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programmingops [2014/05/06 13:01] – Added 2014 attendance counts & updated areas for improvement maraprogrammingops [2017/01/14 14:24] (current) – external edit 127.0.0.1
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 [[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 ======+==== 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.\\    - 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 is having a projector and microphone in each room.  If that is 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).\\+  - 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:\\   - 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.\\     - Start date & time need to be combined into one field.\\
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   - 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.\\   - 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.\\    - 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 w/ConCom)+  - 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.\\    - 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.\\    - 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.\\    - 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.\\   - 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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   - 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.\\+  - 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:\\ 
programmingops.1399381268.txt.gz · Last modified: 2017/01/14 14:24 (external edit)