Logistics Timeline

***Note: This is a rough schedule that may need to be changed based on when your convention is

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.
• Look at information on the convention 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@fargocorecon.org to finalize and order merch Determine sizes and quantities of Inner Core shirts

1 month before convention

Reserve a U-Haul for the weekend. Work with Consuls to determine how many at-con t-shirts should be ordered then order them from Bridgetown. Work with Registration and Consuls to order pre-reg and CONpanion t-shirts. Work with Inner Core and Treasurer at Inner Core meeting to order Inner Core shirts after they have been paid for.

Month of convention

Send a Standard Operating Procedure (SOP) to operations@fargocorecon.org and consuls@fargocorecon.org by May 6th. This will include information about how Ops/Reg/Consuls should handle different things that may arise related to your position. Get noise reduction dividers from Paradox. 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@fargocorecon.org with posters for distribution. Provide Twin Cities Liaison with posters for distribution.