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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
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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