WindyCon Policies and Procedures
Adopted by the Board February 13, 2005
GUESTS OF HONOR
Guests of Honor are the top-tier of guest at WindyCon and should be
selected for their perceived draw. A Toastmaster should received the
Guest of Honor package. They should be offered the following:
Transportation for two (airfare, train, gas money, etc.)
Transportation from airport to hotel (O’Hare preferred, Midway
or Mitchell as backup)
1 hotel room for 3 nights
2 meals at the Thursday night dinner
a per diem totaling $150
2 WindyCon memberships
ISFiC Press contract
In return, Windycon should expect the guests of honor to do the
following as appropriate
Provide a biography and pictures for the web site and
program book
Attend Opening Ceremonies
Present a speech for Opening Ceremonies
Minimum of three panels
Autographing
Attend Closing Ceremonies if it doesn’t conflict with travel plans
Provide program book cover art, badge art, and fillos (if artist)
Work with ISFiC Press if a book is contracted (for author
and artist)
SPECIAL GUESTS
Special Guests may be invited at the discretion of the WindyCon
chair and should be selected for their perceived draw and support of a
theme (if any). They should be offered the following:
Transportation for two (airfare, train, gas money, etc.)
Transportation from airport to hotel (O’Hare preferred, Midway
or Mitchell as backup)
1 hotel room for 3 nights
2 meals at the Thursday night dinner
2 WindyCon memberships
In return, Windycon should expect the special guests to do the
following as appropriate
Provide a biography and pictures for the web site and program
book
Attend Opening Ceremonies
Minimum of three panels
Autographing
Attend Closing Ceremonies if it doesn’t conflict with travel plans
Provide fillos (if artist)
GUESTS
Guests may be invited at the discretion of the WindyCon chair and
should be selected as people who have generally supported WindyCon
and live relatively locally. They should be offered the following:
1 hotel room for 2 nights
2 meals at the Thursday night dinner
2 WindyCon memberships
In return, Windycon should expect the guests to do the following
as appropriate:
Provide a biography and pictures for the web site and program
book
Attend Opening Ceremonies
Minimum of two panels
Autographing
Attend Closing Ceremonies if it doesn’t conflict with travel plans
COMPS
Complimentary memberships may be provided for individuals who
wouldn’t necessarily attend but whose presence is particularly desired
by either programming, special events, or other departments.
Department heads should work with the chair to determine if a person
may be offered a complimentary membership. Because of the nature
of complimentary memberships, there is no defined requirements for
either WindyCon’s obligation to the member nor their obligation to
WindyCon. Please use discretion. Agreements of this nature must be
recorded in the chair’s report and placed in the convention archives.
Hotel room nights offered under these types of agreements will be
compensated by reimbursement check at or after the convention.
PANELISTS
All panelists who do not fall into the above categories must
purchase a WindyCon membership prior to their first panel. Any
panelists who appear on at least three events (panels, talks, readings,
roundtables, etc., but not autographings) will receive a reimbursement
of their membership following the convention per the reimbursement
hierarchy. Panelists should expect to receive these reimbursements no
later than the start of Capricon.
STAFF
All gophers, staff, department heads, etc. must have a paid
membership to WindyCon. Following the convention, those who
worked will have their membership rolled over to the next year.
Roll overs are only good for one year.
The staff roll-overs will be based on the list published in the program
book. Any additions or deletions from that list must be provided to the
chair, registration and the treasurer in writing or via e-mail before the
end of November.
Any staff member who will not be able to make use of his/her
roll-over may request a reimbursement for their membership up to
eleven months after the con at which they worked (prior to the general
membership pre-registration deadline). New staff may purchase
memberships at the pre-registration rate up until the day before WindyCon.
Not all departments need a number two. When determining the
WindyCon organizational chart, the chair has discretion to determine if
a number two is necessary for a department.
Some departments may require multiple number twos. When
determining the WindyCon organizational chart, the chair has discretion
to determine if multiple number twos are necessary for a department.
The number of room nights/staff position is at the chair’s discretion
based on the con’s needs.
The chair should budget an expected room reimbursement at 50%.
The actual room reimbursement will be pro-rated based on the surplus
shown by WindyCon at the discretion of the chair.
HOTEL
All Guests, Special Guests and Guests of Honor will have their hotel
rooms placed on the master account with the hotel.
The hotel will be told how much to charge for these rooms to the
master account.
Upon checking in, all Guests, Special Guests and Guests of Honor
must provide a surety to the hotel for incidental expenses. Any charges
beyond the basic cost of the room and room taxes will be charged by the
hotel against this surety.
GOPHERS
1. Gophers must work for twelve hours in order to receive a
reimbursement on their membership.
2. Hours worked on Thursday or on Sunday after closing ceremonies
should count double towards a gopher’s reimbursable hours
3. Rooms should be allotted for gopher crash space. Gophers may not
use the crash space until they have worked 4 hours on the day of use.
4. Gopher hour forms must be signed by a Department Head or
number two and collected by the head of the gopher hole.
5. All gopher reimbursement forms should be collected by twenty-four
hours after Windycon ends
6. The head of the gopher hole should turn in all gopher reimbursement
forms to the Windycon treasurer within two weeks of the end of Windycon.
INTERNAL MAILING LISTS
Following WindyCon, all mailing lists used internally (registration,
programming, art show, etc.) will send an archival copy of their mailing
list to the ISFiC secretary to help sustain institutional memory.
REIMBURSEMENT HIERARCHY
1. Gophers
2. Panelists
3. ISFiC Reimbursement
4. Staff Requests
5. Hotel Rooms, pro-rated based on surplus