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programmingops [2014/02/03 17:37] – Completed incomplete sentence. maraprogrammingops [2017/01/14 14:24] (current) – external edit 127.0.0.1
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 ====== Links to Prior Year Event Counts ====== ====== Links to Prior Year Event Counts ======
 +[[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/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/0B78avoPhsyoJR3V4LVJONF80Wms/edit?usp=sharing|2012 Event Attendance]]\\ 
 [[https://drive.google.com/file/d/0B78avoPhsyoJWmFralJCNG55SWM/edit?usp=sharing|2011 Event Attendance]]\\  [[https://drive.google.com/file/d/0B78avoPhsyoJWmFralJCNG55SWM/edit?usp=sharing|2011 Event Attendance]]\\ 
 +
 +==== Areas for Improvement / 2015 Recommendations ====
 +  - 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.
 +  - 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.\\ 
 +  - 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.\\
 +  - 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:\\
 +    - Start date & time need to be combined into one field.\\
 +    - End date & time need to be combined into one field.\\
 +    - Tracks, A/V needs need separate fields if there is more than one listed per scheduled event, similar to how speakers should be.\\
 +    - 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  ====== ====== 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. 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 same 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.\\ +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.\\ 
  
 ===== Required Skills & Availability ===== ===== Required Skills & Availability =====
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   - Ability to coordinate planning activities prior to convention with other areas, particularly the heads of Programming & Operations.\\    - 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 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 closing ceremonies and note recommendations for improving Program Ops.\\ +  - Availability to attend feedback session (if there is one) and note recommendations for improving Program Ops.\\ 
  
 ===== Tools ===== ===== Tools =====
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     - Room Schedules     - Room Schedules
     - Speaker Schedules     - Speaker Schedules
 +    - Individualized Speaker Map
 +    - Instructions for Ops Related to Program Ops
  
 ===== Responsibilities ===== ===== Responsibilities =====
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 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.\\  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.\\ 
  
-=== Throughout the Year ===+==== Throughout the Year ====
   - Read and respond to email sent to Program [email protected] 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).\\    - Read and respond to email sent to Program [email protected] 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).\\ 
   - Attend scheduled ConCom meetings to understand any decisions made that will impact the running of the convention.\\    - Attend scheduled ConCom meetings to understand any decisions made that will impact the running of the convention.\\ 
  
-=== 12 Weeks Prior ===+==== 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.\\    - 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)\\      - 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)\\ +    - 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)\\      - 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.\\    - Review sample materials.  Create / update tools as needed to automate creation of these materials.\\ 
  
-=== 8 Weeks Prior ===+==== 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:\\  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^ ^Attribute^Description^Required^Example Data^
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   - Confirm with the head of programming the approximate number of presenters.  (This is needed to order table tents.)\\    - 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.\\    - 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 choise 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.)\\ +  - 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 ===+==== Six Weeks Prior ====
   - Request green room information from the head of Hospitality for inclusion in GoH welcome letters.\\    - 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 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.\\    - 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:\\    - 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:\\ 
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     - Speaker schedule\\      - Speaker schedule\\ 
     - Speaker name tent\\      - 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:\\    - 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\\      - Envelope that holds an 8.5 x 11 sheet of paper\\ 
-    - Label for each envelope, size of 12 per 8.5 x 11 sheet\\ +    - Label for each envelope, size of 10 per 8.5 x 11 sheet\\ 
     - Name tent, 4.25 x 11 inches folded\\      - Name tent, 4.25 x 11 inches folded\\ 
-    - Paper to print schedule, typically yellow\\ +    - Paper to print schedule, typically white\\ 
     - Paper to print/copy welcome letter, typically white\\      - Paper to print/copy welcome letter, typically white\\ 
-    - Paper to print/copy an 8.5 x 11 copy of the map\\ +    - Paper to print an 8.5 x 11 copy of the map\\ 
  
-=== Four Weeks Prior ===+==== Four Weeks Prior ====
   - Confirm speaker count (to nearest 50, rounded up) with the head of Programming.\\    - Confirm speaker count (to nearest 50, rounded up) with the head of Programming.\\ 
   - Order supplies for presenter packets.\\    - Order supplies for presenter packets.\\ 
-  - Request an updated copy of the program schedule.  Review and verify information.  Work with the head of programming to resolve any discrepancies. \\   +  - 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. \\   
-  - Request from the head of Ops a list of people who ordered ribbons for cross reference against the list of presenters.\\ +  - 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.\\    - 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.\\    - 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 ===+==== 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. \\    - 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)\\    - 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)\\ 
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   - 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.\\    - 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.\\    - 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 ===+==== 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.\\  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.\\ 
  
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   - Assemble materials needed by volunteers – clip board with map, watch, writing implements, and warning signs.\\    - 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.\\    - 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 =====+==== Convention – Set Up ====
   - Drop off packets at Registration as soon as Registration setup begins.\\    - 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.\\    - 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.\\    - Post room schedules outside each entrance to each room.\\ 
  
-===== Convention - During =====+==== Convention - During ====
   - At the start of each hour when programming is scheduled (ending at midnight), go to Ops to meet with the volunteer(s).\\    - 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.\\      - 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.)\\      - 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.\\    - If no volunteer is present, complete the activities normally assigned to the volunteer.\\ 
-  - Check in with Ops periodically (every 2 – 3 hours) to see if any schedule changes have been requested that have not been already communicated to the head of Program Ops.  Complete schedule changes as outlined in the Schedule Changes sections. \\  +  - 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.\\    - 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 closing ceremonies and note any recommendations for improvement that could or should be completed by Program Ops.\\ +  - 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 ====+=== Schedule Changes: Cancellations ===
   - Cross out the event on the room schedules.\\    - Cross out the event on the room schedules.\\ 
   - Post a notice to Twitter indicating the event is cancelled.\\    - Post a notice to Twitter indicating the event is cancelled.\\ 
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   - Confirm the change is entered on the schedule change sheet.\\    - Confirm the change is entered on the schedule change sheet.\\ 
  
-==== Schedule Changes: Changes / Additions ====+=== 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.\\    - 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).\\    - Update the schedule(s) posted outside the affected room(s).\\ 
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   - Confirm the change is entered on the schedule change sheet.\\    - Confirm the change is entered on the schedule change sheet.\\ 
  
-===== Following Convention =====  +==== Following Convention ==== 
-  - Retrieve any unclaimed packets from Registration.  Remove ribbons and return to the head of Operations.  Remaining materials may be discarded.\\ +  - 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.\\    - 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.)\\    - 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.)\\ 
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   - Update the Areas for Improvement section on this wiki page with ideas for improving the functioning of Program Ops for the next convention.\\    - Update the Areas for Improvement section on this wiki page with ideas for improving the functioning of Program Ops for the next convention.\\ 
  
-====== Areas for Improvement ====== + 
-  - 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.\\  + 
-  - Have Programming provide contact information for each presenter so they can be reached during the convention if they have not arrived for a panel.\\  +====== Improvements Implemented for 2014 ====== 
-  - Create electronic counters for each room so as not to need people to visit each room to take attendance counts during each event.\\  +  - Have Programming provide contact information for each presenter so they can be reached during the convention if they have not arrived for a panel.
-  - 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 a packet should be put together for each person that ordered ribbons, or whether this would be done by another area.\\  +
-  - 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.\\  +
-  - Arrange rooms so that someone can come in to count & give presenter warning without interrupting the presentation.\\ +
   - 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.)\\    - 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.\\    - 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.\\    - 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.\\ 
  
  
  
programmingops.1391449030.txt.gz · Last modified: 2017/01/14 14:24 (external edit)