Programming: Difference between revisions

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== Basic Department Description ==

* Gather suggestions for panels and events from track leads and general membership

* Schedule events over the course of the convention

* Coordinate equipment and other requests from presenters

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

* Communication skills (email/etc)

* Strong organizational skills

* Basic computer skills for spreadsheets and other organizational tools

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

* [[[email protected]]] & [[[email protected]]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you login to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Setting up a method of gathering panel suggestions, such as an email alias and/or web form.

* Helping track leads to generate ideas or hosts for panels and events

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

* If being used, online schedule services, such as Sched.com

=== Do you need a function space map created for your department? ===

* Programming needs to be aware of what spaces will be used for panels and other events so they can schedule those areas to best efficiency.

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

* Making sure you have sufficient panels and events scheduled throughout the days.

=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===

* Since at con, it is mostly ensuring that panels show up and having the equipment they need, lead and a second will be sufficient.

=== What equipment do you need to function well AT CON? ===

* A/V equipment (projectors, microphones, speakers, etc.)

* White boards or newsprint for art panels and other presentations

=== Who are you working with AT CON? ===

* Operations/Security (making sure panel rooms are open, badge checking for adult events)

* Hotel (making adjustments to rooms if necessary)

* Theater Lead (being appraised of changes or adjustment in their schedule)

* Other track leads as necessary

* 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!)

* When panel submissions open

* Requests for panels can go out regularly

* If there are specific panels lacking a host we want to advert about

* Deadline for panel suggestions should be roughly 45 days before con

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

* Main thing that Programming Lead needs from website is information about how to submit panels. Information should be clearly marked and easy for users to access.

* Make sure Website has your form to put on the events page

* Make sure that website also has the programming email cleary on the events page AND the contacts page (in and outside the contact page form.)

* Get information about panels and events to conbook as soon as confirmed, no later than a month before con.

* Update conbook as needed when panels change. You can do this up until the conbook has gone to print.

* 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? ==

* Make sure that the Master Schedule has been created; this will help all departments visually see when events are happening.

* Making sure that track leads are working on getting their panel and event suggestions worked out

* Make sure your panel submission form is properly on the website. Please test it to make sure you are receiving results before officially opening the form to the public.

* Make a list of previous year panels and the host contacts for the track leads to use.

* Be ready to respond to panelist that their submission has been received and closer to the event, they will receive updates on their panel times, etc. (They will constantly ask Social Media accounts or other staff if it has been received or not. This can be mitigated if using a webform that confirms submissions have been received. -Also, Google forms have the option of emailing the applicant a copy of what they sent, as long as they provide an email/are logged in. Something to look into)

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

* First set major fixed events such as dances, open and closing ceremonies, guest of honor dinner, etc. on the schedule. All other panels will be filled in around these major events and affect whether other events are scheduled against them.

* Start working on confirming panel suggestions and equipment needs. (This should be done about two to three months before.)

* Work with track leads to help with round out their track schedule suggestions.

* Make sure that GOHs have panels they want to run submitted.

* Make sure that special tracks, such as Fursuit, Board Gaming and Video Gaming are in place and have the resources they need.

* You should start building a schedule for your team once panels have been confirmed. (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.)

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

* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)

* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.

* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.

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

* If being used, have information loaded into online schedule and then have sched.com PAID for by the chairs.

* Make sure you contact the social media lead when the Sched.com site is up to date with the master schedule so they can start advertising for the events/panels.

* Ensure that you have access to have any equipment or supplies that will be needed at con.

* Once schedule is set, start working on putting together printed schedules for each room for each day or getting that information to Sign Shop.

* If there are events that need hosts and/or material to show (Saturday Morning Cartoons et al.), get those secured as soon as possible.

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

* Make sure all your volunteers (and yourself) got 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 year’s 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 reciepts to [[[email protected]]] & [[[email protected]]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

=== Who on staff do you need to be in contact with regularly for your department to function? ===

* Chair/Vice Chair (for questionable panel suggestions)

* Hotel (for events such as Ice Cream Social and GOH Dinner that need coordination with the hotel)

* Social Media (to regularly promote that panel suggestions are be accepted, and to promote panels once schedule is set)

* GOH Liaison (to get panels run by the GOHs)

* Conbook (to get schedule and events into the book)

* Sign Shop (help in getting signage for event spaces)

=== Who is your executive contact? ===

* Programming Executive

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

* Making sure that you have a list of regular events (Opening/Closing, Fursuit Parade, Dances, etc.) and panels drawn up early on and set those in the schedule as early as possible. Those tend to be harder to move than other panels.

* Having an webform, such as through Google Docs, makes keeping track of panel suggestions easier, and less likely to have a suggestion misplaced or misdirected. Include on the webform length of time for panel, panel description, any equipment needs, possible track placement, and preferred time and date, in addition to contact info.

* When scheduling, try to keep all panels that need A/V in one place as much as possible. If you don’t have to constantly move and setup equipment, it will simplify your time at con.

* Using a master schedule for all activities at con (not just programming related) will ensure that everything is kept straight, and better allowing you to honor requests that are dependant not conflicting with certain events (dealer’s den, parade, etc.).

* Color coding each track on master schedule gives a good visual on which track each panel is under. Try to avoid scheduling two activities of the same track against each other. (The one exception is General track panels.)

* Encourage panelist to host panels on Thursday or Sunday. These tend to be sparse for programming.

* When drawing up the schedule, be sure to keep in mind set up and tear down time for certain panels and events and account for that in your schedule.

* If there are any 18+ panels, clarify with chair if those are allowed and if so, what time are they allowed to start.

* If you are using an online schedule (Sched.com), make sure that you keep the master schedule and the online schedule synched. This ensure that staff and attendees have the same information.

=== What didn't work/would suggest to avoid? ===

* Try to keep panelists expectations about available equipment to a minimum and encourage them to bring as much as they can. We can reliably provide a projector, some cabling, a mic/speaker, newsprint and a white board, in addition to tables and chairs in the hotel.

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

* Some tracks, such as writing, need to have a more robust program. If want to have these tracks develop and grow, working with GOHs and track leads to help diversify our offerings.

== Other Resources ==

* http://www.sched.com for an online schedule solution (starting at $125/event)

* Google Docs works well for providing online spreadsheets and webforms that makes keeping track of information easier. (Please keep your information in the VancouFur Materials folder, inside your department folder.)

[[Category:Events]]

[[Category:Department]]

[[Category:Department]]

[[Category:Draft]]

@@ Line 1: / Line 1: @@
+== Basic Department Description ==
+* Gather suggestions for panels and events from track leads and general membership
+* Schedule events over the course of the convention
+* Coordinate equipment and other requests from presenters
+=== What skills are handy for those in this position? ===
+* Communication skills (email/etc)
+* Strong organizational skills
+* Basic computer skills for spreadsheets and other organizational tools
+=== What is your staff email? ===
+* [[[email protected]]] &amp; [[[email protected]]] (These are the forward facing &ldquo;job&rdquo; emails that get posted to the public and forward emails to your personal VF email. Your personal VF email  is what you login to and use to read and respond to emails.)
+== Yearly Responsibilities ==
+* Setting up a method of gathering panel suggestions, such as an email alias and/or web form.
+* Helping track leads to generate ideas or hosts for panels and events
+=== Are there things you need to order during the year? ===
+* If being used, online schedule services, such as Sched.com
+=== Do you need a function space map created for your department? ===
+* Programming needs to be aware of what spaces will be used for panels and other events so they can schedule those areas to best efficiency.
+=== What do you need to do during the year to function AT CON? ===
+* Making sure you have sufficient panels and events scheduled throughout the days.
+=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===
+* Since at con, it is mostly ensuring that panels show up and having the equipment they need, lead and a second will be sufficient.
+=== What equipment do you need to function well AT CON? ===
+* A/V equipment (projectors, microphones, speakers, etc.)
+* White boards or newsprint for art panels and other presentations
+=== Who are you working with AT CON? ===
+* Operations/Security (making sure panel rooms are open, badge checking for adult events)
+* Hotel (making adjustments to rooms if necessary)
+* Theater Lead (being appraised of changes or adjustment in their schedule)
+* Other track leads as necessary
+* 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!)
+* When panel submissions open
+* Requests for panels can go out regularly
+* If there are specific panels lacking a host we want to advert about
+* Deadline for panel suggestions should be roughly 45 days before con
+== Your Department on the Website/in the Conbook ==
+* Main thing that Programming Lead needs from website is information about how to submit panels.  Information should be clearly marked and easy for users to access.
+* Make sure Website has your form to put on the events page
+* Make sure that website also has the programming email cleary on the events page AND the contacts page (in and outside the contact page form.)
+* Get information about panels and events to conbook as soon as confirmed, no later than a month before con.
+* Update conbook as needed when panels change. You can do this up until the conbook has gone to print.
+* 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? ==
+* Make sure that the Master Schedule has been created; this will help all departments visually see when events are happening.
+* Making sure that track leads are working on getting their panel and event suggestions worked out
+* Make sure your panel submission form is properly on the website. Please test it to make sure you are receiving results before officially opening the form to the public.
+* Make a list of previous year panels and the host contacts for the track leads to use.
+* Be ready to respond to panelist that their submission has been received and closer to the event, they will receive updates on their panel times, etc. (They will constantly ask Social Media accounts or other staff if it has been received or not. This can be mitigated if using a webform that confirms submissions have been received. -Also, Google forms have the option of emailing the applicant a copy of what they sent, as long as they provide an email/are logged in. Something to look into)
+== 3 Months before con, what do you need to have done? ==
+* First set major fixed events such as dances, open and closing ceremonies, guest of honor dinner, etc. on the schedule.  All other panels will be filled in around these major events and affect whether other events are scheduled against them.
+* Start working on confirming panel suggestions and equipment needs. (This should be done about two to three months before.)
+* Work with track leads to help with round out their track schedule suggestions.
+* Make sure that GOHs have panels they want to run submitted.
+* Make sure that special tracks, such as Fursuit, Board Gaming and Video Gaming are in place and have the resources they need.
+* You should start building a schedule for your team once panels have been confirmed. (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.)
+== 1 Month before con, what do you need to have done? ==
+* Send in your BEO&rsquo;s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
+* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
+* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
+* Send in any needed information to the Conbook for print.
+* If being used, have information loaded into online schedule and then have sched.com PAID for by the chairs.
+* Make sure you contact the social media lead when the Sched.com site is up to date with the master schedule so they can start advertising for the events/panels.
+* Ensure that you have access to have any equipment or supplies that will be needed at con.
+* Once schedule is set, start working on putting together printed schedules for each room for each day or getting that information to Sign Shop.
+* If there are events that need hosts and/or material to show (Saturday Morning Cartoons et al.), get those secured as soon as possible.
+== After the Convention/Before the Firing Party ==
+* Make sure all your volunteers (and yourself) got 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 year&rsquo;s 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 reciepts to [[[email protected]]] &amp; [[[email protected]]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]
+== Break down of contacts ==
+=== Who on staff do you need to be in contact with regularly for your department to function? ===
+* Chair/Vice Chair (for questionable panel suggestions)
+* Hotel (for events such as Ice Cream Social and GOH Dinner that need coordination with the hotel)
+* Social Media (to regularly promote that panel suggestions are be accepted, and to promote panels once schedule is set)
+* GOH Liaison (to get panels run by the GOHs)
+* Conbook (to get schedule and events into the book)
+* Sign Shop (help in getting signage for event spaces)
+=== Who is your executive contact? ===
+* Programming Executive
+== Do's and Don'ts of the Department ==
+* Making sure that you have a list of regular events (Opening/Closing, Fursuit Parade, Dances, etc.) and panels drawn up early on and set those in the schedule as early as possible. Those tend to be harder to move than other panels.
+* Having an webform, such as through Google Docs, makes keeping track of panel suggestions easier, and less likely to have a suggestion misplaced or misdirected. Include on the webform length of time for panel, panel description, any equipment needs, possible track placement, and preferred time and date, in addition to contact info.
+* When scheduling, try to keep all panels that need A/V in one place as much as possible.  If you don&rsquo;t have to constantly move and setup equipment, it will simplify your time at con.
+* Using a master schedule for all activities at con (not just programming related) will ensure that everything is kept straight, and better allowing you to honor requests that are dependant not conflicting with certain events (dealer&rsquo;s den, parade, etc.).
+* Color coding each track on master schedule gives a good visual on which track each panel is under.  Try to avoid scheduling two activities of the same track against each other. (The one exception is General track panels.)
+* Encourage panelist to host panels on Thursday or Sunday.  These tend to be sparse for programming.
+* When drawing up the schedule, be sure to keep in mind set up and tear down time for certain panels and events and account for that in your schedule.
+* If there are any 18+ panels, clarify with chair if those are allowed and if so, what time are they allowed to start.
+* If you are using an online schedule (Sched.com), make sure that you keep the master schedule and the online schedule synched. This ensure that staff and attendees have the same information.
+=== What didn't work/would suggest to avoid? ===
+* Try to keep panelists expectations about available equipment to a minimum and encourage them to bring as much as they can.  We can reliably provide a projector, some cabling, a mic/speaker, newsprint and a white board, in addition to tables and chairs in the hotel.
+* What would you suggest to be done for the future years of your department that aren't already in motion?
+* Some tracks, such as writing, need to have a more robust program. If want to have these tracks develop and grow, working with GOHs and track leads to help diversify our offerings.
+== Other Resources ==
+* http://www.sched.com for an online schedule solution (starting at $125/event)
+* Google Docs works well for providing online spreadsheets and webforms that makes keeping track of information easier. (Please keep your information in the VancouFur Materials folder, inside your department folder.)
 [[Category:Events]] <!-- Branch -->
-[[Category:Department]] <!-- Move this to the department sidebar widget? -->
+[[Category:Department]]
+[[Category:Draft]] <!-- Remove once this page has been edited and cleaned up -->