Guest Liaison 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.

11 months before convention

• Update form about guest suggestions, ensure it’s posting to a new year tab in the sheet side of the form.
• Send the above form to Social Media to get it posted asking for requests from our attendees
• Start looking for guests, email them asking about availability & prices
• Start building your Liaison Team, if you don’t already have one.

11-5 months before convention

• Continue looking for guests, responding to emails.
• Continue building your Liaison team.
• Ideally you’ll want to get contracts signed somewhere in this timeline.

5 months before convention (if needed can extend into 4 & 3 months before)

• At this point you should have contracts signed, and be working on panels
• Contracts Signed includes things like getting flights booked
• Send the Bios & Pics to SocialMedia@<convention email>, Webmaster@<convention email>, & place in the program guide drive folder (or email out).
• After the webmaster posts the information to the website (probably timed with Social Media) then validate the information on the convention website and notify webmaster@<convention email> of any changes or additions you would like.
• Request the convention dates off from work.

2 months before convention

• Remind guests of the upcoming convention, make sure everything is still on track.
• Create Info Sheets for the guests & the Liaisons.
• Info sheets should include flight info (to and from convention), day by day activity sheet, and any allergies the guest has.
• Panels should include Panel Names, Times, Room.
• Send info sheets to guests to validate the information and ensure all things are correct.
• Work on figuring out which liaison is assigned to which guest.

1 month before convention

• Send info sheets to liaisons so they can get familiar with the schedule of their guest. (This can be done as soon as the guests verify the info).
• Figure out who is picking up each guest from the convention.

Month of convention

• Make a shopping list for the greenroom needs based on the guests wants & allergies.
• Have the treasurer, or whomever has an official con card, either accompany you, or do the full shopping.
• It’s recommended that you use a bulk store if able (Sam’s Club, Costco, etc).
• A week before con you should verify with whomever is picking up guests that they are still on track to pick up said guest(s) from the airport.
• Validate Guest Liaison 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.

Liaison Head Responsibilities at Convention

• Check in with all the guests, be available to help them, bring them places or stuff, etc.
• Make sure your Liaisons are ok and not dying.

Liaison Responsibilities at convention

• Stick to the guests unless they want you to go.
• Report to the Guest Liaison when you see them.
• Be a go-for for the guests
• Bring the guests to the locations they seek.
• Might be asked by the Guest Liaison Head to pick up your guest.
• Be available through your phone for when a guest wants to get in touch with you.