No convention is complete without a website. It lets people know about the event and keeps its members and supporters up to date. There’s room for variety in how it looks, but some items are essential. We’ve gone so long without in-person conventions that a reminder of how to create a website for one is useful right now.

I’ve had a lot of experience in the running of science fiction and filk music conventions, and I’ve set up or provided technical support for a number of sites. Here’s a quick guide to the points that a convention website needs to cover.

General points

Use a secure HTTPS site. It gives visitors more confidence, improves your visibility in search engine results, and protects the personal information that participants give you. Upgrading to HTTPS costs little or nothing.

Graphics can include the convention logo and pictures of the guests and the hosting facility. They aren’t required, but they make the page more attractive. Don’t overdo them.

The homepage

Visitors come to the homepage first. Some of the convention pages I’ve seen are awful, leaving out essential information. Make sure to include everything visitors need to find out when they learn about your event.

• What’s the convention called? This should be in the page title.
• When will it be held? Include the year!
• Where will it be held? Include the state, province, or country. City names aren’t unique, and people from far away may not share your default assumptions. Say exactly what the venue will be, e.g., a convention center, hotel, or university.
• What are its theme and purpose? Be reasonably specific. Don’t assume readers already know.
• Who will be the featured speakers, performers, artists, etc.?
• Where can interested people follow you by RSS or on social media?

Most other items don’t have to be on the homepage, but they should be easy to reach from there. Provide a menu or a set of buttons.

Registration

You don’t have a convention unless people register. Prominently include a page that tells them how. Highlight the registration link on the homepage.l Make the rates and options clear.

Online registration is usually the easiest for organizers and participants, but not everyone wants it. Include an option for registering by mail and enclosing a check. Specify the registration deadline.

If there are age requirements or different rates depending on age, say what the applicable date is (e.g., the convention’s opening day).

If there are race requirements, look somewhere else for advice. Mine would be rude.

Program

You won’t know every program item until the event gets close, but you should let readers know what kind of items to expect. Will there be talks? Workshops? Roundtable discussions? Will they be open to all or restricted? Do any of them require signing up in advance or paying extra?

Venue

Let the readers know something about the facility hosting your convention. What amenities does it offer? What’s the environment like? Are there food options inside? Does its prestige make your event more attractive? What should people coming by car or mass transit know? Where’s the nearest airport, and is a shuttle available?

Say something about the surrounding area as well. What makes it a nice place to visit? Where can participants go out to eat?

Include any important information about handicapped access, special dietary requirements, etc. that people need to plan for.

Housing

If the convention is in a hotel, then venue and housing may be the same thing. Even in that case, it might use additional hotels. Have a page letting visitors know how they can register for rooms, with codes to get the convention rate. The ideal way is to include a hotel-provided link that’s specific to your room block. Tell your readers when the block closes.

If attendees are on their own (unusual but it happens), briefly say that they have to find their own places to stay and offer suggestions.

Rules

List the rules that attendees should know about. As the webmaster, you may not have much say in their content, but remind the organizers to take this part seriously and not just use boilerplate that doesn’t make sense for your situation.

News

You’ll want to let participants know about important changes, such as new speakers, cancellations, health-related notices, etc. Including a blog is a good way to do this. The homepage should include a teaser for the latest post.

Organizational information

A convention inspires more confidence if it’s run by a respected organization. Use either an “About” page or the homepage to say who’s sponsoring the event. Link to its website.

Have I forgotten anything? Please mention it in the comments.