dealer who carries the books at that convention. (Design by Jan S. Gephardt; What's Bred in the Bone cover art © 2019 by Jody A. Lee). 

I have a generic postcard that's been professionally printed, which I customize for each convention. Every year, each convention schedules me for different things at different times. There's a place designed on the postcard for a label that's printed with that convention's specifics.

My postcards generally list when and where my reading is scheduled, when and where I'll be signing autographs, and (if I can work out a consignment deal ahead of time) what dealer is carrying my books at that convention.

I hand out postcards everywhere I can, especially in the early part of the convention, because if I can convince interested readers to come to those events and places, I have a better chance to sell them books!

Bookmarks

Both sides of both current bookmarks: Left for What's Bred in the Bone,  by Jan S. Gephardt, and right is Deep Ellum Pawn, a novelette by G. S. Norwood. (Design by Jan S. Gephardt; What's Bred in the Bone cover art © 2019 by Jody A. Lee; Deep Ellum Pawn art © 2019 by Chaz Kemp.)

Bookmarks are probably my best overall S.W.A.G. sales tool. And if I do say so myself, my bookmarks are beautiful.

Yes, I know the vast majority of books I sell are ebooks. But people do still buy the "dead trees" versions, and when you're reading a physical book you need a bookmark.

For a writer, artist, or other creative professional, a bookmark functions much the same way as a business card, but in a number of ways it's harder to lose and more practical.

Maybe I'm weird, but I keep a large collection of bookmarks that also are a little memory trove. Some date back decades--but the ones I tend to keep, use, and enjoy the most are ones I especially like to look at.

Bookmarks aren't just for sf conventions, either. Lately I've had a slew of annual checkups, etc. At most of them I've found someone who likes science fiction and happily takes my bookmarks. All literate people can use bookmarks. I'm happy to supply them!

Badge ribbons

Here is this year's crop of What's Bred in the Bone-inspired badge ribbons. (preview images courtesy of P C Nametags).

As I said above, I undoubtedly give out too many badge ribbons. They're not exactly cheap, and not all of the designs clearly remind people what book they're promoting. But I get a kick out of creating them, and many people get a kick out of wearing them at conventions.

Too many badge ribbons on a badge can be impractical--but people adapt. Pro tip: Duct tape on the back can keep a long string from breaking apart. Come prepared!

Even though they're impractical, they're quixotic. The silky texture and varied colors are pretty. They add a touch of whimsy. Many are funny, some are cryptic, and they're altogether fun.

Seriously! What more excuse do you need?

Here are the badge ribbons my sister and I brainstormed, based on her story Deep Ellum Pawn. (preview images courtesy of P C Nametags).

See you at the convention?

As you see, there are lots of reasons for creating S.W.A.G., and it can be fun to use. If you come to one of the conventions I attend, look for my postcards on the freebie tables and my Art Show display.

Then come to my reading and/or autographing session, where I'll have ALL the S.W.A.G.!

And if you're a creative professional, perhaps you should consider creating S.W.A.G. of your own.

Here's another view of my Capricon 40 autograph table display. (Photo by Tyrell E. Gephardt)

IMAGE CREDITS: 

The photos of me with my S.W.A.G. offerings and books at my Capricon 40 autographing, and the detail-photo of the S.W.A.G. and books display, are both courtesy of Tyrell E. Gephardt. Please acknowledge him as photographer and provide a link back to this site if you re-post or reuse it. Thanks!
The photo of the "Detectives in the Wild" panel at Capricon 40 was taken by a kind audience member who did not give me his name--but whom I thank anyway! Please feel free to re-post or re-use it, too, but with an acknowledgement and link back to this post, if possible, please!
The cover art for What's Bred in the Bone is © 2019 by Jody A. Lee. 
The cover art for Deep Ellum Pawn is © 2019 by Chaz Kemp. 
The images of the badge ribbon designs are previews generated by the P C Nametags Custom Badge Ribbons webpage. Many thanks to all!