Category:Guest Department: Difference between revisions

The guest department is responsible for inviting special guests to attend and provide programming for our annual anime convention. We strive to bring in engaging guests that our attendees will be excited to meet.

Our process involves soliciting guest suggestions, contacting potential guests, negotiating appearances, handling travel logistics, and ensuring guests are supported throughout the convention weekend. Communication, organization, and attention to detail are key throughout the complex guest management process. Most importantly, we value developing positive relationships with our guests built on clear expectations, professionalism and mutual respect.

Our goal is for guests to have an enjoyable experience at SNAFU Con and enthusiastically return in the future.

Department information

Main Responsibilities:

Pre-Con

• Guest Evaluation and Selection
• Guest Pre-Con Communications - Email, social media, phone
• Guest Contracting, Travel, and Accommodations
• Guest Schedules and Programming

At-Con

• Guest payments and reimbursements
• Guest Experience during convention

What we do:

• Research potential guests
• Contact and recruit guests
• Negotiate appearance details
• Create guest contracts
• Book travel and hotel
• Build guests schedules
• Make guest announcements
• Support guests onsite  
• Handle payments and reimbursements
• Get guest feedback

Who we work with

• Potential guests
• Guest agents/managers
• Guests
• Legal counsel
• Finance department
• Hotel staff
• Programming department
• Website staff
• Marketing/social media
• Registration
• Convention chair and directors
• Guest liaison

Rough Annual To Do List

NOTE: many of these items are a "that would be really nice if we had the staff/time for that." Most years we struggle to contract, communicate, and get everything booked and scheduled.

Pre-Convention:

• Research potential guests and discuss options with chair
• Contact potential guests to gauge interest
• Negotiate appearances and draft contracts
• Get contracts reviewed and approved by the convention, then signed by guest
• Create guest records in BACON
• Book guest travel and hotel
• Collect guest headshots, bios, and panel details
• Create guest profiles on the website
• Work with Marketing to make social media announcements
• Build guest schedules with programming
• Send guest schedules for review
• Work with Registration regarding guest badges and assemble welcome packets
• Work with Club/Orgs to arrange guest merchandise tables

At Convention:

• Greet guests upon arrival and help get checked in
• Provide guest welcome packets  
• Give venue tours and orient guests
• Introduce guests to any possible helpers (if we have any)
• If possible, escort guests to panels and events
• Work with Tech and Programming to assist guests with A/V needs and room setup
• Monitor guest autograph sessions
• Address any guest issues or concerns
• Collect W9s and any receipts needed for reimbursement
• Work with Accounting to reimburse guest expenses
• Thank guests and get feedback

Post Convention:

• Send thank you notes/emails to guests
• Review feedback and document issues
• Analyze guest program for next year
• Hold retrospectives to improve processes
• Update training docs and communication templates