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Organizing APH Day
Epic shit internet
aveona wrote in hetaliaday
1)  How did it go with the code of conduct last year? Too strict, too lax, or just right? Do you have any additions/suggestions?

2) What would you advice to a first-time organizer?

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New York City here: Code of Conduct last year was fantastic. The behavior and general issues section worked fine, but we had to make a couple of additions/limitations to the props rule.

-We have outright banned yaoi paddles and things like leashes and chains. I'm embarrassed even to admit that some people thought it would be a good idea to bring those, but we made it clear at the start that we weren't going to tolerate that sort of thing. No one did anything they shouldn't have with the items, we just felt they were highly inappropriate.

-We've also banned flags larger than 12"x18" (though we do have the one giant American flag for the group picture, but that's all we're using it for). Not only did we find the large flags distracting last year, but we were in a place where it was very difficult to keep the flags clean and dry and off the ground. It was much easier to control stick flags, and this year we're setting up a group-buy of 4"x6" stick flags (and the tiny ones are hella cute anyway). Those are all I can think of at the moment.

Advice for a first-time organizer: If your meeting is larger than ten people, and/or includes people you've never meet face-to-face before: keep calm and carry on. Something will go not-according to plan. Just deal with it. Stay flexible. Breathe. It'll be okay. :D Ten people or fewer (oh god am I jealous of you): order some pizza and geek out.


For our case, most of our attendees aren't subscribed to either dev, LJ or FB and so any announcements made didn't reach them, even if they were posted on the interwebs. On-the-day announcements were sort of ignored due to various reasons (e.g. open space, lack of equipment like megaphones, people spread out everywhere) but every time there was some sort of misconduct done by the cosplayers, there would be an uproar from the masses and they would behave. Mostly those who went out of line a bit (and yes, it's the flags again) are the new cosplayers and those who don't really know about Hetalia and just got roped into it somehow... :\

Aside it was all fun. As for advice for first time organizers, wherever you are, be it indoor or outdoors, have first-aid kits at the ready, and if you can, licensed nurses and/or first-aiders.

For two years now, we've got this bad luck of some injuries happening and getting fast first aid treatment is really a relief, especially for organizers (who are like, a bunch of friends meeting a whole lot of other groups of friends for the first time) and their parents.

We're more used to organizing Hetalia Day for approx 100 people so another really good piece of advice for large groups would be to book a venue beforehand.

Like...months beforehand. In Manila, it's hard to find public places where you can just have a picnic with a hundred people for free and so organizing Hetalia Day is kinda like organizing a cosplay convention without the money and sponsors. ^^;

When choosing a venue consider security, accessibility, facilities and budget. This year we've striven to get a venue indoors so there'll be a security guard at the very least.

Another advice would be to talk with your fellow organizers. Heck, talk with everyone you know would be interested in joining and get as much help as you can without being overwhelmed (y'know, if suddenly a bunch of people want in on suggesting activities and such).

For large groups, having committees would be a lifesaver. For the past two years, our attendees are split into marshalls, logistics, first-aid, documentation, emcees, merch selling and the moderators. All of this is volunteer work.

Gosh, what else. Don't fret or panic. Ultimately, Hetalia Day is a day to just kick back and have fun and celebrate everyone's favorite animanga about anthropomorphic nations.

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