Joining Instructions

ECM 2026 is nearly upon us. That means it's THIS SATURDAY! (SQUEEE!) So, here are some final notes for everyone.

If you've got a group booking, please pass this on to everyone in your group so they don't feel all left out. If you're receiving this email, your name is on the door. You're in!

Location
Village Hotel, Coventry
Dolomite Avenue, Coventry Business Park
Coventry, CV4 9GZ

https://maps.app.goo.gl/7ynA7bVZp6T22i1H7

Timings
There is a full programme published on the website. However, the key timings for you all are:

Friday 4th September: Equipment Drop-Off and Setup

Equipment drop-off is available during the daytime on Friday.  We DO have storage.  Anything needing storing MUST be dropped BEFORE 6pm, or you'll have to leave it in your room!
The crew will be able to get some equipment in and start preparing things during the day in side rooms. However, the main room is in use by another event on Friday night, so we will NOT have access to the main room until after midnight.

This means the Friday plan is:
"Cables and Tables."

The critical rigging will happen overnight, once we have access to the room. The crew will be working through the night to get the essential infrastructure in place ready for Saturday. If you're dropping equipment off on Friday, please follow the instructions from the crew about where it needs to go and what needs to happen with it.
Once you arrive, if there's no one from the core team there, then we're NOT ready for you. Chill in the bar, check in to your room, go for a nice walk, etc. Lithobreaker, Vingtetun, A5ylum, Morpheus and Little Grey are key crew contacts for build-up and "what goes where."
Access to the room, when we have it, is strictly for build-up. If you're in there, you're helping!
There are loads of small jobs we need help with, so feel free to volunteer if you want. If you're not working on the build, feel free to chill in the bar, play Cards Against Humanity, etc. The build-up team ALWAYS appreciates a cold drink if you've got the time.
We WILL have to reject any equipment with frayed cables or anything that looks unsafe in any way.
Please make SURE you've updated your computer/Steam/games/etc BEFORE you arrive so you don't nuke the Internet connection for everyone.
There will be a label maker available. PLEASE label your gear so we don't end up arm wrestling each other over WHOSE Steam Deck/X52/computer that is.

Saturday 5th September: Build-Up
Access for build-up: 7am

All raffle items, computers, games and other equipment you're bringing will be able to be rigged from 7am on Saturday, ready for the event opening.
If you're arriving AFTER opening with anything that needs power, Internet or setting up, please LET US KNOW IN ADVANCE or you might not get left a slot.


Opening
Doors open: 10am

If you're there early, we'll probably still be setting up. Please go and chill in the hotel bar/conservatory until we're ready for you!
If we're checking people in early or handing out badges, WE WILL LET YOU KNOW.
All other timings will be as per the website/programme and notes on the day, and are SUBJECT TO CHANGE depending on what's what.


End of Event
Official end: 11pm

The official end of proceedings is 11pm. We may be boxing and packing at this point. Any assistance is much appreciated!
However, the social will continue in OUR PRIVATE BAR for residents until 1am.

Activities
There are MANY things you can sign up for or take part in.

• This year sees the return of the ECM Subtlemob, so BRING YOUR HEADPHONES! Details are here:- https://www.elitecommunitymeet.info/activities/subtlemob-3312

• We also have our NEW starship bridges running EmptyEpsilon, as well as, for the first time, a VR Escape Room. Video teasers have been shown on our Discord channel.

• We also once again have the LEGO Building Challenge, along with many new treats to try out.

• And, of course, there's plenty more going on.

If you want a go on something, ASK! As ever, if you want to bring something along to DO, let us know.

A Note About ToCoSo and the Hutton Mayhem Band
We are very sorry to say that the legendary ToCoSo has been interdicted by fearsome pirates and will not be able to attend this year so The Hutton Mayhem Band will therefore be "making it up as they go along". However, if any one of you has a hidden talent as a guitarist, then please DO let us know!

Raffle / Charity Donations
We will be collecting for our charities and selling raffle tickets, with a number of things available for you to throw pennies at during the day.
Cash is good.
PayPal Friends & Family is "OK".
We DO have a card machine, but that attracts bank charges. As a last resort, we can use it.

Food & Drink

• If you've booked lunch, we'll shout when it's ready.

• Same with dinner.

• If you can't remember what you've booked, ASK and we'll check for you.

• You can always buy food and drink from the hotel bar/restaurant if you haven't booked anything.

• Please DO NOT bring/eat your own food in the public areas of the hotel. That gets us told off.

• Same goes if you have any alcoholic drinks you've brought with you. Don't get us into trouble with the bar manager!

Dietary Requirements

If you've indicated dietary requirements, plates will be provided on a person-by-person basis for those with dietary needs.
If you haven't told us about something, then please make sure you have a chat with us when you arrive, we can accommodate.

IMPORTANT RULES
The full set is on the website AND in the conditions you accepted when booking.
You're all awesome, but a quick reminder for everyone:

• Be excellent to each other. This is an unbreakable rule.

• Please be aware that there are assistance dogs present at the event. Please ALWAYS greet PERSON first, HOUND with permission and NEVER feed a working dog.

• Anyone who needs help or has questions, JUST ASK THE CREW. This is an event put on by US for EACH OTHER and there's always someone available to help.

• Have respect for the computers, equipment and displays at the event. DO NOT put your pint glass down next to a rare piece of equipment. Take care of each other, and each other's pride and joy.

• Be KIND to the venue. They're around to help us. If there's anything you need them to fix, or you're unhappy about something, tell US and we will sort it for you.

• Remember there are OTHER guests at the hotel who aren't connected with us. Try not to upset them please.

• If for ANY reason it all gets a bit much, or you feel overwhelmed and need some quiet space, the hotel has plenty, and we are always willing to help.

• If you have any particular assistance needs, just make yourself known to the crew and we'll look after you. Same if you just want an introduction to people.

• Please remember that this is an adult audience and while there are a number of youngsters there, we cannot guarantee that the content, particularly later in the evening, is suitable for all ages.

• Anyone with children, please don't lose them (that causes paperwork) and DO understand you're responsible for decisions as to whether some of the evening content is suitable for small ears.

Discord / Website / Twitch
If you have questions or want some pre-event banter, the Discord channel is: https://discord.gg/447gEpvt9y
The Twitch channel is https://twitch.tv/ECMLive
If I've forgotten something, or you have questions, please just ASK.

That's it.

See you there!

We're looking forward to having a great weekend and sharing good times with everyone.

David and the ECM Team