Penguicon.info

User Tools

Site Tools

You are here: start » programmingops
Trace: • liquidnitrogenicecream
programmingops

Differences

This shows you the differences between two versions of the page.

Link to this comparison view

Both sides previous revisionPrevious revision
Next revision		Previous revision
programmingops [2010/05/03 21:22] – Began addition of 2010 event counts maraprogrammingops [2017/01/14 14:24] (current) – external edit 127.0.0.1
Line 1: Line 1:
-====== Programming Ops Responsibilities  ====== +====== Links to Prior Year Event Counts ====== 
-The Programming Ops person is a part of the programming team on the ConCom who handles the direct operational running of the schedule while at the convention.   Programming Ops responsibilities are broken down as follows:+[[https://drive.google.com/file/d/0B78avoPhsyoJLWZmSTVaZDJnSFU/edit?usp=sharing|2014 Event Attendance]]\\ 
 +[[https://drive.google.com/file/d/0B78avoPhsyoJUjd1TFF6V0tDMEE/edit?usp=sharing|2013 Event Attendance]]\\  
 +[[https://drive.google.com/file/d/0B78avoPhsyoJR3V4LVJONF80Wms/edit?usp=sharing|2012 Event Attendance]]\\  
 +[[https://drive.google.com/file/d/0B78avoPhsyoJWmFralJCNG55SWM/edit?usp=sharing|2011 Event Attendance]]\\ 
  
-**Prior to Convention** +==== Areas for Improvement / 2015 Recommendations ==== 
-  - Assemble packets of information for GoHs, Nifties, and presenters.  The following should be included in each packet: +  - Replace printed name tents with dry erase name tents (Example: http://www.trainerswarehouse.com/Original-Reusable-Name-Card-dry-erase-tents-LARGE/productinfo/TCLA/) that are left in each room for the duration of the weekend.  ROI would be greater than 1 year based upon 2014 printing costs.  A method for securing in each room, or collecting following the last scheduled event each day would need to be put in place. 
-   * Welcome letter +  - Have ProgramOps do room scheduling in advance of the convention rather than Programming.  This would create more accountability for issues during convention, and ensure that the people receiving complaints would be able to prevent them recurring in future conventions.  Example: Numerous complaints received during convention due to proximity of musical performances and panels, and multiple requests for projectors.  ProgramOps received complaints, but could not do anything about it at that point.\\  
-   * Participant schedule +  - Standardize A/V available in each room.  Ideal would be to have a projector and microphone in each room, but this is likely cost prohibitive. Have groups of rooms designated for panels (which typically don't need a projector), and group of rooms that are for individual speakers (which typically do need a projector).  Grouping rooms together by location simplifies the rescheduling process, and facilitates answering questions from speakers who are trying to confirm they will have the expected A/V equipment.\\ 
-   * Presenter name tent +  - Work with Programming to get the programming data sent to ProgramOps to match the format listed below.  Areas that need to change to allow for automated import:\\ 
-   * Presenter / GoH / Nifty ribbon +    - Start date & time need to be combined into one field.\\ 
-   * Need to confirm with registration whether the following should be included - badge, program book, souvenir book +    - End date & time need to be combined into one field.\\ 
-  - Prepare spreadsheets used for counting attendees at each scheduled event. +    - Tracks, A/V needs need separate fields if there is more than one listed per scheduled event, similar to how speakers should be.\\ 
-  - Drop off packets at Registration on the first day of the convention.+    - Speakers need to be separated into separate fields where there is more than one. \\ 
 +  - Have microphones available for speakers to use when located next to a musical performance or other event likely to be loud.\\ 
 +  - Have a room available to move events to at the last minute if there is too much noise to be heard in their current room.\\ 
 +  - For all speakers, include the name their registration is listed under.  If the speaker wants an alias included in the program book / speaker packet, list that separately.  Put together a database that is maintained from year to year of known aliases.\\ 
 +  - Have Programming designate which presenters do or do not need name tents.  For example, musical acts typically don’t need name tents unless they are also part of a panel.\\  
 +  - Stop counting attendance at events.  (Requires discussion.) 
 +  - Create electronic counters for each room so as not to need people to visit each room to take attendance counts during each event.\\  
 +  - Set up Google mail to forward a copy of all email sent to Programming or Track heads after the schedule is frozen to Program Ops.  This is to ensure that Program Ops receives any notifications from presenters who need to cancel at the last minute.\\  
 +  - Determine whether speaker packets need closer integration with pre-registration envelopes.\\  
 +  - Provide ProgramOps a list of hours when the Makerspace is supposed to be open, if counting will continue.\\ 
 +  - Only have one Google calendar to update during the convention.  It was very time consuming to try to search through each of the track calendars to make updates, because the name of the track was not displaying in the calendar window.  All calendars had to be searched, since one event could be on multiple tracks.  Alternately, rename the calendars so the track is first so that the number of calendars to search can be minimized that way. \\ 
 +  - Determine whether ProgramOps budget should be expanded to include swag, or whether that should fall under marketing.\\ 
 +  - Revisit speaker packets to see if they are still necessary, and if so, whether they are necessary for all types of speakers.  16% of packets were not picked up. Of these, only 1 speaker was a cancellation for the weekend. 
 +  - Look into replacing name tents with reusable, dry-erase boards sized appropriately. 
 +  - Revisit warning system/instructions.  Some presenters got warnings at the wrong time - 10 minutes when it should have been 5, warning an hour early, etc.   
 +  
 +====== Program Ops Responsibilities  ====== 
 +The Program Ops person is a staff member on the Operations (Ops) team who handles the direct operational running of the convention programming. Program Ops responsibilities include ensuring all convention events start & finish on time, providing real time updates to the schedule during the convention if event times or locations are changed, counting attendance at all scheduled events, and publishing the resulting data immediately after the convention.  Prior to the convention, the Program Ops person is responsible for printing and assembling speaker/presenter packets, room schedules, and all materials needed by Program Ops during the convention.\\ 
  
-**During Convention** +===== Required Skills & Availability ===== 
-  - Post signs each morning by each conference room with the list of events planned for that location. +  - On-site availability during convention hours with scheduled events to make schedule modifications, to coordinate counting with volunteers, and to complete counts when volunteers are not available.\\  
-  - Obtain headcount for each panel and record the number of attendees at each event. +  - Ability to understand event needs (space, A/V, etc.) and select a new time/location with minimum changes to the schedule.\\  
-  - Give a signal to those running each event when they have 5 minutes left in their time slot. +  - Ability to communicate changes to the schedule in a timely manner using all available technology.\\  
-  - Make certain there is water to drink for the panelists during their presentations. +  - Familiarity with technology used to publish changes to the schedule during the convention – Twitter, Google Calendar, etc.\\  
-  - Refer any issues/questions they cannot resolve/answer to Ops.+  - Familiarity with database or other software with query & reporting capabilities that can be used to generate materials for participant packets.\\  
 +  - Ability to coordinate planning activities prior to convention with other areas, particularly the heads of Programming & Operations.\\  
 +  - Availability for the week prior to convention to generate & assemble packet materials, and make any last minute updates prior to the start of the convention.\\  
 +  - Availability to attend feedback session (if there is one) and note recommendations for improving Program Ops.\\ 
  
-**Following Convention** +===== Tools ===== 
-  - Update the wiki with the attendee counts for each event, to be used in planning the next year's convention.+  - Contact the designated Webmaster or the prior year’s Program Ops resource for the password to the ProgramOps at penguicon.org account, accessible via Google/Gmail login.  Use this email for all communications related to Program Ops convention planning.\\  
 +  - Samples of the following materials are available on Google drive when logged in to the Program Ops account:\\  
 +    - GoH Welcome Letter\\  
 +      * Note: Featured Guest welcome letters, if used, may be based off this, with Green Room information modified accordingly. 
 +    - Hourly Count Sheet 
 +    - Name tent 
 +    - Packet Labels 
 +    - Room Schedules 
 +    - Speaker Schedules 
 +    - Individualized Speaker Map 
 +    - Instructions for Ops Related to Program Ops
  
-====== 2010 Event Attendance Counts  ====== +===== Responsibilities ===== 
-**Note: This list is not yet complete.  This meessage will be removed once all counts have been added.**+Note that the timings below are recommended, but should be revised as needed where other departments have earlier deadlines, or as needed based upon changes in and level of familiarity with any  technology used to generate materials.\\  
 +Key deadlines that Program Ops must clearly specify are the schedule freeze date and the date/time Program Ops provides completed participant packets for pickup.\\ 
  
-^Title^Count Time^Attendee Count^Count Time^Attendee Count^Count Time^Attendee Count^Notes^ +==== Throughout the Year ==== 
-|19 Action News| | | | | | | | +  - Read and respond to email sent to Program Ops@penguicon.org in a timely manner.  Email is typically non-existent, except in the weeks leading up to the convention (planning coordination) and for a brief period following the convention (typically requests for event counts).\\  
-|20,000 Bottles Under the Ground| | | | | | | | +  - Attend scheduled ConCom meetings to understand any decisions made that will impact the running of the convention.\\ 
-|A Musical Guide to the Future of Linux| | | | | | | | +
-|A Reading with Spider Robinson| | | | | | | | +
-|A Very Merry Unbirthday| | | | | | | | +
-|Aargh!Tect| | | | | | | | +
-|Adapting a Novel to a Podcast| | | | | | | | +
-|Aegis: Who Are We?| | | | | | | | +
-|Aliens: Form and Function| | | | | | | | +
-|An Introduction to Opera- No, Not the Browser| | | | | | | | +
-|Anatomy, Aegis Style| | | | | | | | +
-|Antike| | | | | | | | +
-|Arctos Media| | | | | | | | +
-|Arduino Arcade: Skeeball Demo/Q&A| | | | | | | | +
-|Arkham Horror| | | | | | | | +
-|Arkham Horror| | | | | | | | +
-|Audience Jam with ESR| | | | | | | | +
-|Author Reading| | | | | | | | +
-|Author Reading| | | | | | | | +
-|Author Reading| | | | | | | | +
-|Automotive Electronics, Or Why It Costs So $#&##$# Much to Fix Your Car| | | | | | | | +
-|Basic Swordsmanship Class| | | | | | | | +
-|Beat The Zerg: Starcraft Tactics| | | | | | | | +
-|Best/Worst Games of 09/10 & Most Anticipated Games of 10/11| | | | | | | | +
-|Bill Roper| | | | | | | | +
-|Birds of a Feather| | | | | | | | +
-|Birds of a Feather| | | | | | | | +
-|Black Sweater Party Registration| | | | | | | | +
-|Black Sweater Party| | | | | | | | +
-|Blowing in the Wind| | | | | | | | +
-|Building Your Own NAS!| | | | | | | | +
-|Carrie Dahlby| | | | | | | | +
-|Chakra Healing for Beginners| | | | | | | | +
-|Character Deaths and the Fans Who Love Them| | | | | | | | +
-|Character-Driven Storytelling| | | | | | | | +
-|Chez Cthulhu| | | | | | | | +
-|Chocolate Ritual| | | | | | | | +
-|Closing Ceremonies| | | | | | | | +
-|Closing Jam| | | | | | | | +
-|Come Learn!| | | | | | | | +
-|Concept of Drag, Tales of Kings and Queens| | | | | | | | +
-|Conjure up a Costume| | | | | | | | +
-|Conversation with Mary A. Turzillo| | | | | | | | +
-|Crafting a Craft Career| | | | | | | | +
-|Creating Text Adventures With The Inform System| | | | | | | | +
-|Cupcake Car/Electric Car| | | | | | | | +
-|Dance!| | | | | | | | +
-|Dawn & Greg Naked Comedy Show - More Nakedier| | | | | | | | +
-|Dementia DIY/FuMP Sideshow| | | | | | | | +
-|Deus ex Machina: Creating Life in Silicon| | | | | | | | +
-|Devo Spice| | | | | | | | +
-|Digital Storytelling: a Means of Expression for the Everyman| | | | | | | | +
-|Dominion Tournament| | | | | | | | +
-|Don't Be Evil: The Google Books Settlement| | | | | | | | +
-|Drag Shop Work Shop| | | | | | | | +
-|Drum Circle| | | | | | | | +
-|Drum Circle| | | | | | | | +
-|Dual Core| | | | | | | | +
-|Dueling through History| | | | | | | | +
-|Einstein and Heinlein: Time Travel in Science and Science Fiction| | | | | | | | +
-|Energy Technologies and the Power Grid| | | | | | | | +
-|Environmental Myths and Answers about Infrastructure.| | | | | | | | +
-|Eureka Seven| | | | | | | | +
-|Exploring Mars| | | | | | | | +
-|Fan Subs and Encoding| | | | | | | | +
-|Fate/Stay Night| | | | | | | | +
-|Feedback Session| | | | | | | | +
-|Finance for Freelancers| | | | | | | | +
-|FIRST Robotics Demonstration| | | | | | | | +
-|Flash for Webcomics| | | | | | | | +
-|Flashlight Hacking: Better, Brighter, Cheaper| | | | | | | | +
-|Flirting for Geeks| | | | | | | | +
-|Flying Things!| | | | | | | | +
-|FRAG Gold| | | | | | | | +
-|Frank Hayes| | | | | | | | +
-|From Microcontroller to Maestro: Music on the Arduino| | | | | | | | +
-|Games Library| | | | | | | | +
-|Games Library| | | | | | | | +
-|Games Library| | | | | | | | +
-|Geeks with Guns Muster| | | | | | | | +
-|Getting Back to the Drawing Board| | | | | | | | +
-|Getting Hired: Insider Tips on Resume Writing, Interviewing and More| | | | | | | | +
-|Gimp Race!| | | | | | | | +
-|Golden Boy| | | | | | | | +
-|Good GM Skills| | | | | | | | +
-|Grenadier| | | | | | | | +
-|Hacking Things Back Together: Sugru| | | | | | | | +
-|How Free Does Speech Want To Be, Exactly?| | | | | | | | +
-|How to Con without the Creepy| | | | | | | | +
-|How to Do Realistic Halftones and Designs| | | | | | | | +
-|How to Make Shisha Mirrors| | | | | | | | +
-|How to Write Humor| | | | | | | | +
-|Humor in Sci-Fi and Fantasy| | | | | | | | +
-|Illuminated Economics| | | | | | | | +
-|Imperial| | | | | | | | +
-|In Defense of Mary Sue| | | | | | | | +
-|Individual Worldbuilding vs. Shared Worldbuilding| | | | | | | | +
-|Initial D| | | | | | | | +
-|Insane Ian| | | | | | | | +
-|Installing Software| | | | | | | | +
-|Intro to Computer Game Development| | | | | | | | +
-|Intro to Masquerade| | | | | | | | +
-|Intro to RegEx| | | | | | | | +
-|Introduction to Belly Dance Workshop| | | | | | | | +
-|Introduction to SQLite| | | | | | | | +
-|Introduction to Swing Dancing| | | | | | | | +
-|Is That a Floppy or Are You Just Happy to See Me?| | | | | | | | +
-|Its a Drag...Show| | | | | | | | +
-|Jenny Everywhere| | | | | | | | +
-|Juggling Workshop| | | | | | | | +
-|Junkpile Wars| | | | | | | | +
-|Killer Bunnies| | | | | | | | +
-|Last Night on Earth| | | | | | | | +
-|Learn Na'vi| | | | | | | | +
-|Learn to be a Hero: DOTA| | | | | | | | +
-|Learning Not to Relate: an Introduction to "Non-Relational" Database Technologies| | | | | | | | +
-|Lightning Talks| | | | | | | | +
-|Lightning Talks| | | | | | | | +
-|Linux Command Line Tricks| | | | | | | | +
-|Linux Distro Cage Match| | | | | | | | +
-|Linux Troubleshooting 1: Localhost| | | | | | | | +
-|Linux Troubleshooting 2: Network| | | | | | | | +
-|Liquid Nitrogen Ice Cream| | | | | | | | +
-|Liquor Tasting| | | | | | | | +
-|LMMS| | | | | | | | +
-|LN2 with Howard Taylor| | | | | | | | +
-|LN2 with Joe Brockmeier| | | | | | | | +
-|Lojban Roundtable| | | | | | | | +
-|Lojban, the Logical Language| | | | | | | | +
-|Love Hina| | | | | | | | +
-|Machine to Machine Communication Using GSM| | | | | | | | +
-|Making a Living as an Artist| | | | | | | | +
-|Maria Watches Over Us| | | | | | | | +
-|Mark Bernstein's Voice Training| | | | | | | | +
-|Martial Arts vs. Combat| | | | | | | | +
-|Masquerade Muster| | | | | | | | +
-|Masquerade| | | | | | | | +
-|Mass Autograph Session| | | | | | | | +
-|Max De Groot| | | | | | | | +
-|Mayhem Time| | | | | | | | +
-|Meet the Penguicon Board| | | | | | | | +
-|Meet Your Editors: a Linux Journal Panel| | | | | | | | +
-|Merry Miskatonic| | | | | | | | +
-|Methods of Life-Hacking| | | | | | | | +
-|More Science in the Movies| | | | | | | | +
-|Munchkin Cthulhu| | | | | | | | +
-|Munchkin Quest| | | | | | | | +
-|Mutillidae| | | | | | | | +
-|Mystery Spatula Theater 11: Mission to Mars| | | | | | | | +
-|Nanotechnology: The Road to HAL Is Paved with Good Inventions| | | | | | | | +
-|Native American Culture| | | | | | | | +
-|Natural Spa Treatments| | | | | | | | +
-|Necessity Is the Mother of Invention| | | | | | | | +
-|Nerds in Media| | | | | | | | +
-|Ninja Burger| | | | | | | | +
-|NOBODY Understands Quantum Physics| | | | | | | | +
-|Non-Obvious Reflections of Contemporary Culture in Science Fiction| | | | | | | | +
-|Open Cola| | | | | | | | +
-|Open Filk| | | | | | | | +
-|Open Filk| | | | | | | | +
-|Open Source 3D Printer Demo| | | | | | | | +
-|Open Source Flash Game Engines| | | | | | | | +
-|Open Source Gaming| | | | | | | | +
-|Open Source Laser Lunchbox| | | | | | | | +
-|Open Source on Microsoft| | | | | | | | +
-|Open Source Social Media| | | | | | | | +
-|OpenBSD| | | | | | | | +
-|Opening Ceremonies| | | | | | | | +
-|Opening Jam| | | | | | | | +
-|Oxling's Alcoholic Chocolates| | | | | | | | +
-|Paint 'n Take| | | | | | | | +
-|Paint 'n Take| | | | | | | | +
-|Paint 'n Take| | | | | | | | +
-|Pair Programming: A Geek's Guide to Relationship Success| | | | | | | | +
-|Pat Down!| | | | | | | | +
-|Pathfinder Society Scenario #13: The Prince of Augustana| | | | | | | | +
-|Pathfinder Society Scenario #5: Mists of Mwangi| | | | | | | | +
-|Pathfinder Society Scenario #7: Among the Living| | | | | | | | +
-|Pathfinder Society Scenario #8: Slave Pits of Absalom| | | | | | | | +
-|Penguicon TV: How the Soup is Made| | | | | | | | +
-|Penguicon Year Round!| | | | | | | | +
-|Penguicon's Network and How To Make It Not Suck| | | | | | | | +
-|Peter Alway| | | | | | | | +
-|Photoshop| | | | | | | | +
-|Polyamory Meetup| | | | | | | | +
-|Polyamory Roundtable| | | | | | | | +
-|Positive Attitude| | | | | | | | +
-|Post-Scarcity Futures| | | | | | | | +
-|Power Salad| | | | | | | | +
-|Prequels: The Fandom Menace| | | | | | | | +
-|Principles Of Self Defense| | | | | | | | +
-|Publicity 101| | | | | | | | +
-|Publishing Your Webcomic| | | | | | | | +
-|Puppetry 101| | | | | | | | +
-|Quick Costuming| | | | | | | | +
-|Real-life Superheroes: Costuming and Public Image| | | | | | | | +
-|Real-life Superheroes: Legal and Philosophical Issues| | | | | | | | +
-|Real-Life Superheroes: Training, Safety, and Self-Defense| | | | | | | | +
-|Ren'Py: A Visual Novel Engine| | | | | | | | +
-|Riding Penguins Through a World Full of Glass and Fruit| | | | | | | | +
-|Robot Races: Critter Chase| | | | | | | | +
-|Robot Wars: Critter Crunch| | | | | | | | +
-|Robot Wars/Race Build Session: FRIDAY| | | | | | | | +
-|Robot Wars/Race Build Session: SATURDAY| | | | | | | | +
-|Rock Band Rockoff| | | | | | | | +
-|Running a Creative Business| | | | | | | | +
-|Scaling from Zero to Twenty Five Million Page Views -- in 6 Weeks| | | | | | | | +
-|School Days 2100: a Transhuman Space Adventure| | | | | | | | +
-|School Days 2100: A Transhuman Space Adventure| | | | | | | | +
-|Science Fiction and Creative Compromise in American Television| | | | | | | | +
-|Science Foresight: Can SF Truly Predict Where Science is Headed?| | | | | | | | +
-|Scrapped Princess| | | | | | | | +
-|Screen Printing For Dummies| | | | | | | | +
-|Seeding The Clouds| | | | | | | | +
-|Serpents Upon My Dirigible| | | | | | | | +
-|Sex Parts 101 - Boys Have a Penis, Girls Have a Vagina| | | | | | | | +
-|Shakugan No Shana| | | | | | | | +
-|Short Story Markets| | | | | | | | +
-|Simple is Good| | | | | | | | +
-|Smart Grid – Hacker Paradise?| | | | | | | | +
-|Smithee 19: The Smithee Awards| | | | | | | | +
-|Soggy Potato Chips| | | | | | | | +
-|Spice it Up| | | | | | | | +
-|SSL Demystified| | | | | | | | +
-|Stealth and Balance| | | | | | | | +
-|Stone Crazy Pirates| | | | | | | | +
-|Straight Edge Eco| | | | | | | | +
-|Swag Swap| | | | | | | | +
-|The Cruelest Cut| | | | | | | | +
-|The Death and Life of Journalism vs. The Blog| | | | | | | | +
-|The Emergence of the Female Superhero| | | | | | | | +
-|The End Is Only the Beginning... of the Work| | | | | | | | +
-|The FuMP-For-All| | | | | | | | +
-|The Great Luke Ski| | | | | | | | +
-|The Intersection  of Puppetry and Science Fiction| | | | | | | | +
-|The MMO Conversation| | | | | | | | +
-|The New Michigan Business Model – How to Make Money from What You Know| | | | | | | | +
-|The Power Couple - A(A) ≠ A2| | | | | | | | +
-|The Science Fiction of Cosmetics| | | | | | | | +
-|The Webcomic Beacon Live| | | | | | | | +
-|The World of Online Comics: How Things Have Changed in the Last Decade| | | | | | | | +
-|There's An Apt For That| | | | | | | | +
-|Tom Smith| | | | | | | | +
-|Toyboat| | | | | | | | +
-|Trust Me; It's More Chemistry...with Professor X| | | | | | | | +
-|Ubuntu Q+A| | | | | | | | +
-|Understanding Cognitive Work as a Human Factors Engineer| | | | | | | | +
-|Unspeakable Words| | | | | | | | +
-|Vampire: The Requiem| | | | | | | | +
-|Vampires vs. Zombies| | | | | | | | +
-|Vim| | | | | | | | +
-|WAGON Tournament| | | | | | |Event Canceled due to GM illness | +
-|Wanna Fluxx?| | | | | | |Attendance not counted |+
  
 +==== 12 Weeks Prior ====
 +  - Notify volunteer coordinator (volunteers at penguicon.org) of hours when volunteers are needed.  Two volunteers are typically requested during the following hours.  This may be adjusted based upon when events are scheduled.\\ 
 +    - Friday, 4:00 PM - 11:00 PM, 1 (min.) - 2 volunteers needed at the start of each hour.  (The last volunteers will finish at midnight)\\ 
 +    - Saturday, 10:00 AM - 11:00 PM, 1 (min.) - 2 volunteers needed at the start of each hour (The last volunteers will finish at midnight)\\ 
 +    - Sunday, 10:00 AM - 2:00 PM, 1 (min.) - 2 volunteers needed at the start of each hour (The last volunteers will finish at 3:00 PM)\\ 
 +  - Review sample materials.  Create / update tools as needed to automate creation of these materials.\\ 
  
-====== Sample Count Sheet for 2010 ======+==== 8 Weeks Prior ==== 
 +Request access to or an electronic copy of existing schedule information.  Required schedule information should be directly queryable or in CSV format unless otherwise decided in conjunction with the head of programming, with the following information included:\\  
 +^Attribute^Description^Required^Example Data^ 
 +| Event Name |Name of the event | Y |Open Sketch and Draw| 
 +| Event Start | Date & time at which the event starts| Y | 4/26/2013 16:00| 
 +| Event End | Date & time at which the event ends| Y | 4/26/2013 16:50| 
 +| Event Description| Text that will be used to describe the event in the program book. | Y | Need a quiet corner to draw and sketch and get your creative juices flowing to start off the convention?  Relax and put those visions to paper any time during this open session.| 
 +| Event Track | Primary track or grouping (BOF, track, etc.) for the event. //Note//: All BOF sessions should be labeled as such consistently. | N | BOF| 
 +| Venue | Location for the event.  Must match the names used on the calendar to be published and provided to attendees. | Y | Salon A| 
 +| A/V Needs| Designates what A/V needs the event has, or "None" if no equipment is needed|Y| Projector, Microphone, Speakers/Sound| 
 +|Speaker 1| Full name for the first presenter/panelist. “Open” if there are no planned presenters, such as for a Birds of a Feather (BOF) session. All speaker names should match the name the individual is registered under. //Note:// If an attendee is expected to attend a session, such as GoHs being present for the Opening and Closing ceremonies, they should be listed as a speaker for that event.| Y | Jane Smith| 
 +| Speaker 2| Full name for the second presenter/panelist.| N | John Doe| 
 +| Speaker //n//| Full name for the //n//th presenter/panelist.| N | Alex Johnson| 
 + 
 +  - Confirm with the head of programming the approximate number of presenters.  (This is needed to order table tents.)\\  
 +  - Request from the person creating the printed program book a copy of the map that will be provided to conference attendees.\\  
 +  - Import the provided schedule information into the database/tool of choice validate that data is uploaded correctly.  Work with the programming head to resolve any issues or discrepancies found.  (Examples: Speakers or venues that are double booked, speakers listed by more than one name, venues listed with more than one name, venues listed with names that are different from the map for attendees.)\\  
 + 
 +==== Six Weeks Prior ==== 
 +  - Request green room information from the head of Hospitality for inclusion in GoH welcome letters.\\  
 +  - Request a list of GoH liaisons from the appropriate department head.\\  
 +  - Request a copy of the official map to be put in the scheduling book from the person responsible for the program book. Modify as needed to use for individual participant maps.\\ 
 +  - Update the welcome letters to reflect current green room & liaison information.\\  
 +  - Generate samples of the information that will be provided in each packet and provide to the heads of Ops, Programming, and Hospitality for review.  This should include a sample of each of the following:\\  
 +    - Welcome letter\\  
 +    - Speaker schedule\\  
 +    - Speaker name tent\\  
 +    - Speaker map\\ 
 +  - Determine pricing for & get approval from the head of Ops to order supplies for speaker packets.  The following supplies are typically needed:\\  
 +    - Envelope that holds an 8.5 x 11 sheet of paper\\  
 +    - Label for each envelope, size of 10 per 8.5 x 11 sheet\\  
 +    - Name tent, 4.25 x 11 inches folded\\  
 +    - Paper to print schedule, typically white\\  
 +    - Paper to print/copy welcome letter, typically white\\  
 +    - Paper to print an 8.5 x 11 copy of the map\\  
 + 
 +==== Four Weeks Prior ==== 
 +  - Confirm speaker count (to nearest 50, rounded up) with the head of Programming.\\  
 +  - Order supplies for presenter packets.\\  
 +  - Request an updated copy of the program schedule.  Review and verify information & confirm there are no conflicts by room or by speaker.  Work with the head of programming to resolve any discrepancies. \\   
 +  - Provide Registration a list of speakers, and the number of scheduled speaking hours for each.\\ 
 +  - Request a copy of room layouts, and room flip schedule. \\ 
 +  - Notify volunteer coordinator of any changes to volunteer needs based upon when programming is scheduled.\\  
 +  - Verify which rooms will have which A/V capabilities, and the capacity of each.  Keep this information for use during the convention for rescheduling events.\\  
 + 
 +==== Two Weeks Prior ==== 
 +  - Confirm with the head of Programming the date upon which the schedule will be frozen.  All schedule changes after this date need to be communicated to.  This date must be no less than 1 week prior to the start of the convention. \\  
 +  - Request from the head of Ops ribbons to be included in presenter packets.  (GoH ribbons, Presenter ribbons, ribbons for GoHs to hand out, ribbons that were purchased by any speaker)\\  
 +  - Format a copy of the attendee map to fit on an 8.5 x 11 piece of paper.  (Enlarge as much as possible.) 
 +  - Request access to all accounts to be used during the convention for publicizing schedule changes (Twitter, Google Calendar, etc.)\\  
 +  - Review with the head of Operations instructions to be provided to Ops staff/volunteers for interfacing with volunteers, and for contacting the head of if/when schedule changes are needed.\\  
 +  - Request GoH, participant, and ribbons for GoHs to hand out from the head of Operations.\\  
 +  - Provide Registration an updated list of speakers & hours by speaker, with differences from the prior version highlighted.\\ 
 + 
 +==== One Week Prior through the Day Prior to Convention ==== 
 +Note: Typically plan for this process to take the better part of the weekend prior to the start of the convention, at a minimum, plus additional time up until the convention start to make any final changes.\\  
 + 
 +  - Request a final copy of the schedule.  Any changes to the schedule after this point must be communicated to Program Ops so that speaker packets & room schedules can be updated as needed. Request access to or an electronic copy of schedule information.\\  
 +  - Import and verify the schedule information.  Resolve any discrepancies with the head of programming.\\  
 +  - Generate printed materials for the presenter packets. \\   
 +    - Welcome letter (GoHs and Featured Guests)\\  
 +    - Participant schedule\\  
 +    - Presenter name tent\\  
 +    - Map (8.5 x 11 version)\\  
 +    - Label\\  
 +  - Assemble presenter packets. \\   
 +    - Place a name label on the front of each envelope.  Be certain to keep the envelopes in alphabetical order by last name.\\  
 +    - Add the welcome letter, participant schedule, and name tent to each envelope.  Confirm that the name matches the name on the envelope.\\  
 +    - Add GoH ribbons to each GoH envelope.\\  
 +    - Add presenter ribbons to each other envelope.\\  
 +    - Add ribbons purchased on behalf of GoHs to their envelopes.  These are ribbons that the GoHs hand out at their presentations.\\  
 +  - Print out attendee count sheets and assemble into a three ring binder to be left at Ops.  (Recommend 3 copies per hour.)\\  
 +  - Print out room schedules, using a minimum 16 pt font.  Print one copy to be posted by each door to the room.\\  
 +  - Print out signs to hold up to provide presenters 5 & 10 minute warnings.\\  
 +  - Assemble materials needed by volunteers – clip board with map, watch, writing implements, and warning signs.\\  
 +  - If any changes are made to the schedule, update affected presenter schedules, room schedules,  and count sheets and print out new copies of these as needed.\\  
 +  - Provide Registration an updated list of speakers & hours by speaker, with differences from the prior version highlighted.\\ 
 +==== Convention – Set Up ==== 
 +  - Drop off packets at Registration as soon as Registration setup begins.\\  
 +  - Place Program Ops binder & Program Ops materials in Ops in the area designated by the head of Operations.\\  
 +  - Post room schedules outside each entrance to each room.\\  
 + 
 +==== Convention - During ==== 
 +  - At the start of each hour when programming is scheduled (ending at midnight), go to Ops to meet with the volunteer(s).\\  
 +    - Provide the volunteers instructions for counting & recording attendance at each panel and recording the same and for providing warnings when time is up.\\  
 +    - Request volunteers communicate any issues they observe directly to Ops for resolution (Examples: A/V issues, no water for presenter, etc.)\\  
 +  - If no volunteer is present, complete the activities normally assigned to the volunteer.\\  
 +  - Respond to all texts/calls from Ops & address any schedule changes as outlined in the Schedule Changes section. \\   
 +  - Periodically throughout the weekend, enter count of attendees at each event or in each scheduled space (gaming, DIY, etc.) into your tool of choice.\\  
 +  - Attend the feedback session (if one is scheduled) and note any recommendations for improvement that could or should be completed by Program Ops.\\  
 + 
 +=== Schedule Changes: Cancellations === 
 +  - Cross out the event on the room schedules.\\  
 +  - Post a notice to Twitter indicating the event is cancelled.\\  
 +  - Cross out the event on the schedules maintained by & any schedules posted in Ops.\\  
 +  - Update Google Calendar and any other sources provided by Programming to indicate that the event is cancelled.  //Note//: Do not just delete the event. Update the title to indicate it has been cancelled or else this will cause confusion when people look at a printed schedule.\\  
 +  - Note the cancellation on the white board outside of Ops.\\  
 +  - Confirm the change is entered on the schedule change sheet.\\  
 + 
 +=== Schedule Changes: Changes / Additions === 
 +  - Based upon what is being requested (Larger room? Different time?, Different A/V Requirements?), review the schedule to determine an appropriate time/location.\\  
 +  - Update the schedule(s) posted outside the affected room(s).\\  
 +  - Post a notice to Twitter with the schedule change.\\  
 +  - Update Google Calendar and any other sources provided by Programming as needed.\\  
 +  - Update the physical schedule maintained by & any schedules posted in Ops.\\  
 +  - Updated the affected count sheets.\\  
 +  - Note the change on the white board outside of Ops.\\  
 +  - Confirm the change is entered on the schedule change sheet.\\  
 + 
 +==== Following Convention ==== 
 +  - Retrieve any unclaimed packets from Registration.  Remove ribbons and any other reusable materials and return to the head of Operations.  Remaining materials may be discarded.\\  
 +  - Complete the entering of attendance counts for each event.\\  
 +  - Generate a CSV file with attendance counts.  Include a designation for each event that was canceled and why (i.e., speaker canceled, speaker did not show up, etc.)\\  
 +  - Verify information is accurate as possible and takes into account schedule changes.\\  
 +  - Upload the CSV to Google Drive using the Program [email protected] account.  Set the sharing to make it accessible to those who have the link.\\  
 +  - Send an email to [email protected] & the ConCom distribution list ([email protected]. )with the CSV file as an attachment, or link to the same.\\  
 +  - Update the wiki with a link to the attendance file.\\ 
 +  - Update the Areas for Improvement section on this wiki page with ideas for improving the functioning of Program Ops for the next convention.\\  
 + 
 + 
 + 
 +====== Improvements Implemented for 2014 ====== 
 +  - Have Programming provide contact information for each presenter so they can be reached during the convention if they have not arrived for a panel. 
 +  - Send out an email prior to Penguicon telling all presenters/panelists where to find their packets.  (Would be less confusing if these were at registration.)\\  
 +  - Print out a schedule showing the A/V needs for each event, and the A/V available in each room.\\  
 +  - Provide custom maps to each speaker that have their presentation locations highlighted.\\  
 +  - For program blocks that are for setup,  look into leaving these off the schedule (but tell Program Ops), or to specify "setup" on the schedule so participants don't stop by.\\ 
  
-Instructions 
-  - Go to each room listed and count the number of people currently in attendance using the counter.  Note on the sheet the time at which the count was performed. 
-  - If sufficient time remains before the end of the event, perform a second count in the same manner as the first. 
-  - Events that span more than 1 hour should be counted a minimum of once per hour. 
-  - Where noted, provide presenters notice when they have 10 or 5 minutes remaining in their presentation. Make a check to note which presenters have been notified 
-  - In between presentations, visit the conference room and confirm that there is water available for the next presenter.  Note on the checklist rooms where water has been checked.  Notify __________ if there is not sufficient water for the next presentation. 
-//April 30, 2010// 
-^Room^Title^Start Time^End Time^Count Time^# Attended^Count Time^# Attended^Count Time^# Attended^Presenter Notified?^Water Confirmed for Next Presenter?| 
-|Film Room|Eureka Seven|3:00 PM| 4:30 PM|N/A| | | | | | | | 
-|Ballroom H|Vampires vs. Zombies|4:00 PM|4:50 PM| | | | | | | | | 
-|Dennison II/III/IV|Ninja Burger|4:00 PM|5:50 PM|N/A| | | | | | | | 
-|Niles I/II|Opening Jam|4:00 PM|4:50PM| | | | | | | | | 
-|Computer Area||4:00 PM|5:00 PM|N/A| | | | | | | | 
-|Ballroom ABCD|Seeding the Clouds|5:00 PM|5:50 PM| | | | | | | | | 
-====== Past Headcounts ====== 
-=====Penguicon 7.0 (2009)===== 
-{{:penguicon_headcounts.xls|In Excel format (.xls)}} 
  
-====== To Do ====== 
-  - Add templates for welcome letters, name tents, participant schedules 
-  - Fill in blanks in instructions for replenishing water 
  
programmingops.1272921770.txt.gz · Last modified: 2017/01/14 14:24 (external edit)