Program Timeline

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Program Timeline

(as of 6/27/10)

2010 June

June 19Â Â Â Â Â Â Â Â Â Â Â Â Division heads meeting (Skype)
June 25-27Â Â Â Â Â Â Â Â Midwestcon (Jim, Laurie, Ian, Ruth attending) Â Discuss space allocation with Ben. Discuss other program division topics.Â
All of JuneÂ Â Â Â Â Â Â Â Â Â Â Â Continue recruiting for area lead vacancies

2010 July

July 3Â Â Â Â Â Â Â Â Â Â Â Â Â Â Westercon (meeting between Ian, Ben, Don on space allocation)

Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Art Project/Night requirements complete

July 17Â Â Â Â Â Â Â Â Â Â Â Â Â Division heads meeting (Skype)

July 18Â Â Â Â Â Â Â Â Â Â Â Â Mockups of volunteer form and program questionnaire finalized.Â
Mid-JulyÂ Â Â Â Â Â Â Â Â Â Â Ask DHs, and Program area leads for who they'd like to include in the Program invitation list
Late July/AugustÂ Â Work with the GoH liaisons to interview the guests of honor about what they want to do on Program,
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â who they particularly want to be on panels with, and any other ideas they have.Â
All of July Â Â Â Â Â Â Â Â Â Â Â Continue recruiting for area lead vacancies

2010 August

August 21Â Â Â Â Â Â Â Â Â Division heads meeting (Skype)

August 22Â Â Â Â Â Â Â Â Â Â Â Â Receive CSV data from membership database for importing.

AugustÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Review staffing needs carefully.Â Make a list of areas we still need to recruit for and
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â who we might want to recruit.
Late AugustÂ Â Â Â Â Â Â Travel to Australia (many of us).
All of AugustÂ Â Â Â Â Â Â Â Continue recruiting for area lead vacancies, done by end of A4.

2010 September

September 2-6Â Â Â AussieCon - Be sure to talk up Renovation when possible.Â We should review lists
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â of people we'll probably invite early and talk to them directly.Â Ditto potential staffers

September 19 Â Â Â Participant Survey/questionnaire ready for test

Late SeptemberÂ Â Â List of potential invitees ready for review by program staff and other staff members, as needed.
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Be sure to work with Art night and Music night to ensure who is being invited by whom.

2010 October

Early OctoberÂ Â Â Â Â Â Thorough testing of software, so the portions dealing with participant lists, mailings, participant
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â responses and the questionnaire are all working.
Early-October Â Â Â Internal target date: Beta-test program invitations and forms
October 15-17Â Â Â Â Division heads meeting in Portland.Â Program staffing breakout, likely Music/Art night planning

Late October Â Â Â Â Enter invitees into database.Â Target for sending out first round of program invitations

2010 November

Â Mid-to-late NovÂ Â Â Distribute/publish participant input from db to the area leads here or in December

2010 December

1-3 December Â Â Â Get-together in Palo Alto for Program DHs
3-5 DecemberÂ Â Â Â Â Â Smofcon in San Jose (Jim, Ian, Laurie, Ruth all there - staff meeting)
DecemberÂ Â Â Â Â Â Â Â Â Â Â Finish up core software, start testing reports.

2011 January

Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Continue testing software

2011 February

18-20 FebruaryÂ Â Boskone - try for a Program staff get together for at least an hour

2011 March

Mid-MarchÂ Â Â Â Â Â Â Probable committee meeting Reno
Mid-MarchÂ Â Â Â Â Â Â Â Preliminary suggested schedules due from all area leads and from other areas (e.g., Events)

2011 April

April 15-17Â Â Â Â Â Â Â Program frenzy in Pittsburgh
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Formal Brainstorming Ends at the Frenzy â€“ Idea Form Comes Down â€“ work on precises and putting people on panelsÂ

2011 May

Early MayÂ Â Â Â Â Â Â Â Â Â Program draft, ready for consistency checks and fine tuning.Â Copies to key program staff members
May 22Â Â Â Â Â Â Â Â Â Â Â Â Â Â Intial schedule mailing to participants in late May

2011 June

June 1Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Notify volunteers for Program whom we can't use that we can't use them; offer them an Autographing.
Early JuneÂ Â Â Â Â Â Â Â Â Schedule readings/autographings/KKs/Lit beers, et.c.
Early JuneÂ Â Â Â Â Â Â Â Start sending sample schedule outputs to Pocket Program so they can start testing their formatting
Mid-JuneÂ Â Â Â Â Â Â Â Â Dumps of data to handheld device developers
Mid-June Â Â Â Â Â Â Â Â Finish schedulingÂ

Mid-JuneÂ Â Â Â Â Â Â Â Â Send out second round of schedulesÂ

2011 July

Mid-JulyÂ Â Â Â Â Â Â Â Â Â Draft program on the Web
Mid-JulyÂ Â Â Â Â Â Â Â Â Â Final info from other areas in the database
Mid-JulyÂ Â Â Â Â Â Â Â Â Â Â Â Â Initial Program draft online

2011 August

August 1(?)Â Â Â Â Â Â Pocket program to the pubs group; final schedule to the Web

August 13Â Â Â Â Â Â Â Â Program freeze; program switches from development mode to program ops mode
August 14 Â Â Â Â Â Â Program Ops move-in (A7 available on 8/14)
August 16Â Â Â Â Â Â Â Â Â Program participant check-in begins
August 17-21 Â Â Â Â Renovation
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Green room setup - opens by 11:30 (if Program starts at noon)
August 17Â Â Â Â Â Â Â Â Â Â Â GoH Talk/Opening Ceremonies/Music nightÂ (Wed)
August 18Â Â Â Â Â Â Â Â Â Â Â Art Night/GoH Talk (Thur)
August 19Â Â Â Â Â Â Â Â Â Â Â Masquerade/GoH TalkÂ (Fri)
August 20Â Â Â Â Â Â Â Â Â Â Â Hugos/GoH TalkÂ (Sat)
August 21Â Â Â Â Â Â Â Â Â Â Â Closing Ceremonies/Program Ops/Green Room Close out

2011 September

Early SeptemberÂ Write thank-you notes to staff and participants.

Updated on Jun 28, 2010 by Laurie D. T. Mann (Version 3)