Conchair (Chief of Staff) - Matt Arnold

Assistant to the Chair - Bryan Robinson

• Understands what tasks await doing.
• Assigns tasks and track who is assigned to what.
• Sets deadlines and warns of their approach and arrival.
• Keeps current with everyone's contact info and preferred means of communication.
• Talks to the volunteers a lot, asking for reports to check if they're active.
• Seeks replacements for the ones who went inactive or lost motivation.
• Motivates active volunteers.

Producer - Chuck Child 

• Thinks about return on investment and increasing funds. Creates budget.
• Teams up with Hotel Liaison to brainstorm hotels, doublecheck contract.
• Responsible to be prepared for:
• GoHs;
• the unreached geek/fannish public;
• journalists;
• lawyers.
• Internally, must guide, work well with, and respond timely to:
• Treasurer;
• Hotel Liaison;
• Talent Wrangler;
• Corporate Liaison;
• Scheduling Wrangler.

Responsibilities for the year end when the budget is accepted by vote of the Board of Directors.

Treasurer - Jessica Zerwas

Directly administers, and tracks, the flow of convention funds. This person's name is on the checking account along with the Producer and the Conchair/Chief of Staff. Receives all incoming funds, makes deposits and withdrawals at the bank, writes the checks to pay the debts of the convention, and makes an accurate accounting of this activity when required. Works closely with the Producer.

Hotel Liaison - Jer Lance

Assistant to the Hotel Liaison - Johnny Skosnik

Stays familiar with the current convention operations, and is always in close contact with our point of contact at the hosting hotel, probably someone in the sales and catering department. However, the Hotel Liaison will also be the point of contact with other departments and should request from the hotel a list of all of their department heads and everyone who will be on staff during the convention.

The primary duty of the Hotel Liaison is to assure compliance with the terms of the hotel contract. If there are any points on which the hotel is not satisfying their commitments to the convention, or is trying to enforce policies that the convention specifically negotiated exceptions to, it is the Hotel Liaison who resolves these problems.

The Hotel Liaison should be ready to resolve any problems between the convention (or its members) and the hotel quickly, and preferably in the convention's favor. Convention security may come into play here as well. Hopefully, local law enforcement will not. The Hotel Liaison should strongly encourage the hotel to bring any issue with any member of the convention primarily to them and secondarily to Ops if the Liaison cannot be reached.

This duty might be shared among several people, but it is critical that there be no ambiguity as to who is "on duty" and ready to act at any given moment. Must be an experienced event organizer, both assertive and diplomatic, and very familiar with the operations of Penguicon.

Head of Registration - Aaron Thul

Head of Registration manages both Pre-Registration and At-Con registration. This is one of the most important positions, capturing and delivering the answers to the following questions:

• How much does it cost to register at different times of the year?
• When does pre-reg end?
• Most importantly, who has registered and paid?

For this position, it is required to live locally. This person does not necessarily have to be at the Cafe Penguicon room party or anywhere else that registrations are taken in person. But the registration forms and money do go to them, and they get the checks to the Treasurer. Registration also...

• ... receives emails from the online registration form containing attendee info.
• ... checks our Paypal account to confirm receipt of online payments.
• ... checks the Penguicon PO Box from time to time for mailed registration forms and payments.
• ... makes sure payments are the correct amount for the date in which the attendee registered as the price goes up during the year.
• ... receives information from the Programming Wrangler about which registrants may register at the reduced Program Participant rate.
• ... receives information from the ConChair or Minister of Communication about which registrants may register at the reduced Convention Committee rate.
• ... assigns a unique badge number to each person.
• ... reports to the concom on the monthly pre-registration numbers.
• ... keeps all the information submitted by the attendees.
• ... answers questions by email in which people ask whether they already registered if they can't remember.

When the pre-registration period has closed...

• ... prints the badge names and badge numbers onto sheets of badges, sometimes pre-perforated, other times needing to be cut, depending on what you get.
• ... organizes the badges and accompanying information into an index card box, a folder of printouts, or other system to quickly look up the person's pre-reg from their identification when they show up at the convention.
• ... prints badges with a unique badge number but no name, for at-the-door registrations.

During the convention weekend, Head of Registration supervises a team who ...

• ... shows up in the morning on Friday to set up.
• ... opens registration by mid-afternoon Friday.
• ... gives each program participant their information packet, received from the Programming Wrangler.
• ... keeps the supply of program books at the reg table for attendees to pick up, a supply of badge holders with a stapler to secure them, and markers for at-the-doors to write their names on their badges.
• ... handles a line for at-the-door registrations.
• ... keeps the at-the-door money secure.
• ... keeps the at-the-door registration forms organized.

When an attendee reaches the front of the line, a Registration Staffer finds the name on an alphabetized list, and gives them their preprinted badge from an alphabetized card catalog and a bag of swag out of a box. All of it was prepared in advance by the Registration person.

Operations (Ops) Department Head - Garrett Kajmowicz

Before the convention, the Head of Ops assembles a team, and a schedule of shifts for that team, who will sit at a public information desk of the Ops room.
Ops serves as the nerve center of Penguicon while the convention is in progress. All questions are asked here, and Ops staffers ask the person who has the answer. Ops keeps mobile phone numbers for all convention committee members and the phone of the hospitality suites and Green Room. Lost and Found is kept in Ops. Signup sheets are on the Ops counter.

Ops takes at-the-door registrations when the Registration desk has closed for the day.

Ops also serves as the storage room for the weekend. The Ops Head does not let something sit unused in Ops all weekend without knowing what it is for. So, he or she will use the phone list to ask around the convention committee about each unclaimed item until someone knows what the item is and where it should go. Keeps an inventory of the storage cube contents, to track what has been lost before it goes back at the end of the weekend.

Social Director - Allison Anderson

Technology Troubleshooter - Marshall Newrock

The Tech Crew takes shifts being on call to fix the Ops printing station, AV equipment in the function rooms, and internet access within the hotel in general, during the convention weekend.

Moving Truck/Storage - Scott Warwick

Reserves a moving truck rental. On the Thursday before the convention, picks up the truck with funds from the Treasurer or Chief of Staff. Loads the contents of the storage cube into the truck using volunteers. 4 Keeps a list of it. 0 Drives the truck to the convention. No later than Friday early afternoon, unloads the truck contents at the hotel in Ops for convention organizers to claim and put in their destination rooms.

When the convention is over, everyone is organized by the Chief of Staff to put their items back in Ops or the exit to where the truck is parked. The truck person confirms it with the list, loads it into the truck, drives, and puts it back to the storage cube with volunteers.

Returns the truck to the rental company within the rental time period. *3240 7346#

Volunteer Wrangler - Anna Petrak

Dealer Wrangler - Angie Fox

Before the Con:

• Collect information on dealers for jury process.
• Select best possible mix of dealers for number of available tables.  Determine if GOH or Nifties have need of dealer table.
• Prepare a waiting list in the event primary parties unable to attend.
• Collect table and membership fees for treasure from those approved.
• Draw up room layout and determine best placement of dealers within room.  Copy of layout to hotel liaison. 

At Con:

• Check and make any necessary adjustments to table setup to make sure it complies with drawings.
• Run power cables to all islands of tables.
• Check in dealers to assigned tables.
• Ensure that room opens and closes on time. 
• Ensure that security is in place for over night times.
• Handle problems that arise during con.
• Assist all dealers to make sure everyone makes it out on Sunday in a timely fashion.

Computer Lounge - GLLUG (Peter Smith, Chick Tower, Charles Ulrich, Marshall Newrock, Jeff Lawton, Eduardo Cesconnetto, Clay Dowling)

Ribbons - The Man Of A Thousand Names

Chaos Machine Wrangler - Daniel Eakin

Secretary of Violence - Sheryl Bradakis 

Communications Department

Webmaster - Ron Blanchett

Publications - Dan DeSloover

Signage - VACANCY

Marketing - Jer Lance, Scott Kennedy

• Ad swaps (which we can expand, with any luck, to more cons)
• Press releases (which should actually happen this year)
• Banner Exchanges/Advertising with GoHs and Nifties
• Forum publication (like /., meta, BoingBoing, etc)
• Flyers to schools/businesses/cons
• Mailers - Large postcard sized mailer, black and white, two sided... assuming around 2000 addresses
• Window clings - 3" square, single color window clings for car windows, around 5000 of them
• Color card flyers - 4x6 double sided, UV coated, full color cards
• Event creation - Going to LUGs, gaming tournaments, or other fringe events with LN2 ice cream and fliers
• Advertisement in a linux trade magazine (possibly Linux Magazine)
• Program book ads for cons that we can't ad swap with

Recording Archivist - Rich Elswick

Corporate Liaisons - Tyler Haske and Scott Kennedy

Programming Department

Track Heads

Penguicon is multiple conventions in one. So we have several Track Heads, each of whom acts like Head of Programming for a smaller convention. The Track Heads must have (or form a team of those who together have):

• ideas
• specialized subject knowledge
• connections in their community

• Tech Track - Trevor Jagoda

• Literature Track - Courtney Galloway

• Gaming Track - Bill Korsak

• Webcomics Track - David Adams
  

• Food Track - Chuck Child

• Costuming Track - Limey Zrnich

• Music Track - Sarah Smith

• Media (Movie/TV) Programming Track - Gini Judd

• Mayhem Track - Aegis Sword Academy

• Anime Room - Youmacon

• LAN Party - Dave Holiday of MPCon

• Video Game Track - Dan Ramirez
  

• Science Track - Austin Howard

Scheduling Wrangler - Randy Bradakis

Assistant to the Scheduling Wranger - Mara Tynan

Following up on what was said in the job description for Track Heads: In a convention as diverse as this, no one centralized person can know all subject areas. So we do not have one Head of Programming. The Schedule Wrangler:

• referees of the distribution of rooms and time slots.
• prevents schedule conflicts with participants who cross over tracks.
• administers an online system for tracking the development of the schedule of events.
• makes sure each track head understands how to use the system.
• checks to make sure all events eventually get descriptive blurbs and are not all done at the last minute.
• since Penguicon is so diverse, checks that blurbs are at least slightly comprehensible to those who have never heard of the topic before.
• keeps up the website Events page. (That can be through an automated system, for instance, an embedded widget that reflects an online database of confirmed events.)
• makes a cutoff date early enough to meet the schedule book deadline.
• is responsible to hand off the schedule to the schedule book and signage.
• tracks changes after that to go in an errata sheet.
• keeps the Program Ops person up to date as the convention approaches.

During the year, the Scheduling Wrangler gathers, or knows, or can consult the system to find out:

• Which entries are still suggestions, and which are definite confirmed facts? (Were the Track Heads informed how to communicate that difference through the online system?)
• When you have a question about an entry, which program participant, or member of the programming team, do you ask to find out the answer?
• How complete does each Track Head consider their track?

Program Ops - Allison Anderson

Manages a team to track whether or not the actual weekend happens as it is described in the program book.

- Every morning by 11 AM, post a schedule on the wall placard outside of every function space door, with the schedule of events in that room for that day. This info is generated by Head of Programming, who gives it to the Signage person to print, who gives it to Program Ops to post.
- Check to make sure scheduled participants showed up at each non-game event, and report swiftly to Guest Wrangler and/or Head of Programming if they did not.
- Count the attendance at every scheduled non-game event, at least during 11 AM through 11 PM.
- Give the five-minute signal to each event to tell the presenter(s) to wrap up in time for the next event to take the room.

Talent Wrangler - Molly de Blanc

- Keeps track with the Head of Programming and scheduling staff regarding a list of all Guests of Honor (GoHs) and Nifty Guests (celebrities in their own right who are not GoHs) who have committed to attend Penguicon 6.0.

- Assembles and keeps in contact with a team of liaisons for the main GoHs. These liaisons will learn the personal preferences of the GoHs, will communicate between the convention committee and the GoHs, and will care for the needs of the GoHs at the convention.

- Coordinates air travel for the GoHs and shops for good ticket prices or gets someone trustworthy to do so.

- Informs the Hotel Liaison which nights each GoH will be staying.

- Makes sure the promotional pictures and biography blurbs of talents get to the Head of Communications to go in marketing materials and the program book.

- Reminds the GoHs to publicize us on their websites.

Room Party Maven - Amanda Long-Adams

The Party Maven coordinates arrangements for parties being conducted at the convention. The primary job is to ensure that parties are grouped together to be sure the noise does not inconvienience other hotel guests. Simultaneously, the grouping enhances enjoyment by the members, since it minimizes travel distance between parties, and takes stress and waiting time off the hotel elevators.

The Party Maven may also be responsible for providing supplies to parties, assisting with special arrangements with the hotel, deconflicting incompatible parties and party locations, publicizing parties to the members, coordinating with convention Security and Hotel Liaison, and generally helping make the parties go well.

Charity Auction Organizer - Laurie Adams

Before the convention, the Charity Auction person finds sufficient sale items, appraises them, and photographs them. Administers a system to track the winners and winning prices during the auction, and exchanges claim slips and money for the items after the auction.

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Hospitality Deparment- Jer Lance

Head of ConSuite - Steve DeHardt

JOB DESCRIPTION TO COME

Green Room - Jody Harrow

JOB DESCRIPTION TO COME