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guest-relations.md

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Guest Relations

  • This committee is responsible for ensuring the safety and to ensure a pleasant experience to our foreign and local guests (especially the speakers).
  • In addition, this committee will be guiding guests online and offline. This is typically done by answering random queries, be on the help desk, usher, and crowd control.

Responsibilities

  • Filipino hospitality for our foreign speakers.
  • Booking of accommodation for foreign speakers/guests.
  • Food for keynote speakers.
  • Meeting foreign speakers/guests at the airport.
  • Warm welcome for keynote speakers.
  • Escort foreign speakers/guests to their hotel.
  • Immigration letters.
  • Informing participants of Code of Conduct prior to conference.
  • Responsible for gathering feedback (during pycon and after pycon).

Preparation for PyCon

  • Identify the hotels that are close to the conference venue. Contact the hotels for their rates. Maintain a database of hotels to offer to foreign speakers.
  • Identify the route between the hotels and venue. Create a clear direction on the routes.
  • As soon as a foreign speaker has confirmed that they will participate in the event, the team should coordinate with them in ensuring that they can enter the country via immigration.
  • Create the feedback form. Don't forget to update this for each new speaker.
  • Assign a certain representative to each speaker. Introduce them prior to the PyCon. This is to ensure that a speaker has at least one contact person from our team for their inquiries and need.
  • Check the video recordings for both Day 1 and Day 2 of the speakers to ensure everything is ready.
  • Remind all speakers about the code of conduct BEFORE the event. (after January 21)

During the PyCon

  • Pay attention to the needs of the speakers.

For Online Section of The Event

For Face-to-Face portion of The Event

  • Provide an initial preperation check that devices related to powerpoints are working before the actual presentation.
  • Ensure and double check that all recordings of the speakers are ready, and can be immediately used by the team responsible for showing the actual ppt.
  • Remind all speakers about the code of conduct BEFORE their actual talk.

After the PyCon

  • Send a message thanking the speakers for helping with the PyCon.
  • Provide feedback and suggestions on the experience of the guest relations committee

Immigration letter

(Ask about Sample Immigration Letters from PyCon 2014)

Feedback Form

WIP