All posts by Kit Stubbs, SF3 Treasurer

COVID Safety Post-Con

Thanks to everyone, online and in person, for your participation in WisCon this year!

For our in-person attendees: Please keep testing regularly until 2 weeks after the con, to the extent you are able! If you test positive, please let us know using the COVID reporting form. The link to that form is available in our emails sent out to registered members and on our official Discord.

As part of our COVID-19 safety policies at WisCon 45 in 2022, we will send out email updates to registered in-person members each day we learn of at least one new case, just as we did each day during the con. We plan to do this for two weeks after the con, then post a final update and summary publicly on

Thanks for your help in continuing to keep our members safe!

Thursday Evening Reading with Sheree Renée Thomas

Our traditional Thursday evening (5/26) Guest of Honor reading has moved this year to the Madison Public Library Central branch (201 W Mifflin St), a 0.2 mi (~5 min) walk from the Concourse! Here’s a Google Map with walking directions.

Doors will be open at 5:30, and the event starts at 6pm Central. Our Guest of Honor Sheree Renée Thomas will be reading this year.

Afterwards, she’ll be signing books. No book? No problem! Room of One’s Own will have a table at the event with Ms. Thomas’s books available for purchase. If you’re in town Thursday night, please come out and join us!

If you need to take a taxi to or from the venue and could use some financial assistance, taxi vouchers for Union Cab are available at the Concourse front desk. Be aware that wait time may be up to an hour due to staffing shortages.

Since the reading happens before WisCon and is free and open to the public, we cannot guarantee that attendees will be vaccinated and/or masked.

COVID-19 Vaccine Policy Fix

We sincerely apologize to the members of the WisCon community! We accidentally misinterpreted CDC guidance regarding how long it takes to be “up-to-date” after a booster (according to the CDC, you are up-to-date immediately after receiving a booster). This means that for people ages 12 and over, if you received your primary series more than 6 months before the con, as long as you have received at least one booster shot prior to picking up your con badge, you are up-to-date. It’s not too late to get boosted and attend WisCon!

Here is the fixed vaccination policy language, in full:

Everyone attending the convention—including members, vendors, and any contractors—must be up to date on their COVID vaccines when they arrive at Registration to pick up their con badge. Up to date means a person has received all recommended doses in their primary series of COVID-19 vaccine; and for individuals 12 and older, one booster dose if their primary series was completed more than six months before the con. (See “Stay Up to Date with Your COVID-19 vaccines.”)

At Registration, we will be checking vaccination cards to verify that EITHER:

  • a primary series was completed on or after November 27, 2021 and before May 12, 2022  (This means, your primary series happened less than 6 months before the con. In which case, your last shot needed to happen at least 2 weeks before the con for you to be up to date.) OR
  • a primary series was completed before November 27, 2021 AND a booster shot was administered at any time afterward. (This means, your primary series happened more than 6 months before the con. In that case, you need to be boosted, but you are up to date as of whenever you got the booster.)

Given that as of 4/13/2022 the CDC has not approved vaccines for children under 5, children under 5 will not be allowed to attend WisCon 2022. Hopefully we will see more smols next con!

Since boosters for children ages 5-11 are not yet recommended by the CDC, we are not requiring them for children ages 5-11 to attend WisCon.

For those coming to WisCon from other countries: we will accept proof that you have received any vaccine recognized by the WHO. More information on WHO recognition of COVID vaccines can be found on their website.

Construction in Madison

If you’re driving to WisCon or plan to be traveling around the city by car, bicycle, or bus, please be aware: The city of Madison has some major road and utility construction projects that will be active with moderate to substantial impacts on all modes of transportation (pedestrian, bicycle, public transit, and motorized) in the area. There are also private construction projects and construction at the University of Wisconsin that disrupt sidewalks, bike lanes, and vehicle lanes.

Some notable impacted areas:

WisCon 2022 schedule live!

The WisCon schedule is now live! We have a full weekend of panels, readings, workshops, kids programming, academic papers, parties, gaming, and more:

Can’t make it to Madison this year? There’s still time to register for an online membership! Register today at

For 2022 we have two tracks of online panels, and another of other online programs. Our big events, including the Otherwise Auction and Guest of Honor speeches, will also be streamed. And we’ll have a WisCon Discord server for both online and in-person members.

Want to see our online offerings expand? Once we know we have enough volunteers to staff our all-online panels, we can start to add some in-person panels to our streamed offerings (starting with panels scheduled for “Assembly” in the program). If you are comfortable hosting a Zoom call, sign up via our at-con volunteer interest form to hear about training sessions for this role!

Party applications open & party rules update

TLDR: Party applications are now open until Saturday, 4/30, at 11:59pm US Central time — but in order to reduce the amount of unmasking that happens during parties, we’re only permitting non-alcoholic beverages to be served at parties: no food, no booze.

As fun as room parties at conventions can be, what’s even more fun is an open party available to everyone.  Starting at 9pm Friday-Sunday, WisCon offers parties hosted by WisCon members and open to every member of the convention.  In past years, parties have included karaoke, a haiku-and-earring party, and piñata-smashing.

Party spaces must be requested in advance. Unfortunately, we are unable to entertain late party requests due to scheduling requirements.

Party reservations are prioritized due to a number of factors.  We are particularly enthusiastic about parties with a history at WisCon as well as parties that are promoting other cons, SF groups, book & author promotional parties, and other events. Please note that there are a limited number of party room reservation slots available.

We’re counting on your creativity to host awesome parties even without the appeal of food.  Maybe your party have will awesome music, fun games, or cool craft activities! How about a mocktail bar?

To submit your party request, please email Include in your request:

  • Your name, email address, and a phone number where we would be able to reach you
  • The names and email addresses of all other party hosts
  • Name or title of your party
  • Brief description of your party (just a sentence is fine)
  • Scheduling preferences, as party schedules impact other programming, and it may not be possible to change dates once initial schedules are set.
  • Any special equipment or room layout needs you have

If you’re considering requesting party space, please read the complete list of WisCon Party Rules. Questions? You can reach us at

News from our Board

WisCon is a project of the Society for the Furtherance & Study of Fantasy & Science Fiction (SF3 for short).  In an effort to not be strangers to volunteers or to the public, the governing Board of SF3 has decided to release a little summary of what we’ve been up to at each monthly meeting.  Here are our updates for the past few months:

April 2022

  • We welcomed De Ana Jones and LaShawn M. Wanak as our co-chairs of the newly founded POC Outreach Committee. We’re thrilled to have them aboard! You can reach them by email to .
  • We are continuing our search for con co-chairs for WisCon 2023. If that could be you, please get in touch with the board at or the current co-chairs at! We are especially looking for people who have past WisCon experience.
  • The board unanimously voted to reallocate unneeded funds from our Guest of Honor budget to our COVID-19 supplies.
  • WisCon is now offering comped memberships for all BIPOC pre-con volunteers.
  • WisCon members can now donate a membership to a BIPOC volunteer through the Registration system.
  • Next month is WisCon 2022! See you there!

March 2022

  • Our treasurer, Kit, met with our new financial team and confirmed everything is in order (as expected).
  • Last month, the Board presented the ConCom with a list of action items generated from the town hall on racism in Nov 2021. The ConCom has responded to us with the ones they can tackle this year.
  • We discussed other ongoing business re: getting the POC Outreach Committee founded, updates on budget, and cementing our anti-racist values in messaging that we can replicate across communications as needed.

February 2022

  • We discussed hiring for the position of POC Outreach Committee chair.
  • We talked about SF3’s financial responsibilities and goals, including updates on tax status and fundraising.
  • We discussed meeting with Con Chairs to assign out responsibility for action items generated from the November 2021 Town Hall (centering on combating racism at WisCon).
  • We discussed drafting social media guidelines and policies.
  • We talked about compensation for sensitivity reading for panel descriptions.

Vaccine Policy Update

We have updated our COVID-19 vaccination policy as of April 2022 (as reflected on our COVID-19 Policy Page):

Everyone attending the convention—including members, vendors, and any contractors—must be up to date on their COVID vaccines two weeks before the con starts. Up to date means a person has received all recommended doses in their primary series of COVID-19 vaccine; and for individuals 12 and older, one booster dose if their primary series was completed more than six months before the con.

At Registration, we will be checking vaccination cards to verify that EITHER:

  • a primary series was completed before November 27, 2021 AND a booster shot was administered on or before May 12, 2022, OR
  • a primary series was completed on or after November 27, 2021 and before May 12, 2022.

Given that as of 4/13/2022 the CDC has not approved vaccines for children under 5, children under 5 will not be allowed to attend WisCon 2022. Hopefully we will see more smols next con!

For those coming to WisCon from other countries: we will accept proof that you have received any vaccine recognized by the WHO. More information on WHO recognition of COVID vaccines can be found on their website.

#SaveWisCon Update

We are making AMAZING progress on our work to #SaveWisCon, thanks to your help!

  • We have now raised just over $32,000 in donations of which $30,000 will be matched, for a total of $62,000 raised to support WisCon! This is absolutely incredible, and we are so grateful for everyone who contributed and helped spread the word.
  • 70 people have completed our Volunteer Interest Form to help out with pre-con volunteering. Thank you all!
  • We’ve gained 252 new email newsletter subscribers since November, which is helping us make sure everyone gets the latest con news and updates. Not getting the newsletter? You can sign up here.
  • We have a total of 418 registrations (in-person and online). Our goal is 1,000! Please register and tell your friends about WisCon, too.
PLUS we are receiving a total of $5,500 in grants from:

We deeply appreciate their support and encourage everyone to learn more about these excellent organizations.

Thanks to your donations and these grants, we’re at roughly $67,000 in total funds raised!

Is this the end of #SaveWisCon fundraising? Are we just done now, forever?

Well…probably not, y’all, for a couple of reasons:

  • It is basically impossible that we can book enough rooms to meet our hotel contract, so we are going to owe the Concourse a lot of money. This is just how things are because of the pandemic:  we want people who feel comfortable to attend WisCon in person to attend, but we recognize that in-person events are a significant risk for many people.
  • My initial $70k-ish fundraising goal assumed that we would sell 500 online memberships (half of what WisCONline sold in 2020). We’re currently at a small fraction of that, and I don’t know how likely it is we’ll be able to get close to 500. So that’s revenue we were hoping to have that we may not have.
That said: This is a HUGE step towards making sure WisCon continues happening in the future!

Requesting CART/ASL Services for Programming

As part of our overall accessibility efforts, WisCon hires professional captioners and/or ASL interpreters during the con. CART will be provided during the Opening Ceremonies, at the Otherwise Auction, and for the Guest of Honor speeches. If you’d like to request captioning and/or ASL interpretation for other programming (specific panels, readings, etc.), please use this Google form. You can request CART/ASL for online sessions, in person sessions, or both!

Questions? Contact Accessibility (

6th Floor Discounted Room Lottery open until 4/24

From now through April 24 at 11:59pm US Central time, you can apply to join the 6th floor discounted room lottery!

What is the 6th floor discounted room lottery?

Being able to stay in a room in the Concourse Hotel is one of the pleasures of WisCon — and also one of the biggest financial barriers to attending the convention.  As part of our commitment to affordability, each year WisCon is able to provide a limited number of rooms with discounted rates.  We hope that offering this discount can help just a few more people get to WisCon by making your stay a bit more affordable.

Though we call it a “discount,” the way it actually works is that WisCon will pick up the tab for the Sunday night of your stay. To be eligible, you must be staying at the Concourse on Friday, Saturday, and Sunday nights.  You may be staying longer, but must at least be staying on these three nights.

We generally have 5 double rooms (with 2 queen beds) available on the the sixth floor, although the number, type, and location of the rooms may vary slightly from year to year depending on what space the convention needs for programming.  Because the number of discounted rooms is very limited, we make these rooms available through a lottery system — details below.

Noise caveat

Because the rooms that are marked as “eligible discounted sleeping rooms” are on the sixth floor, that puts them on the same floor where many of the parties are held in the evenings and also where the safer spaces and the Con Suite are. This means that there’s more noise generated by foot traffic, elevators, and so on. If you are someone who needs a very quiet room with not many people passing by at all hours, then the discounted rooms may not be a good fit for you.

Room lottery

We do not ask specifics of your need for a room — we assume that if you request a discounted room that you need one.  But because we have a limited number of eligible rooms, we offer rooms to members via a lottery. We do track who receives a discounted room and may remove an entry from the lottery drawing if that entrant was awarded a discount the previous year; this caveat is a factor only if we have more requests than rooms available.  (If we do not receive more requests than rooms, then you may receive a discounted room two years in a row.)

We are accepting requests through April 24 (closing at 11:59pm Central Time). After the request window closes, we will get in touch to let you know if your request is filled.

To request to be entered into the drawing for a discount, send an email to, with the subject line: ROOM RATE DISCOUNT. Include the following details:

  • The first and last name your hotel reservation will be under
  • Your arrival and departure dates
  • The number of people in your party
  • Any accessibility needs you have.
  • The best email address to contact you.

Entries which do not supply all listed information will not be entered into the lottery. Please limit submissions for the discount lottery to one entry per party.

See you at WisCon!

No Co-Chairs = No WisCon 2023

Ahoy! This is Kit (WisCon 2022 Co-Chair & Treasurer for SF3, WisCon’s parent nonprofit) with an important update about WisCon in 2023: We are urgently recruiting for co-chairs so we can have WisCon in 2023! (Nope, no April Fool’s joke here!)

The deal is that I (Kit), as Treasurer, won’t recommend that the Board sign a contract with the hotel for 2023 unless we are sure that we have co-chairs. Signing a hotel contract puts WisCon on the hook for many thousands of dollars, and breaking a hotel contract would effectively bankrupt our organization. We need to make sure that a WisCon is going to happen before we sign a contract, and at a minimum, that means we need at least two co-chairs.

Couldn’t Ira, Aileen, and I just co-chair again for 2023? Co-chairs are asked to take a year off in-between cons so that we don’t burn out dedicated volunteers. This explains in part why there was no official WisCon in 2021: Ira and I had just co-chaired WisCONline in 2020 and no one else volunteered to co-chair for 2021.

What happens if we aren’t able to get two confirmed co-chairs for 2023? In that case, we would plan to sign a contract with the hotel for 2024 and there would be no WisCon in 2023.  If that happens, Ira and I are both willing to stay on the ConCom as Fairy Conparents to help document how we actually run WisCon. We’ll encourage all of our current pre-con volunteers  to stay on with us to work together on creating department/committee runbooks under a more flexible schedule than con-running permits.

If there is going to be a WisCon in 2023, we need at least two co-chairs. At least one of these people should have had some previous experience with WisCon/SF3 in a pre-con role, meaning that the person is current or former member of the ConCom, Personnel Committee, Comms, or the SF3 Board.

If you are interested in co-chairing for 2023 or if you have questions about co-chairing, please let the current Chairs know via Basecamp or email to!

You can find more information about being a co-chair below.

Role: Conference Committee (ConCom) Co-Chair

Department/Team: The Co-Chairs supervise the ConCom and work with other SF3 committees also working on Con business (Communications, Personnel, etc.)

Reports to: SF3 Board via monthly reports

Time Requirements: During the less-busy part of the con year (July-February), each co-chair spends an average of about 2.5 hours/week on con-related tasks. During the more-busy part of the con year (March-May) this increases to 4-5 hours/week; exact time needed depends on how well-staffed the rest of the ConCom is.

Presence at con: Required. At least one Co-Chair is “on duty” at all times during the con.

Term: One year, starting in July.

Role summary: The role of the Co-Chairs is to work together to provide high-level management over other ConCom departments to ensure that WisCon takes place. The Co-Chairs generally keep track of which departments are more or less active and what major tasks need to be done at any given time. The Co-Chairs also help Departments coordinate with each other (especially  if members of one department don’t realize something they want to do will impact another department). Co-Chairs also run the Guest of Honor selection process for the following WisCon (details below), and analyze the prior WisCon’s feedback survey results. The Co-Chairs interface with the SF3 Board primarily through monthly reports.

At the end of the day, if a task doesn’t have anyone working on it, Co-Chairs must decide whether to complete the task themselves, delegate it to someone else, or decide the task will be left undone.

Main Tasks:
  • Running ConCom Meetings. This includes setting the dates and reminders, setting the agenda, collecting reports in advance of each meeting, presiding over the meetings themselves, and making sure minutes are published afterwards.
  • Tracking Responsiveness/Reports.  A large part of the job is keeping track of who hasn’t reported in for a while and what emails are going unanswered to make sure everyone’s on track and to keep morale up. If someone isn’t responding to emails about once a week or so, the Co-Chairs reach out to them, and if they get no response, notify Personnel, who makes a determination on how to proceed. If a role is to be listed again, it should be taken to a ConCom meeting for a discussion, any suggested/agreed-upon modifications made, and then posted.
  • Tracking Departmental Coordination. If a Department has a question that can be answered by another Department, or is proposing changes that may impact another department, Co-Chairs must help connect the relevant Departments to each other as needed. Sometimes Departments know who to ask or realize which other Departments are involved with a task, and sometimes they don’t.
  • Making Judgement Calls on Events/Roles to Keep/Drop. Sometimes it is not possible to fill a role before the con. There’s a limited number of things that can just be cut, but Co-Chairs must also weigh whether events will keep happening at future cons if they are not formally run at a present con. Co-Chairs have to determine what tasks absolutely have to be done.
  • Being On-Call During the Con. There is a chair cell phone that can be used to contact the chairs anytime during the con. Most of the calls will come from the hotel. Chairs can choose how to split up the times of being responsible for the phone. Some chairs alternate days, others take specific shifts during each day — whatever works for the two of you.
  • Participating in Safety Processes. If someone wants “to talk to a manager,” co-chairs our our ultimate at-con managers. Co-chairs may also be involved in judgment calls about Safety issues (such as potentially banning someone, asking them to leave, etc.).
  • Running Guest of Honor Selection Process. The chairs are responsible for selecting a GOH Vetting Committee and making sure the GOH nomination and voting process is executed according to schedule. This involves collating the GOH suggestions and putting together bios for the candidates, making sure the surveys get run, and contacting the top finalists to invite them (for which there are templates).
  • Answering Questions. The Co-Chairs may receive a wide number of questions (both from inside and outside the ConCom/SF3), and they must either answer the questions directly or help forward the question to the person/department who might be able to answer. It’s not uncommon for people to write basically asking to be invited in an “official” capacity. We have an email template for responding to that.
  • Analyzing Prior WisCon Feedback Survey Results. Co-Chairs are in charge of analyzing the post-WisCon survey results from the con before theirs. This may involve working with other departments to implement changes based on the feedback received.
  • Manage tasks that don’t belong to any other department or that have slipped through the cracks between two departments. This includes supervising printing of standard-sized materials and contacting previous year’s lifeguard and child care team to see if they are interested in working again this year.
  • Interfacing with the SF3 Board. 
Skills & experience:
All Co-Chairs Should Have:
  • Task management and delegation skills.
  • Excellent organizational skills.
  • Excellent one-on-one communication skills (for communicating with other co-chairs)
  • Time and ability to check email and Basecamp on a frequent basis
At Least One Co-Chair Should Have:
  • Some degree of comfort with public speaking in front of large audiences
  • Excellent written communications / public relations skills
  • Ability to lead meetings effectively, including making sure everyone gets heard, covering an agenda, and sticking to a time limit.
  • Ability to take notes during meetings (these do not have to themselves be minutes-quality, just enough to write the minutes later).
  • Prior ConCom experience of at least one year preferred
  • Co-Chairs should not also be chairing/leading any other departments/teams within WisCon or chairing any other cons
  • Co-Chairs should not co-chair two WisCons in a row
If you are interested in co-chairing for 2023 or if you have questions about co-chairing, please let the current Chairs know by email to!