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Scheherazade in Blue Jeans
freelance alchemist
Arisia note 
7th-Dec-2012 01:37 pm
Boondock/can't believe
EDIT: I've been asked to tell you not to ignore your schedule e-mails; that was a poor choice of words on my part. I reiterate that you should do as I said below and contact programming@arisia.org with your questions and concerns, ccing me if they're regarding Lit Track. Thank you!

Dear Lit Track participants (hell, all Arisia participants):

Please ignore the schedule e-mails you got this morning. In very brief: someone backstage skipped a very important step.

Where I left off in my description of How Stuff Gets Done, the panels were in the system and I'd assigned a great mix of panelists to them.

The next step is conflict resolution: is the participant double-booked? Scheduled outside of their availability? Scheduled with someone they shouldn't be scheduled with?

What's supposed to happen: Someone on programming makes changes and sends each track manager a list of changes made, so the track manager can say "yep, that's fine" or "actually, I need that panel on race to not be all white people", et cetera.

What happened: Someone decided that they had authority they didn't and made vast, sweeping changes to many panels. They did not list any of these changes, nor did they tell the track managers that any changes had been made at all. No track managers were aware that their tracks had been tampered with, so no one knew to do an additional review.

(I found out about this because a very concerned panelist saw that a known-problematic person was on a panel with her and contacted me directly. I said "No, I remember how awful that person was as a panelist, I would never - OH SHIT.")

So where we are now is that I and any other track managers who are rigorous about the composition of our panels have to go through every single panel and make a lot more changes. Which will cause more conflicts. Which will mean that we may not even have the schedule set for program deadline/print deadline. Because someone decided to radically change how we do things in favor of a way that made no sense, and told no one that they had done so.

*breathes*

I've spent my entire day so far packaging stuff for the BPAL sale; had to prioritize that because people paid me money for it! Those packages will be going out today and tomorrow. After lunch and a shower, I'll get to work on the Arisia stuff and fix whatever I can. This will likely bleed into tomorrow, which is unfortunate because I already have a lot scheduled for tomorrow morning/afternoon and Sunday. I will be working on this as fast as I can.

Please e-mail programming@arisia.org with any questions and concerns. If you're a Lit Track panelist with specific questions and concerns, please cc me at shadesong@gmail.com so I can be certain to address them. If you've already e-mailed the main programming address, please forward me your e-mail; the head of programming is understandably rather slammed right now because of this and your concern will be handled faster directly by me than if he has to weed through everything and send it to me.

Thank you for your patience.
Comments 
7th-Dec-2012 06:39 pm (UTC)
I have a friend who asked to be put on a maximum four panels, and was assigned seven. On the one hand, she's flattered; on the other, this is an unreasonable burden on her. What should she do?

(Her post about this is locked, otherwise I'd link to it.)
7th-Dec-2012 06:41 pm (UTC)
She should e-mail programming@arisia.org, and note which panels she prefers to be kept on.
7th-Dec-2012 06:46 pm (UTC)
Thanks. I'm pointing her at this post, in case it's relevant to her situation. Didn't something like this happen to you a year or two ago?
7th-Dec-2012 06:47 pm (UTC)
It always does, but I have staff access and can take myself off stuff, and the contact info of track managers so I can tell them I did!
7th-Dec-2012 07:14 pm (UTC)
Um. Yeah, that might explain the makeup of a couple of my panels. I'd thought about emailing programming@ but will just send you a quick note for now since one of them is Lit Track; I'll follow up for the other one with either programming@ or Fan Interest track head later.
7th-Dec-2012 07:14 pm (UTC)
ohgods. *awaits e-mail*
8th-Dec-2012 05:51 am (UTC)
If this is about a diversity issue, please CC me as well.
8th-Dec-2012 05:51 am (UTC)
(It wasn't!)
8th-Dec-2012 05:59 am (UTC)
OK. (Phew.)
8th-Dec-2012 03:09 pm (UTC)
Can I ask how the Changing Face of Fiction: Diversity and Backlash panel wound up at 11:30 on Saturday night? I really wanted to do it, but I'm pretty sure it will be empty.
8th-Dec-2012 03:17 pm (UTC)
Yes, I agree, that's a bad time choice for this panel. It should be moved if possible. (I assume it ended up in this time slot simply to make the schedules of the panelists work, and no more thought went into it beyond that.)
7th-Dec-2012 09:42 pm (UTC)
I forwarded my email with the ones I can't do.
7th-Dec-2012 11:03 pm (UTC)
I'm sorry you have to deal with this; you did not need one more complication in your life.
8th-Dec-2012 02:01 am (UTC)
I'd meant to ask about getting on programming again this year and plumb forgot. Maybe next year. As for the mash-up, ack!! Best of luck with resolving everything. If I can help somehow, let me know.
8th-Dec-2012 02:05 am (UTC)
Oh geez, what a mess. And after all the work you put into the first draft of your track. I'm sorry :(
8th-Dec-2012 02:19 am (UTC)
Argh.

I guess I need to be going through all the diversity-related panels again tomorrow just to make sure everything's OK.

Yikes. Thanks for the heads up.
8th-Dec-2012 03:25 am (UTC)
So much fun wheeee.

(I had an interesting "what the hell NO" on my "More Than One Way to Traumatize a Character" panel. Among others, but that's one that requires the right mix of panelists or BOOM.)
8th-Dec-2012 03:54 am (UTC)
Oh, yes. Agreed.

Can you PM me and tell me who was the cause of all this mischief? I understand if you don't want to say, but I'm curious.
8th-Dec-2012 03:05 pm (UTC)
I sent you a tweet before I saw this post. I've got 5 of my 6 panels on Saturday & the email address they used is wrong too. I'll shoot you an email at programming, but at least now I know this wasn't intentional. I had some side eye brewing.
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