Guest of Honor Liaison: Difference between revisions

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~~Convention point~~ of contact for the ~~Guests of Honor~~. ~~Coordinates~~ hotel rooms, travel, and other ~~accommodated expenses~~. ~~Coordinates artwork~~ and other items from the ~~Guests~~ for convention ~~use~~, ~~including conbook~~ and t-~~shirt art~~, ~~along~~ with ~~other~~ works.

== Basic Department Description ==

=== What do you do for the convention/What is your purpose? ===

* Your job is to handle all the Guest of Honor needs (Theirs, or the conventions needs of them.)

* You are the main person they speak to and you will be the ‘PR’ to them from the convention. Make sure they are situated and have a good time!

=== What skills are handy for those in this position? ===

* Communication (email)

* Customer Service Skills (polite, accommodating, etc.)

=== What is your staff email? ===

* You are primarily an internal staff job. You communicate to staff and the guests directly via email. If you wish to not use your personal email but to use a Vancoufur email, please contact the chairs and someone will get you a username@ email account to use. (Example, [email protected])

== Yearly Responsibilities ==

=== What do you need to do during the year for your department to function before con? ===

* Get the Guest Registrations comped via the Registration Lead

* All guests should get a PATRON membership (check with chairs first!)

* Confirm with the guests when it is complete.

* Get the Guest hotel rooms/Travel expenses situated/comped.

* Depending on budget, WHO gets what will depend (check with chairs first!)

* Expect to book a guest through the hotel lead for thursday check-in, sunday check-out, unless the chairs otherwise state.

* Any guests that need a hotel room covered, you will go through the Hotel Lead and make sure that their rooms (with their REAL NAMES on it) are listed on the conventions master account.

* Any guests that need travel expenses covered should give you the details of their trip. Flight or mobile transport cost. (Check with the chairs on WHO you are getting comped. Flights are sometimes a portion covered by us, sometimes its all. Same with other transportation methods depending on where they are from.)

* Check if any of the artist guests want a Dealers Den table or an Art Show panel

* Check in with the chairs on weather we are covering this or not. Usually we do!

* Check in with the Dealers Den lead and make sure they are aware of the guests badge or real name and that they get a compensated table.

* The guest will have to apply for the table when applications are open, themselves, but they will auto get a table space. (We need them to sign the agreement, understand the rules and to have their info on file for the artists lists, etc.)

* Check in with Art Show Lead and make sure that the Artist guests get a reserved space. (1 full panel comped. More than that, they may need to pay.)

* Check if any of the guests are willing to contribute to the Charity Auction

* Most of the art like the conbook cover, badge insert art, etc are put into the charity auction. Just 1 copy is ever made in 8.5x11 size (conbook is 11x17)

* All prints must be marked as a limited print (VancouFur Charity Auction, Limited Print, 1/1, art by _____ )

* Other items can be added as well! Plushies, instruments, books, crafts, etc. Anything that is fandom related so even non artist guests can contribute if they want.

* Check if any of the Guests would like to run a panel. (As part of their compensation, we usually require guests to involve themselves with the convention by running panels, etc.)

* Get the panel information from them and give it to the programming team ASAP. They SHOULD be some of the first panels they put in, to try and make sure the guests get their requested time slots. (follow the information needed on the panel submission form that should be on the website. If it is not available, check with programming team.)

* Remember that guests are not just what their Guest Title dictates! DJ’s are not just DJ’s usually. Artists may not just be artists! Fursuiters may not just be fursuiters! They may have other talents they could show/demonstrate in a panel or event.

* DJ guests will have to be in touch with the Dance/DJ lead to get their headlining time slot confirmed later in the year.

* YOU need to get them in touch with the Dance/DJ Lead.

* Remind them that their headlining spot will not be picked until the rest of the DJ applications have been looked at and the Dance/DJ lead has finalized the schedule closer to the con.

* Fursuit/Musical/Other guests may need a time slot for a performance if they so choose.

* Make sure that you or they are in touch with the theater crew. They will most likely have equipment needs for a performance and we will most likely need to supply some of the stuff.

* REMEMBER: We may not have one of each guest type every year! You will probably only have to worry about aprox 3 people.

=== Are there things you need to order during the year? ===

* Other than making sure the other departments have the GOH comps in order, no.

* GOH liaison does not have a room/function space at the event.

* Make sure your Guests know how to contact you directly (twitter, email, phone, or they can go to ops and they can get a hold of you) as you are their main line for help!

=== What do you need to do during the year to function AT CON? ===

* Make sure all your Guests are situated with their comps

* Make sure they know what they are doing and when their panels are

* Make sure you know when they are arriving because YOU will most likely be responsible for getting their registration packages from bag stuffing (or reg) and giving it to them when they arrive. If you are not available to get the reg packs at bag stuffing event or from reg on the wednesday night/thurs morn or they will be arriving late, they may have to get their reg pacs from reg.

=== What staff will you be working with AT CON? ===

* Registration (to get their badges printed or to pick up their reg packs.)

* Operations (they will be the at con way for guests to get a hold of you if they cannot get a hold of you directly.)

* Any of the staff that will be hosting the guests in their event space. (programming, dealers den, art show, etc.)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* Who the guests are and what they do (as they get chosen)

* Updates on guest events

* Finalized schedule of guest events

== Your Department on the Website/in the Conbook ==

=== Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design? ===

* You will be responsible for getting all of the information for the Guest page and giving it to the website team

* Guest Title (Artist GOH, Fursuit GOH, Headlining DJ, etc)

* Guest prefered name (furry name usually.)

* Their prefered website to link on the page

* Work with the Art Lead to get portraits done for each guest

* A small bio of the guest (ask them for one or help them make one.

* You will be responsible for getting the Guests in contact with publications/conbook team so they can do their interviews for the conbook.

* Make sure to have someone look over the information before sending it to the respective lead.

* Send it to the respective lead.

* Make sure to test the contact page (website) that the form sends an email to you.

* Make sure that your email is listed on the contact page (website) outside of the form.

* If you have any future updates, make sure to send them to the Web Lead!

* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Applicable Guest hotel rooms comped/confirmed

* Applicable Guest memberships comped/confirmed

* Applicable Guest travel expenses comped/confirmed

* Should be getting panel/event ideas from the guests. Help them come up with some, etc.

* Ask about charity auction items from the guests

* Getting them in contact with any other staff they may need to be in contact with.

* Make sure you have emailed guests to ask if they have any other needs.

* Make sure they are clear are their responsibilities as a Guest.

== 3 Months before con, what do you need to have done? ==

* Check in to make sure hotel comps are completed. (Sometimes things get shuffled around.)

* Should have panel submissions from the guests and submitted to the programming team already.

* Confirm with the guests when the main events of the convention are as some will want to attend if they are already participating! (Dance comp, fursuit parade, opening and closing ceremonies, vendor hours, etc.)

* Check in again about charity items. Make sure to get information on what they are wanting to submit (title, media, starting price, buyout price, etc.)

* Check in with them if there is anything they are missing/needing. You will have to be the switchboard between them and other staff if other staff have not been in contact with them!

* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.) You will need to make sure you have someone available to the guests during regular convention hours or you yourself be contactable. Please have a second at LEAST so there is two of you and make sure you both are aware that you need to fully inform the other of what's happening.

== 1 Month before con, what do you need to have done? ==

* Send in any needed information to the Conbook for print!

* Check in with them if there is anything they are missing/needing. You will have to be the switchboard between them and other staff if other staff have not been in contact with them!

* Get their pre-reg bags from the bag stuffing event (or schedule someone to pick them up for you.)

* Talk with registration lead about when they plan to do the test printing for badges and to make sure they print out the guest badges during that test so you can give the guests their badges.

* Confirm with guests what their panel/event times are, AGAIN. Just to make sure they know and if any changes have been made (usually happens.)

* Make sure to send the guests your contact info so they can get a hold of you during the event.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) get inputted into the system for their hours.

* Update your guide with any new/relevant information/changes.

* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!

* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)

* If VancouFur owes you money for department spending, PLEASE PLEASE send your receipts to [[[email protected]]] & [[[email protected]]] and then fill out the budget form if that's available.

=== Break down of contacts ===

* Who is your executive contact?

* Media Executive

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* Starting as early as possible to get the guests situated. Don't leave it! They will get frustrated and that is not good. We want to leave a good impression with them.

* Be polite and as accommodating as you can.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* It's a pretty straightforward department.

* Push panels and try to get the guests involved in the con with things they like to do. Catering to their likes and trying to get them excited about things makes for happy guests and a happy con when we can promote lots of guest activities.

== Other Resources ==

* Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years!

* Keep a checklist for all the needs for each guest that you have to cover! (In your gdocs works great so that the chairs can see how things are going.)

== PLEASE REMEMBER ==

* Always respond to emails/contacts, even if it is just to say “I recieved your email and will get back to you soon!” / “I don't know the answer but I am looking into it for you!”

* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)

* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)

* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!

* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!

* Do not edit any staff members’ documentation without permission!

* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.

* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[[email protected]]] / [[[email protected]]] to check or check the contact page on the website! You can also use the contact sheet for the year

[[Category:Media]]

[[Category:Department]]

[[Category:Department]]

[[Category:Draft]]

@@ Line 1: / Line 1: @@
-Convention point of contact for the Guests of Honor. Coordinates hotel rooms, travel, and other accommodated expenses. Coordinates artwork and other items from the Guests for convention use, including conbook and t-shirt art, along with other works.
+== Basic Department Description ==
+=== What do you do for the convention/What is your purpose? ===
+* Your job is to handle all the Guest of Honor needs (Theirs, or the conventions needs of them.)
+* You are the main person they speak to and you will be the &lsquo;PR&rsquo; to them from the convention. Make sure they are situated and have a good time!
+=== What skills are handy for those in this position? ===
+* Communication (email)
+* Customer Service Skills (polite, accommodating, etc.)
+=== What is your staff email? ===
+* You are primarily an internal staff job. You communicate to staff and the guests directly via email. If you wish to not use your personal email but to use a Vancoufur email, please contact the chairs and someone will get you a username@ email account to use. (Example, [email protected])
+== Yearly Responsibilities ==
+=== What do you need to do during the year for your department to function before con? ===
+* Get the Guest Registrations comped via the Registration Lead
+* All guests should get a PATRON membership (check with chairs first!)
+* Confirm with the guests when it is complete.
+* Get the Guest hotel rooms/Travel expenses situated/comped.
+* Depending on budget, WHO gets what will depend (check with chairs first!)
+* Expect to book a guest through the hotel lead for thursday check-in, sunday check-out, unless the chairs otherwise state.
+* Any guests that need a hotel room covered, you will go through the Hotel Lead and make sure that their rooms (with their REAL NAMES on it) are listed on the conventions master account.
+* Any guests that need travel expenses covered should give you the details of their trip. Flight or mobile transport cost. (Check with the chairs on WHO you are getting comped. Flights are sometimes a portion covered by us, sometimes its all. Same with other transportation methods depending on where they are from.)
+* Check if any of the artist guests want a Dealers Den table or an Art Show panel
+* Check in with the chairs on weather we are covering this or not. Usually we do!
+* Check in with the Dealers Den lead and make sure they are aware of the guests badge or real name and that they get a compensated table.
+* The guest will have to apply for the table when applications are open, themselves, but they will auto get a table space. (We need them to sign the agreement, understand the rules and to have their info on file for the artists lists, etc.)
+* Check in with Art Show Lead and make sure that the Artist guests get a reserved space. (1 full panel comped. More than that, they may need to pay.)
+* Check if any of the guests are willing to contribute to the Charity Auction
+* Most of the art like the conbook cover, badge insert art, etc are put into the charity auction. Just 1 copy is ever made in 8.5x11 size (conbook is 11x17)
+* All prints must be marked as a limited print (VancouFur Charity Auction, Limited Print, 1/1, art by _____ )
+* Other items can be added as well! Plushies, instruments, books, crafts, etc. Anything that is fandom related so even non artist guests can contribute if they want.
+* Check if any of the Guests would like to run a panel. (As part of their compensation, we usually require guests to involve themselves with the convention by running panels, etc.)
+* Get the panel information from them and give it to the programming team ASAP. They SHOULD be some of the first panels they put in, to try and make sure the guests get their requested time slots. (follow the information needed on the panel submission form that should be on the website. If it is not available, check with programming team.)
+* Remember that guests are not just what their Guest Title dictates! DJ&rsquo;s are not just DJ&rsquo;s usually. Artists may not just be artists! Fursuiters may not just be fursuiters! They may have other talents they could show/demonstrate in a panel or event.
+* DJ guests will have to be in touch with the Dance/DJ lead to get their headlining time slot confirmed later in the year.
+* YOU need to get them in touch with the Dance/DJ Lead.
+* Remind them that their headlining spot will not be picked until the rest of the DJ applications have been looked at and the Dance/DJ lead has finalized the schedule closer to the con.
+* Fursuit/Musical/Other guests may need a time slot for a performance if they so choose.
+* Make sure that you or they are in touch with the theater crew. They will most likely have equipment needs for a performance and we will most likely need to supply some of the stuff.
+* REMEMBER: We may not have one of each guest type every year! You will probably only have to worry about aprox 3 people.
+=== Are there things you need to order during the year? ===
+* Other than making sure the other departments have the GOH comps in order, no.
+* GOH liaison does not have a room/function space at the event.
+* Make sure your Guests know how to contact you directly (twitter, email, phone, or they can go to ops and they can get a hold of you) as you are their main line for help!
+=== What do you need to do during the year to function AT CON? ===
+* Make sure all your Guests are situated with their comps
+* Make sure they know what they are doing and when their panels are
+* Make sure you know when they are arriving because YOU will most likely be responsible for getting their registration packages from bag stuffing (or reg) and giving it to them when they arrive. If you are not available to get the reg packs at bag stuffing event or from reg on the wednesday night/thurs morn or they will be arriving late, they may have to get their reg pacs from reg.
+=== What staff will you be working with AT CON? ===
+* Registration (to get their badges printed or to pick up their reg packs.)
+* Operations (they will be the at con way for guests to get a hold of you if they cannot get a hold of you directly.)
+* Any of the staff that will be hosting the guests in their event space. (programming, dealers den, art show, etc.)
+* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)
+* Who the guests are and what they do (as they get chosen)
+* Updates on guest events
+* Finalized schedule of guest events
+== Your Department on the Website/in the Conbook ==
+=== Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design? ===
+* You will be responsible for getting all of the information for the Guest page and giving it to the website team
+* Guest Title (Artist GOH, Fursuit GOH, Headlining DJ, etc)
+* Guest prefered name (furry name usually.)
+* Their prefered website to link on the page
+* Work with the Art Lead to get portraits done for each guest
+* A small bio of the guest (ask them for one or help them make one.
+* You will be responsible for getting the Guests in contact with publications/conbook team so they can do their interviews for the conbook.
+* Make sure to have someone look over the information before sending it to the respective lead.
+* Send it to the respective lead.
+* Make sure to test the contact page (website) that the form sends an email to you.
+* Make sure that your email is listed on the contact page (website) outside of the form.
+* If you have any future updates, make sure to send them to the Web Lead!
+* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!
+== 6 Months before con, what do you need to have done? ==
+* Applicable Guest hotel rooms comped/confirmed
+* Applicable Guest memberships comped/confirmed
+* Applicable Guest travel expenses comped/confirmed
+* Should be getting panel/event ideas from the guests. Help them come up with some, etc.
+* Ask about charity auction items from the guests
+* Getting them in contact with any other staff they may need to be in contact with.
+* Make sure you have emailed guests to ask if they have any other needs.
+* Make sure they are clear are their responsibilities as a Guest.
+== 3 Months before con, what do you need to have done? ==
+* Check in to make sure hotel comps are completed. (Sometimes things get shuffled around.)
+* Should have panel submissions from the guests and submitted to the programming team already.
+* Confirm with the guests when the main events of the convention are as some will want to attend if they are already participating! (Dance comp, fursuit parade, opening and closing ceremonies, vendor hours, etc.)
+* Check in again about charity items. Make sure to get information on what they are wanting to submit (title, media, starting price, buyout price, etc.)
+* Check in with them if there is anything they are missing/needing. You will have to be the switchboard between them and other staff if other staff have not been in contact with them!
+* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.) You will need to make sure you have someone available to the guests during regular convention hours or you yourself be contactable. Please have a second at LEAST so there is two of you and make sure you both are aware that you need to fully inform the other of what's happening.
+== 1 Month before con, what do you need to have done? ==
+* Send in any needed information to the Conbook for print!
+* Check in with them if there is anything they are missing/needing. You will have to be the switchboard between them and other staff if other staff have not been in contact with them!
+* Get their pre-reg bags from the bag stuffing event (or schedule someone to pick them up for you.)
+* Talk with registration lead about when they plan to do the test printing for badges and to make sure they print out the guest badges during that test so you can give the guests their badges.
+* Confirm with guests what their panel/event times are, AGAIN. Just to make sure they know and if any changes have been made (usually happens.)
+* Make sure to send the guests your contact info so they can get a hold of you during the event.
+== After the Convention/Before the Firing Party ==
+* Make sure all your volunteers (and yourself) get inputted into the system for their hours.
+* Update your guide with any new/relevant information/changes.
+* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
+* Make any staffing suggestions to the next years&rsquo; chair. (If you want to work again, staff who excelled and where, etc.)
+* If VancouFur owes you money for department spending, PLEASE PLEASE send your receipts to [[[email protected]]] &amp; [[[email protected]]] and then fill out the budget form if that's available.
+=== Break down of contacts ===
+* Who is your executive contact?
+* Media Executive
+== Do's and Don'ts of the Department ==
+=== What worked well/Would suggest doing again? ===
+* Starting as early as possible to get the guests situated. Don't leave it! They will get frustrated and that is not good. We want to leave a good impression with them.
+* Be polite and as accommodating as you can.
+=== What would you suggest to be done for the future years of your department that aren't already in motion? ===
+* It's a pretty straightforward department.
+* Push panels and try to get the guests involved in the con with things they like to do. Catering to their likes and trying to get them excited about things makes for happy guests and a happy con when we can promote lots of guest activities.
+== Other Resources ==
+* Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years!
+* Keep a checklist for all the needs for each guest that you have to cover! (In your gdocs works great so that the chairs can see how things are going.)
+== PLEASE REMEMBER ==
+* Always respond to emails/contacts, even if it is just to say &ldquo;I recieved your email and will get back to you soon!&rdquo; / &ldquo;I don't know the answer but I am looking into it for you!&rdquo;
+* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
+* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
+* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
+* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
+* Do not edit any staff members&rsquo; documentation without permission!
+* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
+* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.
+* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[[email protected]]] / [[[email protected]]] to check or check the contact page on the website! You can also use the contact sheet for the year
 [[Category:Media]] <!-- Branch -->
-[[Category:Department]] <!-- Move this to the department sidebar widget? -->
+[[Category:Department]]
+[[Category:Draft]] <!-- Remove once this page has been edited and cleaned up -->