Wittenberg University

This is a guide to help in the planning of the Wittenberg Role-Playing Guild Convention, a.k.a. WittCon.

August and prior
• Set date of the WittCon
• Contact Wizards of the Coast, White Wolf, and Steve Jackson Games
• Find and contact potential guests and/or speakers
• Schedule Rooms:
  • Shouvlin 105, 201, 203, 205, 207, atriums
  • Student Center Alumni Room and Li Room

September
• Ask for volunteers to help with planning and developing of WittCon
• Finalize list of guests and/or speakers guild is willing to invite
• Invite guest and/or speakers
• Contact Vendors
• Determine Tournaments and requirements of the tournaments (i.e. rooms, times)
  • Warhammer - requires lots of table space
  • Magic - requires several four person tables

October
• First week - Send e-mail asking for GMs
  Information desired
  • Genre
  • System
  • Number of Players
  • Brief Description
• Visit Gaming stores
• Contact potential sponsers

November
• First week - Finalize Guests, Speakers and Vendors
• Last week - Finalize Time Schedule
• Last week - Publish Time Schedule
• Last week - Send second e-mail asking for GMs
  Information desired
  • Genre
  • System
  • Number of Players
  • Brief Description
  • Desired time slot

December
• First half - Finalize Contracts with Guest, Speakers and Vendors

Janurary
• 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 - Publish Schedule on-line
• First week - Create Program/Schedule
• First week - Design T-Shirts
• Set schedule for WittCon Staff
• Finalize Prizes
• Make table-tents for CDR and Commons
• Make posters for posting

Last half of February
• Send Program/Schedule to printers
• Send T-shirts to printers
• Hang banner in Student Center
• Have in hand Prizes and Awards
• Contact Springfield News-Sun about article for paper
  

First Week of March (and Springbreak)
• Monday - Campus wide e-mail sent out to students (via Dean of Students)
• Get T-Shirts
• 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, and Vendors
• Make flyers for student mailboxes
• Purchase supplies for WittCon
  • Soda
  • Pencils
  • Paper

Week of WittCon
• Monday - Have Mailbox flyers put into student mailboxes
• Monday - Have a campus wide e-mail sent out to students (via Dean of Students)
• Have a Meeting for Staff working WittCon
• Get Change
• Notify Papa John's
• Make copies of needed character sheets
• Make copies of surveys
• E-mail notification of any changes to schedule/program

Saturday of WittCon
• Make sure staff arrives as scheduled
• Setup Registration table, rooms, and post signs
• Enjoy WittCon