ConFusion Programming Timeline and thoughts

[jeffreyab]

April, May, June - recruit staff and plan main structure, research GOH's

July and August - brainstorm ideas for big items, use research to create panel topics, decide room usage

September after Labour Day - contact past and new panelists about returning, canvass mailing lists for fan panels

October - put grid together and return info to attending panelists for overview, refine grid

November - results to program book and webpage, proof results and get independent reviewer to do so too.

Note: reviewing program book easily took three hours this year and ideally could use more time.

Brainstorming meetings should run 2 to 3 hours with breaks, its better to have everyone involved with this as they might pick up details you missed.

If possible Programming should be able to talk to GOH's directly, going through liasons adds to time lag and can cause communication of ideas/concepts problems.

Comments

[tlatoani.livejournal.com]

3 hours is too long for an effective brainstorming meeting UNLESS you do more than just have short breaks. Say, break it for an hour for lunch, and don't have formal discussions during that time.

[jeffreyab.livejournal.com]

When I say meeting I should really say gathering as meeting implies too much formality.

Yes snacks and beverages and bathroom breaks should be a part of this.

If we don't get together very often we need to make the most of the time we do have together.

We are not running an event, we are trying to create one.

So you don't expect to create a painting in hour, you should not expect to create a con in a series of one hour meetings.

[tlatoani.livejournal.com]

I understand. Studies show that 2 hours is about the maximum length you can hold a meeting and still have people focused.

[jeffreyab.livejournal.com]

I agree with that.

I think you have to mix it up, stretching exercises, maybe creating subgroups and then mixing them up, then having a synthesis session.

I remember in grad school 3 hours with a brief break was about as long as we went, but personally I found it easier if there was interaction as opposed to sitting and listening to someone talk.

[bigblued.livejournal.com]

I'd like to thank you for keeping the pubs department in mind in your timeline.

[avt-tor.livejournal.com]

Typically the liaisons handle communication initially, but at a certain point, often around two months before the convention, the head of programming becomes one of the people dealing with them directly, keeping the liaisons in the loop. Thinking back, it has worked well when I've seen this done, and I can think of one example where this wasn't done that worked out spectactularly badly.

Brainstorming works for generating ideas; I haven't seen a brainstorming session contribute much to actual scheduling. Confusion might be small enough for the schedule to be simple enough, but often the schedule is fairly dynamic leading up to the program book deadline.

[jeffreyab.livejournal.com]

I was thinking more in the initial planning stages, but people should be around to spot ripple effects of changes impacting their areas.

I think we would probably do the direct communication earlier than two months because of the holiday factor trying to have things squared away before Thanksgiving.

[shekkara.livejournal.com]

When I've been a liaison I've had to go both ways -- with me as the primary and only contact and with other departments, such as programming, initiating their own contact. I am perfectly happy to be the main contact from start to finish and forward information to the relevant departements (Programming, Green Room, bio to the Conbook, etc.). In fact I prefer it that way. Means no surprises. My experience has been when other departments independently contact the GoH, they sometimes forget to tell me what they've negotiated. Very frustrating and confusing if conflicting messages get sent to the GoH by multiple people.

[jeffreyab.livejournal.com]

I don't think the laisons should be out of the loop,

but that they should not be the only means of communication.

Another thing we need is a job description for liason so they know what they need to do before, during and after the con.

Like travel arrangements, bios, artwork in the case of the artGOH and refreshment preferences for examples.

[shekkara.livejournal.com]

You have to be joking. I say this because the job description already exists. Anne gave me a to-do list with deadlines the first time I was a liaison, and I used the same list the second and third times as well. Has it been lost? I may well still have a copy in my old email.

[jeffreyab.livejournal.com]

If you could find your copy that would be good.

These ones:

[jeffreyab.livejournal.com]

Procedures for being a Guest Liaison, in Timeline format:

June

Introduction of self; Overview of Convention weekend schedule: Travel to the convention,Thursday dinner,sight-seeing Friday,Friday evening programming, including speech requirement (ask for length),Saturday panel times and free time,Sunday panel times and end of con party,Travel home from the convention

Requests:
Information on how many people will be traveling, and their full names; Hotel room preferences (bed types, smoking/non-smoking, party
floor/quiet);
Panel time preferences
Number of panels/day maximum
Number of panels in a row (maximum)
Necessary breaks, if any
Food allergies
Panel topic preferences, previously-done fun panels, etc.
Presentation equipment requirements, if any
Contact information
Full liaison name
Home and work phone and addresses (as appropriate)
email addresses
Other info relating to liaison (as appropriate)


July

Get panel info to Programming Wrangler
Start looking for air travel tickets
Request time off for convention from boss (remember Thursday and Monday
might be the Guest's travel days, and Guests will need rides to/from airport)


October

Get food preferences to Green Room head
Get PR person in touch with Guest for any PR stuff
Get/write BIO of Guest
Give BIO and a picture of Guest to the Publications head for Program
Book


November

Finalize travel arrangements
get arrival/departure dates and room preferences to the ConChair and
Hotel Liaison.
Get interviewer to talk to GoH, if an interview is scheduled for at-con
(work with Programming Head)


At Con:

Pick up Guest at airport
Escort Guest to dinner Thursday evening
Give Guest hotel tour, especially Green Room
Help Guest find activities for Friday during the day
Help Guest find panels in a timely manner
Provide Guest with water and food between panels
See that Guest gets a convention T-Shirt of the appropriate size if
they want one.
Make sure Guest has everything needed
Take Guest to airport on Monday

Whew!

Re: These ones:

[shekkara.livejournal.com]

That looks very similar to my list. I would start the bio earlier (Aug/Sept) -- the first writer of choice might decline (I've had that happen) and when you do get someone to write it, they may not be very timely. I also don't start looking for airplane tickets in July for January flights. 6 months out is unlikely to be any cheaper than 1 to 2 months out, and you won't hear of any sales that far in advance.

Two additional things for your list:
- Arrange for ConFusion to pick up the tab for the GoH's meals.
- If the GoH need to be reimbursed for anything, stay in touch with the GoH and the Treasurer to ensure that it gets done in a timely fashion.

Re: These ones:

[jeffreyab.livejournal.com]

Thanks! Good stuff to know.

I was thinking that bio could be done even earlier than that just to get it done.

[rmeidaking.livejournal.com]

This is great. I take it this means you want to do programming again next year????

It turns out that Kenn (who did Reg this year) has a degree in media and has taught journalism. I have already told him to expect to be in the loop between Programming (i.e. you) and whoever is doing program book layout (I really do need to talk with Sharon) to do copy-editing. If he can stand to proofread students, he's hired!

And, for personal reasons, I really want the grid and program book to be 90% done by the beginning of November. We can discuss the reasons for this privately.

As to brainstorming, I already have a ton of ideas. Too bad the elections aren't for another six weeks!!

[jeffreyab.livejournal.com]

That would be a good idea, and he should be kept out of the loop.

I missed some errors because my mind filled in gaps based on what I knew about the program.

[jeffreyab.livejournal.com]

Next Year?

Mainly in the sense of training up a replacement who does not almost immediately go on to be conchair.

Also someone from out of town needs an in town deputy to be a talent spotter/recipient of ideas.