When it came time for me to host, I studied other meet threads. These might be good ones to reference for a meet expecting 20-30 people (good info on games & activities, prizes, setting up, scheduling, food etc):
http://mlparena.com/index.php/topic,347378.0.html
http://mlparena.com/index.php/topic,365613.msg1350936.html#msg1350936
And here's one from a fun mini-meet we did last month with 10-15 people:
http://mlparena.com/index.php/topic,375745.0.html
Here are some specific hosting notes I made after hosting my first bigger meet:
Hosting notes/tips:
Setting up
Tables- don’t turn away tables! If folks have one, we could always use more. We need tables for pony sales, food, more food, game gifts, craft/art displays, and prize table.
Space- Spreading out is nice! Used all common space inside house, as well as large deck and 2 car garage.
Labels- Make ahead of time for labeling custom/art contest area, prize table, mystery game gifts etc.
Number the $10 Mystery Swap gifts as they come in, and have #ed slips prepared to hand out later.
Name tags- Put current avatar pictures on name tags again- this really helped know who everyone was!
Prizes
Encourage everyone to bring one or two small/inexpensive items for prize table. There were several contest ties, so it was a good thing to have a lot of items. Extras make great door prizes so everyone has a chance!
Potluck
Have slots for signing up, such as Main Dish (spaces for 3-4 names) Fruit and Veggie sides (space for 3-4 names) Drinks etc
About an hour into the meet (after the initial shopping frenzy) have spouse start heating up the grill or other meal prep tasks.
Costco cake was a little big for the size crowd, and ponyqueen had no choice but to polish off the leftovers (with some help from MoondancerMilkyway and husband. Some.)
Have fresh drinking water available. Tap water in a pitcher was perfect. ^.^
Misc
Designate a photographer (perhaps a non-pony spouse?) To make sure we get lots of fun pics!
Things to print ahead of time:
Name tags with avatars
Caption entries
List of everyone’s names for door prizes
Numbers for mystery gift swap
Ah, PonyQueen. You remain my heroine.
GothicSugar, where are you from? If the problem is that you never get to go to a pony meet because the main one is always on a Saturday, perhaps you could suggest a Sunday? It might not work for other people, so don't feel hurt if they say no, but it's worth a shot!
Here's the big secret about hosting a pony meet- Pony People amuse themselves really well. Even after we've shopped everyone's table, we go back and shop again. So if you have space and tables, they will come. The first year they will probably trickle. Then they grow, and soon (as Ponyqueen realizes) they can't be stopped. But all a pony meet really needs is ponies and people to look at them, comment on them, and hopefully buy and trade them.
If you want to toss some food in there, awesome. But if you warn people ahead of time that there will not be food, they'll act accordingly.
I LOVE games, so I can't help but plan games. (Not always successful games, but I'm trying). The MN Meet has been playing a really simple dice game for the last few years, and it's amazing. Everyone brings prizes, you roll the dice for doubles, and you get to steal other people's presents. Simple, fun, requires no real set-up or equipment.
We also do a show-and-tell that is lots of fun- last time we showed off things we've made, things we've bought, special ponies, and PonyQueen did a presentation for us.
Hope this helps- and remember, if you have tables and space, they will bring the ponies. You will have fun, but if you have a helper it will make your day so much better. Husband/friend/mom, perfect.
I'll be watching this thread- I love hearing about pony meets!
Thank you, everyone for all of the tips and advice so far.
Anykapainyka, I think that would work since Blind bags are easy to come by in ebay lots. Thank you.
Ponqueen, thank you for thine links and your notes. I'm the only one hosting/working on it so unless I can get family to help I'm flying solo. I don't personally know any collectors in my area unfortunately.
Aurora, I live in GA and I'm pretty sure it won't work. The meet's pretty well established with their time/location. I remember asking when they said something about new location suggestions a few years ago, so starting one seemed like the next best thing. They were nice about it though. And I can do Saturday night, just not Saturday.
Sweet Stuff, I'm also trying to figure out a venue. I can't do it at home since I live with family at the moment so I'm looking around. If I thought that a Friday would work (I think most people work or don't have a flex job like I do) then I'd just have it at my favorite pizza place since they have event rooms that are really affordable. That way food would be taken care of and the venue. They have a deal on catering ans space rental. They even have gluten free options for those with gluten allergies. But 'll put out a feeler and see.
Another option was the library, but it has to be open to the public which seems like an okay idea, but then I wouldn't want it to get crowded which brings me to what Barnacle_lady and ponyqueen said. I don't really know how many people to plan for. Do you estimate a cap for your first year? Is just limiting it to maybe 20 people a good idea?
And how long should the meet last? Is a couple of hours enough time for games and shopping or would it feel too rushed?
Aurora, is this the dice game?? haha, I played something similar before. . .
http://www.dualingmoms.com/the-gift-grab-dice-game/
QuoteAurora, is this the dice game?? haha, I played something similar before. . .
http://www.dualingmoms.com/the-gift-grab-dice-game/
I'd say this is the game, yes, but with some modifications. I didn't read the whole thing, but for starters the gifts are not $15, they are $1-$3 value. After my Yoga class this morning I'll type up a full run-through of the version we've been playing, with notes. It's fun and very inclusive!
Thank you Aurora and ponyqueen!!
My pony friend / assistant and I are going to discuss the venue and possible games next week...I would like to do a coloring contest, but I have no vintage coloring books... maybe how many xxx are in a jar or a MLP quiz.. I figure the quiz or something like the dice game would be easier to set up.?
Thank you Aurora and ponyqueen!!
My pony friend / assistant and I are going to discuss the venue and possible games next week...I would like to do a coloring contest, but I have no vintage coloring books... maybe how many xxx are in a jar or a MLP quiz.. I figure the quiz or something like the dice game would be easier to set up.?
There are a million printable sheets online!
Thank you Aurora and ponyqueen!!
My pony friend / assistant and I are going to discuss the venue and possible games next week...I would like to do a coloring contest, but I have no vintage coloring books... maybe how many xxx are in a jar or a MLP quiz.. I figure the quiz or something like the dice game would be easier to set up.?
There are a million printable sheets online!
Sheets for the quiz? :D
Thank you Aurora and ponyqueen!!
My pony friend / assistant and I are going to discuss the venue and possible games next week...I would like to do a coloring contest, but I have no vintage coloring books... maybe how many xxx are in a jar or a MLP quiz.. I figure the quiz or something like the dice game would be easier to set up.?
There are a million printable sheets online!
Sheets for the quiz? :D
Ooops, sorry about that! I meant coloring sheets. There are a few quizzes online, but they tend to be G4 only. There are also places to make your own crossword puzzles and word searches. Keep things pretty light- I tend to get a little intense on my games, and they stop being fun if they are too hard. (Or only certain people have fun with them, most people just get annoyed. Like I said earlier, I'm working on that.)
When we've done "how many are in the jar" games, it's nice to have that game sit by itself and people can just fill out their guess when they have a little time. In the past we've had prize tables and lots of little games, but it is also fun to have each game have a specific prize- for example, the "how many" game can win you this Dolly Mix pony, the coloring contest wins you these Pony Markers and notebook.
Be sure you hit up the guests for things like prizes- you don't have to spend as much money, and there's something you might want to win, too! Most people are happy to donate a couple things to a prize table.
Good point, I think I'd go with the one that's a bit more convenient for everyone even if it costs a bit more. I want something with fairly easy access to everyone instead of something that's really difficult to find or get to.
Sweet Stuff, I'm also trying to figure out a venue. I can't do it at home since I live with family at the moment so I'm looking around. If I thought that a Friday would work (I think most people work or don't have a flex job like I do) then I'd just have it at my favorite pizza place since they have event rooms that are really affordable. That way food would be taken care of and the venue. They have a deal on catering ans space rental. They even have gluten free options for those with gluten allergies. But 'll put out a feeler and see.
Another option was the library, but it has to be open to the public which seems like an okay idea, but then I wouldn't want it to get crowded which brings me to what Barnacle_lady and ponyqueen said. I don't really know how many people to plan for. Do you estimate a cap for your first year? Is just limiting it to maybe 20 people a good idea?
And how long should the meet last? Is a couple of hours enough time for games and shopping or would it feel too rushed?
I have had a horrrrrible ( yes I meant to type it that way :lol: ) time trying to find a suitable venue -- But I finally have two good options. It comes down to space, money and location.. Do I pay a little more for a bigger place and great location, OR do I go the cheaper route and have out of town/state participants drive across town for the venue (depending upon where they stay)...? Hmm! I'm leaning towards the first option. To me, convenience is more important than my budget.. and I want to be a good hostess! :blush: ^.^
You would think churches would be accommodating and at least nice if they can't hold small, public meetings/events but sheesh! Most churches who have available rent-able space never got back to me or said a snippy "NO." As a Christian I was SUPER embarrassed by one woman's attitude over the phone, but that's another topic.. :blush: :blink: :P Anyways, one did get back to me, and their spaces were gorgeous, but their rate was by the hour not by day..
Regarding time -- I have put it as 11 am - 4 pm ish. with dinner later that evening for whoever wants to come. I've blocked about 2 hours for myself to get there beforehand and help with the set up and greeting.. 10 am is when people can start coming in, but 11 am is when it kicks off. I originally had it set for only like 11 am - 2 but felt like it would be rushed. I'm sure others who have hosted before can chime in. :)
Regarding people -- There is not a cap on mine, I didn't even think of putting one on it.. :lol: >_< :P
But, we've had a good turn out so far.. I'm not too worried -- I think having room for 20 is good. Ours is shaping up to be around 15 or so, so yeah. :) The venue I'm eyeing can hold various groups so it will work out in one of the smaller rooms, no problem, with plenty of seating and tables. Again, I'd be interested in hearing what other folks have to say. :)
Post Merge: March 09, 2016, 07:57:00 AM
Aurora, is this the dice game?? haha, I played something similar before. . .
http://www.dualingmoms.com/the-gift-grab-dice-game/
If you are hosting a number of people at your home instead of renting a venue... ask politely if people could donate toilet paper to the cause! LOL I know it seems odd but THINK ABOUT IT if you include partners and kids...
I don't think I've ever used even one whole roll of tp at a house party, and I've hosted several groups of 40-50 people...I'm guessing maybe it was a long day/weekend? I do like the idea, but I don't know if I could ask though because it would be kind of awkward if I were hosting at home. I'd do that for a park meetup or something where I knew it would be scarce. Now paper towels, I would ask for if everyone were bringing something.
I don't think I've ever used even one whole roll of tp at a house party, and I've hosted several groups of 40-50 people...Okay well the last few meets I went to were all-weekend things, in which we were sleeping over! If it's a one day thing, you might not have to!
I have a question . . . and if I need to post this as a different topic, please somepony let me know.. It pertains to Pony Meets...I've never hosted a meet before, but I could see this going two ways depending on how you are confrontation wise. 1) I would talk to her and tell her if she is going to be an "assistant" she needs to help you more or 2) say nothing, plan the rest without her and then if you do it again don't have her help.SpoilerMy assistant and I are not getting along... We're not verbally fighting, but I can just get this feeling, ya know? I'm trying my best to be friendly (I just met her a few months ago, so it's not like we've been friends forever..) and include her in the details since she is the 'assistant' but I'm getting nowhere... We've met once over lunch to discuss the Pony Meet, and she barely talked..it was like talking to crickets. She did apologize halfway through, though... so that's OK, however it's really tough.. I tried to bounce ideas off her.. And nothing. We have texted back and forth with a little more success.. She has helped look into venues, but she only looked into one, and that was because her sister works there.. hrm. I asked her yesterday for help with the cost of the venue that I really like and she ignored my question.. like she didn't want to help monetarily. I personally would think that the assistant, whoever it is, would be kind enough to help with even $10, $20?? :lookround: Our personalities are different, definitely, but it's like I'm really doing all the work and she just has the title at this point. What do I do?? I can't tell her she can't come....She knows most of the details already (except time). She has agreed to bring prizes, so that's good. I'm not complaining, I'm just feeling kinda overwhelmed and in need of support. My mom has shown some interest, but not sure if she could get off that Saturday to help. I guess I just lock down the venue and continue on as I have been doing? >_< :blush:
Re venue-
You should look into library spaces- they are free, there are often large rooms available, you can usually book them in advance online, and most libraries allow food and drink.
That is what we do for the NW Pony Party (although a couple of times we had it at people's houses, the library spot we found seemed to be the easiest for the most amount of people)
I have a question . . . and if I need to post this as a different topic, please somepony let me know.. It pertains to Pony Meets...I've never hosted a meet before, but I could see this going two ways depending on how you are confrontation wise. 1) I would talk to her and tell her if she is going to be an "assistant" she needs to help you more or 2) say nothing, plan the rest without her and then if you do it again don't have her help.SpoilerMy assistant and I are not getting along... We're not verbally fighting, but I can just get this feeling, ya know? I'm trying my best to be friendly (I just met her a few months ago, so it's not like we've been friends forever..) and include her in the details since she is the 'assistant' but I'm getting nowhere... We've met once over lunch to discuss the Pony Meet, and she barely talked..it was like talking to crickets. She did apologize halfway through, though... so that's OK, however it's really tough.. I tried to bounce ideas off her.. And nothing. We have texted back and forth with a little more success.. She has helped look into venues, but she only looked into one, and that was because her sister works there.. hrm. I asked her yesterday for help with the cost of the venue that I really like and she ignored my question.. like she didn't want to help monetarily. I personally would think that the assistant, whoever it is, would be kind enough to help with even $10, $20?? :lookround: Our personalities are different, definitely, but it's like I'm really doing all the work and she just has the title at this point. What do I do?? I can't tell her she can't come....She knows most of the details already (except time). She has agreed to bring prizes, so that's good. I'm not complaining, I'm just feeling kinda overwhelmed and in need of support. My mom has shown some interest, but not sure if she could get off that Saturday to help. I guess I just lock down the venue and continue on as I have been doing? >_< :blush:
Re venue-
You should look into library spaces- they are free, there are often large rooms available, you can usually book them in advance online, and most libraries allow food and drink.
That is what we do for the NW Pony Party (although a couple of times we had it at people's houses, the library spot we found seemed to be the easiest for the most amount of people)
Re venue-
You should look into library spaces- they are free, there are often large rooms available, you can usually book them in advance online, and most libraries allow food and drink.
That is what we do for the NW Pony Party (although a couple of times we had it at people's houses, the library spot we found seemed to be the easiest for the most amount of people)
That's one I'm still looking into. The ones where I live only have one that's open on Sunday and every event has to be open to the public.
Re venue-
You should look into library spaces- they are free, there are often large rooms available, you can usually book them in advance online, and most libraries allow food and drink.
That is what we do for the NW Pony Party (although a couple of times we had it at people's houses, the library spot we found seemed to be the easiest for the most amount of people)
That's one I'm still looking into. The ones where I live only have one that's open on Sunday and every event has to be open to the public.
Surprisingly, being "open to the public" isn't a big deal. So technically, if someone was at the library and wanted to join the pony party - you couldn't keep them out- but then why would you right?
Last year the only pony party crashers were a 7 year old (approx) girl and her mom- she wanted to look at the ponies. She even talked her mom into buying a couple and they stuck around long enough to do the coloring contest. Of course we didn't mind them coming ;D
Re venue-
You should look into library spaces- they are free, there are often large rooms available, you can usually book them in advance online, and most libraries allow food and drink.
That is what we do for the NW Pony Party (although a couple of times we had it at people's houses, the library spot we found seemed to be the easiest for the most amount of people)
That's one I'm still looking into. The ones where I live only have one that's open on Sunday and every event has to be open to the public.
Surprisingly, being "open to the public" isn't a big deal. So technically, if someone was at the library and wanted to join the pony party - you couldn't keep them out- but then why would you right?
Last year the only pony party crashers were a 7 year old (approx) girl and her mom- she wanted to look at the ponies. She even talked her mom into buying a couple and they stuck around long enough to do the coloring contest. Of course we didn't mind them coming ;D