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.