Audio/Visual 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.

5 months before the convention

• Work with Panels on creating an AV needs form for panelists.
• Contact Logistics and/or other departments and get a list “in house” available equipment.
• In the future this will be changed to a list accessible by all.
• Check with all department chairs to see if there are any AV needs.

4 months before the convention

• Request the convention dates off from work. It’s suggested you also take the Monday following the convention off as well.
• Email graphics@<convention email> with any graphics or posters you need at the convention.

3 months before the convention

• Fill out budget requests forms for any and all items needing to be rented or bought that can be covered with the allotted budget. Submit them to treasurer@<convention email>.

2 months before the convention

• Follow up with Panels and help ensure AV requests are possible.
• Write a paragraph Main Programing, location, hours, and purpose. Send it to programguide@<convention email> and scheduling@<convention email> by the 15th of this month.
• Send your hotel needs and room layout to hotel@<convention email> by the 15th of this month.

1 month before the convention

• Send anything you need announced during opening and closing ceremonies including slides to the Ceremonies head by the end of this month.

Month of convention

• Validate Audio/Visual 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.
• Work with volunteers@<convention email> to fill any open AV shifts.

Responsibilities at Convention

• Day before the convention- Run a few thousand cables and tape them all down.
• Arrange who is picking up what and ensure it is delivered to the convention.
• Set up, test, and run all sound reinforcement equipment throughout the convention.
• Sunday - Help tear down and pack up the AV equipment.