WittCon Planning Guide
This is a guide to help in the planning of the Wittenberg Role-Playing Guild Convention, a.k.a. WittCon.
March General Guild Meeting of year prior
- Set date for WittCon
- Publish Date for WittCon
- Setup WittCon Web Page
- Reserve Rooms for WittCon Setup the Friday before from 8pm-Midnight, and for the Saturday 8am-Midnight
- Shouvlin 105, 201, 203, 205, 207, atrium, Student Center Alumni Room, Li Room
- or
- Science Building: 109, 113, 118, 120, 123, 141, 144, 152a, 211, 212, 243, 248, 260, 261, 262, 319, 320, 327, 351, atrium, atrium upper, courtyard
- Notify previous artists and vendors of date
August and Prior
- At General Guild meeting mention WittCon, and ask people to start thinking about GM'ing or volunteering, and ask if anyone would like to help with Planning of WittCon
- Generate List of Potential Speakers and Guests
September
- At General Guild meeting mention WittCon, and ask people to start thinking about GM'ing or volunteering, and ask if anyone would like to help with Planning of WittCon
- At General Guild meeting aks for Theme and for T-Shirt Designs
- Finalize list of guests and/or speakers guild is willing to invite
- Invite guest and/or speakers
October
- At General Guild meeting mention WittCon, and ask people to start thinking about GM'ing or volunteering, and ask if anyone would like to help with Planning of WittCon
- At General Guild meeting Finalize Theme and ask for T-Shirt Designs
- Send email asking for GM Information, and to reply with information based on information needed from WittCon Web Page
- Visit Gaming stores, with Posters
November
- First week - Finalize Guests, Speakers and Vendors
- Send email asking for GM Information, and to reply with information based on information needed from WittCon Web Page
- General Guild Meeting - Finalize T-Shirt Design
December
- First half - Finalize Contracts with Guest, Speakers and Vendors
Janurary
- General Guild Meeting get orders for T-Shirts
- Send T-shirts order to printers
- First week - Send e-mail to Guild list asking for staffers
- Last week - Finalize GMs (including backups)
- Confirm Prize support
- Confirm Sponsership
- Touch base with Guest, Speakers, and Vendors
First half of February
- First week - Set Schedule in Stone
- First week - Create Program/Schedule
- Finalize Prizes
- Make table-tents for CDR and Commons
- Make posters for posting
- Pick up T-Shirts (if available)
- Send Program/Schedule to printers
- Hang banner in Student Center
- >Set schedule for WittCon Staff
- Have in hand Prizes and Awards
- Pick up T-Shirts (if available)
First Week of March (and Springbreak)
- Monday - Campus wide e-mail sent out to students (via Dean of Students)
- Get Printed Programs
- Put up posters around campus
- Give posters to Student Development for posting in dorms
- Notify GMs to have prep work for their games
- Touch base with Guest, Speakers, artisits, and Vendors
- Purchase supplies for WittCon
- Soda
- Pencils
- Paper
Week of WittCon
- Monday - Have a campus wide e-mail sent out to students (via Dean of Students)
- Have a Meeting for Staff working WittCon
- Get Change
- Verify Pizza Order
- Make copies of surveys (If being used)
- E-mail notification of any changes to schedule/program
- Get Sodas, Table covers, plates, cutlery, and gloves (as needed)
Firday before WittCon (8pm-Midnight)
- Setup tables as need in all the rooms, and atrium
- Put up posters around building
- Make sure appropriate supplies are locked in a secure location for tomorrow
Saturday of WittCon
- By 8AM: Open Doors for Artists, Vendors, and early GMs to setup
- By 9am: Make sure staff arrives as scheduled
- By 9:30am: Open Doors once registration table is up and running
- Enjoy WittCon
Updated 2021-05-31