How Do I Contact Programming?
Send an email message to programming@convergence-con.org. While we monitor this mailbox even during CON, we may not respond until a few days after CON.
If you want to visit in person, we’re in Atrium 5.
Where is the Online Schedule?
Go to http://sched.connvergence-con.org. This site will have the current schedule and will stay current throughout CON.
How Many Panels are There?
As of Tuesday, April 30, we have scheduled 356 panels out of 708 suggestions. As we only have a couple of dozen open slots left, most of the remaining suggestions won’t make it.
There are 366 different panelists and 1,053 panelists on panels.
Do I Have to Do Anything Special at Registration?
When you pick up your badge, there will be a separate station where you can pick up your panel schedule (for panels that you’re on or moderating). We have this both as a printed sheet as well as a laminated tag that you can clip onto your badge.
I Have a Neat Idea for a Panel: Where Do I Send It?
Submissions are closed for this year (CONvergence 2013). Starting a few days before CON, a web form will be up for submitting ideas for next year. Links to the form will be in the Souvenir guide as well as being posted outside of each programming room. You can also send to programming@convergence-con.org, but please don’t until after CON.
I Want to Complain About (or Compliment) a Panel: Where Do I Send Them?
Starting a few days before CON, a web form will be up for sending us comments, complaints, or complements.. Links to the form will be in the Souvenir guide as well as being posted outside of each programming room. You can also send to programming@convergence-con.org.
What Facilities Are Available?
All programming rooms have a head table with seating for five, as either five panelists or four panelists and a moderator. The larger rooms have mics and raised platforms as appropriate. CONvergence supplies table tents for each panelist.
Two rooms have audio/visual equipment that includes a projector and screen, a DVD player, and a wireless mic (available from Atrium 5). If your panel needs such equipment, you must tell us when you suggest the panel so that we can take this into consideration when scheduling the panel.
If you need other equipment or setups, let us know at the time the panel is suggested: during con is too late!
What are These Weird Keywords that are on Each Panel?
We call them “themes” and they help give you quick information about the panels. You can use them to help find panels that you like…or want to avoid. For the most part, they’re obvious. Here is the list with some notes where there might be confusion.
- animation – other than anime
- Anime
- art
- audio
- books – reading them
- British – other than Dr. Who
- children – 12 and under
- classic – more than 40 years old
- comedy
- comics – including graphic novels
- CONvergence – about us
- costuming
- current – last year + this year + upcoming
- diy – do it yourself: for learning about how to do things
- Dr Who – including Torchwood, Sara Jane
- gaming
- goh – guest-of-honor related
- GPS
- horror
- hot dish – “other”
- Japanese – other than Anime
- Joss – (Whedon)
- Krushenko’s – part of Krushenko’s programming
- movies
- music
- one-on-one
- podcasting
- reading – for author readings
- Sandbox – Connie’s Quantum Sandbox
- sci/tech
- signing – for author signings
- Skepchicks
- Star Trek
- Star Wars
- superhero
- teen – 13 and over
- theme – this year’s theme
- TV
- video
- web
- writing
What About Moderators?
A moderator is someone who:
- Gets the panelists to introduce themselves (and include any interest/expertise they might have in the subject);
- Comes up with an initial set of questions to get the conversation flowing;
- Makes sure that quieter panelists are not completely overlooked, and helps exuberant panelists remember that other people need time to talk;
- Gives the audience a chance to ask questions in a fair and even-handed manner; and
- Politely but firmly deals with the occasional disruptive person, whether in the audience or on the panel.
As a moderator, you should not be part of the actual discussion: moderators are the “disinterested” third parties.
(Thanks to Hilary Moon Murphy for helping us frame these so well.)
Why Didn’t My Favorite Panel Get on the Schedule?
We get over twice as many panel suggestions than there are available panel slots. So, many panels aren’t going to make it. Typical reasons for a panel not making it onto the schedule include:
- We received the idea too late. We need the ideas by early January: anything past mid-February is almost guaranteed to not make it.
- Too few people signed up to be on it.
- It duplicated (or appeared to duplicate) another panel. We only have the title/description that we have to go on, and sometimes your idea appeared to duplicate another. Of course, this means that your panel did make it, just under another title/description.
- We couldn’t figure out what the panel was about. Often, this is because we have incomplete notes (typically from the brainstorming session). You can always send us ideas by email (see above).
- The panel isn’t appropriate for Convergence. There are lots of good panel ideas…for other conventions.
- We just did that panel last year. While we do have a few recurring panels, the vast majority are new each year. And for the recurring ones, we try to keep them fresh from year to year. If you were on (or attended) a panel last year and you “want to do it again,” try to suggest it with a fresh twist.
- It didn’t make it into the mix. We balance many factors and try to come up with the best mix for everyone.
- We just ran out of open slots. We have been running roughly twice as many ideas as we have slots for.
Why Didn’t I Get on a Panel I Asked for?
While we try to get everyone on the panels they request, we can’t always manage to do so. There are several cases, including:
- The panel never made it to the schedule. See the previous section.
- The panel made it, but you didn’t.
The latter can happen because…
- There were already enough panelists (we try hard to keep it to four or under).
- You would have been double-booked at that time (we try to move things around, but can’t always).
- Panels are filled in this order:
- guest(s) of honor
- former guest(s) of honor
- invited participants
- well known/respected panelists or people with special expertise
- everyone else
- We do consider gender balance, but only as a tie-breaker after other considerations.
- We also consider other panels people have signed up for.
- The order in which people sign up for panels is not considered: we put everyone into a pool and consider them when we schedule the panel.
- Unlike other conventions, CONvergence does not give priority to people who suggest ideas. We often get the same idea from multiple sources and there’s no way to do this fairly.
What is the Overall Format?
CONvergence programming features panels on a 90-minute schedule: 60-minute panels with 30-minute breaks in-between. We try not to schedule panels with similar audiences at the same time. And yes, we try to schedule the ones that we think will be popular into the larger rooms.
What is the Dorian Gray Memorial Literary Lounge?
CONvergence is proud to continue presenting a formal literary lounge. This space is intended to give local authors, guests of honor, and others an intimate setting, off-the-beaten-track for quiet readings, workshops, and discussions. We may try our hand at a few poetry slams (or fiction slams) as well as the opportunity to meet with authors who are willing to share their stories and ideas in a refined atmosphere. You can read more about the lounge here. The literary lounge is scheduled using the normal panel process (next item).
It’s ok if two authors want to get together and share one slot: just let us know.
How Do Panels Make It Onto the Schedule?
There are several stages.
In November, there’s a brainstorming meeting. At this meeting, we gather lots of ideas. Anyone can come: typically 20-30 people do.
During January and February, there are two or three panel discussion meetings. During these meetings, we go over the panels, flesh out the descriptions and titles, and consolidate obvious duplicates. Again, anyone can come, although we’ve tended to have more like ten people or so.
At this point, we open the idea list to general sign-ups. The best way for a panel to get on the schedule is to get 3-4 panelists to sign up to be on it (we try to ensure that these make it) (and no, having more than four panelists doesn’t help, in fact: it hurts because it’s harder to schedule) (we’ll cut out the extras anyways). The programming heads also work with the guests of honor and similar people to identify panels that they want and get these onto the schedule. We also continue to take suggestions for panels during this time (note: try to get them into us by mid-February or not enough people may notice them to sign up).
If you have an idea and have the panelists lined up, please let us know (again, we’re shooting for four panelists max). Even with suggestions, we may still add panelists. We can lock panels upon request, although being locked doesn’t factor in to whether the panel makes it and we generally try to avoid locking panels.
Then, the programming heads get to work and schedule the panels. While we try to do everything and accommodate everyone, it just isn’t going to happen. For example, you may not make it onto a panel that you signed up for due to conflicts. Or, we may run out of programming rooms and time slots. But we try to do our best.
What are the Programming Dates and Deadlines?
You should be aware of the following dates and deadlines.
- early November: programming brainstorming meeting
- January: panel discussion meetings
- early February: panels are opened for sign-ups
- mid-February: pretty much cutoff for new suggestions
- April 1: cutoff for Garden Court requests
- early May (publications deadline): content for the souvenir and grid guides finalized
- May 15: start signing up for programming general hosts
- Wed 8 days before Con: cutoff for changes to other printed material (table tents, room signs, etc.)
How Can I Help?
You can help in any or all of several ways:
- You can attend the programming brainstorming[*]
- You can attend the programming panel discussion meetings[*]
- You can suggest ideas
- You can sign up for panels, as a panelist or moderator[**]
- You can be a programming head[***]
- You can be a programming sub-head (see discussion below)[*]
- You can be a programming general host (see discussion below)[*]
Items marked with [*] count as volunteer hours.
[**] Signing up doesn’t count, but actually being on the panel does.
[***] As with all Convergence head positions, this comes with a free admission to the mental hospital of your choice.
Do Panelists Have to be Convention Members?
Yes, all panelists must be registered members of Convergence. If you know that you want to be on a panel, register early and save!
Also, programming does not waive the registration fee for panelists, no matter how many panels they are on. Other Convergence departments may consider programming participation in their decisions.
What Are My Responsibilities as a Panelist?
When you check in at registration, stop by the special help desk after you get your badge: we will be there to answer any questions, give you your schedule, and try to be helpful.
First, want to actually be on the panel. That means participating, not just sitting at the table. If you don’t want to be on it, don’t sign up for it.
Second, show up on time, rested, and ready to represent the convention. Preferably, arrive 5-10 minutes early so that you can meet your other panelists and get settled. If you think that you’ll be too tired or out of it to represent the convention well at certain times (e.g., very early or very late), let us know when you sign up so that we can take that into account when scheduling you.
Third, get ready. Pour some water if you want, turn off your cell phone ringer, etc. (It’s really rude for a panelist to take a call.) Review the panel description (it’s on your table tent).
Fourth, stay on topic. Talk about what’s actually written: don’t veer off onto a tangent. If you don’t like the topic as written, don’t sign up for the panel hoping to change it at the last minute!
Fifth, spread the word. Ensure that all panelists are involved and can have their say. This is one of the reasons that we’re trying to limit the number of panelists.
Sixth, involve the audience. For the most part, these panels are interactive and the audience is both expected to contribute and expecting to contribute. Take questions and comments. This obviously doesn’t apply to certain panels that are presentations or readings.
Last, end on time.
Also, if you move or rearrange things in the room, it’s your job to put them back. There isn’t any hidden army of people to do it for you.
What About Programming Sub-Hosts?
We will continue to use sub-hosts for programming. A sub-host will be pretty much running programming during their shift, so it’s a great way to get involved! Basic duties:
- There will be a mandatory orientation session 1-2 weeks before Con.
- Sub-Hosts will primarily be in the programming green room (Atrium 5). They will:
- handle queries as needed
- handle bridge communications
- backs up general and room host staff
- escalate as needed to on-duty head
- Sign-up by email to programming@convergence-con.org: see shift slots below.
What are Programming General Hosts?
These are the “traditional” programming volunteers.
- No-pre Con time.
- Check in at Programming Ops (Atrium 5) when you first arrive at Con to verify shifts.
- Sign-up starting May 15 by email to programming@convergence-con.org: see shift slots below.
What are the Shift Slots?
Programming is organized into shift slots, each is three hours long and typically covers two panels. Here’s a summary:
Thursday
- shift 2: 12p – 3p
- shift 3: 3p – 6p
- shift 4: 6p – 9p
- shift 5: 9p – 12a
Friday
- shift 1: 9a – 12p
- shift 2: 12p – 3p
- shift 3: 3p – 6p
- shift 4: 6p – 9p
- shift 5: 9p – 12a
Saturday
- shift 1: 9a – 12p
- shift 2: 12p – 3p
- shift 3: 3p – 6p
- shift 4: 6p – 9p
- shift 5: 9p – 12a
Sunday
- shift 1: 9a – 12p
- shift 2: 12p – 3p
- shift 3: 3p – 6p