Onboarding: Programming Director

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.