Visions Staff: Week 12

Visions happened. And it went really well! Congratulations to the staff and our fearless leader.

Since my job involved registration, all I had to do was hand people their badges and give them the programs that the art department slaved over with all of the information about the festival and conference.  Looking back, I wish I would have triple checked the guest list, I had about 7 people who came up expecting badges that I did not have badges pre-made for them.  Other than that, communicating with Pat about possible incoming freshmen made them and their parents feel extremely welcomed since they did have badges available for them and they had free reign to wander about the events of the day.  When 9:00 PM came around, I had wrapped up and was happy with all that had happened. The end.


Completed:

Type names and print stickers for badges

Get badges from printer, attach names, stuff in badge holder and attach other prizes while putting it all in alphabetical order

Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

Work with the Awards Coordinator to properly display sponsor materials at registration table.

Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.


More To Do:

Organize and archive all registration materials post event.

Write up log and report for next year’s registration team and include that log/report with manual and archive box.

Visions Staff: Week 11

Last week before the event! Time to rush and have everything finished! These things involved proofing all the badges and promotional materials the art department has slaved their asses off to create before shipping off to the printers. Then getting the final steps of registration ready!

Completed:

Have thank yous for Pat and Jamie in the film office

Finish up Indiegogo stickers

Have master list so badges with prizes can stay separate from alphabetical envelope

More To Do:

Type names and print stickers for badges

Get badges from printer, attach names, stuff in badge holder and attach other prizes while putting it all in alphabetical order

Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

Work with the Awards Coordinator to properly display sponsor materials at registration table.

Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.

Organize and archive all registration materials post event.

Write up log and report for next year’s registration team and include that log/report with manual and archive box.

Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.

Visions Staff: Week 10

Crunch time.  Visions4 is almost a week away which means it's time to send all of the art department's hard work to the printers and everyone else is buckling down on their jobs.  Everyone seems to be a bit nervous about getting everything done - which, to me, means that they all have high expectations for themselves and want this festival and conference to go extremely well.

Completed Bits:

Got names from other schools from Pat for registration

Met with Sandra to see how she would like lines to be directed for registration

Emailed registered individuals about 1 Hr/ 1 Take sign up

Proofed everything for Channing by Tuesday morning

More To Do:

Have thank yous for Pat and Jamie in the film office

Finish up Indiegogo badges

Type names and print stickers for badges

Get badges from printer, attach names, stuff in badge holder and attach other prizes while putting it all in alphabetical order

Have master list so badges with prizes can stay separate from alphabetical envelope

Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

Work with the Awards Coordinator to properly display sponsor materials at registration table.

Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.

Organize and archive all registration materials post event.

Write up log and report for next year’s registration team and include that log/report with manual and archive box.

Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.

Visions Staff: Week 9

This past week I realized we are 3 weeks away from the event, and I am both excited and terrified.  The meeting with the Operations and Programming teams went really well-we are all on the same page as to what we have left that needs to be completed, how we can help each other out, and that chocolate chips cookies won the vote over cheesecakes in terms of dessert preferences.  

Completed:

- Discussed the volunteers with Tyler and made sure I have an extra individual with me at registration at all times

- Got a list of volunteers and decided even the ones who do not get chosen will still receive a badge

- Talked with Zoe about setting up a night to stuff bags and badges and any other materials we will pass out the day of

- Found a website for Indiegogo stickers small enough to not take away from the badge (moo.com)

Additional To-Do:


- Print off special stickers for Indiegogo individuals' badges

- Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

- Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

- Generate name badges

- Work with the Awards Coordinator to properly display sponsor materials at registration table.

- Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.

- Organize and archive all registration materials post event.

- Write up log and report for next year’s registration team and include that log/report with manual and archive box.

- Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.

Visions Staff: Weeks 7 & 8

Even though Spring Break occurred during this time, that didn't mean the Visions Staff stopped working! A lot of emails were sent out for complimentary badges and a new program was discovered. Thanks to Google, I discovered the fabulous Mail Merge program - a gmail program developed for mass email purposes. The only downside? It limits an email address to 100 sent messages per day. I knocked out the majority of things on my to - do list, so I was very happy and am getting very excited about the big day coming up soon!

Completed:

- Email IndieGogo individuals and professors that they have earned badges and where/when to pick them up

- Create badge vouchers (10) for honors students for Zoe to distribute

- Make certain supplies are stocked, including program guides, badges, etc. 

- Email people who submitted material that since they submitted they still receive a badge for admission (rejection list on drive)

- Email extra individuals on list to let them know they have free badges

- Email professors from other offices and let them know they will have comp’ed badges

- Write down who wins badges Feb 6th (so they can bypass registration system as well)

Additional To-Do:

- Print off special stickers for Indiegogo individuals' badges

- Create a Volunteer google form and get it to website dept so both Tyler and I will have the list of
people and Tyler can contact them for sign-up information

- Make sure Volunteers actually volunteer and do not just give away free badges

- Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

- Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

- Generate name badges

- Work with the Awards Coordinator to properly display sponsor materials at registration table.

- Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.

- Organize and archive all registration materials post event.

- Write up log and report for next year’s registration team and include that log/report with manual and archive box.

- Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.

Visions Staff: Week 6

This past week definitely had some highs and lows on the Registration end. But first, the most exciting part of the week was that the class finalized our selections on each block and decided on our scheduling for the festival! Hooray! We also found out we had more money than expected, thanks to the genius talents of Jill, and are able to bring in more filmmakers than we initially could bring.

Back to registration. Bad news first: in our first week of opening registration and offering free Freakers for registering at a cheaper price, we only got 5 individuals to purchase tickets. Boo. But, thinking optimistically, this is just the first week, and most people do things last minute, so I'm hoping our numbers will drastically improve come the week before April.


Completed:

- Manage the registration database, organize and prepare registration packet materials, coordinate badge making/packet stuffing sessions

- Did a numbers count on badge holders and lanyards and placed an order for additional units

- Got the list of IndieGogo individuals from Jill and placed them in the registration file

- Got number estimates and the first badge purchasers from Ryleigh


Additional To-Do:

- Email IndieGogo individuals and professors that they have earned badges and where/when to pick them up

- Create a Volunteer google form and get it to website dept so both Tyler and I will have the list of
people and Tyler can contact them for sign-up information

- Make sure Volunteers actually volunteer and do not just give away free badges

- Create badge vouchers (10) for honors students for Zoe to distribute

- Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

- Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

- Generate name badges

- Work with the Awards Coordinator to properly display sponsor materials at registration table.

- Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.

- Make certain supplies are stocked, including program guides, badges, etc.

- Organize and archive all registration materials post event.

- Write up log and report for next year’s registration team and include that log/report with manual and archive box.

- Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.

Visions Staff: Week 5

This past week the Visions staff elected to work over the weekend to narrow down the list of submitted films from over 60 to a little over 20.  I was extremely impressed with the individuals involved with this festival and conference for showing up Saturday and dedicating their free time to the festival.

An Update on the To-Do List

Completed:

- Published registration on the VisionsFilm website

- Make operations sign in more efficient than previous year

- Ensure everything is alphabetized to make day of registration incredibly easy

- Creates and manages a master list of Visions guests for future use in various departments

- Presented plan to class for any questions/additional concerns

Additional To-Do:

- Create a Volunteer google form and get it to website dept so both Tyler and I will have the list of
  people and Tyler can contact them for sign-up information

- Make sure Volunteers actually volunteer and do not just give away free badges

- Create badge vouchers (10) for honors students for Zoe to distribute

- Manage the registration database, organize and prepare registration packet materials, coordinate badge making/packet stuffing sessions

- Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

- Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

- Generate name badges

- Work with the Awards Coordinator to properly display sponsor materials at registration table.

- Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.

- Make certain supplies are stocked, including program guides, badges, etc.

- Organize and archive all registration materials post event.

- Write up log and report for next year’s registration team and include that log/report with manual and archive box.

- Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.

After looking at the films, we were assigned to look at the full-length papers submitted for the festival and prepare for debates this Wednesday evening.

Murray: more like an online blog, was more excited about the blurb, less excited about the actual paper. a no-go
Gravity: lack of organization and a solid argument, was headed in the right place in the abstract, not in the full length
Ghosts: a lot of grammatical issues (pot calling the kettle black, but oh well) / I really enjoyed the discussion about the connection with WWII and the connection with the ghost spirits and the shadows that still exist on the buildings in Hiroshima
Irreversible: I like that he referenced Palmer - could be cool for him to meet the guy he referenced..., also I felt like I learned something from this paper the con - controversial and previous year's paper...
Police: very unorganized, great use of visual examples in each paragraph
Pan's: as I read this, I could see the presentation, and thought I would enjoy it and seeing the visuals associated with the author's argument / however, it is also a well-discussed topic
Blues: I like how he/she set up the argument of BB being more related to the Bollywood genre, waiting until halfway - could be great for a presentation / con - none
Welles: if shows images of script with missing parts, could be interesting, found article repetitive
Boys Girls: second paragraph, first sentence. 'nuff said. (also the research that has been done is phenomenal) / none
Du Corps: two papers on Irreversible? one must go...  this one - well written and summarizes other paper quite well...and also provides additional films as reference...I prefer this one.
Multi-Screen - research paper written in first person...conversation might come off as more of an opinionated piece vs research
Unfilmable: would have to be programmed next to a more interesting piece - possibly before BB?  well written, well organized

Visions Staff: Week 4

Thanks to two extremely productive meetings with the wonderful Ryleigh Brimhall this week, Registration planning is almost complete for the Visions Film website.  I created an etix event and a blurb for the Visions website so all potential customers have to do is click a button, fill out their information, and pay 10 bucks plus fees to receive their badges.


Completed:

- Met with Ryleigh, Shannon, and Chris to discuss E-tix and Sharky's payment logistics for online 

   registration

- Created a spreadsheet with a list of names to bypass Sharky’s system for registration

- Got information for Sharky's payment systems

- Talked to Channing about website link for registration (what she needs me to give her to make  

   registration/Etix work online)

- Worked with Channing and Steven to design registration blurb for website and to create a system to 

   collect, process and maintain all registration information

- Made it so email confirmation sent immediately after online registration received


Additional To-Do:

- Make operations sign in more efficient than previous year

- Ensure everything is alphabetized to make day of registration incredibly easy

- Manage the registration database, organize and prepare registration packet materials, coordinate badge making/packet stuffing sessions

- Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

- Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

- Creates and manages a master list of Visions guests for future use in various departments

- Generate name badges

- Work with the Awards Coordinator to properly display sponsor materials at registration table.

- Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.

- Make certain supplies are stocked, including program guides, badges, etc.

- Organize and archive all registration materials post event.

- Write up log and report for next year’s registration team and include that log/report with manual and archive box.

- Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.

Visions Staff: Week 3

After the giant snowstorm wrecked the South, it was time to get back to business. This involved setting a plan to attack registration, setting up meetings, and finishing up screening all of the wonderful student films that were submitted for the festival. Even though I found more films I enjoyed from the 1st batch, I know the debate will be a lengthy one for each person fighting for their favorite films. Time for battle.


Here's another update on the completed vs things I still need to do on the list:


Completed:

- Spoke with 301 and 371 classes about submissions

- Researched E-tix and Sharky's policies on ticketing and charge for use

- Set up a meeting with Ryleigh, Shannon, and Chris to learn about Sharky's Etix and how to use it on

our website for registration

- Began setting up excel files for passes to keep an organized folder ready for the day before and day

of

-Spoke with Kateland to see what kind of registration she would need for Video Race

-Paid Jillian 25 bucks for class



Additional To-Do:

- Get information for Sharky's payment systems

- Make operations sign in more efficient than previous year

- Ensure everything is alphabetized to make day of registration incredibly easy

-Talk to Channing about website link for registration (what she needs me to give her to make registration/Etix work online)

- Manage the registration database, organize and prepare registration packet materials, coordinate badge making/packet stuffing sessions

- Work with website team to design registration forms and to create a system to collect, process and maintain all registration information

- Coordinate onsite registration, including use of registration software, printing of name tags, and distribution of conference materials. Make sure all indiegogo supporters have the sticker on their badge that shows their special support.

- Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees, distribute name badges and conference materials- Create, promote, manage and execute the registration plan for Visions4.

- Creates and manages a master list of Visions guests for future use in various departments

- Email confirmation sent immediately after online registration received

- Generate name badges

- Work with the Awards Coordinator to properly display sponsor materials at registration table.

- Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.

- Make certain supplies are stocked, including program guides, badges, etc.

- Organize and archive all registration materials post event.

- Write up log and report for next year’s registration team and include that log/report with manual and archive box.

- Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates mailing lists and various conference and membership-related material.

Visions Staff: Week 2

This week Wilmington was attacked by a snowstorm.  Snow. On palm trees.  But no fear, the Visions Film Festival staff continues on checking out films, communicating on plans, and working toward making the festival a must see in April.

Completed To-Do List Items:

• Bring $25 cash for T-shirt
• Contacted Allied ATA for helping out with free screenings @ Regal and reaping Visions
• Graded final abstracts
• Graded first batch of films
• Prepped to argue for a few films to make it in the festival
• Reached out to Ryleigh Brimhall for a meeting to discuss E-tix

Current "in-process" Items:

• Get information for Sharky’s payment systems.  
• Arrange a meeting with Ryleigh Brimhall, Shannon, and Chris to talk about etix
• Follow up with ATA to see if there are any screenings to hop on
• Researching old registration manual
• Talking with Jillian to see how many lanyards/holders are leftover from last year

Next Week To-Do:

• Day of operations sign in online 
• Have registration ready for Feb 13th Launch!
• What the new registration manual needs to say
• Create a spreadsheet with a list of names to bypass Sharky’s system for registration
• Get names from other schools from Shannon for registration
• Write down who wins badges Feb 6th (so they can bypass registration system as well)
• Meet with Shannon for Badge Holders and Lanyards to figure out how many need to purchase
• Meet with Sandra to see how she would like lines to be directed for registration
• Check out renovations of Lumina

“The Dirty Dozen”

Project Management Questions

Identify the "what".

1.  What is the project supposed to achieve? The easiest registration possible so customers can receive their passes without any trouble.

2.  Who is the customer? Any person who wants to attend Visions Film Festival

3.  What are the deliverables of the project? Physical badges, stickers for special badges, lanyards, badge holders, easy website registration and payment, easy on-site registration and payment, and organized day-of registration table.

Identify the "how".

4.  What is the budget? This will be determined after seeing how many materials we have left over from the previous year. Very minimal.

5.  How long will it take? Everything will be completed by February 12th.

6.  What specific skills are needed? Communication - to be able to be on the same page with individuals from Sharky's/Lumina and be able to make attendees feel welcomed and comfortable.

7.  What special resources are needed? None.

8.  Who is working the project?  What is each person's job? I am working with Chris to make sure everything goes smoothly (and talking with Ryleigh and Sandra to make sure Lumina people are happy) and keeping Shannon in on the loop.

9.  What is the schedule? Have meeting with Ryleigh and payment settled by Feb 5th. Begin excel files with lists of who receives free badges and kept organized by organization. Once badges are printed, folders will be created.

Other considerations.

10.  What are the risks?  (Small vs. large impact, likely vs. unlikely) If I do not complete my necessary to-do list items (unlikely), customers will be significantly un-impressed with their first impression of this festival. First impressions are hard to re-do, so this is why I want to make Registration as easy as possible, and make attendees feel at-home upon arrival and increase positive word-of-mouth about the festival.

11.  How will you communicate with your team? Via email and Facebook, I will keep the whole operations (and programming) teams up to date on my progress, so they will be aware of what I have completed and what I need to have ready for the big day.

12.  How will you determine if the project is successful? Essentially, how quickly I can get people their badges and necessary information on the festival day AND by the number of trouble-shooting questions from the on-line registration to make sure miscommunication is at a minimum.

Visions Staff: Week 1

Getting acclimated = relearning all the tech-savvy elements of Google.  Sharing a calendar with whomever you need to helps you easily figure out free time.  Creating a blog through your email address makes you accountable for work you have done and things you plan to do.  So here goes the list:

Completed:
Went over job list, learned what is expected from me for this class/festival
Attended group meeting to discuss said list
Researched the most effective ways to make posts on Facebook
Looked over blogs from the past semester
Requested screenings from Atlanta-based publicity company to link Visions with for larger outreach

Planned to Complete before class:
Speak with classes 301 and 371 about submissions

Additional plans:
- Get information for Sharky's payment systems
- Make operations sign in more efficient than previous year
- Ensure everything is alphabetized to make day of registration incredibly easy
- Manage the registration database, organize and prepare registration packet materials, coordinate
badge making/packet stuffing sessions
- Work with website team to design registration forms and to create a system to collect, process and
maintain all registration information
- Coordinate onsite registration, including use of registration software, printing of name tags, and
distribution of conference materials.  Make sure all indiegogo supporters have the sticker on their
badge that shows their special support.
- Work with Hospitality Director to create quick and easy Check in for guests and VIP attendees,
distribute name badges and conference materials
- Create, promote, manage and execute the registration plan for Visions4.
- Creates and manages a master list of Visions guests for future use in various departments
- Email confirmation sent immediately after online registration received
- Generate name badges
- Work with the Awards Coordinator to properly display sponsor materials at registration table.
- Work with Volunteer Coordinator to create Information Sheets to hand out to volunteers before event.
- Make certain supplies are stocked, including program guides, badges, etc.
- Organize and archive all registration materials post event.
- Write up log and report for next year’s registration team and include that log/report with manual and
archive box.
- Liaises with third-party vendors to ensure mailings are sent as needed, orders supplies, updates
mailing lists and various conference and membership-related material.