Penguicon Planning 2016

Welcome to the 2016 timeline. Email information@penguicon.org if you have questions.

Programming Meeting (Ideas 1)

Led by: Head of Programming (Janet Gocay) featured guests generating ideas for events contacting possible presenters following up on suggested events

Programming Meeting (Accepting Events)

Led by: Head of Programming (Janet Gocay) accepting event proposals

Request Volunteer Needs/Changes from ConCom

find out needs of their particular position/changes from previous years

Resolve Unpaid Ribbon Orders

Check for ribbon orders that haven’t been paid for and make reasonable efforts to resolve why not.

Send Volunteer Training Plans to Volunteers

Finalize placement of (some) Volunteers

Finalize placement of all volunteers that can be placed prior to schedule

Begin planning Volunteer Bash

Survey volunteers?

Finalize Volunteer Handbook

Invite Volunteers to Jan SMOS

Invite all volunteers to the Jan. SMOS for a meet/greet of ConCom and staff

Contact Previous Volunteers

Follow up with all previous year volunteers and any new interest

Vet and Upload Badge Artwork

May involve messing around with the script to make sure the badge size is same and name shows up in the right place, then upload to registration server.

Reg Check on Staff Lists

Bug anyone who didn't send a staff list to you.

Begin work on Volunteer Handbook

Enter story info here

Host first Penguicon Volunteer Make A Difference Day

Send Volunteer Training Plans to Volunteers

Host volunteer appreciation/staff party

Write/Create Volunteer Position Descriptions

Work with chair and asst chair on possible new positions (someone to cruise ground floor to guide people and clean up messes, for example)

Request ConChair's Thoughts on ConSuite Offerings

and ConChair Beer/Mead/Cider List

Purchase Enevelopes

Print Labels for Badges, Ribbons, Panelist Packets

Envelope Stuffing Party

Panelist packets: -Presenter schedule -Map -Name card -Presenter ribbon -(GoH or Featured Guest ribbon, if applicable)

Send Staff Lists to Registration

Don't make Registration bug you! IF YOU HAVE NO STAFF: confirm that with Reg as well. registration@penguicon.org

Notify Community of Ribbon/Reg Closing

2 week warning on Reg 1 day warning on Ribbons

Notify Community of Reg Closing 2

One week warning

Notify Community of Reg Closing 3

Last day warning

Print Badges & Name Cards

Purchase Labels & Name Cards

Notify Community of Ribbon Closing

1 week warning for ribbons 3 week warning for Reg

Registration Confirmations

Confirm that all concom members have pre-registered badges Confirm that all staff members have pre-registered badges Confirm that all Guests of Honor have pre-registered badges Confirm that all Guests of GoHs have pre-registered badges Confirm that all Dealers have pre-registered badges Confirm that all Featured Guests have pre-registered badges Confirm that all Panelists have pre-registered badges Check names against “Known Aliases” document, because some people use aliases. Confirm that everyone who pre-registered as staff, concom, panelists, etc actually ARE what they registered as.

Community Notice of Price Increase 1

2 week notice

Community Notification of Price Increase 3

1 day notice

Community Notification of Price Increase 1

2 week warning

Community Notification of Price Increase 2

One week warning

Order Badgeholders & Lanyards

done very early so that we have time to dispute issues

Confirm Ribbon Pricing

Choose Ribbon Vendor

Confirm pricing by November 1.

Evaluate Ribbon Vendors

Deadline to choose a vendor: October 15

Open Ribbon Ordering (Deadline)

Programming Meeting (Scheduling)

Led by: Head of Programming (Janet Gocay) scheduling events

Programming Meeting (Kick-off)

Led by: Head of Programming (Janet Gocay) introductions getting started

Send Volunteer Reimbursement List to Reg

Give list to treasurer of anyone that should be reimbursed

Programming Meeting (Ideas 2)

Led by: Head of Programming (Janet Gocay) featured guests generating ideas for events contacting possible presenters following up on suggested events

Programming Meeting (Event Proposals Eval)

Led by: Head of Programming (Janet Gocay) preliminary evaluation of event proposals

Consider Opening Ribbon Ordering

Volunteer Letter for Souvenir Book

Finalize Hrs for Volunteer Desk

Finalize hours for volunteer desk and communicate that to everyone

Begin work on volunteer appreciation party

Send Final Attendance Count to Treasurer

Confirm Volunteer Positions/Shifts

Invite Volunteers to Training at SMOS

Launch
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