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.