Arisia Time Line 2017 (A17 Timeline)
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0.1This is a suggested schedule to aid with planning. It is not mandatory.
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0.2When setting a date, edit "Days before con" and the Suggested Date field will be automagically updated
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0.5IDAreaMilestoneArea dependent onDays before ConSuggested DateTimeActual A16Drop-dead DatesDone?NotesDurationSuccessor
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0.3This is a suggested schedule to aid with planning. It is not mandatory.
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0.4When setting a date, edit "Days before con" and the Suggested Date field will be automagically updated
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C001CorporateEBoardOpen ConChair nominatons7002/13/2015
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C002CorporateEBoardConChair Interviews6504/4/2015
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C003CorporateEBoardAppoint ConChair6354/19/2015
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C004CorporateEBoardPresent Decision fo Corporation5507/13/2015
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C000CorporateConChairInitial Spending Authority (Marketing)5018/31/201518 months (admin, parties, copying, etc)
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T035TreasuryAdjust Budget47010/1/2015
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M001Communicationscreate flyer46010/11/2015Need it for ad in Souvenir Book PUBS
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R001RegistrationSet ratesCorp, Con Chair45510/16/201510/17/2014-(1 year+3 month) Needs a Corporate vote to change the rates.
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CC05ConChairChoose Guests45010/21/2015doneyAdded by PBO 9/21/13
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CC06ConChairCreate flyer and ad for Souvenir Book45010/21/2015doneyCOMMS
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C024CorporateHotel Contract Finalized44010/31/2015Hotel contract should be finalized before previous convention so date/location can be published in Souvenir Book ad.
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M003CommunicationsSetup minimal website for convention40012/10/2015Need it for ad in Souvenir Book PUBS
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P016ProgrammingAppoint divhead3701/9/2016some time in March (?)
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CC07ConChairInitial Marketing Budget3661/13/20161 year (Lunacon, Balt, flyers, etc) w Treasury
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E001EventsMasqueradeappoint masquerade director3501/29/20165/1/2015
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CC03ConChairTreasurySelect Con Treasurer3491/30/2016doneyMust be appointed by eboard CORP
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C005CorporateEBoardAppoint Con Treasurer3212/27/201610 months
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C020CorporateTreasurerSetup online banking (BillPay) for Con Treasurer3202/28/2016(carried over from A13)
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H004HotelHousingMeeting with Hotel to adjust room block sizes3202/28/2016Deadline per contract.
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CC08ConChairReset email aliases to be this year's people3183/1/2016
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Ex10ExhibitsDealersTalk to dealers and sell spaces3013/18/2016Lunacon
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E002EventsMasquerade<i>placeholder</i>3003/19/2016
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G001GOHGOHGet contact info for GOHs3003/19/2016
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Te001TechAppoint 1-2 assistant division heads3003/19/2016
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PB001PublicationsCommunicationsUpdate website2943/25/2016
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H005HotelHousingInnkeeper appointed2923/27/2016
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CC09ConChairDivHead Structure Final2903/29/2016
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Ex08ExhibitsDealersDraw maps of Dealers Room2804/8/2016
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PB026PublicationsProgress ReportsSpring - Reg is open2804/8/20161:00:00
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H006HotelHousingDivHeads review blocking from previous year2784/10/2016
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P017Programminggeneral knowledge of room assignments2754/13/201610/15/2015
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P018Programmingset up mailing list for program staff2754/13/2016
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H007HotelHousingBuild Guest Room List2624/26/2016List of every room and type
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Ex09ExhibitsDealersDetermine space and number of available slots2604/28/2016
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G001GOHTravelGet rough idea of travel preferences2604/28/2016Helps with budget planning
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PB002PublicationsCommunicationsUpdate staff web site (staff.arisia.org)2594/29/2016
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S026Staff ServicesStart monthly (or so) staff newsletter (with Vol. Coord.)2594/29/2016
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S020Staff ServicesTrainingSchedule BARCC/NSRCC training?2575/1/2016Ideally, at least three sessions. One in June-ish, one in September, and one in Nov-ish. Possibly one at con for Security
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S027Staff ServicesRemind div-heads to remove folks from last year form aliases and add new folks2575/1/2016
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H017HotelReservationsBegin working on hotel reservation website (Hotel)2565/2/2016
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CC10ConChairPreliminary Budget2515/7/2016May
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P019Programmingorganizational meeting for programming2455/13/2016
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Ex11ExhibitsDealersUpdate Questionaire and FAQ on website2405/18/2016
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GM003GamingDHGaming Topic Town Hall (Eg LARP Townhall)
2405/18/20165/7/2015
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P008ProgrammingZambiaAsk Reg to copy the previous year's Zambia flags to the current year.2405/18/20168/1/2015Zambia gets its list of Participants from Congo.
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Te002TechAppoint sound area head2405/18/2016
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Te003TechAppoint lighting area head2405/18/20163/15/2015
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Te004TechAppoint video area head2405/18/20165/30/2015
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Ex12ExhibitsDealersInvite Dealers to fill out form2305/28/2016
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R002RegistrationProcess Earned CompsStaff Services2305/28/20165/28/20157/15/2015must be done before online Reg opens
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Z001ZambiaDeploy instance2305/28/2016Year configured; con dates configured; reports engine running; Congo flags configured; Congo interface running
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CC11ConChairConChair Structure Final2295/29/2016
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O020OpsRecruit senior level staff positions2295/29/2016
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O021OpsStart to Negotiate OH contract2295/29/2016no OH A'16
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O022Opsstart discussing setting up BARCC training for Ops and Security2295/29/2016
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M004CommunicationsAdsSend out Souvenir Book advertising stuff (Pubs?)2285/30/2016PUBS
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P001ProgrammingForumRemind participants that the Brainstorm Forum is open2285/30/20167/1/2015Tests email sending in Zambia
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S028Staff ServicesSend staff newsletter2285/30/2016
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Y028Youth ServicesDivision levelPrelim Budget2126/15/2016
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O023OpsCheck storage for needed info (Old Ops logs, Infodesk logs (if any))2096/18/2016
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C025CorporateConvention Budget Approved2006/27/2016
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Ex02ExhibitsArtist AlleyAppoint Alley Liaison2006/27/2016
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GM004GamingDHSet Deadlines for Areas, onboard Area Heads2006/27/20167/1/2015
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P009ProgrammingZambiaSet phase for participant availability2006/27/20167/1/20151 day after requested; warning appreciated
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T036TreasuryPublish Budget2006/27/2016early July Mentor
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Z002ZambiaPrevious con data loaded2006/27/2016
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E003Eventsdiscussion with con chair about theme, focus, what to do differently this year1996/28/20166/23/2015
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Ex13ExhibitsDealersSend acceptance letters to Dealers1986/29/2016BEFORE membership rate goes up & hotel reservations open.
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S021Staff ServicesTrainingSafe Serv training schedule?1976/30/2016
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Ex14ExhibitsDealersSend out second round of invitations1957/2/2016If there are spaces still left
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Y006Youth ServicesFast TrackConfirm staffStaff Services1907/7/2016
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Y017Youth ServicesTurtle TrackConfirm staff1907/7/2016
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H008HotelHousingHotel blocking fixed1857/12/2016
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P002ProgrammingForumpost reminder about brainstorm closing1827/15/20168/15/2015took a few days to propagate through all media
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Ex01ExhibitsArtist AlleyUpdate Website1807/17/2016
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Ex03ExhibitsArtist AlleyCreate/Update application form1807/17/2016
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G002GOHGOHAppoint Artist GOH Liaison to deal with shipping of GOH art1807/17/2016See wiki page on GOH Art and Insurance
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G012GOHZambiaProvide Reg with names and contact info (and clear last year's info)1807/17/2016We need them in Congo (REG PROG)
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GM001GamingLARPsSetup LARP proposal framework1807/17/20167/31/2015
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GM002GamingTabletopSetup Tabletop GM Signup1807/17/20168/10/2015
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GM005GamingExpoSetup Expo proposal framework
1807/17/20168/1/2015
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R003RegistrationOpen online Reg1807/17/20166/14/2015earlier is better
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CC12ConChairBudget Adjustments for specific con goals1767/21/2016ongoing until Dec CORP
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C024CorporateOverflow Hotel Contract Finalized1707/27/2016Overflow hotel contract should be signed before reservations open.
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E004Eventsproduce info for website1677/30/20167/7/2015Ongoing - rough outline / more as book
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S024Staff ServicesVolunteersFigure out location of Volunteers deskHotel1677/30/2016space allocation - where can we put a table to promote volunteering?
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S029Staff ServicesSend staff newsletter1677/30/2016
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A049Art ShowmailingCorrect and update mailing list1667/31/20169/3/20159/15/2015
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A050Art ShowmailingReview rules and forms; Update website1667/31/20164/24/201510/1/2015
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P003ProgrammingForumclosing brainstorming1667/31/20168/22/2015
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A051Art ShowmailingReservations open1658/1/20164/24/201510/1/2015
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C006CorporateSAC/SWCAppoint people to run the Student Art and Writing Contests1608/6/2016
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H009HotelHousingInnkeeper & Hotel Liaison reservations training1608/6/2016Must complete before any room type sells out
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Y005Youth ServicesFast TrackBrainstorming (in conjunction w/Programming)Programming1608/6/2016
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P010ProgrammingZambiasend first mailing to prospective program participants for whether they will be coming1598/7/201610/1/2015Zambia changes requested on 6/12 were not done until then. Queuing system had severe problems and 2 more mailings were sent out on 8/23/ and 8/30
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