Website Timeline

***NOTE: These timelines are estimates, you may need to adjust for your specific convention date

Immediately after accepting the position

• Get access to your convention email.
• Read through the emails to get an idea of what sort of messages you should expect for the next year.
  • Contact helpdesk@digitalgrail.org if you are not able to get access/permission for your email and Google Drive or any other tech concerns
• Validate information on the convention’s website and notify webmaster@<convention email> of any changes or additions you would like.
• Familiarize yourself with any programs used on the website.
• Make sure all graphics on the website are for the correct year. Graphics@fargocorecon.org should have provided these to be updated at-con.

8 months before the convention

• Update the other conventions' information on the website after the other conventions takes place.

5 months before the convention

• Request the convention off from work. It’s suggested you also take the Monday following the convention off as well.

4 months before the convention

• Work with Graphics to get first round of banners, etc. for next year’s website.
• Speak with Panels, Party Rooms/Fan Suites, and Vendor and Artist Alley to determine the submission deadline, and remove/close the submission forms on those days.
  • Fargo CoreCon also includes Sparks Station in the above list.
• Work with Registration to ensure badge prices are correct on the website, and increase the price when necessary.

3 months before the convention

• Start getting next year’s website ready for launch the month of the convention. Go through every single tab, page, and link on the site to make sure that absolutely everything gets changed.
• Work with the guest liaison to announce guests on the website.

2 months before the convention

• Make sure all sponsors are advertised on website.
• Get the schedule up on the website. Make sure that <convention website>/schedule directs to the correct scheduling app or site.

1 month before the convention

• Pre-printed badges and pre-reg shirts will only be available until mid month (double check with Registration to get the exact date). Make sure you remove the pre-reg shirts on that date at midnight.
• Sponsors/CONpanion registrations will only be available until mid month (typically the same date as pre-reg but double check). Make sure you remove the sponsor/CONpanion registration on that date at midnight.
• Make any schedule changes as directed by the scheduler.
• Put all information from the program guide on the appropriate areas of the site.

Month of the convention

• Verify when pre-reg ends with Registration. Make sure you remove pre-registration from the site on that date at midnight. Add information about how pre-registration has ended to the home page and Register tab. (Make it very clear since people will still miss it.)
• If you have Cosplay/Costume Contest registration on the website, remove it the Monday of the convention week.
• If tabletop gaming/game central has a submission form on the website, remove it the Monday of the convention week.

Responsibilities at the convention

• Launch the updated website at the convention, ideally during or following closing ceremonies. Make sure this includes registration items since many will want to register for the next year immediately.
• Verify Pre-reg shirt prices with Registration and ensure that they're correct on the website.

After the convention

• Post the feedback survey online.

Month before the convention

• Validate Website SOP, and ensure any updates are complete before the end of the first week. This will include information about how Ops/Reg/Convention Heads should handle different things that may arise related to your position.