Onboarding: Programming Director - Revision history

Tainsouvra: /* Marketing / Getting Panel Applications */

2024-09-11T03:38:47Z

Marketing / Getting Panel Applications

← Older revision		Revision as of 20:38, 10 September 2024
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	** How to differentiate 16+, 18+, and general audience ratings for panels and communicate these requirements to applicants who submit it under the wrong rating.		** How to differentiate 16+, 18+, and general audience ratings for panels and communicate these requirements to applicants who submit it under the wrong rating.
	** How to handle very specific requests regarding time, location, etc. of submitted panels.		** How to handle very specific requests regarding time, location, etc. of submitted panels.

			==== Creating/Editing theSchedule ====

			* Putting events/panels into reg.works
			* Coordinating the schedules of guests with events they need to be at
			* Preventing back-to-back events for guests/panelists where possible

	==== Panelist Communication ====		==== Panelist Communication ====

	* How to ensure that panelist information (e.g., approval and scheduling) is sent out correctly through RT and Mailchimp.		* How to ensure that panelist information (e.g., approval and scheduling) is sent out correctly through RT and Mailchimp.
	* How to handle manual emails for panel confirmations and scheduling.		* How to handle manual emails for panel confirmations and scheduling
			* Ensuring you have received confirmation from panelists on their schedules.

	=== At-Con Tasks ===		=== At-Con Tasks ===
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	==== Programming Room Setup ====		==== Programming Room Setup ====

			* Making sure that rooms are unlocked/accessible at the appropriate times.
	* Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).		* Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).
	** Physically verify panel setups are correct. Double check against panels running in the room for equipment requirements.		** Physically verify panel setups are correct. Double check against panels running in the room for equipment requirements.
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	* How to check in panelists and ensure they have any necessary materials.		* How to check in panelists and ensure they have any necessary materials.
	* How to handle last-minute changes or issues with panelists (cancellations, substitutions).		* How to handle last-minute changes or issues with panelists (cancellations, substitutions)
	* How to train volunteers on panel room management (counting rooms, flagging panelists with time notifications)		* How to train volunteers on panel room management (counting rooms, flagging panelists with time notifications)
	* How to train volunteers regarding feedback slips		* How to train volunteers regarding feedback slips
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	* Working with social media and main stage teams to ensure schedule changes are communicated appropriately.		* Working with social media and main stage teams to ensure schedule changes are communicated appropriately.
	* Managing and resolving programming issues in real-time, including scheduling conflicts or changes in room setups.		* Managing and resolving programming issues in real-time, including scheduling conflicts or changes in room setups.
			* Working with the volunteers department and helping as needed with watching doors/entry points, especially for 18+ panels.
	* Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met.		* Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met.
	* Managing feedback slips, data entry		* Managing feedback slips, data entry
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	* Ensuring guest panels are prioritized and scheduled appropriately.		* Ensuring guest panels are prioritized and scheduled appropriately.
	* Coordinating with the guest liaison team, or the guests directly, to handle guest panel scheduling, requirements, and last-minute changes.		* Coordinating with the guest liaison team, or the guests directly, to handle guest panel scheduling, requirements, and last-minute changes.
			** Ensuring that all guests have been scheduled for their contracted amount of panels

Tainsouvra: /* Handling Panelist Applications */ s

2024-09-11T02:33:52Z

Handling Panelist Applications: s

← Older revision		Revision as of 19:33, 10 September 2024
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	* Wiki for updating procedures and adding relevant notes.		* Wiki for updating procedures and adding relevant notes.
	* Mailchimp (through collaboration with the marketing team) for programming-related communications, including sending blast emails.		* Mailchimp (through collaboration with the marketing team) for programming-related communications, including sending blast emails.
			* Discord (no access needed, but understanding how to navigate/communicate regarding programming)

	== Tasks Needing Training ==		== Tasks Needing Training ==
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	* How to collaborate with the social media team to draft and schedule posts for panelist applications.		* How to collaborate with the social media team to draft and schedule posts for panelist applications.
			* How to garner interest and encourage panelist applications
	* How to create Mailchimp campaigns related to programming (See [[Copying A Mailchimp Campaign]]).		* How to create Mailchimp campaigns related to programming (See [[Copying A Mailchimp Campaign]]).
	* Updating panel submission instructions or general programming information on the webpage (See [[Updating The Website Content]])		* Updating panel submission instructions or general programming information on the webpage (See [[Updating The Website Content]])
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	* How to manage and approve panel submissions in Reg.Works.		* How to manage and approve panel submissions in Reg.Works.
	** Complete before schedules are sent to print.		** Complete before schedules are sent to print.
			* How to decide whether or not to approve a panel submission
	* How to use RT to communicate with panelists and guests about missing or incorrect information (See [[RT]]).		* How to use RT to communicate with panelists and guests about missing or incorrect information (See [[RT]]).
	* How to reach out via RT for clarifications, corrections, and confirmations.		** How to reach out via RT for clarifications, corrections, and confirmations.
			** How to differentiate 16+, 18+, and general audience ratings for panels and communicate these requirements to applicants who submit it under the wrong rating.
			** How to handle very specific requests regarding time, location, etc. of submitted panels.

	==== Panelist Communication ====		==== Panelist Communication ====

Rjohann: /* Handling Panelist Applications */ Added clarification

2024-09-11T00:50:43Z

Handling Panelist Applications: Added clarification

← Older revision		Revision as of 17:50, 10 September 2024
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	* How to manage and approve panel submissions in Reg.Works.		* How to manage and approve panel submissions in Reg.Works.
			** Complete before schedules are sent to print.
	* How to use RT to communicate with panelists and guests about missing or incorrect information (See [[RT]]).		* How to use RT to communicate with panelists and guests about missing or incorrect information (See [[RT]]).
	* How to reach out via RT for clarifications, corrections, and confirmations.		* How to reach out via RT for clarifications, corrections, and confirmations.

Rjohann: /* Programming Room Setup */ added bullet point

2024-09-11T00:45:19Z

Programming Room Setup: added bullet point

← Older revision		Revision as of 17:45, 10 September 2024
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	* Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).		* Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).
			** Physically verify panel setups are correct. Double check against panels running in the room for equipment requirements.

	==== Panelist Check-In Procedures ====		==== Panelist Check-In Procedures ====

Beta: links

2024-09-10T01:14:35Z

links

Beta: intro paragraph

2024-09-09T16:06:13Z

intro paragraph

← Older revision		Revision as of 09:06, 9 September 2024
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	[[Category:Onboarding Plans]]		[[Category:Onboarding Plans]]
			The Programming Director is responsible for overseeing the scheduling and execution of all convention panels and programming events. They coordinate with panelists, guests, and various teams to ensure smooth operations, including managing schedules, handling last-minute changes, and ensuring all programming aligns with the convention’s standards. Additionally, the director works closely with tech and guest liaison teams to address panelists' needs and ensure proper room setups and equipment.

	== Software Access/Training Needed ==		== Software Access/Training Needed ==

Beta: updated onboarding document; first runthrough

2024-09-09T16:05:16Z

updated onboarding document; first runthrough

← Older revision		Revision as of 09:05, 9 September 2024
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	* Wiki for updating procedures and adding relevant notes.		* Wiki for updating procedures and adding relevant notes.
	* Mailchimp (through collaboration with the marketing team) for programming-related communications, including sending blast emails.		* Mailchimp (through collaboration with the marketing team) for programming-related communications, including sending blast emails.
	* Social Media platforms for promoting programming and coordinating with marketing to push announcements.

	== Tasks Needing Training ==		== Tasks Needing Training ==
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	* How to collaborate with the social media team to draft and schedule posts for panelist applications.		* How to collaborate with the social media team to draft and schedule posts for panelist applications.
	* How to ~~oversee~~ Mailchimp campaigns related to programming ~~(collaborating with marketing).~~		* How to create Mailchimp campaigns related to programming.
	* How to monitor and approve fan panel applications through Reg.Works and BACON.

	==== Handling Panelist Applications ====		==== Handling Panelist Applications ====
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	* How to ensure that panelist information (e.g., approval and scheduling) is sent out correctly through RT and Mailchimp.		* How to ensure that panelist information (e.g., approval and scheduling) is sent out correctly through RT and Mailchimp.
	* How to ~~trigger~~ manual emails for panel confirmations and scheduling ~~(via export for mail-merge if needed).~~		* How to handle manual emails for panel confirmations and scheduling.
	* How to manage feedback collection from panelists and guests post-con.

	=== At-Con Tasks ===		=== At-Con Tasks ===
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	==== Programming Room Setup ====		==== Programming Room Setup ====

	* Coordinating with tech and ~~setup~~ staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).		* Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).
	* Overseeing the scheduling of panel rooms and ensuring everything is ready for each panelist.

	==== Panelist Check-In Procedures ====		==== Panelist Check-In Procedures ====

	* How to check in panelists and ensure they have ~~badges and~~ necessary materials.		* How to check in panelists and ensure they have any necessary materials.
	* How to handle last-minute changes or issues with panelists (cancellations, substitutions).		* How to handle last-minute changes or issues with panelists (cancellations, substitutions).
			* How to train volunteers on panel room management (counting rooms, flagging panelists with time notifications)
			* How to train volunteers regarding feedback slips

	==== On-Site Management ====		==== On-Site Management ====

	* Using Reg.Works for live scheduling changes and communication.		* Using Reg.Works for live scheduling changes and communication.
			* Working with social media and main stage teams to ensure schedule changes are communicated appropriately.
	* Managing and resolving programming issues in real-time, including scheduling conflicts or changes in room setups.		* Managing and resolving programming issues in real-time, including scheduling conflicts or changes in room setups.
	* Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met.		* Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met.
			* Managing feedback slips, data entry

	=== Post-Con Tasks ===		=== Post-Con Tasks ===
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	* How to solicit and process feedback from panelists and guests using email, surveys, or post-con meetings.		* How to solicit and process feedback from panelists and guests using email, surveys, or post-con meetings.
	* How to review programming feedback and provide recommendations for improvements to future conventions.		* How to review programming feedback and provide recommendations for improvements to future conventions.
			* Entering any feedback slips that didn't get handled at-con.
	~~==== Backup and Data Management ====~~

	* ~~How to ensure programming schedules, communications, and~~ feedback ~~are properly backed up.~~
	* How to collaborate with IT for recovering lost data or handling technical issues with programming systems.

	== Additional Responsibilities ==		== Additional Responsibilities ==
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	* Collaborating with Thomas on updates or bug fixes for Reg.Works.		* Collaborating with Thomas on updates or bug fixes for Reg.Works.
	* Prioritizing export tools, reporting features, and other system improvements.		* Assisting in testing new Reg.Works features.
	* Assisting in testing new Reg.Works features ~~(e.g., automated email functionality, guest handling)~~.

	==== Guest Management ====		==== Guest Management ====

	* Ensuring guest panels are prioritized and scheduled appropriately.		* Ensuring guest panels are prioritized and scheduled appropriately.
	* Coordinating with the guest liaison team to handle guest panel scheduling, ~~check-ins~~, and last-minute changes.		* Coordinating with the guest liaison team, or the guests directly, to handle guest panel scheduling, requirements, and last-minute changes.

	~~==== Main Stage Programming ====~~

	* Ensuring that any mature content on the main stage follows con policies (e.g., no 16+ content from 6am-11pm).
	* Coordinating with main stage staff to minimize dead air and ensure smooth transitions between events.

Beta: start page from chatgpt analysis of chat and existing documentation

2024-09-09T15:53:53Z

start page from chatgpt analysis of chat and existing documentation

New page

[[Category:Onboarding Plans]]

== Software Access/Training Needed ==

* Reg.Works for managing the programming schedule and panelists.
** Note: Thomas (tjsomething) handles management and coding for Reg.Works, the Programming Director uses it to manage panel submissions and schedules.
* RT (Request Tracker) for handling inquiries, managing panelist communications, and processing guest panel submissions.
* BACON for administrative access related to panel and guest management.
* Wiki for updating procedures and adding relevant notes.
* Mailchimp (through collaboration with the marketing team) for programming-related communications, including sending blast emails.
* Social Media platforms for promoting programming and coordinating with marketing to push announcements.

== Tasks Needing Training ==

=== Pre-Con Tasks ===

==== Marketing / Getting Panel Applications ====

* How to collaborate with the social media team to draft and schedule posts for panelist applications.
* How to oversee Mailchimp campaigns related to programming (collaborating with marketing).
* How to monitor and approve fan panel applications through Reg.Works and BACON.

==== Handling Panelist Applications ====

* How to manage and approve panel submissions in Reg.Works.
* How to use RT to communicate with panelists and guests about missing or incorrect information.
* How to reach out via RT for clarifications, corrections, and confirmations.

==== Panelist Communication ====

* How to ensure that panelist information (e.g., approval and scheduling) is sent out correctly through RT and Mailchimp.
* How to trigger manual emails for panel confirmations and scheduling (via export for mail-merge if needed).
* How to manage feedback collection from panelists and guests post-con.

=== At-Con Tasks ===

==== Programming Room Setup ====

* Coordinating with tech and setup staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).
* Overseeing the scheduling of panel rooms and ensuring everything is ready for each panelist.

==== Panelist Check-In Procedures ====

* How to check in panelists and ensure they have badges and necessary materials.
* How to handle last-minute changes or issues with panelists (cancellations, substitutions).

==== On-Site Management ====

* Using Reg.Works for live scheduling changes and communication.
* Managing and resolving programming issues in real-time, including scheduling conflicts or changes in room setups.
* Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met.

=== Post-Con Tasks ===

==== Feedback and Follow-Up ====

* How to solicit and process feedback from panelists and guests using email, surveys, or post-con meetings.
* How to review programming feedback and provide recommendations for improvements to future conventions.

==== Backup and Data Management ====

* How to ensure programming schedules, communications, and feedback are properly backed up.
* How to collaborate with IT for recovering lost data or handling technical issues with programming systems.

== Additional Responsibilities ==

==== Working with Development Team ====

* Collaborating with Thomas on updates or bug fixes for Reg.Works.
* Prioritizing export tools, reporting features, and other system improvements.
* Assisting in testing new Reg.Works features (e.g., automated email functionality, guest handling).

==== Guest Management ====

* Ensuring guest panels are prioritized and scheduled appropriately.
* Coordinating with the guest liaison team to handle guest panel scheduling, check-ins, and last-minute changes.

==== Main Stage Programming ====

* Ensuring that any mature content on the main stage follows con policies (e.g., no 16+ content from 6am-11pm).
* Coordinating with main stage staff to minimize dead air and ensure smooth transitions between events.

← Older revision		Revision as of 18:14, 9 September 2024
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	* Reg.Works for managing the programming schedule and panelists.		* Reg.Works for managing the programming schedule and panelists.
	** Note: Thomas (tjsomething) handles management and coding for Reg.Works, the Programming Director uses it to manage panel submissions and schedules.		** Note: Thomas (tjsomething) handles management and coding for Reg.Works, the Programming Director uses it to manage panel submissions and schedules.
	* RT (Request Tracker) for handling inquiries, managing panelist communications, and processing guest panel submissions.		* [[RT]] (Request Tracker) for handling inquiries, managing panelist communications, and processing guest panel submissions.
	* BACON for administrative access related to panel and guest management.		* BACON for administrative access related to panel and guest management.
	* Wiki for updating procedures and adding relevant notes.		* Wiki for updating procedures and adding relevant notes.
Line 18:		Line 18:

	* How to collaborate with the social media team to draft and schedule posts for panelist applications.		* How to collaborate with the social media team to draft and schedule posts for panelist applications.
	* How to create Mailchimp campaigns related to programming.		* How to create Mailchimp campaigns related to programming (See [[Copying A Mailchimp Campaign]]).
			* Updating panel submission instructions or general programming information on the webpage (See [[Updating The Website Content]])

	==== Handling Panelist Applications ====		==== Handling Panelist Applications ====

	* How to manage and approve panel submissions in Reg.Works.		* How to manage and approve panel submissions in Reg.Works.
	* How to use RT to communicate with panelists and guests about missing or incorrect information.		* How to use RT to communicate with panelists and guests about missing or incorrect information (See [[RT]]).
	* How to reach out via RT for clarifications, corrections, and confirmations.		* How to reach out via RT for clarifications, corrections, and confirmations.