Onboarding: Programming Director

The Programming Director is responsible for overseeing the scheduling and execution of all convention panels and programming events. They coordinate with panelists, guests, and various teams to ensure smooth operations, including managing schedules, handling last-minute changes, and ensuring all programming aligns with the convention’s standards. Additionally, the director works closely with tech and guest liaison teams to address panelists' needs and ensure proper room setups and equipment.

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.
• Discord (no access needed, but understanding how to navigate/communicate regarding programming)

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 garner interest and encourage panelist applications
• How to create Mailchimp campaigns related to programming (See Copying A Mailchimp Campaign).
• Updating panel submission instructions or general programming information on the webpage (See Updating The Website Content)

Handling Panelist Applications

• How to manage and approve panel submissions in Reg.Works.
  • Complete before schedules are sent to print.
• How to decide whether or not to approve a panel submission
• How to use RT to communicate with panelists and guests about missing or incorrect information (See RT).
  • How to reach out via RT for clarifications, corrections, and confirmations.
  • How to differentiate 16+, 18+, and general audience ratings for panels and communicate these requirements to applicants who submit it under the wrong rating.
  • How to handle very specific requests regarding time, location, etc. of submitted panels.

Creating/Editing theSchedule

• Putting events/panels into reg.works
• Coordinating the schedules of guests with events they need to be at
• Preventing back-to-back events for guests/panelists where possible

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
• Ensuring you have received confirmation from panelists on their schedules.

At-Con Tasks

Programming Room Setup

• Making sure that rooms are unlocked/accessible at the appropriate times.
• Coordinating with tech and logistics staff to ensure panel rooms are appropriately laid out and equipped (e.g., projectors, sound systems).
  • Physically verify panel setups are correct. Double check against panels running in the room for equipment requirements.

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 the volunteers department and helping as needed with watching doors/entry points, especially for 18+ panels.
• 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.
  • Ensuring that all guests have been scheduled for their contracted amount of panels