File

(1) To Make a Bid Formal

V. To file papers for a Worldcon bid to allow the bid to be on the ballot in site selection. The WSFS Constitution requires that, to appear on the site selection ballot, a bid must file with the site selection administrator evidence of an agreement with facilities and the rules under which the committee will operate, including how the chairman may be removed.

While some site selection administrators have chosen to make these rules meaningless, by allowing agreements with silly facilities (e.g., a single motel room), normally a Worldcon bid will file its letters of agreement with its hotels and convention center if it is using one.

The requirement that the rules for removing the convention's chairman be included were added after an imbrogilio. {Details needed!}

The deadline for filing is 180 days before the beginning of the Worldcon at which the site will be selected, usually putting it some time in February. If a bid pops up after the site selection deadline, it must run as a write-in. (The closest a write-in ever came to winning was Hawaii in '93 which was organized after the announced bids for 1993 all showed signs of deep-seated weakness. It was too late to file so it ran a write-in campaign and came in second in a field of four serious bids.)

It's not uncommon for hoax bids to do everything but file. It's also typically a sign that a bid was a joke when it doesn't manage to file on time.

(2) A Way of Organizing

from Fancyclopedia 2 ca. 1959
An arrangement of papers so that what you want can be found quickly. Your encyclopedists have found it of especial importance in preparing this work. Correspondence files are usually arranged by person corresponded with, carbons of outgoings being kept with incomings. Magazine files are usually segregated according to name, but Speer, a file clerk for several years, thinks it most practical to file these like letters, loose in folders, because titles are so often short-lived and changeable, and it is often desirable to refer back and forth from fanzines to correspondence about them. For prozines shelves of some sort, where they can be stood on edge or end with the spine visible, are the usual method of storage. There are several card files in fandom, of stories, fans, magazines, etc; the most famous, perhaps, was Swisher's, which in part was the source for his check-list of fanzines.
from Fancyclopedia 1 ca. 1944
Arrangement of papers so that what you want can be found quickly. Your encyclopedist has found it of especially important in preparing this work. Correspondence files are usually arranged by person corresponded with, carbons of outgoings being kept with the incomings. Magazine files are usually segregated according to name, and sometimes permanently bound this way; but Speer, who was a file clerk for several years, things it most practical to file them in with the letters, sloe in folders, because files are so short-lived and changeable, and it is often desirable to refer back and forth from fanzines to correspondence about them. For prozines, shelves of some sort, where they can be stood on edge or end with the spine visible, are the usual method of storage; here again fans sometimes have them bound several together. There are several card file in fandom, of stories, magazines, fans, etc; the most famous being Dr. Swisher's which in part is the source for his Check-List of fanzines. Cards on pro stories contain vital statistics on the story, and a tab colored and positioned to indicate rating. Cards on fans give page and work references for all their published writings, including letters to pros. Doc has gotten far behind on these records.