Pre-Con Guest Process - Revision history

Beta: remove wrong information about guest badges

2023-09-27T19:57:13Z

remove wrong information about guest badges

← Older revision		Revision as of 12:57, 27 September 2023
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	==Step 4 - Recording Guests into Guest Manager==		==Step 4 - Recording Guests into Guest Manager==
	All of the things from the contract get entered into the guest management system in the registration system, so that we can keep everyone on the same page regarding guests.		'''All of the things''' from the contract get entered into the guest management system in the registration system, so that we can keep everyone on the same page regarding guests. It's vitally important that the information in the registration system matches whatever we've contracted. If you enter anything wrong in the registration system, it's going to be wrong for what we do.

	~~It's vitally important that the information in the registration system matches whatever we've contracted. If you enter anything wrong in the registration system, it's going to be wrong for what we do.~~		We do not have guests register themselves. While it's nice when they're comfortable doing that, for the most part, we set up their badges and their entourage badges ourselves through the guest manager.

	We do not have guests register themselves. While it's nice when they're comfortable doing that, for the most part, we set up their badges and their entourage badges ourselves through the guest manager. Currently, there is no way of directly making a guest badge, but there's a workaround. There's a button for "force-auth" into them, and someone who has permissions for that can force-auth into the guest user, make their badge for them, and there we go.

	==Step 6 - And the rest...==		==Step 6 - And the rest...==

Beta: added more info on updating the guest contract

2023-09-27T19:56:05Z

added more info on updating the guest contract

← Older revision		Revision as of 12:56, 27 September 2023
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	=== Updating ===		=== Updating ===

	# Remove any fields from the top of the contract that we don't need. Generally they have a (only needed if X) or (needed for Y). If it's needed for a flight and we aren't buying them a flight, then we don't need them to tell us, so we don't want to ask.		# Update Arrival/Departure dates to match when the guest is actually arriving/departing. '''I use this to book the rooms, or if buying a flight to buy the flight so make sure this is right!'''
			# Remove any fields from the top of the contract that we don't need. Generally they have a (only needed if X) or (needed for Y). If it's needed for a flight and we aren't buying them a flight, then we don't need them to tell us, so we don't want to ask.
			#* Things like the "if selling autographs" section should be removed if the guest is not selling autographs (and if they are, the parenthesis needs to be removed so it just starts as "complete pricing for...").
			#* Anything that's not relevant to the contract should be removed. So like asking for sex with the note that it's only required for flying, that should be removed if the guest isn't flying, and the stuff needed for tabling should be removed if the guest isn't tabling.
	# Go through each selectable section and choose the option that best fits the guest. Most of the time it's just select and go, but some may need updating.		# Go through each selectable section and choose the option that best fits the guest. Most of the time it's just select and go, but some may need updating.
	## If the appearance fee is $600 or more, make sure to select the option for a W-9, because we have to issue a 1099-MISC at the end of the year.		#* If the appearance fee is $600 or more, make sure to select the option for a W-9, because we have to issue a 1099-MISC at the end of the year.
	# Go through every yellow highlight and edit as appropriate. Every yellow highlight is a signal that something may need to chance. Some may need to be edited/updated, some may need to be deleted		# Go through every yellow highlight and edit as appropriate. Every yellow highlight is a signal that something may need to chance. Some may need to be edited/updated, some may need to be deleted
	# Un-highlight any yellow that remains.		# Un-highlight any yellow that remains.
			#* All yellow highlights should be removed as they were there to signal that something should be reviewed there.

	==Step 4 - Recording Guests into Guest Manager==		==Step 4 - Recording Guests into Guest Manager==

Beta: change the contracting guests section from paragraph rambling to concise steps

2023-09-27T19:38:52Z

change the contracting guests section from paragraph rambling to concise steps

← Older revision		Revision as of 12:38, 27 September 2023
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	==Step 3 - Contracting Guests==		==Step 3 - Contracting Guests==
	Before you can actually send a contract to the guest, you have to get it approved. Usually, I'm the one approving it, but if I'm not available, Sammich or Dragon can approve it. Our contracts have a Word template that you have to use; you can't use Open Office or any of its forks like LibreOffice.

	~~The actual benefit of using Word is that when~~ you open it, there are various sections you just click on to select the appropriate text. For example, sometimes a guest has a hotel room and sometimes they don't. Under the hotel room section, there are two different pieces of language, and you just select the right one. There are many highlighted areas in the contract; these highlights indicate that something needs to be changed. For example, the number of panels a guest is required to participate in might vary. The yellow highlights are there to indicate what needs to be changed, so make sure to unhighlight them before sending out the contract.		=== Before you start ===

	In the ~~contracting process~~, ~~there are various considerations for~~ a guest. ~~Do they have an appearance fee? What do we have~~ to ~~pay for travel? What information do we need to book them a hotel room? Do they have entourage members? All~~ of ~~these questions are covered in~~ the contract, so you ~~should be able to use the contract as a guide for what information you need~~.		* Before you can actually send a contract to the guest, you have to get it approved. Make sure it's been approved by an owner or a chair.
			* You '''must use Microsoft Word''' to update guest contracts. They cannot be updated in OpenOffice, LibreOffice, etc.
			** We use Quick Parts to make changeable clauses of the contract selectable so that you can more easily update contracts. This only works in Word.

	Generally, we don't offer things that the guest doesn't ask for. So, if we contact a guest and ask them what their requirements are, and they say they've got a $250 appearance fee and they need a hotel and travel, that's pretty common. But if they didn't ask for a per diem, we don't offer per diem. If they say they've got a $250 appearance fee and $30 per diem and a hotel room, but they didn't ask for travel, we don't offer travel.		=== Updating ===

	~~We don't have a lot of money to pay for guests. So we go with~~ the ~~cheapest guests we can get for the most amount~~ of ~~panels, you know,~~ the ~~most bang for our buck really. And~~ we don't ~~offer to pay them extra ever.~~		# Remove any fields from the top of the contract that we don't need. Generally they have a (only needed if X) or (needed for Y). If it's needed for a flight and we aren't buying them a flight, then we don't need them to tell us, so we don't want to ask.
			# Go through each selectable section and choose the option that best fits the guest. Most of the time it's just select and go, but some may need updating.
	~~A few of the things that we contract them for~~ need ~~to be dealt with on our end once we have them contracted~~. ~~For example, if~~ they have a flight, we ~~need to buy~~ them ~~the~~ flight~~. If they have a table~~, we need to ~~make sure that their table gets set up in the registration system. If they have entourage members~~, we ~~need~~ to ~~make sure their badges get set up in~~ the ~~registration system. If they have an appearance fee or per diem, accounting, which is me, needs to make sure~~ that ~~those checks get entered~~.		## If the appearance fee is $600 or more, make sure to select the option for a W-9, because we have to issue a 1099-MISC at the end of the year.
			# Go through every yellow highlight and edit as appropriate. Every yellow highlight is a signal that something may need to chance. Some may need to be edited/updated, some may need to be deleted
	~~Something we need to know in terms~~ of ~~contracts is that some guests will require a W-9~~, but ~~most will not. This is based on the appearance fee~~. If the appearance fee is $600+, ~~we need~~ to ~~get~~ a W-9 because we ~~will be issuing~~ a 1099-MISC at the end of the year.		# Un-highlight any yellow that remains.

	~~Going back to things we do~~ and ~~do not contract for, guests sometimes ask for us~~ to ~~cover parking~~. ~~We will do that if asked~~, ~~but we never offer~~ to ~~cover parking unless they specifically request it~~.

	==Step 4 - Recording Guests into Guest Manager==		==Step 4 - Recording Guests into Guest Manager==

Beta at 19:59, 26 September 2023

2023-09-26T19:59:43Z

← Older revision		Revision as of 12:59, 26 September 2023
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	A few of the things that we contract them for need to be dealt with on our end once we have them contracted. For example, if they have a flight, we need to buy them the flight. If they have a table, we need to make sure that their table gets set up in the registration system. If they have entourage members, we need to make sure their badges get set up in the registration system. If they have an appearance fee or per diem, accounting, which is me, needs to make sure that those checks get entered.		A few of the things that we contract them for need to be dealt with on our end once we have them contracted. For example, if they have a flight, we need to buy them the flight. If they have a table, we need to make sure that their table gets set up in the registration system. If they have entourage members, we need to make sure their badges get set up in the registration system. If they have an appearance fee or per diem, accounting, which is me, needs to make sure that those checks get entered.

	Something we need to know in terms of contracts is that some guests will require a W-9, but most will not. This is based on the appearance fee. If the appearance fee is ~~over a certain amount~~, we need to get a W-9 because we will be issuing a 1099-MISC at the end of the year~~. I believe that amount is $650, but it could be $500; it could have changed so it's good to double-check on the IRS website~~.		Something we need to know in terms of contracts is that some guests will require a W-9, but most will not. This is based on the appearance fee. If the appearance fee is $600+, we need to get a W-9 because we will be issuing a 1099-MISC at the end of the year.

	Going back to things we do and do not contract for, guests sometimes ask for us to cover parking. We will do that if asked, but we never offer to cover parking unless they specifically request it.		Going back to things we do and do not contract for, guests sometimes ask for us to cover parking. We will do that if asked, but we never offer to cover parking unless they specifically request it.

Beta: reformat some info on announcing guests into actual steps

2023-09-11T19:37:19Z

reformat some info on announcing guests into actual steps

← Older revision		Revision as of 12:37, 11 September 2023
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	===Announcing Guests ===		===Announcing Guests ===
	The big things that we need from them are a headshot and a bio; those go out on our website. We try to use those to build up some hype. We announce on the website, we announce on social media, we announce anywhere we can, really. We haven't been announcing in Discord, but we probably should be.

	~~So once we have the headshot and bio,~~ you need to go into the registration system. In the staff section, update the web page for guests and get the new announcement up. Oftentimes, this just requires editing last year's information and making it active, while perhaps making other ones inactive. Sometimes, you'll be creating a brand new page.		==== Before you can start you need ====

	~~You do need to do a small amount of HTML editing, particularly with the headshot pictures. You can look at other bios~~ to ~~get an idea of how that code needs to be done. Once we have it up on the website, that's when you go to social media and announce, "Hey, we've got so-~~and~~-so announced on~~ the ~~website. Please get them announced on social media."~~		* The Guest Headshot and Bio
			* Proper permissions to access and use the webpage editor

	Another place that you need to update is the home page. We like to get stuff up on the home page because not everyone checks the individual pages. You might include a single sentence blurb about who they are and then link back to their guest page. All of the headers on the website have an anchor, so you can actually link directly to the person's bio. This means that if someone wants to go directly to a particular bio on our webpage, you can link them to that. There should be an index turned on the guest page, so you can just copy that link and go from there.		==== Steps ====

	~~Before a~~ bio ~~goes up on~~ the ~~website, it needs~~ to ~~be reviewed~~. ~~Some guests are very particular about their bios, but many~~ of ~~them will send them to us with typos. Sometimes they send them in formatting that we don't want~~ on ~~our webpage. So make sure~~ the ~~bio is fully updated for this year. They might~~ have ~~sent us~~ an ~~old one~~, so ~~just read over it and make sure it~~'s ~~accurate as much as you can~~. ~~I'm not expecting you~~ to ~~be an expert on~~ the guest~~. And make sure it~~'~~s typo~~-~~free~~ and ~~free of spelling errors~~.		# Review Bio for typos, formatting, etc.
			# You may need to resize the headshot for web sized
			# Make sure headshot gets onto the webpage (either by you or by [[BACON]] team)
			# Post headshot and the bio to the guest page You might include a single sentence blurb about who they are and then link back to their guest page. All of the headers on the website have an anchor, so you can actually link directly to the person's bio.
			# Post an announcement to the index page
			# Get with Social Media dept to announce guest on social media ("@Social Media Staff we've got so-and-so announced on the website. Can you please get them announced on social media?")

			==== After we have all the guests ====

			# Get a mailchimp campaign scheduled (below)
			# coordinate an at-everyone blast in discord to go out with the campaign

	====Mailchimp Campaign====		====Mailchimp Campaign====

Beta: replace registration bag ramblings with actual process

2023-09-07T17:58:46Z

replace registration bag ramblings with actual process

← Older revision		Revision as of 10:58, 7 September 2023
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	===Registration Bags ===		===Registration Bags ===

	Before the guests show up, we put together their registration bags. This ~~is really late~~ in ~~the process, often happening just before guests arrive. Sometimes~~ we~~'re even doing this on the morning that~~ the guests ~~are arriving~~. ~~I've had to tell~~ some ~~guests~~, ~~"I don't have it for you. Please come back later." So if we have anyone available~~ to ~~get this done, it's really helpful~~.		Before the guests show up, we put together their registration bags. The guest bags are a different color than the other registration bags. This should be done as far in advance as possible after we get the guests sorted. However, some of the things we need sorted happen very, very close to con.

	What we need is a bag for each guest, already put together. I pull their badges out of the main badge box to ensure they can't be handed out accidentally. I then attach them to a differently colored bag. Last year's color was purple, but the color may change every year.		==== Per Diem ====

	~~The bag has the con book. It has~~ a ~~schedule~~. ~~The guest~~'s ~~individual schedule is highlighted~~ in the ~~pocket schedule, and there~~'s ~~also a full-size sheet schedule. The bag also contains their~~ per diem~~, which is attached~~ in an envelope~~. Along~~ with ~~this is a signature page that~~ they ~~have~~ to sign ~~to verify that~~ they~~'ve received the~~ per diem~~, because~~ the ~~per diem is given in cash.~~		# Put together a list of what guests receive per diem.
			# Find the previous year's Per Diem Cash Receipts.docx in the Con Printing Workgroup (check in the "completed" folder)
			# Copy it to the current year's folder
			# Clear out any data you don't need for the current year left over from last year
			# For each guest with per diem:
			## Count out the cash twice and put it in an envelope with the guest's name on it
			## Update the annual receipt document with the guest's name and amount they are receiving
			# Save the document and make sure it gets printed for con.
			# Once printed, cut up the document into relevant slips for guests to sign when they receive per diem.
			# Attach the slips to the relevant envelopes and save for the con bags

	~~We used to give out checks, but it turned out that getting those checks cashed was a big pain in the ass. Like~~, ~~Llama had to drive someone~~ to the bank ~~one year to get it handled. So rather than give out~~ per diem ~~in checks anymore, we give it out in cash. But to be able to have that paper trail, we now have a receipt that they have to sign to verify, hey, I got the money and how much it was~~.		If we are short on cash, Beta or Thomas can go to the bank and withdraw some for the per diem.

	~~The paper goes back to me at my desk at~~ the ~~convention~~.		==== Appearance Checks ====
			Appearance fees get handed out partway through con and aren't needed for the registration bags.

	And that can be handled more or less before the convention. If someone's got the information and the drive, the harder part is, we might not have the schedules ready until the day before the convention, or we might not have the con books in time until right before the convention. But getting the per diem out of the cash box isn't that big of a deal. And finding out, oh, we're short on cash, and someone's got to go to the bank and pull some out of the checking account— we can handle that in advance of the convention.		==== Schedules ====

	~~And that~~ is ~~everything~~ that ~~we need~~ to ~~consider before~~ the ~~convention happens~~. ~~There~~ are ~~definitely things that happen after~~ the ~~convention starts, but that is a different thing.~~		# For each guest, get a pocket schedule and a large schedule.
			# Highlight each guest's schedule.
			# Save for the con bags

			==== Put together bags ====

			# Pull the guest badges out of the main box to ensure they can't be handed out accidentally.
			# Attach their badge to the guest colored bag
			# INSIDE each bag gets
			## a con book,
			## any guest swag (usually similar to VIP swag),
			## a logo lanyard and an annual theme badge clip
			## and their highlighted schedules
			# If the guest has per diem, cash is placed in an envelope and attached on the outside of the bag along with a receipt the guest has to sign to verify that they received the per diem cash.
			# Attach the guest's badge to the bag on top of the per diem
			# Set all bags in a place away from the main reg flow but still where the reg managers can find them.
			# Make sure Cassy and any other registration managers are aware of where the guest bags are located

Beta: add cat

2023-09-07T17:41:03Z

add cat

← Older revision		Revision as of 10:41, 7 September 2023
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			[[Category:Guest_Department]]
	You really need to have a lot of social spoons to handle this particular set of tasks. This covers everything we need to consider before the convention happens.		You really need to have a lot of social spoons to handle this particular set of tasks. This covers everything we need to consider before the convention happens.

Beta: add instructions on actually editing the template

2023-09-06T00:17:21Z

add instructions on actually editing the template

@@ Line 16: / Line 16: @@
 Editing those sections permanently for the template is a big pain though. Will document later.
-Fix all dates in the contract template, and don't forget the header on page 2.
+Fix all dates in the contract template, and don't forget the date in the header on page 2.
 == Step 2 - Contact Potential Guests ==

Beta: line break again?

2023-09-05T22:52:04Z

line break again?

← Older revision		Revision as of 15:52, 5 September 2023
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	This was the exact text I sent an agent in 2020, there were COVID concerns:<blockquote>We're mostly a programming con, we care much, much more about the quality and quantity of panels a guest can provide than the "largeness" of the name. Our budget is fairly small, ranging between {redacted} for appearance, travel, and per diem depending on the programming they bring in, plus hotel. We're much more willing to drop {redacted} on a guest that will integrate themselves into the con vs a guest that comes and does a few panels and then disappears into the casino for the rest of the event (not that a guest shouldn't check out the casino, we know that's a big draw for people outside of Nevada). Our standard ask is that a guest participate in four panels, opening and closing ceremonies, and a VIP meet & greet which is usually a catered lunch, but we're trying to figure out what we're doing for this year due to COVID and not wanting people unmasking to eat in a gathering like that. While panels can be grouped with other guests, we usually prefer if the guest has at least one or two that they're bringing to the table either to host alone or for other guests to sit in on.		This was the exact text I sent an agent in 2020, there were COVID concerns:<blockquote>We're mostly a programming con, we care much, much more about the quality and quantity of panels a guest can provide than the "largeness" of the name. Our budget is fairly small, ranging between {redacted} for appearance, travel, and per diem depending on the programming they bring in, plus hotel. We're much more willing to drop {redacted} on a guest that will integrate themselves into the con vs a guest that comes and does a few panels and then disappears into the casino for the rest of the event (not that a guest shouldn't check out the casino, we know that's a big draw for people outside of Nevada). Our standard ask is that a guest participate in four panels, opening and closing ceremonies, and a VIP meet & greet which is usually a catered lunch, but we're trying to figure out what we're doing for this year due to COVID and not wanting people unmasking to eat in a gathering like that. While panels can be grouped with other guests, we usually prefer if the guest has at least one or two that they're bringing to the table either to host alone or for other guests to sit in on.<br>

	We cannot offer any handlers although we can offer temporary assistance at scheduled autograph signings, usually only one person though. This year we're pinched tighter than usual with some of our usual staff just not wanting to risk exposure.</blockquote>		We cannot offer any handlers although we can offer temporary assistance at scheduled autograph signings, usually only one person though. This year we're pinched tighter than usual with some of our usual staff just not wanting to risk exposure.</blockquote>

	== Step 3 - Contracting Guests ==		==Step 3 - Contracting Guests==
	Before you can actually send a contract to the guest, you have to get it approved. Usually, I'm the one approving it, but if I'm not available, Sammich or Dragon can approve it. Our contracts have a Word template that you have to use; you can't use Open Office or any of its forks like LibreOffice.		Before you can actually send a contract to the guest, you have to get it approved. Usually, I'm the one approving it, but if I'm not available, Sammich or Dragon can approve it. Our contracts have a Word template that you have to use; you can't use Open Office or any of its forks like LibreOffice.

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	Going back to things we do and do not contract for, guests sometimes ask for us to cover parking. We will do that if asked, but we never offer to cover parking unless they specifically request it.		Going back to things we do and do not contract for, guests sometimes ask for us to cover parking. We will do that if asked, but we never offer to cover parking unless they specifically request it.

	== Step 4 - Recording Guests into Guest Manager ==		==Step 4 - Recording Guests into Guest Manager==
	All of the things from the contract get entered into the guest management system in the registration system, so that we can keep everyone on the same page regarding guests.		All of the things from the contract get entered into the guest management system in the registration system, so that we can keep everyone on the same page regarding guests.

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	We do not have guests register themselves. While it's nice when they're comfortable doing that, for the most part, we set up their badges and their entourage badges ourselves through the guest manager. Currently, there is no way of directly making a guest badge, but there's a workaround. There's a button for "force-auth" into them, and someone who has permissions for that can force-auth into the guest user, make their badge for them, and there we go.		We do not have guests register themselves. While it's nice when they're comfortable doing that, for the most part, we set up their badges and their entourage badges ourselves through the guest manager. Currently, there is no way of directly making a guest badge, but there's a workaround. There's a button for "force-auth" into them, and someone who has permissions for that can force-auth into the guest user, make their badge for them, and there we go.

	== Step 6 - And the rest... ==		==Step 6 - And the rest...==
	All of these happen in whatever order they have to happen in which can vary, so they are lumped into a "okay they're contracted, do all the things" step.		All of these happen in whatever order they have to happen in which can vary, so they are lumped into a "okay they're contracted, do all the things" step.

	=== Announcing Guests ===		===Announcing Guests ===
	The big things that we need from them are a headshot and a bio; those go out on our website. We try to use those to build up some hype. We announce on the website, we announce on social media, we announce anywhere we can, really. We haven't been announcing in Discord, but we probably should be.		The big things that we need from them are a headshot and a bio; those go out on our website. We try to use those to build up some hype. We announce on the website, we announce on social media, we announce anywhere we can, really. We haven't been announcing in Discord, but we probably should be.

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	Before a bio goes up on the website, it needs to be reviewed. Some guests are very particular about their bios, but many of them will send them to us with typos. Sometimes they send them in formatting that we don't want on our webpage. So make sure the bio is fully updated for this year. They might have sent us an old one, so just read over it and make sure it's accurate as much as you can. I'm not expecting you to be an expert on the guest. And make sure it's typo-free and free of spelling errors.		Before a bio goes up on the website, it needs to be reviewed. Some guests are very particular about their bios, but many of them will send them to us with typos. Sometimes they send them in formatting that we don't want on our webpage. So make sure the bio is fully updated for this year. They might have sent us an old one, so just read over it and make sure it's accurate as much as you can. I'm not expecting you to be an expert on the guest. And make sure it's typo-free and free of spelling errors.

	==== Mailchimp Campaign ====		====Mailchimp Campaign====
	And then the next big thing that's up to the guest department is emailing a guest announcement out to the mailing list. This happens once we have all or most of our guests contracted. Someone needs to go into Mailchimp and put together a campaign to announce our guests. Generally, you want to include their headshots and bios, and you just kind of go down the list. It's more or less a condensed version of what's up on our website for the guest page.		And then the next big thing that's up to the guest department is emailing a guest announcement out to the mailing list. This happens once we have all or most of our guests contracted. Someone needs to go into Mailchimp and put together a campaign to announce our guests. Generally, you want to include their headshots and bios, and you just kind of go down the list. It's more or less a condensed version of what's up on our website for the guest page.

	The goal of this is to get the information out to everyone and build some hype for the convention. It's also a good email to throw in some reminders at the bottom, like remembering to book your hotel, to register if you want to staff, and other last-minute pushes. Maybe some calls to action to get these things done. This goes out to our entire mailing list.		The goal of this is to get the information out to everyone and build some hype for the convention. It's also a good email to throw in some reminders at the bottom, like remembering to book your hotel, to register if you want to staff, and other last-minute pushes. Maybe some calls to action to get these things done. This goes out to our entire mailing list.

	=== Booking Flights ===		===Booking Flights ===
	As part of getting the transportation booked, if the guest is close enough to drive, that's great. We reimburse them twice the amount of their gas receipts to cover both the trip there and back. We don't ask for them to send the receipts for the return trip. We just take whatever gas receipts they have given us, double them, and give them that amount at the convention.		As part of getting the transportation booked, if the guest is close enough to drive, that's great. We reimburse them twice the amount of their gas receipts to cover both the trip there and back. We don't ask for them to send the receipts for the return trip. We just take whatever gas receipts they have given us, double them, and give them that amount at the convention.

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	Realistically, when someone is flying out, we should be texting them and asking if they got on their flight. We should also be texting them when they are supposed to land, asking if they've arrived okay, and reminding them of the shuttle that can take them from the airport to the hotel. Because, unless we have someone that is willing to go pick them up, generally we can't go pick them up. So in the contract, we let them know there is a free shuttle. In the event that the shuttle starts to charge, please send us the receipts, but otherwise, there's a free shuttle from the airport to the hotel you're going to need to use.		Realistically, when someone is flying out, we should be texting them and asking if they got on their flight. We should also be texting them when they are supposed to land, asking if they've arrived okay, and reminding them of the shuttle that can take them from the airport to the hotel. Because, unless we have someone that is willing to go pick them up, generally we can't go pick them up. So in the contract, we let them know there is a free shuttle. In the event that the shuttle starts to charge, please send us the receipts, but otherwise, there's a free shuttle from the airport to the hotel you're going to need to use.

	=== Getting Panels Scheduled ===		===Getting Panels Scheduled ===
	Things that we have going on is guest panels. The reason we have guests is to get their programming content. We don't usually get big enough names where the guests are a draw in and of themselves, although sometimes people are really excited about some of the smaller names. But the panels are super important. We used to try and have the panels department reach out to the guests, and that just did not work.		Things that we have going on is guest panels. The reason we have guests is to get their programming content. We don't usually get big enough names where the guests are a draw in and of themselves, although sometimes people are really excited about some of the smaller names. But the panels are super important. We used to try and have the panels department reach out to the guests, and that just did not work.

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	The responsibility of who sends out that email technically should fall on programming. But because programming has a hard time coordinating with guests, it makes more sense if the guest department sends it out. As long as someone sends it out, that's all that matters.		The responsibility of who sends out that email technically should fall on programming. But because programming has a hard time coordinating with guests, it makes more sense if the guest department sends it out. As long as someone sends it out, that's all that matters.

	=== Final Communication ===		===Final Communication ===
	Something we need to be very clear on this year is making absolutely sure that the guest understands that we require vaccines for Covid to get your badge. That means they have to have had their last booster since September of 2022. Additionally, they have to wear a mask when they're officially interacting with attendees.		Something we need to be very clear on this year is making absolutely sure that the guest understands that we require vaccines for Covid to get your badge. That means they have to have had their last booster since September of 2022. Additionally, they have to wear a mask when they're officially interacting with attendees.

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	That's something we need to do as part of the guest/programming department.		That's something we need to do as part of the guest/programming department.

	=== Registration Bags ===		===Registration Bags ===

	Before the guests show up, we put together their registration bags. This is really late in the process, often happening just before guests arrive. Sometimes we're even doing this on the morning that the guests are arriving. I've had to tell some guests, "I don't have it for you. Please come back later." So if we have anyone available to get this done, it's really helpful.		Before the guests show up, we put together their registration bags. This is really late in the process, often happening just before guests arrive. Sometimes we're even doing this on the morning that the guests are arriving. I've had to tell some guests, "I don't have it for you. Please come back later." So if we have anyone available to get this done, it's really helpful.

Beta: update info for new guests

2023-09-05T22:50:35Z

update info for new guests

@@ Line 26: / Line 26: @@
 === Step 2B New Guests ===
 == Step 3 - Contracting Guests ==
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 == Step 6 - And the rest... ==
 === Announcing Guests ===