Programming needs much more
Acquires and schedules all the events at ICON.
Works with hotel coordinator for layout of rooms and how many extra cost boardrooms are needed.
Works with other staff for space needs. Uses rest of available space to schedule events.
Enters events into a google spreadsheet to be used by publication staff, and website publicity.
Responsible for making sure badge inserts for panelists to remind them onsite of their schedule.
January - post link to Program Suggestion form on ICON website
between January and 3 months before conference - Liaison meeting - Get programming information from Guests of Honor - Pursue any programming leads from the Program Suggestion form that need extra attention (for example “Bring back that guy who did that thing last year!”)
Three months before - Close Program Suggestion form - Find people for panels and fan chats - Confirm presenters
Two Months before - Confirm all programming
One month before - Provide final program schedule to anyone who needs it (program book, online program book) - Prepare packets with information sheets, and program schedules for presenters and panelists - Work with hotel liaison to make sure rooms will be set up as needed for programs.
At conference - Hand out Program Packets - Trouble shoot as needed
FORMS
ICON 43 - Program Suggestion
1. Title of Program:
2. This is a
a. Presentation - one person sharing their knowledge b. Panel - 3/4 people discussing a topic c. workshop / interactive - a program where something is being made or taught. d. fan chat - gather of fans with a moderator to keep people on topic.
3. Description of program:
4. I am
a. The presenter for this program / workshop b. a panelist for the program c. the moderator for a fan chat d. in the audience / I'm just suggestion this
5. Name (required if 4 is a-c)
6. e-mail (required if 4 is a-c)
7. Notes: (anything you want us to know)
ICON 43 - Presenter / Workshop Confirmation
We are interested in having your presentation and/or workshop at ICON 43. Please confirm your availability below.
1. I will be at ICON 43
yes / no
2. I am still interested in presenting at the following programs
- list of their programs w/ descriptions. [If no description is available: “Your presentation doesn't have a description yet, please provide one.”]
3. I am available
a. Friday, October 5 b. Saturday, October 6 c. Sunday, October 7
4. Notes on availability:
5. How would you like your name to appear in the program?
_ ICON 43: Panelists Request 1. I am willing to be in up to _ ICON programs.
a. 1 b. 2 c. 3 d. other____
2. I am interested in being a panelist on the following panels:
[list of panels we need panelists for]
3. Would you like to be a moderator? (moderators keep the discussion on topic, have a few questions prepared to start the chat, makes sure all panelists get a chance to speak, and by starting and ending the panel on time.)
yes / no
4. Name
5. Name in program
6. e-mail
7. Availability
a. Friday, October 5 b. Saturday, October 6 c. Sunday, October 7
8. Availability Notes:
ICON 43: Fan Chat moderator request
What is a Fan Chat moderator? A fan moderator facilitates a fan chat by keeping fans on topic, having a few questions prepared to start the chat and/or restart it if it stalls, makes sure everyone who wants to speak gets a chance to, and by starting and ending the chat one time.
1. I am willing to be in up to ICON programs
a. 1 b. 2 c. 3 d. other____
2. I am interested in moderating the following fan chats.
[list of fan chats we need moderators for]
3. Name
4. Name in program
5. e-mail
6. Availability
a. Friday, October 5 b. Saturday, October 6 c. Sunday, October 7
7. Availability Notes:
ICON 43 Programming Confirmation
You are getting this e-mail because you have a presentation, requested to be on a panel, or requested to be a fan chat moderator at ICON 43. Please review the below program schedule for conflicts and to confirm your availability.
Title of program Description Presenter/panelists/moderator Time [information for each program attendee is involved in with check box asking to confirm availability]
Notes: (Concerns, problems, comments? Please put them here)
Please pick up a program packet at the convention. It will contain instructions and a final schedule with the location of your events.
Thank you! See you at ICON 43.