Guests Procedures

WIP

1. Email is Received
2. Guest is Considered and approved/denied by chair
3. Upon Denial Guest is Emailed
4. Upon Approval Contract Process Starts
5. Once Contracted
   1. Reg created badge
   2. Social Media blasts info
   3. Programming Schedules Guest
   4. Design uses bios for con book
   5. Accounting Books flight (if necessary)
   6. Venue Liaison books room (if necessary)
   7. Merchants get contract signed for table (if necessary)
6. At Con
   1. Merchants handles checkin/out of table (if necessary)
   2. Chair checks in on guests
   3. Programming checks in on guest panels

When [email protected] Receives An Email

This task can be handled by any trustable lackey who can write somewhat professionally (no typos). So - higher level general staff, or upper staff, cleared through Beta, Llama, or Sammich (as the best 3 professional writers on staff).

Guests email should probably get an RT and no longer forward to Programming or Social Media once this procedure is in place

1. Once an email comes in, review the Evernote Guest File for the guest.
2. If the guest is in the file:
   • Update the file with new contact info and/or any new info from the email
3. If the guest is not in the file:
   • Create a new note for the guest from the template. Fill in as much information as possible.
4. Email guest back to ask for more needed information, or verify information on file. We need to know:
   • Appearance fee and other requirements
   • Bio
   • Headshot
   • Contact Info
   • Any other information we need to know
   1. Add "[email protected]" as a One-Time BCC on your reply if you are requesting they reply to you for missing information
5. If Guest does not reply within 1 week, FUT will email you a reminder about the email.
   1. Send Chair@ an email with the link to the Evernote Guest File
   2. Change RT ticket status to Stalled. (This will not remove it from the guest Queue)
6. If Guest does reply
   1. Update the Evernote
   2. Send Chair@ an email with the link to the Evernote Guest File
   3. Change RT ticket status to Stalled. (This will not remove it from the guest Queue)
   • NOTE: FUT will still send you a reminder email - you can ignore it. It may reopen your ticket, so you will want to reset the ticket to stalled. If you know how to use FUT, you can cancel the reminder before it comes in.
7. Follow up with Nathan every so often for approval/denial of guest.
8. If guest is approved, close your ticket - you are done.
9. If guest is denied, reply to guest using a customized standard ("Canned") response in RT and close the ticket. You are done.

Guest Approval Process

The head of guests or the chair decided on the guests. We have no head so Nathan makes the decision.

Nathan's Procedure after decision:

1. Tell person handling email whether guest is approved/denies
2. If guest is approved, forward evernote link to Contracts Department for contracting

After Approved

Once the guest has been approved they need to be contracted.

Contract's Procedure:

1. Review Evernote for information
2. Create contract using previous years as templates
3. Save doc file to Evernote
4. Create a signable PDF of the contract
5. Reach out to guest via email with their signable PDF contract attached
6. CC: [email protected] - NOTE: FUT will email the guest on your behalf if they do not reply-all back to you. You may choose to use BCC or edit the FUT pending alerts.
7. Keep following up with guests until you have a signed contract
8. attach signed contract to Evernote File
9. email: registration@, sm@, programming@, chair@ with the link to the evernote file and an alert that you now have a signed contract