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NAWGFest 2018 Tasks for Staff & Helpers

Contents
  • General tasks
  • Friday
  • Saturday
  • Sunday

    • University of Warwick 2018

    Please note that this document is based on the tasks that were drawn up for NAWGFest 2017. Things will need to be revised for NAWGFest 2018.

    Contacts
    College Liaison
    Katie Sewell Warwick Conferences Tel: +44 247 657 4323 Int: 74323
    First Aider(s)

    To be arranged.

    Colour Code

    The following colour highlighting is used:

    General Tasks ↑

    Task Time Place Who Notes
    Prior to the Festival
    Place adverts for NAWGFest. ? Review what we have in place so far. Anywhere else that anyone can think of?
    Advertise in the local paper. Vanessa NAWG has chosen Warwick for its festival?
    Produce timetable. ? A4 versions available plus it will be in welcome booklets. Online/downloadable too?
    Produce committee availability list. ? A list of when committee members are available to man the book stall and reception areas. If the committee could indicate when they will be available, i.e. not attending a workshop, that would help to make up some lists with Fran.
    Secure permission for showing films. ?

    Some workshops may involve showing part or all of a commercial film. For example, Kenneth Lonergan's Manchester By The Sea as part of a script writing session, as suggested by Julie Bokowiec.

    It may be necessary to obtain permission for such screenings. It also needs to be determined whether these screenings are deemed public or private.

    During the Festival
    Put up banners. Pam One in reception and one in the Chancellor's Suite for the Gala Dinner. Pam will bring them.
    Supply name badges. Reception Pam Pam willing to make them as usual. Move to helpdesk once reception is closed.
    Prepare goodie bags. Reception ? As last year? For discussion – we have cotton bags organised. The paid-for flyers are coming in. Plus various magazines. Move to helpdesk once reception is closed.
    Prepare welcome booklets and information sheets. Reception Pam Obtain from the University. Set out and print the material. Move to helpdesk once reception is closed.
    Workshops coordinator. ? Further explanation of this task is needed.
    Tutor coordinator. Anne? Catherine? Room allocation forms available. Further explanation of this task is needed.
    Manage the bookshop. Humanities Kev We need helpers for this, but we also have three or four members who are managing their own stall. See note below about a helpdesk/bookshop rota.
    Put up information/directions signs. Around campus ? We must liaise with Warwick at a yet-to-come site visit.
    Put up workshop lists. Humanities ? Signs with tutors and delegates names on appropriate room doors. A copy on the wall in the corridor. Who is making these and supervising their distribution?
    Check workshop rooms. Humanities ? Ensure everything's there that's needed by tutors.
    First aid person. ? Warwick has one. So what is this task about? Presumably the person's name and contact details needs to be made public.
    Public liability insurance. ? In hand. Further explanation of this task is needed.
    Coffee breaks. Humanities ? All in Rooms 58 and 60. What actually needs doing, regarding this task?
    Provide helpdesk. Sat & Sun Table in Humanities Kev, Marvin, ? General information, late registration, books, plus remaining badges. Perhaps we could do some kind of rota between the helpdesk and the bookshop (other locations too?), so that people don't get stuck in one place for hours on end.
    Photographer. Chris (please)? Could someone volunteer to be his assistant, please? Pam has some hints for speeding things up and getting everyone to look at the camera.
    Arrange special accommodation for delegates. Catherine? Liaise with Warwick.
    Take pre-bookings for NAWGFest 2018. Helpdesk? Bookshop? Kev + ? Discount for people booking for next festival? Are we continuing the £20? If yes, forms will be available.
    Advertise and take pre-orders for anthology. Kev Card will be available on tables at the Gala Dinner. This didn't actually work last year, for all the effort we only got a handful of pre-orders. Any other ideas?
    Documents for festival. Pam What does this mean? What documents?

    Friday ↑

    Task Time Place Who Notes
    Meet and greet. 15:00 until…? Reception Kev + ? Fran is working on this. Warwick Conferences will be booking delegates as last year in the reception area located in the atrium of the Students Union, next to the entrance to the Rootes building. Delegates will pick up their keys; we will have a table with their name badges and goodie bags in the same area. We shall need committee members available. We can leave a note if we are called away. There will be volunteer helpers, but we need the committee to help taking delegates to their rooms.
    Afternoon Tea (16:30)
    Introduce the Fellowes. 16:30 Chancellor's Suite Anne? If they come.
    Support. 16:30 Chancellor's Suite ? We will need some committee presence.
    Open Mic (~20:30)
    Pre-advertising. ? The next e-newsletter?
    Promotion & recruitment. ? Names could be taken at registration or during the 16:30 reception in the Chancellor's Suite. Maybe a poster about it or maybe performers could be encouraged to just turn up. Marvin?
    Support. ~20:30 Bar Fusion ? We will need some committee presence.
    MC. ~20:30 Bar Fusion Marvin

    Saturday ↑

    Task Time Place Who Notes
    Meet and greet. ? Reception & helpdesk ? Tutors/speakers arriving Saturday will need meeting. The main table with name badges will be moved to Humanities. Warwick Conferences will be booking the few delegates that are staying overnight as before. They will be directed straight to Humanities where we will have a table with their name badges. Delegates will not be able to pick up their keys until after 15:00. We shall need the table in Humanities manned. Also, manning the table for payment of books.
    Meet the Agents (13:45)
    Provide tables for agents & publishers. Humanities Pam I will arrange this with Warwick. Floor plans of the rooms available.
    Introduce agents. 13:45 Room 52 Marvin We must introduce each of them.
    Host the session. Marvin

    Kick off the event by asking them both two or three questions to get the ball rolling. i.e. in the current writing world, why is it important to have an agent? How should a writer approach an agent and what are you looking for, in terms of new talent? What should a writer send you – chapters of an existing work, new ideas?

    Then we'll throw it open to the floor for their questions. Marvin has plenty of other questions he can ask if people aren't too forthcoming, but this is unlikely!

    Keep it moving and make sure we finish on time.

    Film the session. Simon Whaley Record the session audio-visually.
    Mini Tales Deadline (15:00)
    Collect entries. Helpdesk? ? How is this going to work in practice? Will we use pseudonyms like last year, and/or perhaps some other mechanism? I (Kev) seem to remember that the numbering/raffle ticket system from previous years was a bit of a pain to manage.
    Judging. 15:00 ? Kev Judges needed. Kev will recruit but can anyone remember who the judges were last year? I have a memory like a kitchen implement full of holes.
    Drinks with Competition Finalists (18:15)
    Invite tutors to meet finalists. Sat AM? ? At workshops? Invite the tutors (other speakers too?) to the drinks reception.
    Usher finalists to the drinks. 18:15 Rootes building ? Most of the delegates should be in the Fusion Bar area on the middle floor. Sort out the finalists and direct them to the Chancellor's Suite. Someone should stay with the delegates downstairs.
    Mingle. 18:15 Chancellor's Suite All All committee and tutors if possible.
    Gala Dinner (18:45)
    Arrange microphone and dias for Gala Dinner. All in place.
    Order display boards for table plan. Before 18:45 Chancellor's Suite ?
    Prepare table plan. Before 18:45 Chancellor's Suite ?
    After Dinner Talk (~20:30)
    Meet Peter Robinson. Anne? A volunteer needed.
    Introduce Peter Robinson. ~20:30 Chancellor's Suite Anne? A volunteer needed.
    Organise Peter's book sale. Before ~21:30 Chancellor's Suite ? i.e. Getting the books across from the book shop.
    Awards Ceremony (~21:00)
    Purchase trophies & certificates. Pam Trophies will be ordered as soon as we have the names.
    Prepare awards. Before ~21:00 Chancellor's Suite ? Setting out certificates/trophies before the ceremony. Pam and a helper will do most of this in the afternoon. Also, someone to help sort out which of the shortlisted are actually at the dinner. Catherine?
    MC. ~21:00 Chancellor's Suite Steve? Present trophies & certificates.

    Sunday ↑

    Task Time Place Who Notes
    Annual General Meeting (11:30)
    Give notice. Pam Provide agendas and a description of the format.
    Grand Raffle (12:15)
    Obtain prizes. ? We need more prizes; I have quite a few and we are getting the books from Mslexia, and the free course from Writers Bureau. Vanessa is sorting some of this.
    Sell tickets. ? Ticket sellers needed.

    Author: Kevin Machin ♦ Created: 18-Jul-2017 ♦ Access: public ♦ Article: fest-18-tasks ♦ Topics: old WordPress site, events, NAWGFest