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.

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.

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.

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.

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.

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.

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.

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.