Logistics 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.

7 months before convention

• Reserve a sign from Scott’s Signs to display for the month leading up to convention.

5 months before convention

• Request the convention off from work. It’s suggested you also take the Monday following the convention off as well.
• Work with convention to order sponsor's items.

4 months before convention

• Work with volunteers to determine what help you will need on the day before con and Sunday.
• Work with guest liaison to secure flights for guests.
• Work with convention heads to order guest & kids posters.
• Provide marketing with guest & kids posters for distribution.
• Work with registration and/or merchandising to order sponsor bags.

3 months before convention

• Get event liability insurance.
• Work with Registration to order badge sleeves, crayons, and program guide sleeves.

2 months before convention

• Work with merchandising and graphics to finalize and order merch
• Determine sizes and quantities of staff shirts

1 month before convention

• Reserve a U-Haul for the weekend.
• Work with convention heads to determine how many at-con t-shirts should be ordered then order them.
• Work with Registration and convention heads to order pre-reg and sponsor t-shirts.
• Work with staff and Treasurer at staff meeting to order staff shirts after they have been paid for.

Month of convention

• Validate Logistics 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.
• Get noise reduction dividers from Paradox, if needed.
• Label all items so volunteers know where to take them.

Responsibilities at convention

• Day before the convention– Pick up the U-Haul and transport items to the hotel. Coordinate placement of items in each room/department.
• Sunday – Ensure items get from the hotel to their storage area.

After convention

• Give noise reduction dividers to Paradox to use until next year.
• Take inventory of items and make notes of things that are low and will probably need to be replenished. Notify the departments of these things.
• Provide marketing with posters for distribution.
• Provide Twin Cities Liaison with posters for distribution, if applicable.