News

1939 Retro Hugo Award Winners

4 January 2015 - the Loncon 3 Artist Showcase is now available to download in PDF format.

1939 Retro Hugo Award Winners

14 August 2014 - Loncon 3 is delighted to announce the 1939 Retro Hugo Award winners.

Record Hugo Participation

7 August 2014 - Loncon 3 is proud to announce that it received 3,587 valid ballots for the 2014 Hugo Awards. More details here.

Cosmonaut at Loncon 3

6 August 2014 - Cosmonaut Anatolii Artsebarskii will be at the whole convention and speaking on Sunday 17 August, more details here and press release here.

Programme now available

24 July 2014 - The schedule is now available through our programme guides here.

Hugo Ceremony Hosts announced

17 July 2014 - The 2014 Hugo Ceremony will be hosted by leading science fiction and fantasy authors Justina Robson and Geoff Ryman. More details here

Fantastic partnership with BFI

17 July 2014 - Loncon 3 has joined forces with the British Film Institute to celebrate the UK's long heritage of science fiction and the fantastic on television. More details here

Access services

08 July 2014 - LAST CALL: all requests for accessible accomodation must be received no later than midnight Thursday 10 July. More details here

PEN/H G Wells lecture

08 July 2014 - Audrey Niffenegger will give the first PEN / H G Wells lecture at Loncon 3. More details here

Access services

06 July 2014 - We're offering a service for booking mobility scooters. More details here

Theatre programme announced

04 July 2014 - We have released full details of our exciting theatre programme. Full details here

Childcare at Loncon 3

03 July 2014 - Please book your childcare by 14 July. Details available here. To help you plan, some programme highlights are listed here

Progress Report 4 Now Available

02 July 2014 - Download your electronic copy of our last Progress Report here. Full of essential information for getting to and enjoying the convention.

Help wanted

02 July 2014 - We have a number of specific tasks for which we're seeking volunteers. In most cases no prior experience is needed and it's a great way to meet people and be a part of Loncon 3. Details here

1939 Retro Hugo Voter Packet

01 July 2014 - The 1939 Retro Hugo Voter Packet is now available

Hall passes

20 June 2014 - For a taste of Loncon 3 at a low price, we are offering a limited number of Hall passes for Friday, Saturday, and Sunday

Programme participants

15 June 2014 - We are today sending emails to all our programme participants with a first draft of their schedules. It's going to be an amazing programme!

Membership rates to increase on 14 July

10 June 2014 - Loncon 3 membership rates will rise on 14 July: Adult rates increase to £135 (US$225); family rates become £300 (US$500); all other attending rates also rise. Join now to beat the increase! Full details here

Additions to 2014 Hugo Voter Packet

10 June 2014 - The voter packet has been updated to include new material in the following categories: Fan Artist, Related Work, Short Story, Novelette and Novella. Members can download the packet here.

Hugo Voting Now Open

06 June 2014 - Cast your ballot for the 2014 Hugo Awards here and for the 1939 Retro Hugo Awards here.

Worldcon Philharmonic Orchestra

03 June 2014 - The highlight of Loncon 3's music programme will be a concert by the Worldcon Philharmonic Orchestra

Masquerade and costumes at Loncon 3

03 June 2014 - If you love costumes and costuming, check out our new information about the Masquerade and Hall Costumes at Loncon 3. You can register today! More details

 

Parties at Loncon 3

Our FAQ for party organisers can be found here. We expect there will be frequent updates so do check back.

We're going to have a single large space to house all your parties. This is instead of the traditional model of party hosts using hotel rooms and suites. Please note that Loncon 3 does not have corkage waivers in any of our hotels which in any event don't have spaces suitable for events of this kind.

The party space will be in the hospitality hall. By day this will be a general social space for the con, including the convention bar and cafe areas, spaces to read, relax, and chill, the fan tables, and a whole range of smaller and free-form programme spaces including a library, our Fanac and Games tents, and a bandstand. In the evening all this will become our main party space. We're working with artists and designers to help give us a 'village green' or festival feel to the hall, and we hope you'll be there to party your socks off!

We expect most of you will want to have your parties in the evenings. Our party space will be open until at least 3 AM each night, but we will ask that you plan to shut down your parties and clear up at least an hour before we close. And you shouldn't feel constrained to evenings; we want the space to have lots going on at all times it's open, so if you want to have a brunch or a picnic, a book launch or a tea party, that's also an option. Stuff will get under way each day from 10 AM, with an hour for setup.

What we do ask is that you give some thought to when you want to hold your party. We have four nights of the con and we'd like the parties to be roughly evenly spaced across Thursday, Friday, Saturday and Sunday. We can't fit you all in on Saturday! So please be flexible when asking for space and time, and give us as many options as possible. We may have to ask you to move, either because of a lack of space or for balance. Booking early will help, but we're not guaranteeing that this is first come first served; we'll make decisions on what we think will be most fun for our members.

Note that all the parties in our party space will be open to all members of the convention. If you want to have a private or semi-private party, we do have some suggestions as to other possible spaces. Please contact us for more information. Do remember that our main party space will be bang at the heart of Loncon 3, and we really want you to be there.

Space and Furniture

We are using marquees to house your parties -- see example here. You can either use a 6m x 3m space or double that to 6m x 6m. We will be asking a deposit of #150 and #300 respectively which will be redeemable against your catering costs, corkage waiver if needed, or any other costs. If no further costs are incurred the deposit will be returned in full, upon handover of the structurally intact and clean space. We will expect you to clean up after your party each evening, even if you are taking the space for more than one night.

There will be lots of furniture and rest space in the Hospitality Hall in general. The gazebos will come with trestles and chairs, but beyond that it's up to you how you decorate your space. We will supply a power point. Water is available nearby or we can supply a sink at cost; if several parties want sinks we will split the cost between them.

If you're a fan group such as a Worldcon bid who wants to both hold a party and have fan tables, we expect to have your fan tables in your gazebo, possibly next to groups holding parties on different nights. Please let us know if there are people you particularly want to share with or not. Each gazebo will have room for three fan tables.

Food and Drink

ExCeL London has a contract with Leith's to supply food and drink for your parties. Their website, with a list of the things you can source from them, and prices, is here. Note that these prices do not include VAT, which is normally 20%. Food and drink items will be supplied with cups, plates and serviettes. Leith's can also supply non-food items, including ice, or you are also free to buy those elsewhere. If you wish Leith's to supply items which are not on this list, please let us know as soon as possible and we will contact them to see whether this is possible and what alternative approaches could be taken.

In general, all food and drink that you serve should be sourced from Leith's. However, we do have a limited exception to this if you wish to bring in specialist food or drink items that are representative of your own hometown or country. This waiver will cost you #240 (i.e. #200 + VAT) per 24 hour period per group. If you're not sure whether the things you're thinking of serving count, please get in touch sooner rather than later so we can help you with this.

The technical wording goes as follows:

"The Licensor agrees to allow Exhibitors in the Capital Hall to provide a limited range of their own Food and Beverage items. Specifically, Exhibitors may provide specialist indigenous Food and Beverages from their country of origin. Exhibitors must provide written details of the products they intend to provide and full details of how they will comply with ExCeL London's and the Local Authority's food hygiene regulations no later than 40 days prior to the 12th August 2014. A copy of these regulations can be provided upon request."

"At its sole discretion the Licensor shall provide written approval to these requests, such approval not to be unreasonably withheld."

What that means in English is that we will need to know, well before the con, exactly what you're planning to serve, with an explanation of why it is a speciality of your country of origin, and covering off the food safety aspects. The legal requirements are here and we and Leith's will help you make sure you're managing this effectively.

In practice, if you are planning to serve sealed, non-perishable goods, the requirements will be relatively straightforward. If you are planning to serve fresh food or prepare food you will have significantly more hoops to jump through; and if you are bringing perishable food then you will need to demonstrate to Leith's how you are ensuring refrigerated storage and transport at all times. The deadline ExCeL London and Leith's have given us is 3 July but the earlier the better, chaps. In particular, we'd like a few of you to get your plans in quickly so we can start working with Leith's and use the knowledge we gain to help streamline the process.

Alcohol

Leith's are the licensee for the space and are responsible for ensuring that the UK's licensing regulations are followed. The legal drinking age in the UK is 18, and there are serious consequences both for any under 18s drinking alcohol, and anyone supplying under 18s with alcohol. You need to make sure that nobody under 18 is served alcohol at your party. In practice, Loncon 3 members under 25 will have a Young Adult badge, and we will let our young adult members know that they should bring photographic ID (such as passport, ID card, driver's licence, or student ID) to prove their age. While the choice is yours, our recommendation is that you check ID on any member with a Young Adult badge before serving alcohol to them. You are free to also ask for ID for people wearing an adult badge who you think may be under 18. Note that in the UK, it is not normal to ask for ID from people who are clearly over 25, and those people do not normally carry photo ID. While you can do so anyway if you like, people may be offended.

Conduct

Everyone attending the con has to abide by the Loncon 3 Code of Conduct; please make sure that you have read this and ensure that everyone involved in running your party has read it. We'll have a team of people in the Capital Hall each night -- the Party Mavens -- who can help with any concerns. The person in charge of that team each night will be empowered to resolve any problems with the help of other convention staff and/or ExCeL security as necessary -- we do not expect to be waking up division heads.

Finally

If you have any questions about any of this, please contact us at parties@loncon3.org. We know there's lots of legalese here, and we know this isn't the way that parties have been done before. We think it will be amazing; a huge, brilliant space in which a whole range of thrilling things are going on. We know you have a ton of ideas, and we want to work with you to make your parties wonderful.

See you at Loncon 3!