PROGRAMMING:

PROGRAMMING COORDINATOR (JOB DESCRIPTION)

• Arranges Guest Invites (excluding GoHs) & all panels, discussion groups, etc.
• Schedules (but does not organize) special events: Writers’ Workshop, Art Auction, Opening Ceremonies, Banquet, GoH Address, Elrons, Bacchanal, Dances in conjunction with the persons organizing these events.
• Provides tentative and final schedule for committee and guests; lists of equipment needed for ops, program schedule needed for program book and pocket program; guest bio info for program book.
• Arranges schedules for each guest, making sure that there are no conflicts and provides those schedules to however is assigned to attach the schedules to the guests’ nametags - to be picked up at Registration.
• Makes sure each event/panel has an MC / organizer / coordinator and that panelists are put in touch with each other.

WHAT YOU  WILL NEED

• Floor Plan.
• Rates Sheet for function space.
• Last year’s program book and several years’ before if possible.
• Program books from other recent nearby cons.
• Check in the program books to see that your topics haven’t been overused elsewhere.  Check for info on guests, bios.
• Working sheets and charts - see examples here.
• SF Reference books i.e. SF Encyclopaedia for info on material by yoaur GoH and material on your theme.
• Keep copies of all your correspondence and copies of all correspondence with the GoHs by anyone else on your Committee - ask the Chair to be sure to make copies and get them to you ASAP.
• Guest files
• Guest mailing list from previous years. A copy of the SFWA directory is VERY helpful here.

ON SITE PROGRAMMING

• Requires (preferably) two people for heavy times and to relieve each other. 
• Checks with Guests, Panelists, Mcs, and Events Coordinators as they arrive.
• Arranges last-minute substitutions. 
• Double-checks with Ops to make sure that all the equipment needed is available.
• Schedules in last-minute or impromptu events and makes sure they are advertised by posters, etc. 
• Puts up a schedule on the door of each program room (use a pocket program and a highliter pen).
• Troubleshoots when events begin running over schedule.
• Arrange for signs with names of panelists to go in front of them on panels.
• Make note when unexpected guests arrive and schedule them in if and when appropriate.
• If necessary, round up an audience for an event - start by making an announcement in the bar (this can happen if a TV crew is around, or if the GoH is speaking to empty chairs.)

EQUIPMENT

• Guest sheets and Program Event sheets
• Pen and paper (clipboard is helpful)
• Cardboard for name signs (rest of signage and pens available from Ops)
• One CONSPICUOUS piece of clothing (i.e. hat) so that guest that don’t know you can locate you easily.

1. PROGRAMMING AND FUNCTION SPACE

• Assign function space according to Budget and Priorities -
• Ask different Departments what they need.
• Determine what they REALLY need.
• Start working out times and rates
• Art Show, Dealers, Hospitality and Video require varying amounts of setup time before they can open - if it’s possible to book rooms from 10 am Friday do so.  Programming before 4 p.m. Friday is sparsely attended, but if Registration opens at 1 p.m. something must be available to keep early comers busy - preferably Hospitality and Video at the least.
• Start by setting up ideal times (based on 4 hour, 8 hour or 24 hour blocks, depending on what the hotel’s booking allows for.)
• Assign priorities.  If money is tight, something may have to go and you have to know what. Priorities will depend upon:
  • a) the con’s theme
  • b) the Chair’s preferences
  • c) whether or not the event/function directly generates revenue for the con.  Ultimately, every event contributes to revenue, but some are more easily reckoned i.e. hard-core gamers who attend largely for gaming have their memberships generally cover the cost of the space rented for gaming; hence gaming is arguably self supporting.

Many areas should ideally pay for themselves i.e. Bar, Art Show, Dealers, Gaming; others cost the con a negligible amount i.e. Writers’ Workshop.

Priorities might be weighted as follows:

• 1. Main Programming
• 2. Hospitality
• 3. Dealers
• 4. Second Stream Programming
• 5. Gaming
• 6. Art Show
• 7. Video
• 8. Operations
• 9. Special Interest
• 10. Green Room
• 11. Daycare (unless particular interest is shown)

Priorities are an Executive Decision of the Program Director, Treasurer, and Chair.

Once you have an idea schedule, get together with the Treasurer and hash out what will be booked.

2. SET UP PROGRAMMING GRID

• Decide length of panels.
• Schedule in major items you may already know about i.e. Bacchanal, Opening Ceremonies, Banquet
•   TIPS
  • check to see who has already been promised what. i.e. a guest promised an hour to make a speech or three slots for a trivia quiz.
  •  try to keep all events requiring A/V in one room for easier screen and projector setup and so you don’t have A/V shows running  simultaneously.
  • third track programming includes closed workshops, author readings, and anything else with a small audience.
  • try to keep all panels requiring multiple mikes in one room for easier setup.
  •  if hotel employees have to move things for us (generally) we pay for it. Consider all furniture arrangements, who will do them and how.

3. BRAINSTORM FOR IDEAS

Find 6 people (no more) who are knowledgeable about the theme of the con, are familiar with authors and BNFs and their interests. Brainstorm.  Come up with as many good solid topics as you can and try to write a couple of lines about them in addition to the title.  This list will be sent to all the pros and important fans coming with a covering letter asking them to tick off topics that they would be interested in and /or adding topics of their own.  If pros are local, call and talk to them.

4. SEND OUT LIST TO PROS

You need to know when they are arriving and leaving.

5. TAKE PRO REPLIES AND LIST AND TALLY UP RESULTS

Some panel ideas will have taken off; others will have aroused no interest.  Pick the ones that you think are strongest and start scheduling.

   TIPS:

• Do not overbook your guests.  Three events is generally plenty.  If you’re thinking of more ... ask.
• Don’t put similar topics up against each other.
• Consider noise levels, thickness of walls and whether mundanes will be disturbed.  Video makes a lot of noise; Readings require peace and quiet.
• Consider Security: The Art Show and Dealers’ Room must be securely locked at night.
• Look out for Guest personality quirks. i.e. guests who can’t stand each other or who hate particular subjects or times of day, etc.  If you find out these details the hard way make a note of them and pass the info on.
• Don’t schedule simultaneous big set-ups OR   tear-downs.  There won’t be enough bodies to cover.

6.     COMPILE TENTATIVE PROGRAM SCHEDULE

a) check the schedule with all committee members and be sure to check the following:

• setup and breakdown for Art Show and Dealers
• Art Auction times
• Banquet times
• Liquor license times
• Writers’ Workshop times
• etc.

b) Send tentative schedule to all guests, pros and panelists.  Highlight the panels they’re on and enclose a description of the event and who’s on it. Ask them for comments, changes.  Each panel must have an MC or organizer.  Assign someone and make sure that they’re organized.  Everybody should have a very clear idea of when and where and what they’re doing, and what they’re going to say.  Ask guests if they need any special equipment AHEAD OF TIME - i.e. overheads, screens, trivia quiz buzzers, etc. but make sure we can get it before making any promises.

7.     LOGISTICS

Figure out what equipment and furniture you will need for each panel/event and when you are going to need bodies to move chairs, cart around equipment, etc., This is where you get in touch with the Operations Head.  when you have hashed this out, compile a logistics schedule of equipment and setups.  You get one copy and Operations keeps the other.  It’s your responsibility to tell them what you need and where; it’s their’s to get it to you intact and on time.

8.     FINAL PROGRAM SCHEDULE

• Check guest replies & compile a penultimate rough schedule.
• Check your PRs with the committee for last minute changes.
• Submit to program book.
• Hang onto your schedule for last minute changes to go into the pocket program which will be printed only a day early.

9.     COMPILE INDIVIDUAL GUEST SHEETS

Each guest panelist should have a sheet made up for him/her that lists every event that they are expected to be at, where it is and when i.e.:

• Fri. 8 PM Opening Ceremonies             Main Ballroom
• 5 minute speech
• Sat.11 AM Evil Computer Panel            Tower 405
• Sat.   2 PM Fantasy Slide Show           Main N 107
• Sun.12 Noon Banquet                           Main Ballroom
• Reply to the Toast - ticket attached

These lists must be ready a couple of days early and will be clipped to each person’s nametag so that they will pick it up as they register.

On each Program Item Sheet keep a list of alternate panelists who can be contacted if necessary.

10.   ON SITE

On Site Programming/Troubleshooting ideally should be done by more than one person since events run continuously and simultaneously.  Somebody needs to be there to round up lost panelists and generally get things started.  If a projector is missing, don’t just stand there and bitch - get it!  You can bitch at Ops once your event is running.