Convention module
The convention module is Hob’s module for running conventions, for example role-playing cons. It is written for club admins and convention staff — this page describes day-to-day use, not the technical API.
In the admin view the module appears as Conventions. The technical identifier in the system remains convention (URL paths, API, permissions).
The module usually works with the member registry and payments modules. Registration can be limited to signed-in members, actual members, or members who have paid.
Introduction
The module covers:
- Conventions — an event with its own page (
/conv/{slug}), schedule, intro content, and publishing settings. - Programme suggestions — members propose programme items; admins approve or reject them.
- Programme — scheduled items with rooms, languages, and per-item sign-up.
- Registrations — convention registration, queue, pricing, and payment.
- Amenities — programme rooms and sleep rooms.
- Reports — Excel exports of convention participants and programme participants.
Typical uses: a role-playing convention where programme is suggested in advance, attendees register, and then sign up for programme items.
The role-playing club example includes two test conventions, for example /conv/test-con-registration-open and /conv/test-con-program-open.
Terminology
| Term | Meaning |
|---|---|
| Convention | One event: name, slug, dates, intro content, registration, and programme. |
| Slug | The technical id in the URL. A published convention opens at /conv/{slug}. |
| Public | The publish timestamp. An unpublished convention is not shown to members (staff can preview). |
| Suggestion | A member proposal that an admin can add as a programme item or reject. |
| Programme item | A scheduled item on the convention page. |
| Registration (participation) | A member’s (or anonymous) registration for the convention. It can be confirmed or queued. |
| Participation mode | Who may register: anonymous allowed, registered members only, actual members only, or paid members only. |
| Programme participation | A confirmed convention registration linked to one programme item. A queued convention registration cannot join programme. |
| Sleep rooms | Optional lodging rooms a registrant can claim. |
| Staff | People named on the convention who can preview it and use its checklist. |
Who is it for?
- Associations that run conventions or similar events where participants submit programme
- Events with a separate suggestion window, convention registration, and programme sign-up
- Cases that need a queue, pricing options, or lodging
Member view
Upcoming published conventions appear on the club frontpage. Past conventions goes to /past_convs.
A published convention opens at /conv/{slug}:
- Intro content — the admin’s markdown page.
- Programme suggestion — when the suggestion window is open, a signed-in member can send a proposal (Suggest program). After a rejection, the member can send a new suggestion.
- Registration — when registration is open, the member fills the form and chooses payment options (Register). A queued person waits for confirmation.
- Lodging — if sleep rooms are defined and registration has started, the member can claim a room (Claim room).
- Programme — when the programme is visible, the member can join an item (Participate in this program) or its queue. Convention registration must already be confirmed.
- Payment — open saldo is paid with Hob payments. An unpaid saldo can keep an ended convention visible until the debt is cleared.
On a family account, the member can switch whose registration is being managed.
Registration can be updated while the convention is public. If the convention is hidden again, the member can no longer edit the registration.
Carpool appears on the convention page only if the intro content includes the carpool component. Reserving a ride requires convention registration.
Admin view
Navigation
In the dashboard under Conventions:
- create, edit, publish, and delete conventions
- four tabs: General, Program, Participants, Amenities
Upcoming conventions appear on the dashboard home. Admins also see unpublished ones.
Creating and publishing a convention
- Open Conventions and create a convention. Give it a slug (e.g.
spring-con-2026) plus name, start, and end. - Fill Important dates: suggestion start and end, registration start and end, when the programme becomes visible, and the programme sign-up window.
- Write the content. You can copy from a previous convention (content, time slots, pricing, and similar).
- Set participation mode, max participants, and pricing.
- Publish the convention (set it public). Only then does it open at
/conv/{slug}.
Settings on an unpublished convention do not apply to members. Staff can preview a hidden convention.
Important dates
| Setting | Description |
|---|---|
| Start / End | The convention event period |
| Suggestions start / end | When programme suggestions are accepted |
| Registration start / end | When people can register for the convention |
| Program visible | When the programme is shown publicly. Empty = visible as soon as the convention is published. Before this, the public does not see programmes except items they staff. |
| Program start / end | When people can sign up for programme items. Empty = from registration start to convention end. |
Timezone affects display and calendar semantics (e.g. Europe/Helsinki). Changing timezone does not move absolute times — check the clock times after a change.
Program
- Program — table of programme items (add, edit, cancel).
- Suggestions — approve (Add this suggestion) or reject. Approval creates a programme item.
- Suggest form fields — extra fields on the suggestion form.
- Program rendering — how the programme is shown on the public page.
- Time slots — helper slots for scheduling programme.
Participants
- Participants — confirm people from the queue (Confirm), add participants, follow payments.
- Participation settings — mode, cap, receipt template.
- Registration form fields
- Pricing — payment options and allowed combinations. A confirmed registration creates a charge; a queued registration is not charged.
Do not use the queue state pending — the UI states that it does not work properly yet.
Amenities
- Program amenities — rooms that can be chosen as a programme location.
- Sleep amenities — rooms with description, capacity, and an optional per-room price. Claiming a room can add that room’s pricing option to the registration.
Reports
In the dashboard Reports section:
| Report | Contents |
|---|---|
| Convention participant report | Convention participants as Excel |
| Program participant report | Programme sign-ups as Excel |
Permissions
| Role | Rights |
|---|---|
| Admin (convention) | Full management of conventions, suggestions, programme, and participations; also checklist, membership, and messaging through this role |
| Convention Organizer | View and change conventions, manage programme, and handle suggestions. No participation management, and no create or delete of conventions |
Staff is a per-convention list, not the same as the roles above. Staff can preview an unpublished convention and use the checklist; dashboard rights still come from the permission groups.
Without admin rights a member only sees published conventions (/conv/{slug}) and can register when registration is open.
Integrations
Membership module
- Participation mode uses the member profile, actual membership, and payment status.
- Family members can register through the same account.
Payments module
- Pricing creates a charge on a confirmed registration.
- The member pays with a reference number through Hob’s normal payment flow.
Other modules
- Messaging — participation receipt and convention newsletters (public to everyone; private to staff and confirmed participants).
- Checklist — from convention participants.
- Carpool — only if the convention content includes the carpool component. Carpool is a separate module.
Practical tips
- Publish the convention only when dates, intro, and pricing are ready.
- Choose a slug that is easy to share (e.g.
spring-con-2026). - Leave programme visibility empty if the programme may appear as soon as you publish.
- Confirm the queue before people sign up for programme items — an unconfirmed convention registration cannot join programme.
- Export attendees with the Convention participant report.