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.

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 create Mailchimp campaigns related to programming.

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 handle manual emails for panel confirmations and scheduling.

At-Con Tasks

Programming Room Setup

• Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).

Panelist Check-In Procedures

• 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 train volunteers on panel room management (counting rooms, flagging panelists with time notifications)
• How to train volunteers regarding feedback slips

On-Site Management

• 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.
• Working with guest liaisons to ensure guest panels are handled correctly and guests' needs are met.
• Managing feedback slips, data entry

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.
• Entering any feedback slips that didn't get handled at-con.

Additional Responsibilities

Working with Development Team

• Collaborating with Thomas on updates or bug fixes for Reg.Works.
• Assisting in testing new Reg.Works features.

Guest Management

• 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.