VancouFur - User contributions [en-ca]

VancouFur:About

2017-10-18T22:20:48Z

Maxwolf:

''[[Main_Page|VancouFur]] is Vancouver's first furry convention. Held in beautiful Vancouver BC, the home of the Vancouver 2010 Winter Olympic and Paralympic Games, VancouFur is surrounded by some of the worlds most beautiful scenery. Vancouver prides itself on its city's rich history and gorgeous scenery, as well as its fantastic shopping and tourist destinations.''

VancouFur started in 2012 and is now on it's 7th year.

{| class="wikitable"
|-
! Year !! Theme !! Hotel !! Chair !! Vice Chair !! Attendees !! Fursuiters
|-
| 2012 || Great White North || Burnaby || Coal Silvermuzzle || Aphinity || 347 || 73
|-
| 2013 || Rocks and Rails || Burnaby || Akonite || Mediar || 483 || 78
|-
| 2014 || Gateway to the Pacific || Burnaby || Akonite || Mediar || 602 || 123
|-
| 2015 || Gangsters & Gumshoes || Burnaby || Trapa || Cekuba || 724 || 141
|-
| 2016 || Atlantis || Richmond || Cekuba || Trapa || 810 || 171
|-
| 2017 || Space Station Zebra || Richmond || Trapa || Jax || 941 || 205
|-
| 2018 || Tomorrowland || Richmond || Carthage Blackpanther || [[User:Maxwolf|Maxwolf]] || ||
|}

Convention Store

2017-09-30T01:07:02Z

Maxwolf: /* Do's and Don'ts of the Department */

The Convention Store (''Con Store'') organizes merchandise throughout the year and runs a [[Dealer's Den]] table at the convention. This includes new merchandise each year, plus organizing the t-shirt orders for the convention

{{DepartmentInfo
|branch=Business
|email=[mailto:constore@vancoufur.org constore@vancoufur.org]
}}

== Yearly Responsibilities ==

* Host a storefront to sell VancouFur branded merchandise
* Make a profit for the benefit of the con
* Work with the Art Lead (Who will be in touch with the Guests of Honor) to coordinate in-theme logo items
* Work with registrations to order and provide t-shirts
* Ensure the store has additional t-shirts at-con
* Order other products to sell for convention profit
* Sell leftover stock from previous years
* Keep track of all con store items and inventory
* Work within the budget of the convention

== Your Department on the Website/in the Conbook ==

* Ensure that the con store is mentioned on the Dealer's Den page of the website and conbook
* Consider a half-page of info on con store wares for the year (For the conbook and dealers page.)

== 9 Months before con, what do you need to have done? ==

* Determine a delivery date with the Guest of Honor liaison for themed branding

* The Artist GOH often does a few images for branding and marketing
* Determine, with the GOH Liaison, when this will get completed and chair approved

* Determine some possible items to order and begin looking for vendors
* At Con Signage

* Sign shop will be able to help you with any themed signage you may want
* Art Lead can help with any generic signage (non themed) that you need, including a con store vinyl/poster or sign stand if you do not already have them!
* Make sure if you are getting official signage from the Art Lead, that you both propose a budget to the chairs ASAP to get them made and ordered. Should look into getting ONE for future years.

== 6 Months before con, what do you need to have done? ==

* Have estimates from vendors for orders

* Get estimates from more than one vendor

* Determine a possible budget for sale items
* GOH art should be in progress

== 3 Months before con, what do you need to have done? ==

* GOH art should be completed
* Submit budget, items and vendor estimates to chair for approval
* Once approved, make orders on non-t-shirt items

* T-shirts need to wait for pre-reg to close
* 60%-70% of all t-shirts are pre-ordered

* Order t-shirts for the convention and bag stuffing

* Easier than two orders
* Ordered after pre-reg closes
* Must arrive before bag stuffing for pre-orders

* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Ensure the location of all items

* Logistics needs to bring all sale items, signs, previous stock, etc
* Ensure they know where to get them all, and that all items go to storage after

* Setup at-con signs for sale items, pricing, and showing what sizes are available
* Do an inventory of all items ordered this year
* Ensure the POS system is up-to-date with accurate inventories and prices

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next year's chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your receipts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Executive: Business Director
* Guest of Honor art goes through the GOH Liaison
* All art, orders and budgets are approved by the con chair
* If the con store is in the dealer's den, communicate with the DD lead

* The con store can act as an in-den base for con communication
* It helps as a central place for dealer's to go
* Can help with wifi code distribution
* Can help with dealer's den food orders when working with the hotel restaurant
* Food orders are up to the DD lead to organize, but can be collected at the con store

== At Con Duties ==

=== Setup ===

* Set up shelves
* Do an inventory of all items for retail
* Ensure that all items were delivered to the con store
* Setup signage, etc
* Ensure that IT sets up a PC with POS access
* Get all store volunteers to show up for POS training

=== Daily ===

* Get a cash box

* See the RF Cashbox Procedures

* Check inventory prior to store open
* Do any last-minute POS training as necessary
* Make sales, and always update the POS system
* Do inventory to double check counts

* Record any missing items

* Return the cash box

* See the RF Cashbox Procedures

=== Tear-Down ===

* Do a final inventory
* Ensure the POS is up-to-date before shutting down
* Pack and label ALL boxes
* Ensure all items are on the truck to storage

== Department Inventory and Ordering Resources ==

* T-shirts

* 60%-70% pre-order
* Order them after pre-reg closes
* Estimate 15% growth in most sizes
* Small, Medium and Large are most sought after sizes
* 3XL and larger are pre-order only

* [[https://www.4imprint.ca/]] is suggested for glassware
* [[http://www.namify.com]] For t-shirts
* All items from previous years are fair game for "free profit”

* Sell them at a discount
* Cost was handled in the last year

== Do's and Don'ts of the Department ==

* Inventory is king

* Keep a close eye on counts
* Count twice
* Ensure numbers are recorded and easily accessed

* Consider new items each year

* If unsure of an item selling, make it generic branded for year-to-year sales

* Use previous year sales numbers to estimate new sales
* Do NOT try to sell food items it is against your hotel vendor contracts.

* When the store is in the Dealer's Den

* Aid the dealer's den lead, and the dealers, as acting as an in-den contact point
* Keep and distribute Wifi codes
* Help with hotel restaurant food orders

[[Category:Draft]]

VancouFur:About

2017-09-18T08:16:17Z

Maxwolf:

VancouFur:About

2017-09-18T08:15:32Z

Maxwolf:

VancouFur:About

2017-09-18T08:06:05Z

Maxwolf:

Main Events

2017-09-11T11:18:03Z

Maxwolf: Replaced content with "Coordinator for the main events in the theatre. Works with the Theatre lead to direct and handle events such as the opening and closing ceremonies, fursuit parade, variety..."

Coordinator for the main events in the theatre. Works with the Theatre lead to direct and handle events such as the opening and closing ceremonies, fursuit parade, variety show, dances, etc.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Tech Track

2017-09-11T11:17:05Z

Maxwolf:

== Basic Department Description ==

Supports the programming lead with technology related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

* You are to find tech furs who wish to do tech related tracks.
* This can include (but isn’t limited to) tech/games, instructional panels, charity panels, etc.

=== Hashtags/Keywords to search ===

* Furries
* Anthro
* Furry
* Tech
* IT
* Information technology
* Infotech
* Mechanical
* Computers
* technology

=== Places to look ===

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)

* Techie Furs
* Dev Furs
* Engineering Furs

* Tech Groups

* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal account) [[https://www.facebook.com/groups/5201037402/]]

* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE TECH TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Video Game Room

2017-09-11T11:15:15Z

Maxwolf:

Organizes and runs a video gaming room, including supplies, hardware and volunteers. Often outsourced to local societies by necessity.

* You are responsible for being the point of communication for the video games room.
* Contact them to notify we want them to be apart of the con
* Make sure they know the sizing/dimensions of the room + outlets, etc. Especially if it’s a new/different room then they are used to
* Ask them to create a BEO for their layout for the room so the hotel can set things up

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Board Game Room

2017-09-11T11:14:51Z

Maxwolf:

Organizes and runs a board gaming room, including supplies, hardware and volunteers. Often outsourced to local societies by necessity.

* You are responsible for organizing the board gaming room
* Finding people to put on gaming events in the room
* Organizing sign up sheets and other necessities you feel are needed.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Fursuit Track

2017-09-11T11:13:30Z

Maxwolf:

== Basic Department Description ==

* You are in charge of organizing and putting into action all planning and events that pertain to Fursuiting. This includes: parade, games, panels, headless lounge and, if applicable, coordinating with Fursuit Guest of Honour and running the Fursuit Dance Competition.
* The skills you will need for this position include, but are not limited to: Organization, patience, a clear loud voice, public speaking ability, the ability to solve problems on the fly.
* Staff email for this department is: [[FursuitTrack@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

* You are to find Fursuiters (crafters/makers/performers included) who wish to do Fursuit related tracks.
* This can include (but isn’t limited to) fursuit games, instructional panels, charity fursuit panels, performances, etc.

== Yearly Responsibilities ==

* Plan your parade route (indoor and outdoor alternatives) including the fursuit photo following the parade.
* Come up with, and have designed the fursuiter parade tags/badges. They should fit the theme and be easy to quickly apply to each fursuit as they begin the parade. Theming team & art team will help you with this, if they are not already responsible for doing it for the current year.
* Plan your fursuit games. First, find out what's in storage (currently, hockey sticks, ball pit balls for hoarders, and a 12x15' Twister board.) Design any games you wish to add each year, bonus if the game fits the theme.
* Go over the list of panel suggestions and offers, decide which panels you wish to fill for fursuit track. You should include at LEAST 1 fursuit creation panel, 1 how-to fursuit panel, and a meet-and-greet panel. Those are minimums only and you should have much more than that to provide your events director to fill the schedule out.

* You need to liaise via email with the panel hosts to coordinate times/content of the panels to make sure they fit with the Programming team/Event director's schedule and the overall vision of the convention.

=== Are there things you need to order during the year? ===

* The aforementioned fursuit tags for the fursuit parade need to be ordered well ahead of time (Or given to the themeing team to create), a plan should be implemented and strictly followed each year to ensure these make it to the convention with all necessary badge clips or attachments needed to make them functional.
* You need to speak with Nitro Shep and Silverski before the convention to coordinate the use of their fans for the headless lounge. If they are unavailable, you will have to coordinate with other staff to find a new person.
* Submit BEO's (room layouts) to the hotel team to make sure your headless lounge is properly stocked and prepared (Tables/chairs/water, etc.)
* Ensure your logistics team has received your request to pick up whatever materials you require from storage.

=== Do you need a function space map created for your department? ===

* You need a high quality map of the hotel to plan the parade route. This needs to be submitted not only to the event director and convention chairs, but also to the Hotel Operational Manager (Ask our staff Hotel Lead) before the convention to be approved. (It should also be forwarded to the Programming team to be put up on Sched.org. So fursuiters can forsee the routes.)

=== What do you need to do during the year to function AT CON? ===

* Coordinate with volunteers lead to make certain you have the staff you need at each of your events. Especially important with headless lounge and parade.
* Have all of your projects (new games, fursuit badges etc. completed at least 2 months before the convention.
* List your schedule and hosts of your panels very clearly.
* Submit your parade route map to conbook at least 2 months before the convention.
* Keep in close contact with Hotel Lead to make sure your ladder, megaphone, and other parade needs are set up prior to your arrival.
* Get in contact with photography lead to make sure their needs are met to take the fursuit group photograph.
* Contact any emcees you require for your events and have them aware of the scheduled times of those events and what they are required to do if they do not already know.

=== How many volunteers do you need to function well AT CON? ===

* You require security at the entrance to headless lounge morning until night to badge check and keep non-suiters and photography/video out of the headless lounge.
* 6-8 volunteers are needed to assist with the parade. 1 to lead the parade, several to travel with to hold doors, 2 at the beginning of the parade to hand out fursuit badges and do an accurate fursuit count, and any others to help keep the fursuiters following the difficult/confusing places the parade travels (dealers den, 100 block East crossroads, outdoors, etc.)

=== What equipment do you need to function well AT CON? ===

* Parade Requires: 1 Very tall ladder, megaphone, gaffe tape and green painters tape for arrows on the floor.
* Panels often require: Fursuiters to assist hosts, easel & paper, projector, markers.
* Games require: the games to be brought from storage to the convention space, gaffe and painters tape to mark the floors, chairs.
* Headless Lounge requires: tables and chairs, a minimum of 3 tree fans, 1-3 large floor fans (Ask Nitro shep and Silverski), 2 large water containers (water and gatorade), and multiple cans of powdered orange gatorade (we used 6 last year).

* If headless remains in the same area as last year, you need black paper and tape to cover the windows/doors, and 2 large curtains set up to provide privacy/faux wall.

=== What staff will you be working with AT CON? ===

* Hotel lead, volunteer lead, event director, ops, security
* Executive Hotel Operations Manager (Ask Hotel Lead for current person!)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* Panel, parade and games times/updates complete with hosts and info on the panel.(these will be sent to programming, then social media will post once they are confirmed on sched.org)
* Volunteer needs if you are looking for more people to participate in panels/events/etc

== Your Department on the Website/in the Conbook ==

* 2017 will require fursuit/headless lounge rules to be posted on the website and in the conbook.
* Perhaps a note on the Parade and the map on the website as well. (request a fursuit page under events from the web designer!)

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Inform volunteer lead of your requirements for the convention.
* Have decided what games and themes you intend on trying to tackle and be well underway with their completion.
* Have determined a design and plan for fursuit parade tags. (Please consult themeing and art lead as they will need to make sure its following the art guide. Chairs also sometimes have a want for the design as well and will work with you. Just be sure to ask!)
* All required budget needs should be submitted and have approval by this time.

== 3 Months before con, what do you need to have done? ==

* Confirm with volunteer lead that you have enough to cover your needs at the convention.
* Confirm with your panelists and have your events director's approval on all of your panels.

* confirm with your panelists what equipment (tables/chairs/equipment/IT) or fursuits/people they require to successfully complete their panel.

* Maps and any advertisements you require should be submitted to conbook.
* You should be wrapping up all of your games and theming projects by this point.
* Your fans should all be confirmed for headless lounge.
* You should start building a schedule for your team. Who needs to check in where at what time, if you need to check in that fursuit panels are running on time, etc.

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Don't forget to ask Aphinity to bring his ref Jersey for fursuit games!
* Order your parade route and headless lounge signs from printshop in advance.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got input into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)

* Sparky was invaluable last year as a volunteer.
* Talk to volunteers lead often and early, you need a lot of volunteers for parade.

* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Hotel to arrange BEO and parade needs
* Volunteers and security to cover your parade route
* Theming team/Art Lead if you require assistance with any theme related games, items, etc.
* Ops/Events Director for any unexpected problems
* Nobody knows fursuit track like Aphinity, if you run into trouble he can help you troubleshoot.

=== Who is your executive contact? ===

* Events Director

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* Executive Operations Manager Zarmineh (604) 830-9797 (MAKE SURE YOU ASK THE HOTEL LEAD BEFORE CONTACTING! Hotel staff CHANGE constantly!)

== Department Inventory and Ordering Resources ==

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.
* BUDGET for Fursuit parade badges UNKNOWN.

* Previous years were done by Trapa. On his laser cutter.
* 2017 fursuit parade badges were done by foobar
* May be worth checking with ironfur (@ironfur on twitter) to see if he wants to help with helper bucks or other badge related things. He seems keen to help and very good at engineering and manufacturing unique objects.

=== What remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure) ===

We currently have the following for fursuit games in storage:

* approx. 16 hockey sticks.
* 2 boxes of ball-pit balls
* 1 12' x 15' Twister mat (fits 8-12 fursuiters)

* Headless lounge purchased for its power grid

* 30amp twist lock to stove plug adapte

* Currently held by Silverski. He will bring it next year

* List possible ordering/expenses for future years if any.

* Discussed the possibility of spending our budget on water/gatorade coolers
* Headless still needs a changing tent for years that we have insufficient pipe & drape.
* We need a larger budget to have more gatorade powder on hand, we are OUT of gatorade powder. The mix for the gatorade cooler provided by nitro is 2 small cans + 1 cooler of water. We used 7 cans in 1.5 days, more than twice what we used the year prior. I highly recommend not less than 16 cans of gatorade powder for 2018.
* Proper budget assigned for the prize pools for Fursuit Dance Competition. This year we awarded $100 + shirt + poster ad prize (provided by Temrin and Tai) for first, $60 + Shirt for 2nd, and free attendee registration for 3rd.

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* Expanding on fursuit games went well (added twister), I would suggest continuing to add 1-2 games each year to keep it fresh.
* Having a third tree fan was invaluable, do not go with less than 3!
* Do not overdo the space you have for headless, we were in great shape, and able to keep the smaller area cool at a consistant 16-18 degrees. More space is fine, but not too much!
* The fursuit dance lesson panel would have been a big hit, and had great attendance, I would highly recommend trying this again.
* 1 security all the time in headless was a huge factor and probably avoided a number of problems. We almost never had an issue with people using the emergency exit door, security was very good about keeping it closed at all times.

=== What didn't work/would suggest to avoid? ===

* Lack of music for the fursuit parade was an oversight. Plan music at various spots throughout the parade route, or have people bring music with them. It really livens it up.
* Gaps in the parade were created by us not being prepared with the badge clips. I would pre-badge 10-15 suiters next year and have them ready to fill in any gaps in the parade at a moment's notice.
* More notice on the parade route and times. Advertise it better in the conbook and social media. Make sure your route signs are posted well in advance of the parade.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* We plan to do a fursuit rooftop dance video with dancing duke and/or Daiquiri Panda. Make sure this gets started at least 3 months in advance.
* Focus heavily on your panels and make sure you have some strong panelists with quality topics to really cover a wide spectrum of fursuit track.
* Work closely with Theatre and provide them fursuiters as they require. They often need them.
* Fursuiters are a very visual and important part of our fandom, don't hide them. Utilize your fursuiters to the best of your ability. Make sure they're an important part of many parts of the convention.
* We had a request that we have private change spaces in headless lounge. Look into this.

== Other Resources ==

* You alone will not be able to keep up with the amount of fluids the fursuiters drink in headless lounge. Nor can you stay awake 24 hours a day to keep the lounge clean and machines disinfected. Enlist the help of a 2nd to help you get these jobs done.
* Aphinity is your best friend, and his experience on fursuit track knows no end.
* Thumper was an invaluable asset in providing emcee coverage for fursuit games
* Lost count of your fursuiters in the parade? Keetah saved the day for me by counting them on his video.(Have more then one person counting and if contact Kheetah or Univaded from the video team to also count if they are willing!)
* Create and enforce those rules for headless lounge, make sure your security are helping you enforce them it will save you many headaches.
* Have someone come up with a better quality more accurate map! To say that the ones we currently have are inaccurate is a drastic understatement.

=== Hashtags/Keywords to search ===

* Fursuit
* Costume
* Fursuit Maker/Builder
* Furry
* Anthro
* Furries
* Cosplay

=== Places to look ===

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Fursuit Groups

* [[http://en.wikifur.com/wiki/WikiFur:Project_Fursuit_Central/AvailableArtists]]
* [[http://www.fursuit.co.uk/]]
* [[http://fursuit.livejournal.com/]]
* [[http://www.livejournal.com/userinfo.bml?user=fursuit]]
* [[https://fursuiter.net/]]
* https://www.facebook.com/search/groups/?q=fursuit

=== Canadian and Washington area forums ===

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal account) [[https://www.facebook.com/groups/5201037402/]]

* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE FURSUIT TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Fursuit Track

2017-09-11T11:12:50Z

Maxwolf: /* Basic Department Description */

== Basic Department Description ==

* You are in charge of organizing and putting into action all planning and events that pertain to Fursuiting. This includes: parade, games, panels, headless lounge and, if applicable, coordinating with Fursuit Guest of Honour and running the Fursuit Dance Competition.
* The skills you will need for this position include, but are not limited to: Organization, patience, a clear loud voice, public speaking ability, the ability to solve problems on the fly.
* Staff email for this department is: [[FursuitTrack@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

* You are to find Fursuiters (crafters/makers/performers included) who wish to do Fursuit related tracks.
* This can include (but isn’t limited to) fursuit games, instructional panels, charity fursuit panels, performances, etc.

== Yearly Responsibilities ==

* Plan your parade route (indoor and outdoor alternatives) including the fursuit photo following the parade.
* Come up with, and have designed the fursuiter parade tags/badges. They should fit the theme and be easy to quickly apply to each fursuit as they begin the parade. Theming team & art team will help you with this, if they are not already responsible for doing it for the current year.
* Plan your fursuit games. First, find out what's in storage (currently, hockey sticks, ball pit balls for hoarders, and a 12x15' Twister board.) Design any games you wish to add each year, bonus if the game fits the theme.
* Go over the list of panel suggestions and offers, decide which panels you wish to fill for fursuit track. You should include at LEAST 1 fursuit creation panel, 1 how-to fursuit panel, and a meet-and-greet panel. Those are minimums only and you should have much more than that to provide your events director to fill the schedule out.

* You need to liaise via email with the panel hosts to coordinate times/content of the panels to make sure they fit with the Programming team/Event director's schedule and the overall vision of the convention.

=== Are there things you need to order during the year? ===

* The aforementioned fursuit tags for the fursuit parade need to be ordered well ahead of time (Or given to the themeing team to create), a plan should be implemented and strictly followed each year to ensure these make it to the convention with all necessary badge clips or attachments needed to make them functional.
* You need to speak with Nitro Shep and Silverski before the convention to coordinate the use of their fans for the headless lounge. If they are unavailable, you will have to coordinate with other staff to find a new person.
* Submit BEO's (room layouts) to the hotel team to make sure your headless lounge is properly stocked and prepared (Tables/chairs/water, etc.)
* Ensure your logistics team has received your request to pick up whatever materials you require from storage.

=== Do you need a function space map created for your department? ===

* You need a high quality map of the hotel to plan the parade route. This needs to be submitted not only to the event director and convention chairs, but also to the Hotel Operational Manager (Ask our staff Hotel Lead) before the convention to be approved. (It should also be forwarded to the Programming team to be put up on Sched.org. So fursuiters can forsee the routes.)

=== What do you need to do during the year to function AT CON? ===

* Coordinate with volunteers lead to make certain you have the staff you need at each of your events. Especially important with headless lounge and parade.
* Have all of your projects (new games, fursuit badges etc. completed at least 2 months before the convention.
* List your schedule and hosts of your panels very clearly.
* Submit your parade route map to conbook at least 2 months before the convention.
* Keep in close contact with Hotel Lead to make sure your ladder, megaphone, and other parade needs are set up prior to your arrival.
* Get in contact with photography lead to make sure their needs are met to take the fursuit group photograph.
* Contact any emcees you require for your events and have them aware of the scheduled times of those events and what they are required to do if they do not already know.

=== How many volunteers do you need to function well AT CON? ===

* You require security at the entrance to headless lounge morning until night to badge check and keep non-suiters and photography/video out of the headless lounge.
* 6-8 volunteers are needed to assist with the parade. 1 to lead the parade, several to travel with to hold doors, 2 at the beginning of the parade to hand out fursuit badges and do an accurate fursuit count, and any others to help keep the fursuiters following the difficult/confusing places the parade travels (dealers den, 100 block East crossroads, outdoors, etc.)

=== What equipment do you need to function well AT CON? ===

* Parade Requires: 1 Very tall ladder, megaphone, gaffe tape and green painters tape for arrows on the floor.
* Panels often require: Fursuiters to assist hosts, easel & paper, projector, markers.
* Games require: the games to be brought from storage to the convention space, gaffe and painters tape to mark the floors, chairs.
* Headless Lounge requires: tables and chairs, a minimum of 3 tree fans, 1-3 large floor fans (Ask Nitro shep and Silverski), 2 large water containers (water and gatorade), and multiple cans of powdered orange gatorade (we used 6 last year).

* If headless remains in the same area as last year, you need black paper and tape to cover the windows/doors, and 2 large curtains set up to provide privacy/faux wall.

=== What staff will you be working with AT CON? ===

* Hotel lead, volunteer lead, event director, ops, security
* Executive Hotel Operations Manager (Ask Hotel Lead for current person!)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* Panel, parade and games times/updates complete with hosts and info on the panel.(these will be sent to programming, then social media will post once they are confirmed on sched.org)
* Volunteer needs if you are looking for more people to participate in panels/events/etc

== Your Department on the Website/in the Conbook ==

* 2017 will require fursuit/headless lounge rules to be posted on the website and in the conbook.
* Perhaps a note on the Parade and the map on the website as well. (request a fursuit page under events from the web designer!)

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Inform volunteer lead of your requirements for the convention.
* Have decided what games and themes you intend on trying to tackle and be well underway with their completion.
* Have determined a design and plan for fursuit parade tags. (Please consult themeing and art lead as they will need to make sure its following the art guide. Chairs also sometimes have a want for the design as well and will work with you. Just be sure to ask!)
* All required budget needs should be submitted and have approval by this time.

== 3 Months before con, what do you need to have done? ==

* Confirm with volunteer lead that you have enough to cover your needs at the convention.
* Confirm with your panelists and have your events director's approval on all of your panels.

* confirm with your panelists what equipment (tables/chairs/equipment/IT) or fursuits/people they require to successfully complete their panel.

* Maps and any advertisements you require should be submitted to conbook.
* You should be wrapping up all of your games and theming projects by this point.
* Your fans should all be confirmed for headless lounge.
* You should start building a schedule for your team. Who needs to check in where at what time, if you need to check in that fursuit panels are running on time, etc.

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Don't forget to ask Aphinity to bring his ref Jersey for fursuit games!
* Order your parade route and headless lounge signs from printshop in advance.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got input into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)

* Sparky was invaluable last year as a volunteer.
* Talk to volunteers lead often and early, you need a lot of volunteers for parade.

* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Hotel to arrange BEO and parade needs
* Volunteers and security to cover your parade route
* Theming team/Art Lead if you require assistance with any theme related games, items, etc.
* Ops/Events Director for any unexpected problems
* Nobody knows fursuit track like Aphinity, if you run into trouble he can help you troubleshoot.

=== Who is your executive contact? ===

* Events Director

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* Executive Operations Manager Zarmineh (604) 830-9797 (MAKE SURE YOU ASK THE HOTEL LEAD BEFORE CONTACTING! Hotel staff CHANGE constantly!)

== Department Inventory and Ordering Resources ==

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.
* BUDGET for Fursuit parade badges UNKNOWN.

* Previous years were done by Trapa. On his laser cutter.
* 2017 fursuit parade badges were done by foobar
* May be worth checking with ironfur (@ironfur on twitter) to see if he wants to help with helper bucks or other badge related things. He seems keen to help and very good at engineering and manufacturing unique objects.

=== What remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure) ===

We currently have the following for fursuit games in storage:

* approx. 16 hockey sticks.
* 2 boxes of ball-pit balls
* 1 12' x 15' Twister mat (fits 8-12 fursuiters)

* Headless lounge purchased for its power grid

* 30amp twist lock to stove plug adapte

* Currently held by Silverski. He will bring it next year

* List possible ordering/expenses for future years if any.

* Discussed the possibility of spending our budget on water/gatorade coolers
* Headless still needs a changing tent for years that we have insufficient pipe & drape.
* We need a larger budget to have more gatorade powder on hand, we are OUT of gatorade powder. The mix for the gatorade cooler provided by nitro is 2 small cans + 1 cooler of water. We used 7 cans in 1.5 days, more than twice what we used the year prior. I highly recommend not less than 16 cans of gatorade powder for 2018.
* Proper budget assigned for the prize pools for Fursuit Dance Competition. This year we awarded $100 + shirt + poster ad prize (provided by Temrin and Tai) for first, $60 + Shirt for 2nd, and free attendee registration for 3rd.

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* Expanding on fursuit games went well (added twister), I would suggest continuing to add 1-2 games each year to keep it fresh.
* Having a third tree fan was invaluable, do not go with less than 3!
* Do not overdo the space you have for headless, we were in great shape, and able to keep the smaller area cool at a consistant 16-18 degrees. More space is fine, but not too much!
* The fursuit dance lesson panel would have been a big hit, and had great attendance, I would highly recommend trying this again.
* 1 security all the time in headless was a huge factor and probably avoided a number of problems. We almost never had an issue with people using the emergency exit door, security was very good about keeping it closed at all times.

=== What didn't work/would suggest to avoid? ===

* Lack of music for the fursuit parade was an oversight. Plan music at various spots throughout the parade route, or have people bring music with them. It really livens it up.
* Gaps in the parade were created by us not being prepared with the badge clips. I would pre-badge 10-15 suiters next year and have them ready to fill in any gaps in the parade at a moment's notice.
* More notice on the parade route and times. Advertise it better in the conbook and social media. Make sure your route signs are posted well in advance of the parade.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* We plan to do a fursuit rooftop dance video with dancing duke and/or Daiquiri Panda. Make sure this gets started at least 3 months in advance.
* Focus heavily on your panels and make sure you have some strong panelists with quality topics to really cover a wide spectrum of fursuit track.
* Work closely with Theatre and provide them fursuiters as they require. They often need them.
* Fursuiters are a very visual and important part of our fandom, don't hide them. Utilize your fursuiters to the best of your ability. Make sure they're an important part of many parts of the convention.
* We had a request that we have private change spaces in headless lounge. Look into this.

== Other Resources ==

* You alone will not be able to keep up with the amount of fluids the fursuiters drink in headless lounge. Nor can you stay awake 24 hours a day to keep the lounge clean and machines disinfected. Enlist the help of a 2nd to help you get these jobs done.
* Aphinity is your best friend, and his experience on fursuit track knows no end.
* Thumper was an invaluable asset in providing emcee coverage for fursuit games
* Lost count of your fursuiters in the parade? Keetah saved the day for me by counting them on his video.(Have more then one person counting and if contact Kheetah or Univaded from the video team to also count if they are willing!)
* Create and enforce those rules for headless lounge, make sure your security are helping you enforce them it will save you many headaches.
* Have someone come up with a better quality more accurate map! To say that the ones we currently have are inaccurate is a drastic understatement.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Fursuit Track

2017-09-11T11:12:16Z

Maxwolf:

== Basic Department Description ==

* You are in charge of organizing and putting into action all planning and events that pertain to Fursuiting. This includes: parade, games, panels, headless lounge and, if applicable, coordinating with Fursuit Guest of Honour and running the Fursuit Dance Competition.
* The skills you will need for this position include, but are not limited to: Organization, patience, a clear loud voice, public speaking ability, the ability to solve problems on the fly.
* Staff email for this department is: [[FursuitTrack@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

* You are to find Fursuiters (crafters/makers/performers included) who wish to do Fursuit related tracks.
* This can include (but isn’t limited to) fursuit games, instructional panels, charity fursuit panels, performances, etc.
* Hashtags/Keywords to search:

* Fursuit
* Costume
* Fursuit Maker/Builder
* Furry
* Anthro
* Furries
* Cosplay

* Places to look:

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Fursuit Groups

* [[http://en.wikifur.com/wiki/WikiFur:Project_Fursuit_Central/AvailableArtists]]
* [[http://www.fursuit.co.uk/]]
* [[http://fursuit.livejournal.com/]]
* [[http://www.livejournal.com/userinfo.bml?user=fursuit]]
* [[https://fursuiter.net/]]
* https://www.facebook.com/search/groups/?q=fursuit

* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal account) [[https://www.facebook.com/groups/5201037402/]]

* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE FURSUIT TRACK!

== Yearly Responsibilities ==

* Plan your parade route (indoor and outdoor alternatives) including the fursuit photo following the parade.
* Come up with, and have designed the fursuiter parade tags/badges. They should fit the theme and be easy to quickly apply to each fursuit as they begin the parade. Theming team & art team will help you with this, if they are not already responsible for doing it for the current year.
* Plan your fursuit games. First, find out what's in storage (currently, hockey sticks, ball pit balls for hoarders, and a 12x15' Twister board.) Design any games you wish to add each year, bonus if the game fits the theme.
* Go over the list of panel suggestions and offers, decide which panels you wish to fill for fursuit track. You should include at LEAST 1 fursuit creation panel, 1 how-to fursuit panel, and a meet-and-greet panel. Those are minimums only and you should have much more than that to provide your events director to fill the schedule out.

* You need to liaise via email with the panel hosts to coordinate times/content of the panels to make sure they fit with the Programming team/Event director's schedule and the overall vision of the convention.

=== Are there things you need to order during the year? ===

* The aforementioned fursuit tags for the fursuit parade need to be ordered well ahead of time (Or given to the themeing team to create), a plan should be implemented and strictly followed each year to ensure these make it to the convention with all necessary badge clips or attachments needed to make them functional.
* You need to speak with Nitro Shep and Silverski before the convention to coordinate the use of their fans for the headless lounge. If they are unavailable, you will have to coordinate with other staff to find a new person.
* Submit BEO's (room layouts) to the hotel team to make sure your headless lounge is properly stocked and prepared (Tables/chairs/water, etc.)
* Ensure your logistics team has received your request to pick up whatever materials you require from storage.

=== Do you need a function space map created for your department? ===

* You need a high quality map of the hotel to plan the parade route. This needs to be submitted not only to the event director and convention chairs, but also to the Hotel Operational Manager (Ask our staff Hotel Lead) before the convention to be approved. (It should also be forwarded to the Programming team to be put up on Sched.org. So fursuiters can forsee the routes.)

=== What do you need to do during the year to function AT CON? ===

* Coordinate with volunteers lead to make certain you have the staff you need at each of your events. Especially important with headless lounge and parade.
* Have all of your projects (new games, fursuit badges etc. completed at least 2 months before the convention.
* List your schedule and hosts of your panels very clearly.
* Submit your parade route map to conbook at least 2 months before the convention.
* Keep in close contact with Hotel Lead to make sure your ladder, megaphone, and other parade needs are set up prior to your arrival.
* Get in contact with photography lead to make sure their needs are met to take the fursuit group photograph.
* Contact any emcees you require for your events and have them aware of the scheduled times of those events and what they are required to do if they do not already know.

=== How many volunteers do you need to function well AT CON? ===

* You require security at the entrance to headless lounge morning until night to badge check and keep non-suiters and photography/video out of the headless lounge.
* 6-8 volunteers are needed to assist with the parade. 1 to lead the parade, several to travel with to hold doors, 2 at the beginning of the parade to hand out fursuit badges and do an accurate fursuit count, and any others to help keep the fursuiters following the difficult/confusing places the parade travels (dealers den, 100 block East crossroads, outdoors, etc.)

=== What equipment do you need to function well AT CON? ===

* Parade Requires: 1 Very tall ladder, megaphone, gaffe tape and green painters tape for arrows on the floor.
* Panels often require: Fursuiters to assist hosts, easel & paper, projector, markers.
* Games require: the games to be brought from storage to the convention space, gaffe and painters tape to mark the floors, chairs.
* Headless Lounge requires: tables and chairs, a minimum of 3 tree fans, 1-3 large floor fans (Ask Nitro shep and Silverski), 2 large water containers (water and gatorade), and multiple cans of powdered orange gatorade (we used 6 last year).

* If headless remains in the same area as last year, you need black paper and tape to cover the windows/doors, and 2 large curtains set up to provide privacy/faux wall.

=== What staff will you be working with AT CON? ===

* Hotel lead, volunteer lead, event director, ops, security
* Executive Hotel Operations Manager (Ask Hotel Lead for current person!)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* Panel, parade and games times/updates complete with hosts and info on the panel.(these will be sent to programming, then social media will post once they are confirmed on sched.org)
* Volunteer needs if you are looking for more people to participate in panels/events/etc

== Your Department on the Website/in the Conbook ==

* 2017 will require fursuit/headless lounge rules to be posted on the website and in the conbook.
* Perhaps a note on the Parade and the map on the website as well. (request a fursuit page under events from the web designer!)

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Inform volunteer lead of your requirements for the convention.
* Have decided what games and themes you intend on trying to tackle and be well underway with their completion.
* Have determined a design and plan for fursuit parade tags. (Please consult themeing and art lead as they will need to make sure its following the art guide. Chairs also sometimes have a want for the design as well and will work with you. Just be sure to ask!)
* All required budget needs should be submitted and have approval by this time.

== 3 Months before con, what do you need to have done? ==

* Confirm with volunteer lead that you have enough to cover your needs at the convention.
* Confirm with your panelists and have your events director's approval on all of your panels.

* confirm with your panelists what equipment (tables/chairs/equipment/IT) or fursuits/people they require to successfully complete their panel.

* Maps and any advertisements you require should be submitted to conbook.
* You should be wrapping up all of your games and theming projects by this point.
* Your fans should all be confirmed for headless lounge.
* You should start building a schedule for your team. Who needs to check in where at what time, if you need to check in that fursuit panels are running on time, etc.

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Don't forget to ask Aphinity to bring his ref Jersey for fursuit games!
* Order your parade route and headless lounge signs from printshop in advance.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got input into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)

* Sparky was invaluable last year as a volunteer.
* Talk to volunteers lead often and early, you need a lot of volunteers for parade.

* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Hotel to arrange BEO and parade needs
* Volunteers and security to cover your parade route
* Theming team/Art Lead if you require assistance with any theme related games, items, etc.
* Ops/Events Director for any unexpected problems
* Nobody knows fursuit track like Aphinity, if you run into trouble he can help you troubleshoot.

=== Who is your executive contact? ===

* Events Director

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* Executive Operations Manager Zarmineh (604) 830-9797 (MAKE SURE YOU ASK THE HOTEL LEAD BEFORE CONTACTING! Hotel staff CHANGE constantly!)

== Department Inventory and Ordering Resources ==

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.
* BUDGET for Fursuit parade badges UNKNOWN.

* Previous years were done by Trapa. On his laser cutter.
* 2017 fursuit parade badges were done by foobar
* May be worth checking with ironfur (@ironfur on twitter) to see if he wants to help with helper bucks or other badge related things. He seems keen to help and very good at engineering and manufacturing unique objects.

=== What remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure) ===

We currently have the following for fursuit games in storage:

* approx. 16 hockey sticks.
* 2 boxes of ball-pit balls
* 1 12' x 15' Twister mat (fits 8-12 fursuiters)

* Headless lounge purchased for its power grid

* 30amp twist lock to stove plug adapte

* Currently held by Silverski. He will bring it next year

* List possible ordering/expenses for future years if any.

* Discussed the possibility of spending our budget on water/gatorade coolers
* Headless still needs a changing tent for years that we have insufficient pipe & drape.
* We need a larger budget to have more gatorade powder on hand, we are OUT of gatorade powder. The mix for the gatorade cooler provided by nitro is 2 small cans + 1 cooler of water. We used 7 cans in 1.5 days, more than twice what we used the year prior. I highly recommend not less than 16 cans of gatorade powder for 2018.
* Proper budget assigned for the prize pools for Fursuit Dance Competition. This year we awarded $100 + shirt + poster ad prize (provided by Temrin and Tai) for first, $60 + Shirt for 2nd, and free attendee registration for 3rd.

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* Expanding on fursuit games went well (added twister), I would suggest continuing to add 1-2 games each year to keep it fresh.
* Having a third tree fan was invaluable, do not go with less than 3!
* Do not overdo the space you have for headless, we were in great shape, and able to keep the smaller area cool at a consistant 16-18 degrees. More space is fine, but not too much!
* The fursuit dance lesson panel would have been a big hit, and had great attendance, I would highly recommend trying this again.
* 1 security all the time in headless was a huge factor and probably avoided a number of problems. We almost never had an issue with people using the emergency exit door, security was very good about keeping it closed at all times.

=== What didn't work/would suggest to avoid? ===

* Lack of music for the fursuit parade was an oversight. Plan music at various spots throughout the parade route, or have people bring music with them. It really livens it up.
* Gaps in the parade were created by us not being prepared with the badge clips. I would pre-badge 10-15 suiters next year and have them ready to fill in any gaps in the parade at a moment's notice.
* More notice on the parade route and times. Advertise it better in the conbook and social media. Make sure your route signs are posted well in advance of the parade.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* We plan to do a fursuit rooftop dance video with dancing duke and/or Daiquiri Panda. Make sure this gets started at least 3 months in advance.
* Focus heavily on your panels and make sure you have some strong panelists with quality topics to really cover a wide spectrum of fursuit track.
* Work closely with Theatre and provide them fursuiters as they require. They often need them.
* Fursuiters are a very visual and important part of our fandom, don't hide them. Utilize your fursuiters to the best of your ability. Make sure they're an important part of many parts of the convention.
* We had a request that we have private change spaces in headless lounge. Look into this.

== Other Resources ==

* You alone will not be able to keep up with the amount of fluids the fursuiters drink in headless lounge. Nor can you stay awake 24 hours a day to keep the lounge clean and machines disinfected. Enlist the help of a 2nd to help you get these jobs done.
* Aphinity is your best friend, and his experience on fursuit track knows no end.
* Thumper was an invaluable asset in providing emcee coverage for fursuit games
* Lost count of your fursuiters in the parade? Keetah saved the day for me by counting them on his video.(Have more then one person counting and if contact Kheetah or Univaded from the video team to also count if they are willing!)
* Create and enforce those rules for headless lounge, make sure your security are helping you enforce them it will save you many headaches.
* Have someone come up with a better quality more accurate map! To say that the ones we currently have are inaccurate is a drastic understatement.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Fursuit Track

2017-09-11T10:58:10Z

Maxwolf: /* How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) */

== Basic Department Description ==

* You are in charge of organizing and putting into action all planning and events that pertain to Fursuiting. This includes: parade, games, panels, headless lounge and, if applicable, coordinating with Fursuit Guest of Honour and running the Fursuit Dance Competition.
* The skills you will need for this position include, but are not limited to: Organization, patience, a clear loud voice, public speaking ability, the ability to solve problems on the fly.
* Staff email for this department is: [[FursuitTrack@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Plan your parade route (indoor and outdoor alternatives) including the fursuit photo following the parade.
* Come up with, and have designed the fursuiter parade tags/badges. They should fit the theme and be easy to quickly apply to each fursuit as they begin the parade. Theming team & art team will help you with this, if they are not already responsible for doing it for the current year.
* Plan your fursuit games. First, find out what's in storage (currently, hockey sticks, ball pit balls for hoarders, and a 12x15' Twister board.) Design any games you wish to add each year, bonus if the game fits the theme.
* Go over the list of panel suggestions and offers, decide which panels you wish to fill for fursuit track. You should include at LEAST 1 fursuit creation panel, 1 how-to fursuit panel, and a meet-and-greet panel. Those are minimums only and you should have much more than that to provide your events director to fill the schedule out.

* You need to liaise via email with the panel hosts to coordinate times/content of the panels to make sure they fit with the Programming team/Event director's schedule and the overall vision of the convention.

=== Are there things you need to order during the year? ===

* The aforementioned fursuit tags for the fursuit parade need to be ordered well ahead of time (Or given to the themeing team to create), a plan should be implemented and strictly followed each year to ensure these make it to the convention with all necessary badge clips or attachments needed to make them functional.
* You need to speak with Nitro Shep and Silverski before the convention to coordinate the use of their fans for the headless lounge. If they are unavailable, you will have to coordinate with other staff to find a new person.
* Submit BEO's (room layouts) to the hotel team to make sure your headless lounge is properly stocked and prepared (Tables/chairs/water, etc.)
* Ensure your logistics team has received your request to pick up whatever materials you require from storage.

=== Do you need a function space map created for your department? ===

* You need a high quality map of the hotel to plan the parade route. This needs to be submitted not only to the event director and convention chairs, but also to the Hotel Operational Manager (Ask our staff Hotel Lead) before the convention to be approved. (It should also be forwarded to the Programming team to be put up on Sched.org. So fursuiters can forsee the routes.)

=== What do you need to do during the year to function AT CON? ===

* Coordinate with volunteers lead to make certain you have the staff you need at each of your events. Especially important with headless lounge and parade.
* Have all of your projects (new games, fursuit badges etc. completed at least 2 months before the convention.
* List your schedule and hosts of your panels very clearly.
* Submit your parade route map to conbook at least 2 months before the convention.
* Keep in close contact with Hotel Lead to make sure your ladder, megaphone, and other parade needs are set up prior to your arrival.
* Get in contact with photography lead to make sure their needs are met to take the fursuit group photograph.
* Contact any emcees you require for your events and have them aware of the scheduled times of those events and what they are required to do if they do not already know.

=== How many volunteers do you need to function well AT CON? ===

* You require security at the entrance to headless lounge morning until night to badge check and keep non-suiters and photography/video out of the headless lounge.
* 6-8 volunteers are needed to assist with the parade. 1 to lead the parade, several to travel with to hold doors, 2 at the beginning of the parade to hand out fursuit badges and do an accurate fursuit count, and any others to help keep the fursuiters following the difficult/confusing places the parade travels (dealers den, 100 block East crossroads, outdoors, etc.)

=== What equipment do you need to function well AT CON? ===

* Parade Requires: 1 Very tall ladder, megaphone, gaffe tape and green painters tape for arrows on the floor.
* Panels often require: Fursuiters to assist hosts, easel & paper, projector, markers.
* Games require: the games to be brought from storage to the convention space, gaffe and painters tape to mark the floors, chairs.
* Headless Lounge requires: tables and chairs, a minimum of 3 tree fans, 1-3 large floor fans (Ask Nitro shep and Silverski), 2 large water containers (water and gatorade), and multiple cans of powdered orange gatorade (we used 6 last year).

* If headless remains in the same area as last year, you need black paper and tape to cover the windows/doors, and 2 large curtains set up to provide privacy/faux wall.

=== What staff will you be working with AT CON? ===

* Hotel lead, volunteer lead, event director, ops, security
* Executive Hotel Operations Manager (Ask Hotel Lead for current person!)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* Panel, parade and games times/updates complete with hosts and info on the panel.(these will be sent to programming, then social media will post once they are confirmed on sched.org)
* Volunteer needs if you are looking for more people to participate in panels/events/etc

== Your Department on the Website/in the Conbook ==

* 2017 will require fursuit/headless lounge rules to be posted on the website and in the conbook.
* Perhaps a note on the Parade and the map on the website as well. (request a fursuit page under events from the web designer!)

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Inform volunteer lead of your requirements for the convention.
* Have decided what games and themes you intend on trying to tackle and be well underway with their completion.
* Have determined a design and plan for fursuit parade tags. (Please consult themeing and art lead as they will need to make sure its following the art guide. Chairs also sometimes have a want for the design as well and will work with you. Just be sure to ask!)
* All required budget needs should be submitted and have approval by this time.

== 3 Months before con, what do you need to have done? ==

* Confirm with volunteer lead that you have enough to cover your needs at the convention.
* Confirm with your panelists and have your events director's approval on all of your panels.

* confirm with your panelists what equipment (tables/chairs/equipment/IT) or fursuits/people they require to successfully complete their panel.

* Maps and any advertisements you require should be submitted to conbook.
* You should be wrapping up all of your games and theming projects by this point.
* Your fans should all be confirmed for headless lounge.
* You should start building a schedule for your team. Who needs to check in where at what time, if you need to check in that fursuit panels are running on time, etc.

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Don't forget to ask Aphinity to bring his ref Jersey for fursuit games!
* Order your parade route and headless lounge signs from printshop in advance.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got input into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)

* Sparky was invaluable last year as a volunteer.
* Talk to volunteers lead often and early, you need a lot of volunteers for parade.

* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Hotel to arrange BEO and parade needs
* Volunteers and security to cover your parade route
* Theming team/Art Lead if you require assistance with any theme related games, items, etc.
* Ops/Events Director for any unexpected problems
* Nobody knows fursuit track like Aphinity, if you run into trouble he can help you troubleshoot.

=== Who is your executive contact? ===

* Events Director

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* Executive Operations Manager Zarmineh (604) 830-9797 (MAKE SURE YOU ASK THE HOTEL LEAD BEFORE CONTACTING! Hotel staff CHANGE constantly!)

== Department Inventory and Ordering Resources ==

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.
* BUDGET for Fursuit parade badges UNKNOWN.

* Previous years were done by Trapa. On his laser cutter.
* 2017 fursuit parade badges were done by foobar
* May be worth checking with ironfur (@ironfur on twitter) to see if he wants to help with helper bucks or other badge related things. He seems keen to help and very good at engineering and manufacturing unique objects.

=== What remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure) ===

We currently have the following for fursuit games in storage:

* approx. 16 hockey sticks.
* 2 boxes of ball-pit balls
* 1 12' x 15' Twister mat (fits 8-12 fursuiters)

* Headless lounge purchased for its power grid

* 30amp twist lock to stove plug adapte

* Currently held by Silverski. He will bring it next year

* List possible ordering/expenses for future years if any.

* Discussed the possibility of spending our budget on water/gatorade coolers
* Headless still needs a changing tent for years that we have insufficient pipe & drape.
* We need a larger budget to have more gatorade powder on hand, we are OUT of gatorade powder. The mix for the gatorade cooler provided by nitro is 2 small cans + 1 cooler of water. We used 7 cans in 1.5 days, more than twice what we used the year prior. I highly recommend not less than 16 cans of gatorade powder for 2018.
* Proper budget assigned for the prize pools for Fursuit Dance Competition. This year we awarded $100 + shirt + poster ad prize (provided by Temrin and Tai) for first, $60 + Shirt for 2nd, and free attendee registration for 3rd.

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* Expanding on fursuit games went well (added twister), I would suggest continuing to add 1-2 games each year to keep it fresh.
* Having a third tree fan was invaluable, do not go with less than 3!
* Do not overdo the space you have for headless, we were in great shape, and able to keep the smaller area cool at a consistant 16-18 degrees. More space is fine, but not too much!
* The fursuit dance lesson panel would have been a big hit, and had great attendance, I would highly recommend trying this again.
* 1 security all the time in headless was a huge factor and probably avoided a number of problems. We almost never had an issue with people using the emergency exit door, security was very good about keeping it closed at all times.

=== What didn't work/would suggest to avoid? ===

* Lack of music for the fursuit parade was an oversight. Plan music at various spots throughout the parade route, or have people bring music with them. It really livens it up.
* Gaps in the parade were created by us not being prepared with the badge clips. I would pre-badge 10-15 suiters next year and have them ready to fill in any gaps in the parade at a moment's notice.
* More notice on the parade route and times. Advertise it better in the conbook and social media. Make sure your route signs are posted well in advance of the parade.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* We plan to do a fursuit rooftop dance video with dancing duke and/or Daiquiri Panda. Make sure this gets started at least 3 months in advance.
* Focus heavily on your panels and make sure you have some strong panelists with quality topics to really cover a wide spectrum of fursuit track.
* Work closely with Theatre and provide them fursuiters as they require. They often need them.
* Fursuiters are a very visual and important part of our fandom, don't hide them. Utilize your fursuiters to the best of your ability. Make sure they're an important part of many parts of the convention.
* We had a request that we have private change spaces in headless lounge. Look into this.

== Other Resources ==

* You alone will not be able to keep up with the amount of fluids the fursuiters drink in headless lounge. Nor can you stay awake 24 hours a day to keep the lounge clean and machines disinfected. Enlist the help of a 2nd to help you get these jobs done.
* Aphinity is your best friend, and his experience on fursuit track knows no end.
* Thumper was an invaluable asset in providing emcee coverage for fursuit games
* Lost count of your fursuiters in the parade? Keetah saved the day for me by counting them on his video.(Have more then one person counting and if contact Kheetah or Univaded from the video team to also count if they are willing!)
* Create and enforce those rules for headless lounge, make sure your security are helping you enforce them it will save you many headaches.
* Have someone come up with a better quality more accurate map! To say that the ones we currently have are inaccurate is a drastic understatement.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Fursuit Track

2017-09-11T10:57:55Z

Maxwolf: /* After the Convention/Before the Firing Party */

== Basic Department Description ==

* You are in charge of organizing and putting into action all planning and events that pertain to Fursuiting. This includes: parade, games, panels, headless lounge and, if applicable, coordinating with Fursuit Guest of Honour and running the Fursuit Dance Competition.
* The skills you will need for this position include, but are not limited to: Organization, patience, a clear loud voice, public speaking ability, the ability to solve problems on the fly.
* Staff email for this department is: [[FursuitTrack@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Plan your parade route (indoor and outdoor alternatives) including the fursuit photo following the parade.
* Come up with, and have designed the fursuiter parade tags/badges. They should fit the theme and be easy to quickly apply to each fursuit as they begin the parade. Theming team & art team will help you with this, if they are not already responsible for doing it for the current year.
* Plan your fursuit games. First, find out what's in storage (currently, hockey sticks, ball pit balls for hoarders, and a 12x15' Twister board.) Design any games you wish to add each year, bonus if the game fits the theme.
* Go over the list of panel suggestions and offers, decide which panels you wish to fill for fursuit track. You should include at LEAST 1 fursuit creation panel, 1 how-to fursuit panel, and a meet-and-greet panel. Those are minimums only and you should have much more than that to provide your events director to fill the schedule out.

* You need to liaise via email with the panel hosts to coordinate times/content of the panels to make sure they fit with the Programming team/Event director's schedule and the overall vision of the convention.

=== Are there things you need to order during the year? ===

* The aforementioned fursuit tags for the fursuit parade need to be ordered well ahead of time (Or given to the themeing team to create), a plan should be implemented and strictly followed each year to ensure these make it to the convention with all necessary badge clips or attachments needed to make them functional.
* You need to speak with Nitro Shep and Silverski before the convention to coordinate the use of their fans for the headless lounge. If they are unavailable, you will have to coordinate with other staff to find a new person.
* Submit BEO's (room layouts) to the hotel team to make sure your headless lounge is properly stocked and prepared (Tables/chairs/water, etc.)
* Ensure your logistics team has received your request to pick up whatever materials you require from storage.

=== Do you need a function space map created for your department? ===

* You need a high quality map of the hotel to plan the parade route. This needs to be submitted not only to the event director and convention chairs, but also to the Hotel Operational Manager (Ask our staff Hotel Lead) before the convention to be approved. (It should also be forwarded to the Programming team to be put up on Sched.org. So fursuiters can forsee the routes.)

=== What do you need to do during the year to function AT CON? ===

* Coordinate with volunteers lead to make certain you have the staff you need at each of your events. Especially important with headless lounge and parade.
* Have all of your projects (new games, fursuit badges etc. completed at least 2 months before the convention.
* List your schedule and hosts of your panels very clearly.
* Submit your parade route map to conbook at least 2 months before the convention.
* Keep in close contact with Hotel Lead to make sure your ladder, megaphone, and other parade needs are set up prior to your arrival.
* Get in contact with photography lead to make sure their needs are met to take the fursuit group photograph.
* Contact any emcees you require for your events and have them aware of the scheduled times of those events and what they are required to do if they do not already know.

=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===

* You require security at the entrance to headless lounge morning until night to badge check and keep non-suiters and photography/video out of the headless lounge.
* 6-8 volunteers are needed to assist with the parade. 1 to lead the parade, several to travel with to hold doors, 2 at the beginning of the parade to hand out fursuit badges and do an accurate fursuit count, and any others to help keep the fursuiters following the difficult/confusing places the parade travels (dealers den, 100 block East crossroads, outdoors, etc.)

=== What equipment do you need to function well AT CON? ===

* Parade Requires: 1 Very tall ladder, megaphone, gaffe tape and green painters tape for arrows on the floor.
* Panels often require: Fursuiters to assist hosts, easel & paper, projector, markers.
* Games require: the games to be brought from storage to the convention space, gaffe and painters tape to mark the floors, chairs.
* Headless Lounge requires: tables and chairs, a minimum of 3 tree fans, 1-3 large floor fans (Ask Nitro shep and Silverski), 2 large water containers (water and gatorade), and multiple cans of powdered orange gatorade (we used 6 last year).

* If headless remains in the same area as last year, you need black paper and tape to cover the windows/doors, and 2 large curtains set up to provide privacy/faux wall.

=== What staff will you be working with AT CON? ===

* Hotel lead, volunteer lead, event director, ops, security
* Executive Hotel Operations Manager (Ask Hotel Lead for current person!)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* Panel, parade and games times/updates complete with hosts and info on the panel.(these will be sent to programming, then social media will post once they are confirmed on sched.org)
* Volunteer needs if you are looking for more people to participate in panels/events/etc

== Your Department on the Website/in the Conbook ==

* 2017 will require fursuit/headless lounge rules to be posted on the website and in the conbook.
* Perhaps a note on the Parade and the map on the website as well. (request a fursuit page under events from the web designer!)

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Inform volunteer lead of your requirements for the convention.
* Have decided what games and themes you intend on trying to tackle and be well underway with their completion.
* Have determined a design and plan for fursuit parade tags. (Please consult themeing and art lead as they will need to make sure its following the art guide. Chairs also sometimes have a want for the design as well and will work with you. Just be sure to ask!)
* All required budget needs should be submitted and have approval by this time.

== 3 Months before con, what do you need to have done? ==

* Confirm with volunteer lead that you have enough to cover your needs at the convention.
* Confirm with your panelists and have your events director's approval on all of your panels.

* confirm with your panelists what equipment (tables/chairs/equipment/IT) or fursuits/people they require to successfully complete their panel.

* Maps and any advertisements you require should be submitted to conbook.
* You should be wrapping up all of your games and theming projects by this point.
* Your fans should all be confirmed for headless lounge.
* You should start building a schedule for your team. Who needs to check in where at what time, if you need to check in that fursuit panels are running on time, etc.

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Don't forget to ask Aphinity to bring his ref Jersey for fursuit games!
* Order your parade route and headless lounge signs from printshop in advance.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got input into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)

* Sparky was invaluable last year as a volunteer.
* Talk to volunteers lead often and early, you need a lot of volunteers for parade.

* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Hotel to arrange BEO and parade needs
* Volunteers and security to cover your parade route
* Theming team/Art Lead if you require assistance with any theme related games, items, etc.
* Ops/Events Director for any unexpected problems
* Nobody knows fursuit track like Aphinity, if you run into trouble he can help you troubleshoot.

=== Who is your executive contact? ===

* Events Director

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* Executive Operations Manager Zarmineh (604) 830-9797 (MAKE SURE YOU ASK THE HOTEL LEAD BEFORE CONTACTING! Hotel staff CHANGE constantly!)

== Department Inventory and Ordering Resources ==

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.
* BUDGET for Fursuit parade badges UNKNOWN.

* Previous years were done by Trapa. On his laser cutter.
* 2017 fursuit parade badges were done by foobar
* May be worth checking with ironfur (@ironfur on twitter) to see if he wants to help with helper bucks or other badge related things. He seems keen to help and very good at engineering and manufacturing unique objects.

=== What remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure) ===

We currently have the following for fursuit games in storage:

* approx. 16 hockey sticks.
* 2 boxes of ball-pit balls
* 1 12' x 15' Twister mat (fits 8-12 fursuiters)

* Headless lounge purchased for its power grid

* 30amp twist lock to stove plug adapte

* Currently held by Silverski. He will bring it next year

* List possible ordering/expenses for future years if any.

* Discussed the possibility of spending our budget on water/gatorade coolers
* Headless still needs a changing tent for years that we have insufficient pipe & drape.
* We need a larger budget to have more gatorade powder on hand, we are OUT of gatorade powder. The mix for the gatorade cooler provided by nitro is 2 small cans + 1 cooler of water. We used 7 cans in 1.5 days, more than twice what we used the year prior. I highly recommend not less than 16 cans of gatorade powder for 2018.
* Proper budget assigned for the prize pools for Fursuit Dance Competition. This year we awarded $100 + shirt + poster ad prize (provided by Temrin and Tai) for first, $60 + Shirt for 2nd, and free attendee registration for 3rd.

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* Expanding on fursuit games went well (added twister), I would suggest continuing to add 1-2 games each year to keep it fresh.
* Having a third tree fan was invaluable, do not go with less than 3!
* Do not overdo the space you have for headless, we were in great shape, and able to keep the smaller area cool at a consistant 16-18 degrees. More space is fine, but not too much!
* The fursuit dance lesson panel would have been a big hit, and had great attendance, I would highly recommend trying this again.
* 1 security all the time in headless was a huge factor and probably avoided a number of problems. We almost never had an issue with people using the emergency exit door, security was very good about keeping it closed at all times.

=== What didn't work/would suggest to avoid? ===

* Lack of music for the fursuit parade was an oversight. Plan music at various spots throughout the parade route, or have people bring music with them. It really livens it up.
* Gaps in the parade were created by us not being prepared with the badge clips. I would pre-badge 10-15 suiters next year and have them ready to fill in any gaps in the parade at a moment's notice.
* More notice on the parade route and times. Advertise it better in the conbook and social media. Make sure your route signs are posted well in advance of the parade.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* We plan to do a fursuit rooftop dance video with dancing duke and/or Daiquiri Panda. Make sure this gets started at least 3 months in advance.
* Focus heavily on your panels and make sure you have some strong panelists with quality topics to really cover a wide spectrum of fursuit track.
* Work closely with Theatre and provide them fursuiters as they require. They often need them.
* Fursuiters are a very visual and important part of our fandom, don't hide them. Utilize your fursuiters to the best of your ability. Make sure they're an important part of many parts of the convention.
* We had a request that we have private change spaces in headless lounge. Look into this.

== Other Resources ==

* You alone will not be able to keep up with the amount of fluids the fursuiters drink in headless lounge. Nor can you stay awake 24 hours a day to keep the lounge clean and machines disinfected. Enlist the help of a 2nd to help you get these jobs done.
* Aphinity is your best friend, and his experience on fursuit track knows no end.
* Thumper was an invaluable asset in providing emcee coverage for fursuit games
* Lost count of your fursuiters in the parade? Keetah saved the day for me by counting them on his video.(Have more then one person counting and if contact Kheetah or Univaded from the video team to also count if they are willing!)
* Create and enforce those rules for headless lounge, make sure your security are helping you enforce them it will save you many headaches.
* Have someone come up with a better quality more accurate map! To say that the ones we currently have are inaccurate is a drastic understatement.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Overview of Departments

2017-09-11T10:54:14Z

Maxwolf: /* Fursuit */

This is a comprehensive overview of all [[:Category:Department|departments]] and the [[:Category:Branch|branches]] they are a part of.

----

= [[:Category:Executive|Executive]] =

Highest level of staffers within the convention. Directly responsible for running the convention from a director level, and communicates with the board as well. Handles high-level decisions throughout the year, and is supported by the branch executives.

== [[Administrator]] ==

Assistants to the Chair. Offer feedback and executive level advice as necessary.

== [[Chairperson]] ==

Acts as the director of the convention, and liaison to the board. Acts with the best interests of the convention in mind.

== [[Treasurer]] ==

Handles the convention finances for the year, including accounting and budgeting. Responsible for keeping the books balanced during the year and at the convention.

== [[Vice Chairperson|Vice Chairperson]] ==

Right-hand assistant to the Chair and second in command. Provides additional aid to the Chair for executive level decisions.

----

= [[:Category:Business|Business]] =

All departments related to goods, sales, wares and vendors.

== [[Artist Alley]] ==

Offer vendor tables. You plan location, rules, and dates. Open applications, accept/deny applications, wait lists.
At con, you are checking in your vendors, and selling some at con tables.

== [[Art Show]] ==

Organizes the art show items, rooms, and payments. Handles art show submissions during the year and runs the room during the convention. Ensures that vendors are paid once items are sold and treasury is updated.

== [[Charity Liaison]] ==

Liaison for the convention's charity. Organizes whatever the charity needs to attend the con. Shares marketing material with info desk and social media to promote the charity. Ensures all donations make it to them.

== [[Convention Store]] ==

Organize the convention store and branded items. Orders shirts, items and sometimes patron gifts during the year. Runs the at-con store space.

== [[Dealer's Den]] ==

Organizes the Dealer’s Den vendor space. Handles application and selection of vendors. Communicates with them to ensure needs are met before and during the con. Ensures the integrity of the DD space at-con.

== [[Night Market]] ==

Offer vendor tables. You plan location, rules, and dates.
At con, you are checking in vendors, and giving them a place to sit. (you use Artist Alley’s table layout)

== [[Sign Shop]] ==

Designs and creates signage for the convention space. Also designs and creates schedule inserts for function rooms. Coordinates and plans layout of signage. Works with theming for design.

== [[Theming]] ==

Designs, coordinates and implements the look and feel of each year's theme. Decorates the at-con space and supports other areas like sign shop, con game, main events, etc.

----

= [[:Category:Events|Events]] =

All departments related to events within the convention space

== [[Art Track]] ==

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

== [[Audio Team]] ==

Manages the audio for the main theatre and dances.

== [[Board Game Room]] ==

Organizes and runs a board gaming room, including supplies, hardware and volunteers. Often outsourced to local societies by necessity.

== [[Convention Game]] ==

Creates an at-con game, or games, that attendees can play. Develops and implements the game throughout the year. Works heavily with theming.

== [[Dead Dog]] ==

Coordinates the Sunday night dance and activities, including volunteers and additional logistics. Dead Dog runs past load out, which requires a minimalist approach to organizing.

== [[DJ / Dances]] ==

Coordinates the DJs for the nighttime dances. Deals with selecting DJs and coordinating with theater Audio and Tech tracks to run the performances. Audio or DJ experience a plus.

== [[Fursuit Track]] ==

Coordinates the main fursuit events and needs of fursuiters at the convention. This track is responsible for the planning and execution of the fursuit parade, headless lounge, fursuit games, and dance competition. Fursuit track works with the programming team to recruit talented guests and speakers for fursuit related panels.

Works closely with the fursuit track lead to organize the headless lounge for the suiters. Organizes and plans the room. Coordinates volunteers to keep the space clean, safe and running during the convention. Organizes fans and dryers for suiters to use.

== [[Lighting]] ==

Manages the lighting for the main theatre and dances.

== [[Main Events]] ==

Coordinator for the main events in the theatre. Works with the Theatre lead to direct and handle events such as the opening and closing ceremonies, fursuit parade, variety show, dances, etc.

== [[MLP Track]] ==

Supports the programming lead with MLP/Brony related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

== [[Photoshoot]] ==

Coordinates the at-convention photoshoot booth. Works with theming to get props and decorations. Manages the photographer, or does the photo work themselves.

== [[Programming]] ==

Coordinates and schedules all panels and tracks at the convention. Works with Theatre and other major departments to determine when major events occur. Works with track leads to ensure track content is scheduled correctly. Organizes the master schedule of events.

== [[Registration]] ==

Handles the coordination and updating of the registration system during the year. Deals with registration issues and ensuring people get registered correctly. Organizes the at-convention registration room and volunteers and manages the room during the convention. Works with IT to ensure registration systems are setup. Handles at-con registration issues and woes.

== [[Technical Lead]] ==

Technical coordinator for the main event and theatre leads. Ties the audio, video and lighting teams together to get all the technology on track and usable by theatre and events.

== [[Tech Track]] ==

Supports the programming lead with technology related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

== [[Theatre]] ==

Manages the main theatre and works with the main events lead to coordinate events. Organizes communication between the theater, tech, lighting, audio and visual departments. Assists with the creation of the opening and closing ceremonies as well as other main stage events. Organizes or works as MC for events as necessary.

== [[Video Game Room]] ==

Organizes and runs a video gaming room, including supplies, hardware and volunteers. Often outsourced to local societies by necessity.

== [[Video Team]] ==

Handles the recording and video feeds for the main theatre. Works with IT to get video playback of main theatre in the hotel rooms.

== [[Writing Track]] ==

Supports the programming lead with writing-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

----

= [[:Category:Hotel|Hotel]] =

A branch and a department in one. Direct point of contact with the hotel and responsible for liaison between the staff and the hotel. Deals with all aspects of the hotel during the year, from initial contract negotiations to at-con issues.

== [[Party Ambassador]] ==

Liaison between party hosts and the convention to ensure the best parties, without breaking rules that would cause the convention or hotel issues. Works to provide the best balance between party and responsibility.

----

= [[:Category:Media|Media]] =

All departments related to media networks, including social media and guest of honor relations.

== [[Art Lead]] ==

Coordinate, design and manage art needs for the convention. Works closely with GOH relation for key art. Manages getting artwork for convention use from the community and artists, and handles appropriate reimbursement for the work.

== [[Forums]] ==

Manages the community forums on BC Furries. Usually handled by one of the BC Furries moderators. Works with the social media manager.

== [[Guest of Honor Liaison]] ==

Convention point of contact for the Guests of Honor. Coordinates hotel rooms, travel, and other accommodated expenses. Coordinates artwork and other items from the Guests for convention use, including conbook and t-shirt art, along with other works.

== [[Marketing]] ==

Contact other conventions for things such as conbook ad trades, flyer trades, digital ad trades and cross promotions. Contact local conventions to arrange possible table trades to do in person marketing as well. Optional, co-ordinate with social media to create ad campaigns to target new and existing attendees.

== [[Promo Video]] ==

Develops and produces the promotional videos for the convention throughout the year. Works closely with theming and theatre.

== [[Publications]] ==

Handles the publication of the convention book and other related items. Deals with marketing to get convention adds. Works with the GOH relations to get conbook cover. Handles editing, designing and printing. Publication experience a plus.

== [[Social Media]] ==

Manages and updates the social media websites for the convention. Acts as the social media manager to direct and respond to questions as necessary. (Including the Forums) Interacts with the community in a positive and friendly manner. Is the digital face of the convention interactions with attendees.

== [[Website]] ==

Design, update and manage the convention website. Handles yearly updates to make the website match theme. Handles periodic updates and announcements on the website.

----

= [[:Category:Operations|Operations]] =

All departments related to the operations of the convention, before, during, and after the actual convention dates. The operations branch is the heart of the convention.

== [[Convention Parent]] ==

Ensures that con staff and volunteers are kept from exhaustion. Ensures volunteers have a place to rest and refuel while on site. Does their best to keep people from overdoing themselves and provides a friendly resting place.

== [[Health and Safety]] ==

Onsite health and safety inspector that manages that of the staff and attendees. Ensures both are safe all convention long, and responds to accidents when they happen. OFA or H&S training necessary.

== [[Information Desk]] ==

Gather relevant information, and be a friendly face to attendees.
You are the go to for answers to questions people may have, for both Staff, and Attendees
You also are in contact with charity, and can be used for con games, and other con related events.

== [[Information Technology (IT)]] ==

Handles and manages all technology at the convention. Deals with setting up the registration server, staff wifi, dealers wifi, and coordinating at-convention technology. Also works to support website and the registration system throughout the year.

== [[Logistics]] ==

Manages the transport of items to and from the convention. Coordinates drivers, movers, and truck rentals. Ensures that items make it from storages and homes, to the convention, and back.

== [[Operations Room]] ==

The heart and brains of the convention once it begins. Organizes many department needs to make coordination easier at con. Manages all core communications, radios, treasury, rangers, volunteers and anything else that needs doing. Always needs more people and the con does not run without our ops!

== [[Rangers]] ==

Ensures the safety and security of the convention attendees and staff. Handles various sensitive situations at the convention. Deals with law enforcement and hotel as necessary. Security training, Rangers training, and BC law knowledge a plus.

== [[Volunteers]] ==

You are the cons human resources. Staying in contact with every volunteer who applies. Contacting leads about the volunteers that have applied for their department. Organize your gophers schedule, and where they will go.
At con, you log every volunteer's hours, and assign walk in volunteers to the appropriate department.

Writing Track

2017-09-11T10:53:37Z

Maxwolf:

== Basic Department Description ==

Supports the programming lead with writing-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

* You are to find writers who wish to do writing related tracks.
* This can include (but isn’t limited to) Writing games, instructional panels, charity writing panels, etc.

=== Hashtags/Keywords to search ===

* Literature
* Writing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* Poetry
* Artist
* Novel
* Short story
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

=== Places to look ===

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Writers Groups

* [[http://furrywritersguild.com/]]
* [[https://www.sofurry.com/groups/search?for=writer&yt2=Search]]

=== Canadian and Washington area forums ===

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE WRITER TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Art Track

2017-09-11T10:45:18Z

Maxwolf: /* Places to look */

== Basic Department Description ==

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds. This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.

=== Hashtags/Keywords to search ===

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

=== Places to look ===

* [http://www.furaffinity.net/] FurAffinity
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]] furrynetwork
* [[https://www.tumblr.com]] tumblr
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

=== Artist Groups (have to join from personal accounts) ===

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Art Track

2017-09-11T10:45:00Z

Maxwolf: /* Places to look */

== Basic Department Description ==

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds. This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.

=== Hashtags/Keywords to search ===

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

=== Places to look ===

* [http://www.furaffinity.net/] FurAffinity
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

=== Artist Groups (have to join from personal accounts) ===

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Art Track

2017-09-11T10:44:48Z

Maxwolf: /* Places to look */

== Basic Department Description ==

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds. This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.

=== Hashtags/Keywords to search ===

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

=== Places to look ===

* [http://www.furaffinity.net/][FurAffinity]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

=== Artist Groups (have to join from personal accounts) ===

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Art Track

2017-09-11T10:44:37Z

Maxwolf: /* Places to look */

== Basic Department Description ==

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds. This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.

=== Hashtags/Keywords to search ===

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

=== Places to look ===

* [http://www.furaffinity.net/|FurAffinity]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

=== Artist Groups (have to join from personal accounts) ===

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Art Track

2017-09-11T10:44:26Z

Maxwolf: /* Places to look */

== Basic Department Description ==

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds. This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.

=== Hashtags/Keywords to search ===

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

=== Places to look ===

* [[http://www.furaffinity.net/]FurAffinity]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

=== Artist Groups (have to join from personal accounts) ===

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Art Track

2017-09-11T10:43:56Z

Maxwolf:

== Basic Department Description ==

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds. This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.

=== Hashtags/Keywords to search ===

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

=== Places to look ===

* [[http://www.furaffinity.net/]|FurAffinity]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

=== Artist Groups (have to join from personal accounts) ===

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Art Track

2017-09-11T10:43:36Z

Maxwolf:

== Basic Department Description ==

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds. This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.

=== Hashtags/Keywords to search ===

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

=== Places to look ===

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

=== Artist Groups (have to join from personal accounts) ===

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Art Track

2017-09-11T10:42:41Z

Maxwolf:

Supports the programming lead with art-related panels and programming items. Works to promote and recruit volunteers to run panels for the convention.

* You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds.
* This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.
* Hashtags/Keywords to search:

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

* Places to look:

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

* Artist Groups (have to join from personal accounts)

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Main Events

2017-09-10T09:50:38Z

Maxwolf:

== Basic Department Description ==

=== What do you do for the convention/What is your purpose? ===

* Your purpose is to contact/find panels for your track topic.

=== What skills are handy for those in this position? ===

* Communication skills (email/etc)
* General computer skills and being able to search furry sites for potential panelists.
* Social Media communication skills are always a bonus.
* Being able to sell the idea for someone to do a panel. (either to come up with their own idea and be their sounding board for them to come up with one or to offer up suggestions or panels we have that have no panelist currently.)

=== What is your staff email? ===

* Track leads do not currently have emails usually. If you require one please contact IT/Admin/Chairs to get this setup.

== Yearly Responsibilities ==

=== Art Track ===

* You are to find artists who wish to do art related tracks. Artists include traditional 2D, and 3D artists/crafters (that are not fursuit related) of various kinds.
* This can include (but isn’t limited to) Drawing games, instructional panels, charity drawing panels, knowledges sharing (eg: How to commission art, social media for artists, etc), Q&A, Art Jams, etc.
* Hashtags/Keywords to search:

* Art
* Artist
* Craft
* Painting
* Drawing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

* Places to look:

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

* Artist Groups (have to join from personal accounts)

* [[https://www.facebook.com/groups/furryfansunite/?ref=browser]]
* [[https://www.facebook.com/groups/FurryArtists/?ref=browser]]
* [[https://www.facebook.com/groups/Furaffinity/?ref=browser]]
* [[https://www.sofurry.com/groups/search?for=artist&yt2=Search]]

* Check Sched for previous panels in previous years: [[https://vancoufur2017.sched.com/]] 
[[https://vancoufur2016.sched.com/]] 
[[https://vancoufur2015.sched.com/]] 
[[https://vancoufur2014.sched.com/]]
* Email artists in DD/AA (once selected) to ask if they would like to do panels
* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE ARTIST TRACK!

=== Writing Track ===

* You are to find writers who wish to do writing related tracks.
* This can include (but isn’t limited to) Writing games, instructional panels, charity writing panels, etc.
* Hashtags/Keywords to search:

* Literature
* Writing
* Anthro (usually include one of these fandom defining words in each search)
* Furry (usually include one of these fandom defining words in each search)
* Furries (usually include one of these fandom defining words in each search)
* Poetry
* Artist
* Novel
* Short story
* VancouFur / VF2017 / Vancoufur2017 (look for people who have come/run panels before and see if they want to again!)
* (etc)

* Places to look:

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Writers Groups

* [[http://furrywritersguild.com/]]
* [[https://www.sofurry.com/groups/search?for=writer&yt2=Search]]

* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal acount) [[https://www.facebook.com/groups/5201037402/]]

* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE WRITER TRACK!

=== Fursuit track ([[FULL GUIDE HERE]]) ===

* You are to find Fursuiters (crafters/makers/performers included) who wish to do Fursuit related tracks.
* This can include (but isn’t limited to) fursuit games, instructional panels, charity fursuit panels, performances, etc.
* Hashtags/Keywords to search:

* Fursuit
* Costume
* Fursuit Maker/Builder
* Furry
* Anthro
* Furries
* Cosplay

* Places to look:

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)
* Fursuit Groups

* [[http://en.wikifur.com/wiki/WikiFur:Project_Fursuit_Central/AvailableArtists]]
* [[http://www.fursuit.co.uk/]]
* [[http://fursuit.livejournal.com/]]
* [[http://www.livejournal.com/userinfo.bml?user=fursuit]]
* [[https://fursuiter.net/]]
* https://www.facebook.com/search/groups/?q=fursuit

* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal account) [[https://www.facebook.com/groups/5201037402/]]

* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE FURSUIT TRACK!

=== Gaming Track ===

* You are responsible for organizing the board gaming room

* Finding people to put on gaming events in the room
* Organizing sign up sheets and other necessities you feel are needed.

* You are responsible for being the point of communication for the video games room.

* Contact them to notify we want them to be apart of the con
* Make sure they know the sizing/dimensions of the room + outlets, etc. Especially if it’s a new/different room then they are used to
* Ask them to create a BEO for their layout for the room so the hotel can set things up

=== Tech Track (Optional) ===

* You are to find tech furs who wish to do tech related tracks.
* This can include (but isn’t limited to) tech/games, instructional panels, charity panels, etc.
* Hashtags/Keywords to search:

* Furries
* Anthro
* Furry
* Tech
* IT
* Information technology
* Infotech
* Mechanical
* Computers
* technology

* Places to look:

* [[http://www.furaffinity.net/]]
* http://deviantart.com/
* https://www.weasyl.com
* http://www.Twitter.com
* https://www.sofurry.com
* https://inkbunny.net/
* [[https://beta.furrynetwork.com]]
* [[https://www.tumblr.com]]
* Telegram (http://www.furry-telegram-groups.net/)

* Techie Furs
* Dev Furs
* Engineering Furs

* Tech Groups

* Canadian and Washington area forums

* www.BCfurries.com
* www.albertafurries.ca
* Seattle Furs https://www.facebook.com/groups/Seattlefurs/
* Canadian Furries (have to join off personal account) [[https://www.facebook.com/groups/5201037402/]]

* ASK PROGRAMMING FOR PREVIOUS YEAR PANELISTS IN THE TECH TRACK!

* Other Possible Tracks: Pony, Music and Performance

=== General Track ===

* This track is handled by Programming Lead and 2nd. Any panel that does not fit other one of the other tracks will managed by the lead. This includes music and performance, socials, or any other miscellaneous panels.
* Certain panels/events such as Saturday Morning Cartoons and So This Is Your First Con are expected to occur every year. Draw up a list of these panels and try to get these filled in addition to managing the panels submitted by attendees.

== Your Department on the Website/in the Conbook ==

* Tracks are basically used for programming and conbook labels. Your job is to get people interested and volunteering to run panels. The panelists will still use the Programming/Panel submission form to submit forms and the programming team will handle the rest. So, you do not need any info for conbook or website unless you are the programming lead.

== 6 Months before con, what do you need to have done? ==

* Make sure you have put out notices to all the places you can and have talked to some people about panels by now.
* Make sure to do more rounds of communication every month or so if you can help it.
* Check in with Programming to see what they have and what they are lacking. Try to fill in the blanks.
* Double check the programming/Panel submission close date!

== 3 Months before con, what do you need to have done? ==

* Check in with Programming to see what they have and what they are lacking. Try to fill in the blanks.
* Double check the programming/Panel submission close date!
* Make sure to post about panel submission due dates wherever you post!
* You should start building a schedule for your team alongside the programming lead

== 1 Month before con, what do you need to have done? ==

* Make sure any outstanding information that programming/conbook may need from you, is with them.
* Otherwise, Panels will most likely be closed or close to being closed. Do any final checks and adverts about due dates wherever you can!

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Programming team - [[Programming@Vancoufur.ca]]
* Social Media (To advert on your behalf as well!) social.media@Vancoufur.ca

=== Who is your executive contact? ===

* Events@Vancoufur.ca

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* Any of the track resources above! If you find more contacts, post them here if they are a specific person!

== Do's and Don'ts of the Department ==

* What worked well/Would suggest doing again?
* What didn't work/would suggest to avoid?
* What would you suggest to be done for the future years of your department that aren't already in motion?

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Audio Team

2017-09-10T09:45:01Z

Maxwolf:

== Basic Department Description ==

* Theatre A/V provides the skills and gear needed to put on large events in theatre. We make all the behind the scenes magic happen.
* For department staff, a knowledge of sound/lighting/video/rigging/power and general theatre knowledge (cues, blocking, etc..) are recommended but not required. We need staff with a willingness to learn and follow direction. They should also be mindful of safety procedures. During setup and teardown, additional hands will be required who can lift heavy objects.
* You can reach the lead at [[contact@nullreff.net]] or via telegram [[@nullreff]]

== Yearly Responsibilities ==

* Determine technical requirements for events happening in theatre and design a setup that will fulfil them. Requirements should be prioritized as “required”, “good to have” and “extra”.
* Contact hotel (via liaison), rental houses (Scooby) and other staff to determine what is freely available and what must be paid for. Create a list of gear and a budget sheet. If over budget, cut down on “extra”, and maybe some “good to have” requirements. If too many “good to have” items or any “required” items would need to be cut, contact the executive team to discuss increasing the budget or cutting expensive events.
* Once the design is finalized, send out orders to get final quotes and submit costs to the executive team.
* Once the programming department has finished finalizing the schedule, determine layouts for all the events. Determine when changeovers need to happen.
* Prepare tech for the event (download files onto playback laptop, pre-program lighting, etc..)
* Contact volunteers and make sure we have a primary and secondary staffer for audio, lighting and video.
* Make sure all gear is properly packed and ready for transport. If logistics is required, notify the logistics department of what needs to be transported.
* Make sure that there are plenty of expendables available (gaff tape, earplugs, spare lamps, haze fluid, etc…)
* Contact the organizer of events to discuss cues and figure out what needs to be set up before rehearsals.

== Your Department on the Website/in the Conbook ==

* Make sure the list of staff is up to date so it can be published in the conbook.

== 6 Months before con, what do you need to have done? ==

* General idea of requirements for theatre.
* Preliminary gear list, design and budget.

== 3 Months before con, what do you need to have done? ==

* Full volunteer team for running FOH (leads and seconds).
* Layouts for events and a preliminary schedule of when hotel needs to change over.
* Solid list of gear, design and budget.
* Notify rental houses of what you want (but may change depending on what’s available).

== 1 Month before con, what do you need to have done? ==

* Room layouts and changeovers sent to the hotel team.
* Gear roster sent to logistics and confirmation with A/V crew transporting their own gear.
* Final rental list and budget.
* Send in final staff list for conbook.
* Start prepping gear for transport.
* Start talking about cues for events and rehearsals.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
* Make sure all equipment made it back to the right owner.

== Break down of contacts: ==

* Main Contacts: Theatre, Hotel, Logistics, Programming
* Executive Contact: Programming Lead
* Outside Contacts: Scooby (gear rentals)

== Department Inventory and Ordering Resources ==

* Stagevison (via Scooby) - Sound/Lighting/Rigging Rentals
* Kheetah - Video
* Nullreff - Lighting (Washington)
* Foxworth - Sound (Washington)
* Kay Fox - Video/Lighting (Washington)

== Do's and Don'ts of the Department ==

* People will try to change and schedule things last minute. Just roll with it.
* Scooby won’t know what he can give you until around a month or two before the con. Give him a general idea of what you want and he’ll make it happen.
* Bring multiple paper copies of the room layout and rigging.
* Always have someone watching FOH during the dances (people like to mess with the volume).
* You only need one projector screen and it doesn’t need to be that big.
* Put the haze machine on the side away from the door, get approval before turning it on.
* The hotel (Executive) only has a limited number of staging sections available. These have to be stacked in order to make a stage. Would highly recommend renting staging instead if the budget permits.
* You have two power distros available, one typically used for sound and the other for lighting/stage.
* Video village in FOH takes up at least two tables. Sound and lighting can fit on the same table.
* Speakers will probably be on the far sides of the room rather than where you want to put them due to limited space.
* There are some dead zone for radio reception, including where FOH usually is.
* FOH will most likely be on the right side of the room rather than center.
* Rigging lights to the overhead truss is a pain with the stage in the way. If you can fit it, getting truss lifts would make things much easier.

== Other Resources ==

* Lighting software: [[https://secure.chamsys.co.uk/]]
* Audio playback: [[http://figure53.com/qlab/]]
* Cameron Sandbeck (Scooby) provides rentals for most of our equipment: [[http://stagevision.com/]]
* Ray Aberle provides rentals for other fur cons in the states: [[http://kelcema.com/]]

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Video Team

2017-09-10T09:43:32Z

Maxwolf: Redirected page to Audio Team

#REDIRECT [[Audio_Team]]

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Audio Team

2017-09-10T09:43:11Z

Maxwolf:

VancouFur Department Guides

Theater A/V[[[a]]][[[b]]]

Originally written by Nullre[[[c]]][[[d]]]ff, 2017

(updated by ____, year)

{| border="1"
|-
|
Please remember, we want you to have fun, be creative and be inspired! Have ideas for your department? Talk with your fellow staff and get some stuff info written up to explain what you want to do! Talk to your execs (or the chairs) to confirm if it’s okay to do but we want to hear all the creative things you have to offer. We want your department to become a fun project for you. Have idea’s for projects or convention additions that don’t fit in your department? Thats awesome too! Have an idea about how to engage people in the convention more? Do you have experience in some aspect of the fandom that you think could get some more exposure? Let us know!

This guide is to make sure the essentials get done and you aren’t feeling lost or scrambling last minute for something that you weren’t aware of. Feel free to get creative and start suggesting new things to do! We may not be able to do them all (for various reasons) but we want to hear of them!

|}
Basic Department Description:

* Theatre A/V provides the skills and gear needed to put on large events in theatre. We make all the behind the scenes magic happen.
* For department staff, a knowledge of sound/lighting/video/rigging/power and general theatre knowledge (cues, blocking, etc..) are recommended but not required. We need staff with a willingness to learn and follow direction. They should also be mindful of safety procedures. During setup and teardown, additional hands will be required who can lift heavy objects.
* You can reach the lead at [[contact@nullreff.net]] or via telegram [[@nullreff]]

Yearly Responsibilities:

* Determine technical requirements for events happening in theatre and design a setup that will fulfil them. Requirements should be prioritized as “required”, “good to have” and “extra”.
* Contact hotel (via liaison), rental houses (Scooby) and other staff to determine what is freely available and what must be paid for. Create a list of gear and a budget sheet. If over budget, cut down on “extra”, and maybe some “good to have” requirements. If too many “good to have” items or any “required” items would need to be cut, contact the executive team to discuss increasing the budget or cutting expensive events.
* Once the design is finalized, send out orders to get final quotes and submit costs to the executive team.
* Once the programming department has finished finalizing the schedule, determine layouts for all the events. Determine when changeovers need to happen.
* Prepare tech for the event (download files onto playback laptop, pre-program lighting, etc..)
* Contact volunteers and make sure we have a primary and secondary staffer for audio, lighting and video.
* Make sure all gear is properly packed and ready for transport. If logistics is required, notify the logistics department of what needs to be transported.
* Make sure that there are plenty of expendables available (gaff tape, earplugs, spare lamps, haze fluid, etc…)
* Contact the organizer of events to discuss cues and figure out what needs to be set up before rehearsals.

Your Department on the Website/in the Conbook:

* Make sure the list of staff is up to date so it can be published in the conbook.

6 Months before con, what do you need to have done?

* General idea of requirements for theatre.
* Preliminary gear list, design and budget.

3 Months before con, what do you need to have done?

* Full volunteer team for running FOH (leads and seconds).
* Layouts for events and a preliminary schedule of when hotel needs to change over.
* Solid list of gear, design and budget.
* Notify rental houses of what you want (but may change depending on what’s available).

1 Month before con, what do you need to have done?

* Room layouts and changeovers sent to the hotel team.
* Gear roster sent to logistics and confirmation with A/V crew transporting their own gear.
* Final rental list and budget.
* Send in final staff list for conbook.
* Start prepping gear for transport.
* Start talking about cues for events and rehearsals.

After the Convention/Before the Firing Party:

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
* Make sure all equipment made it back to the right owner.

Break down of contacts:

* Main Contacts: Theatre, Hotel, Logistics, Programming
* Executive Contact: Programming Lead
* Outside Contacts: Scooby (gear rentals)

Department Inventory and Ordering Resources:

* Resources Used:

* Stagevison (via Scooby) - Sound/Lighting/Rigging Rentals
* Kheetah - Video
* Nullreff - Lighting (Washington)
* Foxworth - Sound (Washington)
* Kay Fox - Video/Lighting (Washington)

Do's and Don'ts of the Department:

* People will try to change and schedule things last minute. Just roll with it.
* Scooby won’t know what he can give you until around a month or two before the con. Give him a general idea of what you want and he’ll make it happen.
* Bring multiple paper copies of the room layout and rigging.
* Always have someone watching FOH during the dances (people like to mess with the volume).
* You only need one projector screen and it doesn’t need to be that big.
* Put the haze machine on the side away from the door, get approval before turning it on.
* The hotel (Executive) only has a limited number of staging sections available. These have to be stacked in order to make a stage. Would highly recommend renting staging instead if the budget permits.
* You have two power distros available, one typically used for sound and the other for lighting/stage.
* Video village in FOH takes up at least two tables. Sound and lighting can fit on the same table.
* Speakers will probably be on the far sides of the room rather than where you want to put them due to limited space.
* There are some dead zone for radio reception, including where FOH usually is.
* FOH will most likely be on the right side of the room rather than center.
* Rigging lights to the overhead truss is a pain with the stage in the way. If you can fit it, getting truss lifts would make things much easier.

Other Resources

* Lighting software: [[https://secure.chamsys.co.uk/]]
* Audio playback: [[http://figure53.com/qlab/]]
* Cameron Sandbeck (Scooby) provides rentals for most of our equipment: [[http://stagevision.com/]]
* Ray Aberle provides rentals for other fur cons in the states: [[http://kelcema.com/]]

PLEASE REMEMBER

* Always respond to emails/contacts, even if it is just to say “I recieved your email and will get back to you soon!” / “I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members’ documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year

[[[a]]]Looking for an ETA on the guide completion :3

+terry@kalinichproductions.com

[[[b]]]+terry@kalinichproductions.com

+univadedf4@gmail.com

+silverhoof@bronycan.ca

A reminder for this to be done by the end of the planning year/shortly after if all possible. (Theater stuff, not promo video. All experience is welcome!)

[[[c]]]@contact@nullreff.net

I have added a few extra "after con" items at the bottom, however if you (and/or your team) could fill this out so we have a general guide going forward, that would be awesome!

Thank you so much for your hard work this year Nullreff! If you need any assistance or have questions about this, let me know. (Feel free to add/remove that things apply/dont apply.)

_Assigned to contact@nullreff.net_

[[[d]]]Done :)

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Convention Game

2017-09-10T09:42:10Z

Maxwolf:

== Basic Department Description ==

Creates an at-con game, or games, that attendees can play. Develops and implements the game throughout the year. Works heavily with theming.

Email: [[congame@vancoufur.org]] (These are the forward facing "job" emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

The Convention Game is a year-by-year at-convention game that invites attendees to play. Each year the game is different and ties into the theme of the con. The game needs to engage all range of people at the con, due to a wide range of technology access, but generally engages the subset of attendees that enjoy puzzle solving and convention themes.

This is best run by anyone with game development experience. (video game, board game, or camp games) Game design, iteration, teamwork, writing skills and scope are must have skills for this.

== Yearly Responsibilities ==

The convention game is a yearly tradition to engage and entertain convention attendees. There is no specific to what the game is, but some guidelines on how to create or reuse popular convention games at VancouFur. Because of this, the Convention Game department is extremely variable and needs tight management year-round to ensure it delivers something by time the convention happens.

== Important Points ==

* Engagement is hard to get at-con
* Group play is a priority
* Solo play cannot be ignored
* Not everyone reads twitter or the con book
* Not everyone has online access at-con
* Updates need an obvious and central locations
* Instructions must be clear and simple
* Make it fun

== Your Department and Others ==

Theming and Story departments can tie directly into the Convention Game, and often have great overlap. But this is up to each year's game to determine how they can work together, depending on what is to delivered.

Make sure that other departments are brought into the planning phases of cross-department work, to ensure the other departments have time to plan for any additional work.

== 9 Months before con, what do you need to have done? ==

* High level design
* Central mission statement
* Rough milestone dates
* Approval on high-level design from the chair

== 6 Months before con, what do you need to have done? ==

* Detained design

* Core pillars locked in
* High-level design locked in
* Milestones defined

* Materials estimate, if required
* Budget estimate
* Volunteer estimates
* Cross-department designs and discussions
* Milestones, tasks and high-level scope
* Prototype of the game and/or software needed
* Approval on design and budget from the chair

== 3 Months before con, what do you need to have done? ==

* Completed design

* No new features or items

* Approved budget
* Task progress for building the game features / materials
* Scope trim and cut features as necessary
* Volunteers list and tasks
* Schedule of events at-con, as necessary
* Cross-department designs completed

== 2 Months before con, what do you need to have done? ==

* All materials ordered
* Designs locked in
* Final scope cuts
* Completion of some tasks for building features / materials

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead

* Banquet Event/Equipment Order
* This is what the hotel needs to set up for your room if applicable.
* Tables, chairs, exact room layouts

* Contact logistics to coordinate moving materials to the convention space
* Coordinate final details with IT
* Completion of nearly all tasks for building features / materials

* Polish tasks only after this point

* Complete all pre-con cross-department items

* Conbook and printing items must be done

* Final schedule details for at-con events

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)[[[a]]]
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Convention Game falls under the Events Branch and Executive
* Other cross-department contacts depends on the design of the game

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Photoshoot

2017-09-10T09:39:09Z

Maxwolf:

== Basic Department Description ==

* To take pictures at the designated photo shoot area.
* To edit all picture taken during the convention and to upload to a single account.
* Potentially take the fursuit parade photograph.
* Should have a you own camera.
* You should know how to pose people.
* You need to be social and able to take control.
* You need to be able to properly take a photograph with multiple lighting sources.
* Think on the fly and adapt to changes.
* Staff email: You will not need a forward facing “job” email address as you will be communicating mostly with internal staff and most of your job will happen at con. You will use a personal addresss unless you really require a personal VancouFur email, please talk to the chair/IT/Admin to request one. not garuanteed.

== Yearly Responsibilities ==

* To communicate with anyone that is involved with deciding the scene or building of the scene (as in background and props and area that will be designated for the photo shoot). (Theming lead)
* To get budget approval for additional lighting if needed.
* Number of volunteers is unknown, currently just 1 person.
* Equipment needed: Camera, lighting equipment, power cords and bars, gaffer, table, chair, background, props, ladder (if I am to do the fursuit parade photo), pylons (also if I am to do the fursuit parade photo).
* Updates/prompts should be sent to Social Media: Monthly reminders (Once a week/a few times a week closer to the convention) that they can get their photo taken during the con for free. Also a reminder that these pictures will be posted on [[https://www.flickr.com/photos/tai_husky/albums]]

== Your Department on the Website/in the Conbook ==

* Under the fursuit section in the conbook there should be a little blurb saying there will be pictures taken during the convention for free and during the agreed times.
* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Make sure you know what is the scenery that will be made (background and props).
* Make sure the room or area that you will be using for photos is talked about so you know the lighting/placement before hand.

== 3 Months before con, what do you need to have done? ==

* Get status update and details on the scenery to start thinking about what type of lighting will be needed.
* Look for lighting that will be needed and quotes.
* Possibly make reservation for lighting if you know what is needed.
* You should start building a schedule for your team.

== 1 Month before con, what do you need to have done? ==

* If I am given a room it will need to be empty except 1 or 2 tables (depending on the size or the table and room) and at least 5 chairs. (Make sure you send this request -called a BEO- with the layout you want for your hotel items, to the hotel lead.)
* Send in any needed information to the Conbook for print.
* Lighting needs to be booked and the Logistics lead needs to be informed to bring the lighting to and from the con.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Theming lead (to discuss the photoshoot props)
* Logistics (For transport of any needed equipment)
* Programming (to discuss the photoshoot times and get them on the schedule)

=== Who is your executive contact? ===

* Business Executive @ Businessdirector@Vancoufur.org

=== Do you have contacts outside of VF staff that you should be in contact with: ===

* Lighting rental listed below

== Department Inventory and Ordering Resources ==

=== list who you have ordered products from? ===

* I rent from Leo's Camera [[http://www.leoscamera.com/rental.pdf]]

=== what remaining inventory you have from this year? ===

* Nothing.

=== List possible ordering alternatives for future years if any ===

* Need to get alternative resources for lighting rentals..

=== General feedback/tips for future staff when ordering products ===

* You could ask [[tai.husky@yahoo.ca]] , The theater crew, etc.

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* No complaints that I personally heard. Though I would like to order pylons for the fursuit parade photograph, this would make my job a lot easier.
* Also to have a gopher with me to help with the process with the fursuit parade picture.

=== What didn't work/would suggest to avoid? ===

* The area that was used was alright though the lighting could be better. Almost all the surfaces were fairly reflective (tile floor, polished wood, giant mirror). As well as there was a few times people would cut through behind the background and would be in the picture. Also sometimes with different angles you would see inside the 2 main ballrooms.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* Possibly have my own room (if I do I will need signage) or a very high background. Possibly push the background all the way against the wall to give me more FOV.

== Other Resources ==

* Previous Photos were posted on [[https://www.flickr.com/photos/tai_husky/albums]]
* If you are new to the post, please discuss with the VancouFur Media Executive on what you would like to do. If you want to host it on your own album, that is fine. VancouFur also has its own Flickr with yearly groups and albums for your use as well.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Theatre

2017-09-10T09:29:42Z

Maxwolf:

== Basic Department Description ==

The theatre department is responsible creating a functional and engaging event space which houses some of the main events for the convention.
The following are the duties that are required of the theatre department : (These responsibilities may change from year to year.)

* Preparing skits and speeches for the [[Opening]] and [[Closing]] Ceremonies (If applicable.)

* Organizing talented people for the [[Variety Show]] (If applicable.)
* Organizing participants for the [[Dance Competition]] (If applicable.)
* Following the [[Order of Operations Guide]] to ensure the technical success of the Theatre

See guides in the “[[Theatre Manifesto]]" folder for further information on the bolded events above

=== What skills are handy for those in this position? ===

* Directing / Scriptwriting
* Audio mixboard training
* Networking
* Effective Verbal Communication
* Effective Delegation
* Stage Management

=== What is your staff email? ===

[[theater@vancoufur.org]] & [[theatre@vancoufur.org]] (These are the forward facing “job" emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log-in to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Find volunteers to work as gophers for Move in / Move out and volunteers to help work the lighting board and sound otherwise you'll be in the theatre your whole convention
* Read the [[Opening]] / [[Closing]], and [[Variety Show]] [[Dance Competition]] guides if you are running them.

=== Are there things you need to order during the year? ===

* DJ Mixing equipment and AV board from Long and McQuaid
* Theatre equipment from Scooby
* Theming decorations from the Theme Team (and possibly the Art Lead)

=== Do you need a function space map created for your department? ===

Use the Banquet Equipment Order map in the folder to plan the theatre layout

=== What do you need to do during the year to function AT CON? ===

* See [[Theatre Manifesto]]

=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===

Make sure to contact the Volunteer Coordinator (volunteers@vancoufur.org) and also search on your own, for the following volunteers:

- Gophers for load in and load out
- Actors for your productions / skits
- Volunteers to assist with A/V (Otherwise you'll be stuck in the theatre all con).

=== What equipment do you need to function well AT CON? ===

* See [[Theatre Manifesto]]

=== What staff will you be working with AT CON? ===

* Hotel Department : hotel@vancoufur.org
* A/V Department
* Fursuit Track Department: no VF EMAIL ALIAS/FORWARDS, find out who it is.
* Theming Department: theme@vancoufur.org
* Logistics Department: no VF EMAIL ALIAS/FORWARDS, find out who it is.
* Dance/DJ Department: dance@vancoufur.org
* Volunteers Department: volunteers@vancoufur.org
* And Chair: Chair@vancoufur.org

=== Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!) ===

* Notices for the site and social media include Dance competition and Variety show signups (see templates in folder)
* Dance comp and Variety show application due dates
* You may also send notices to social media to search for volunteers

== Your Department on the Website/in the Conbook ==

Emails associated with task: [[Webmaster@vancoufur.org]] [[publications@vancoufur.org]]

=== Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design? ===

* Make sure a description for all of your theater events are given to the conbook. (ceremonies, variety show, dance comp, etc!)

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Add in items your department should have completed by this time and items to finish ASAP.

* Have your Variety show and Dance competition application forms up and running on the website
* Have scripts ready to go for Opening/Closing Ceremonies (get approval from chairs and theme team.) [[theme@vancoufur.org]]
* Network for Volunteers (Volunteers Lead and Social Media can help!) [[volunteers@vancoufur.org]] [[social.media@vancoufur.org]]

== 3 Months before con, what do you need to have done? ==

* Do you have enough volunteers?

* Network for Volunteers and Variety show Talent
* Make sure to be in contact with the volunteer coordinator
* Make sure to have applications open for the dance comp and a place to keep track of them. (and the variety show)
* You should start building a schedule for your team. Who needs to check in where and when, who is scheduled to setup and teardown or host what events, etc.

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items. And when they are to set up and take down items) [[hotel@vancoufur.org]]
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area. [[it@vancoufur.org]]
* Send in any needed information to the Conbook for print.

* Check in with Scooby for theatre equipment needs
* Make sure that DJ Equipment is ready to be rented for the Con
* Make sure you have final instructions/due dates being posted about for the variety show and dance comp applications.
* Make sure you have enough volunteers! If not, make sure to send word to social media and the volunteers lead for any last minute needs!
* Make sure you have organized with the logistics team on how to get all your needed equipment to the convention! (And know where the equipment is going to be put for your retreival!)

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] [[[a]]][[[b]]]

== Break down of contacts ==

=== Who on staff do you need to be in contact with regularly for your department to function? ===

* A/V Department

=== Who is your executive contact? ===

* Events Coordinator events@vancoufur.org

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* Scooby (Theatre Equipment)
* Actors
* Talent
* Volunteers

== Department Inventory and Ordering Resources ==

* Mixing board from Long and McQuaid (TBD)
* Theatre Equipment from scooby (TBD)

* General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc)

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* A theatre production for the ceremonies and the variety show
* Having rehearsals in advance

=== What didn't work/would suggest to avoid? ===

* Taking on too much by yourself, always ask for help
* What would you suggest to be done for the future years of your department that aren't already in motion?
* TAKE CARE OF YOURSELF! No one is going to tell you to take a break or for you to feed yourself or to sleep. You have to be mindful of your own health and needs.

== Other Resources ==

* Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years!

* Resources for how you organized your time, any apps that were helpful to you, etc.

* Advice on how to work with certain companies if they prove to be difficult. (Some companies we order from, it is best to contact a rep directly instead of doing a straight up online order. )

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Fursuit Track

2017-09-10T09:23:05Z

Maxwolf:

== Basic Department Description ==

* You are in charge of organizing and putting into action all planning and events that pertain to Fursuiting. This includes: parade, games, panels, headless lounge and, if applicable, coordinating with Fursuit Guest of Honour and running the Fursuit Dance Competition.
* The skills you will need for this position include, but are not limited to: Organization, patience, a clear loud voice, public speaking ability, the ability to solve problems on the fly.
* Staff email for this department is: [[FursuitTrack@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Plan your parade route (indoor and outdoor alternatives) including the fursuit photo following the parade.
* Come up with, and have designed the fursuiter parade tags/badges. They should fit the theme and be easy to quickly apply to each fursuit as they begin the parade. Theming team & art team will help you with this, if they are not already responsible for doing it for the current year.
* Plan your fursuit games. First, find out what's in storage (currently, hockey sticks, ball pit balls for hoarders, and a 12x15' Twister board.) Design any games you wish to add each year, bonus if the game fits the theme.
* Go over the list of panel suggestions and offers, decide which panels you wish to fill for fursuit track. You should include at LEAST 1 fursuit creation panel, 1 how-to fursuit panel, and a meet-and-greet panel. Those are minimums only and you should have much more than that to provide your events director to fill the schedule out.

* You need to liaise via email with the panel hosts to coordinate times/content of the panels to make sure they fit with the Programming team/Event director's schedule and the overall vision of the convention.

=== Are there things you need to order during the year? ===

* The aforementioned fursuit tags for the fursuit parade need to be ordered well ahead of time (Or given to the themeing team to create), a plan should be implemented and strictly followed each year to ensure these make it to the convention with all necessary badge clips or attachments needed to make them functional.
* You need to speak with Nitro Shep and Silverski before the convention to coordinate the use of their fans for the headless lounge. If they are unavailable, you will have to coordinate with other staff to find a new person.
* Submit BEO's (room layouts) to the hotel team to make sure your headless lounge is properly stocked and prepared (Tables/chairs/water, etc.)
* Ensure your logistics team has received your request to pick up whatever materials you require from storage.

=== Do you need a function space map created for your department? ===

* You need a high quality map of the hotel to plan the parade route. This needs to be submitted not only to the event director and convention chairs, but also to the Hotel Operational Manager (Ask our staff Hotel Lead) before the convention to be approved. (It should also be forwarded to the Programming team to be put up on Sched.org. So fursuiters can forsee the routes.)

=== What do you need to do during the year to function AT CON? ===

* Coordinate with volunteers lead to make certain you have the staff you need at each of your events. Especially important with headless lounge and parade.
* Have all of your projects (new games, fursuit badges etc. completed at least 2 months before the convention.
* List your schedule and hosts of your panels very clearly.
* Submit your parade route map to conbook at least 2 months before the convention.
* Keep in close contact with Hotel Lead to make sure your ladder, megaphone, and other parade needs are set up prior to your arrival.
* Get in contact with photography lead to make sure their needs are met to take the fursuit group photograph.
* Contact any emcees you require for your events and have them aware of the scheduled times of those events and what they are required to do if they do not already know.

=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===

* You require security at the entrance to headless lounge morning until night to badge check and keep non-suiters and photography/video out of the headless lounge.
* 6-8 volunteers are needed to assist with the parade. 1 to lead the parade, several to travel with to hold doors, 2 at the beginning of the parade to hand out fursuit badges and do an accurate fursuit count, and any others to help keep the fursuiters following the difficult/confusing places the parade travels (dealers den, 100 block East crossroads, outdoors, etc.)

=== What equipment do you need to function well AT CON? ===

* Parade Requires: 1 Very tall ladder, megaphone, gaffe tape and green painters tape for arrows on the floor.
* Panels often require: Fursuiters to assist hosts, easel & paper, projector, markers.
* Games require: the games to be brought from storage to the convention space, gaffe and painters tape to mark the floors, chairs.
* Headless Lounge requires: tables and chairs, a minimum of 3 tree fans, 1-3 large floor fans (Ask Nitro shep and Silverski), 2 large water containers (water and gatorade), and multiple cans of powdered orange gatorade (we used 6 last year).

* If headless remains in the same area as last year, you need black paper and tape to cover the windows/doors, and 2 large curtains set up to provide privacy/faux wall.

=== What staff will you be working with AT CON? ===

* Hotel lead, volunteer lead, event director, ops, security
* Executive Hotel Operations Manager (Ask Hotel Lead for current person!)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* Panel, parade and games times/updates complete with hosts and info on the panel.(these will be sent to programming, then social media will post once they are confirmed on sched.org)
* Volunteer needs if you are looking for more people to participate in panels/events/etc

== Your Department on the Website/in the Conbook ==

* 2017 will require fursuit/headless lounge rules to be posted on the website and in the conbook.
* Perhaps a note on the Parade and the map on the website as well. (request a fursuit page under events from the web designer!)

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Inform volunteer lead of your requirements for the convention.
* Have decided what games and themes you intend on trying to tackle and be well underway with their completion.
* Have determined a design and plan for fursuit parade tags. (Please consult themeing and art lead as they will need to make sure its following the art guide. Chairs also sometimes have a want for the design as well and will work with you. Just be sure to ask!)
* All required budget needs should be submitted and have approval by this time.

== 3 Months before con, what do you need to have done? ==

* Confirm with volunteer lead that you have enough to cover your needs at the convention.
* Confirm with your panelists and have your events director's approval on all of your panels.

* confirm with your panelists what equipment (tables/chairs/equipment/IT) or fursuits/people they require to successfully complete their panel.

* Maps and any advertisements you require should be submitted to conbook.
* You should be wrapping up all of your games and theming projects by this point.
* Your fans should all be confirmed for headless lounge.
* You should start building a schedule for your team. Who needs to check in where at what time, if you need to check in that fursuit panels are running on time, etc.

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Don't forget to ask Aphinity to bring his ref Jersey for fursuit games!
* Order your parade route and headless lounge signs from printshop in advance.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got input into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)[[[d]]][[[e]]][[[f]]][[[g]]]

* Sparky was invaluable last year as a volunteer.
* Talk to volunteers lead often and early, you need a lot of volunteers for parade.

* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Hotel to arrange BEO and parade needs
* Volunteers and security to cover your parade route
* Theming team/Art Lead if you require assistance with any theme related games, items, etc.
* Ops/Events Director for any unexpected problems
* Nobody knows fursuit track like Aphinity, if you run into trouble he can help you troubleshoot.

=== Who is your executive contact? ===

* Events Director

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* Executive Operations Manager Zarmineh (604) 830-9797 (MAKE SURE YOU ASK THE HOTEL LEAD BEFORE CONTACTING! Hotel staff CHANGE constantly!)

== Department Inventory and Ordering Resources ==

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.
* BUDGET for Fursuit parade badges UNKNOWN.

* Previous years were done by Trapa. On his laser cutter.
* 2017 fursuit parade badges were done by foobar
* May be worth checking with ironfur (@ironfur on twitter) to see if he wants to help with helper bucks or other badge related things. He seems keen to help and very good at engineering and manufacturing unique objects.

=== What remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure) ===

We currently have the following for fursuit games in storage:

* approx. 16 hockey sticks.
* 2 boxes of ball-pit balls
* 1 12' x 15' Twister mat (fits 8-12 fursuiters)

* Headless lounge purchased for its power grid

* 30amp twist lock to stove plug adapte

* Currently held by Silverski. He will bring it next year

* List possible ordering/expenses for future years if any.

* Discussed the possibility of spending our budget on water/gatorade coolers
* Headless still needs a changing tent for years that we have insufficient pipe & drape.
* We need a larger budget to have more gatorade powder on hand, we are OUT of gatorade powder. The mix for the gatorade cooler provided by nitro is 2 small cans + 1 cooler of water. We used 7 cans in 1.5 days, more than twice what we used the year prior. I highly recommend not less than 16 cans of gatorade powder for 2018.
* Proper budget assigned for the prize pools for Fursuit Dance Competition. This year we awarded $100 + shirt + poster ad prize (provided by Temrin and Tai) for first, $60 + Shirt for 2nd, and free attendee registration for 3rd.

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* Expanding on fursuit games went well (added twister), I would suggest continuing to add 1-2 games each year to keep it fresh.
* Having a third tree fan was invaluable, do not go with less than 3!
* Do not overdo the space you have for headless, we were in great shape, and able to keep the smaller area cool at a consistant 16-18 degrees. More space is fine, but not too much!
* The fursuit dance lesson panel would have been a big hit, and had great attendance, I would highly recommend trying this again.
* 1 security all the time in headless was a huge factor and probably avoided a number of problems. We almost never had an issue with people using the emergency exit door, security was very good about keeping it closed at all times.

=== What didn't work/would suggest to avoid? ===

* Lack of music for the fursuit parade was an oversight. Plan music at various spots throughout the parade route, or have people bring music with them. It really livens it up.
* Gaps in the parade were created by us not being prepared with the badge clips. I would pre-badge 10-15 suiters next year and have them ready to fill in any gaps in the parade at a moment's notice.
* More notice on the parade route and times. Advertise it better in the conbook and social media. Make sure your route signs are posted well in advance of the parade.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* We plan to do a fursuit rooftop dance video with dancing duke and/or Daiquiri Panda. Make sure this gets started at least 3 months in advance.
* Focus heavily on your panels and make sure you have some strong panelists with quality topics to really cover a wide spectrum of fursuit track.
* Work closely with Theatre and provide them fursuiters as they require. They often need them.
* Fursuiters are a very visual and important part of our fandom, don't hide them. Utilize your fursuiters to the best of your ability. Make sure they're an important part of many parts of the convention.
* We had a request that we have private change spaces in headless lounge. Look into this.

== Other Resources ==

* You alone will not be able to keep up with the amount of fluids the fursuiters drink in headless lounge. Nor can you stay awake 24 hours a day to keep the lounge clean and machines disinfected. Enlist the help of a 2nd to help you get these jobs done.
* Aphinity is your best friend, and his experience on fursuit track knows no end.
* Thumper was an invaluable asset in providing emcee coverage for fursuit games
* Lost count of your fursuiters in the parade? Keetah saved the day for me by counting them on his video.(Have more then one person counting and if contact Kheetah or Univaded from the video team to also count if they are willing!)
* Create and enforce those rules for headless lounge, make sure your security are helping you enforce them it will save you many headaches.
* Have someone come up with a better quality more accurate map! To say that the ones we currently have are inaccurate is a drastic understatement.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Fursuit

2017-09-10T09:17:58Z

Maxwolf: Maxwolf moved page Fursuit to Fursuit Track

#REDIRECT [[Fursuit Track]]

Fursuit Track

2017-09-10T09:17:58Z

Maxwolf: Maxwolf moved page Fursuit to Fursuit Track

Coordinates the main fursuit events and needs of fursuiters at the convention. This track is responsible for the planning and execution of the fursuit parade, headless lounge, fursuit games, and dance competition. Fursuit track works with the programming team to recruit talented guests and speakers for fursuit related panels.

Works closely with the fursuit track lead to organize the headless lounge for the suiters. Organizes and plans the room. Coordinates volunteers to keep the space clean, safe and running during the convention. Organizes fans and dryers for suiters to use.

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Registration

2017-09-10T09:16:26Z

Maxwolf:

== Basic Department Description ==

Register members for the event, and monitor ongoing registration through the year. Monitor the registration email and answer reg related questions and emails that come in. Physically run at con registration providing members with their badges and other reg materials.

=== What skills are handy for those in this position? ===

management /supervisor experience recommended, cashier and money handling experience. Proficient with computer use and Convention Master tools. Organizational skills and good time management. Being friendly with a good customer service attitude. Decent problem solving and troubleshooting skills.

=== What is your staff email? ===

[[registration@vancoufur.org]] & [[reg@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

== Yearly Responsibilities ==

=== What do you need to do during the year for your department to function before con? ===

Monitor the department email and respond to any questions or concerns that come in. Keep an eye on reg numbers and coordinate with other departments as needed. Coordinate with other staff to establish the timeline for registration price jumps and dates.

=== Are there things you need to order during the year? ===

Yes, Lanyards, badge holders, and any other registrations specific materials, coordinate with other staff on badge insert art and ideally order the printing.

=== Do you need a function space map created for your department? ===

Not needed, but good to have and idea of the setup needed.

=== What do you need to do during the year to function AT CON? ===

Order any needed supplies for running registration. Have a game plan for the needed tech setup for printers and laptops, pull together your volunteer staff team as much as possible and schedule their shifts in advance.

=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===

Pool of 15 - 20 volunteers to staff registration shifts, Seven minimum needed during peak reg times. Can reduce team down to three when needed.

=== What equipment do you need to function well AT CON? ===

Reg laptops, label printers, kiosk laptops, kiosk printers, podium, podium laptop, network cables, extension cords, powerbars, cable snake

=== What staff will you be working with AT CON? ===

Chair, vice chair, ops, volunteer coordinator, hotel liaison, security, con store lead, dealers lead, GoH lead

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

Price jumps, reminders to register, perks of sponsor and patron membership, volunteer staff requests and related perks, reg closing dates and times, at con registration times, reg prices,

== Your Department on the Website/in the Conbook ==

=== Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design? ===

YES! We need dates, times and prices for each stage of registration, details on what is needed to register like “CASH ONLY”, ID requirements, etc, registration location, contact info for questions, perks for each membership category, providing a layout design might be handy if you want certain information in a certain order.

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Add in items your department should have completed by this time and items to finish ASAP.

No much, just keep an eye on the email and reg numbers and keeping in touch with confirmed volunteers.

== 3 Months before con, what do you need to have done? ==

* Do you have enough volunteers?

Definitely follow up with volunteer team and the at con staff schedule.

* Add in items your department should have completed by this time and items to finish ASAP.

Lanyards and badge holders should be ordered now. Special colour requests need as much advance time as is reasonable.

You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Add in anything else your department needs!

Volunteer schedule should be mostly nailed down, definitely have a team lead in place for each day so you are not in reg for 12 hours everyday.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] [[[a]]]

== Break down of contacts ==

=== Who on staff do you need to be in contact with regularly for your department to function? ===

Volunteer lead, Events Executive

=== Do you have contacts outside of VF staff that you should be in contact with? ===

Local printing company willing to print high quality at a steep discount for the con, and lanyard and badgeholder order contacts

== Department Inventory and Ordering Resources ==

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.

List to be updated

* what remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure)

Inventory gets used by Bronycan staff, numbers unknown. Need to consider coordinating with other event to keep better stock of inventory.

* List possible ordering alternatives for future years if any.
* General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc)

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

Being organised, getting help from IT for networking the room, the room layout worked very well for managing flow of people, cash only worked out well for keeping things simple and fast (but got lots of complaints), pre bag stuffing always good, making members fill out their own info at the kiosk saves staff time,

=== What didn't work/would suggest to avoid? ===

Major shortage of volunteers (three people put in over 40+ hours each), more staff needed for next year to spread out work evenly, conflicts with reg times and major con events where reg was completely dead and did not need to be open, problems getting the room locked and opened when needed, need more kiosks open at the end of con to handle pre-registration for next year, no real policy around replacing peoples badges (consider a badge replacement fee or registering again, rules need to be posted!)

Get an IT savvy person on staff.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

Consider electronic payment options for at the con. Rent an ATM machine for registration room just for reg? Need better control over opening and closing the room (having a key if possible), coordinating with art departments that produce material related to registration like the pocket guides, badge inserts, etc. Consider axing or reducing the pocket schedules and instead posting schedule boards around the con.

== Other Resources ==

* Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years!
* List any other websites the dept staff may need (for example, Social Media needs a list of all the places that vancoufur has access to or an account on to run social media and who to ask for password resets for if a new person takes over the job in the future.
* Resources for how you organized your time, any apps that were helpful to you, etc.
* Advice on how to work with certain companies if they prove to be difficult. (Some companies we order from, it is best to contact a rep directly instead of doing a straight up online order. )

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Programming

2017-09-10T08:48:53Z

Maxwolf:

== Basic Department Description ==

* Gather suggestions for panels and events from track leads and general membership
* Schedule events over the course of the convention
* Coordinate equipment and other requests from presenters

=== What skills are handy for those in this position? ===

* Communication skills (email/etc)
* Strong organizational skills
* Basic computer skills for spreadsheets and other organizational tools

=== What is your staff email? ===

* [[programming@vancoufur.org]] & [[events@Vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you login to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Setting up a method of gathering panel suggestions, such as an email alias and/or web form.
* Helping track leads to generate ideas or hosts for panels and events

=== Are there things you need to order during the year? ===

* If being used, online schedule services, such as Sched.com

=== Do you need a function space map created for your department? ===

* Programming needs to be aware of what spaces will be used for panels and other events so they can schedule those areas to best efficiency.

=== What do you need to do during the year to function AT CON? ===

* Making sure you have sufficient panels and events scheduled throughout the days.

=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===

* Since at con, it is mostly ensuring that panels show up and having the equipment they need, lead and a second will be sufficient.

=== What equipment do you need to function well AT CON? ===

* A/V equipment (projectors, microphones, speakers, etc.)
* White boards or newsprint for art panels and other presentations

=== Who are you working with AT CON? ===

* Operations/Security (making sure panel rooms are open, badge checking for adult events)
* Hotel (making adjustments to rooms if necessary)
* Theater Lead (being appraised of changes or adjustment in their schedule)
* Other track leads as necessary

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* When panel submissions open
* Requests for panels can go out regularly
* If there are specific panels lacking a host we want to advert about
* Deadline for panel suggestions should be roughly 45 days before con

== Your Department on the Website/in the Conbook ==

* Main thing that Programming Lead needs from website is information about how to submit panels. Information should be clearly marked and easy for users to access.

* Make sure Website has your form to put on the events page
* Make sure that website also has the programming email cleary on the events page AND the contacts page (in and outside the contact page form.)

* Get information about panels and events to conbook as soon as confirmed, no later than a month before con.

* Update conbook as needed when panels change. You can do this up until the conbook has gone to print.

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Make sure that the Master Schedule has been created; this will help all departments visually see when events are happening.
* Making sure that track leads are working on getting their panel and event suggestions worked out
* Make sure your panel submission form is properly on the website. Please test it to make sure you are receiving results before officially opening the form to the public.
* Make a list of previous year panels and the host contacts for the track leads to use.
* Be ready to respond to panelist that their submission has been received and closer to the event, they will receive updates on their panel times, etc. (They will constantly ask Social Media accounts or other staff if it has been received or not. This can be mitigated if using a webform that confirms submissions have been received. -Also, Google forms have the option of emailing the applicant a copy of what they sent, as long as they provide an email/are logged in. Something to look into)

== 3 Months before con, what do you need to have done? ==

* First set major fixed events such as dances, open and closing ceremonies, guest of honor dinner, etc. on the schedule. All other panels will be filled in around these major events and affect whether other events are scheduled against them.
* Start working on confirming panel suggestions and equipment needs. (This should be done about two to three months before.)
* Work with track leads to help with round out their track schedule suggestions.
* Make sure that GOHs have panels they want to run submitted.
* Make sure that special tracks, such as Fursuit, Board Gaming and Video Gaming are in place and have the resources they need.
* You should start building a schedule for your team once panels have been confirmed. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* If being used, have information loaded into online schedule and then have sched.com PAID for by the chairs.
* Make sure you contact the social media lead when the Sched.com site is up to date with the master schedule so they can start advertising for the events/panels.
* Ensure that you have access to have any equipment or supplies that will be needed at con.
* Once schedule is set, start working on putting together printed schedules for each room for each day or getting that information to Sign Shop.
* If there are events that need hosts and/or material to show (Saturday Morning Cartoons et al.), get those secured as soon as possible.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next year’s chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

=== Who on staff do you need to be in contact with regularly for your department to function? ===

* Chair/Vice Chair (for questionable panel suggestions)
* Hotel (for events such as Ice Cream Social and GOH Dinner that need coordination with the hotel)
* Social Media (to regularly promote that panel suggestions are be accepted, and to promote panels once schedule is set)
* GOH Liaison (to get panels run by the GOHs)
* Conbook (to get schedule and events into the book)
* Sign Shop (help in getting signage for event spaces)

=== Who is your executive contact? ===

* Programming Executive

== Do's and Don'ts of the Department ==

* Making sure that you have a list of regular events (Opening/Closing, Fursuit Parade, Dances, etc.) and panels drawn up early on and set those in the schedule as early as possible. Those tend to be harder to move than other panels.
* Having an webform, such as through Google Docs, makes keeping track of panel suggestions easier, and less likely to have a suggestion misplaced or misdirected. Include on the webform length of time for panel, panel description, any equipment needs, possible track placement, and preferred time and date, in addition to contact info.
* When scheduling, try to keep all panels that need A/V in one place as much as possible. If you don’t have to constantly move and setup equipment, it will simplify your time at con.
* Using a master schedule for all activities at con (not just programming related) will ensure that everything is kept straight, and better allowing you to honor requests that are dependant not conflicting with certain events (dealer’s den, parade, etc.).
* Color coding each track on master schedule gives a good visual on which track each panel is under. Try to avoid scheduling two activities of the same track against each other. (The one exception is General track panels.)
* Encourage panelist to host panels on Thursday or Sunday. These tend to be sparse for programming.
* When drawing up the schedule, be sure to keep in mind set up and tear down time for certain panels and events and account for that in your schedule.
* If there are any 18+ panels, clarify with chair if those are allowed and if so, what time are they allowed to start.
* If you are using an online schedule (Sched.com), make sure that you keep the master schedule and the online schedule synched. This ensure that staff and attendees have the same information.

=== What didn't work/would suggest to avoid? ===

* Try to keep panelists expectations about available equipment to a minimum and encourage them to bring as much as they can. We can reliably provide a projector, some cabling, a mic/speaker, newsprint and a white board, in addition to tables and chairs in the hotel.
* What would you suggest to be done for the future years of your department that aren't already in motion?
* Some tracks, such as writing, need to have a more robust program. If want to have these tracks develop and grow, working with GOHs and track leads to help diversify our offerings.

== Other Resources ==

* http://www.sched.com for an online schedule solution (starting at $125/event)
* Google Docs works well for providing online spreadsheets and webforms that makes keeping track of information easier. (Please keep your information in the VancouFur Materials folder, inside your department folder.)

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Programming

2017-09-10T08:47:31Z

Maxwolf:

== Basic Department Description ==

* Gather suggestions for panels and events from track leads and general membership
* Schedule events over the course of the convention
* Coordinate equipment and other requests from presenters

=== What skills are handy for those in this position? ===

* Communication skills (email/etc)
* Strong organizational skills
* Basic computer skills for spreadsheets and other organizational tools

=== What is your staff email? ===

* [[programming@vancoufur.org]] & [[events@Vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you login to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Setting up a method of gathering panel suggestions, such as an email alias and/or web form.
* Helping track leads to generate ideas or hosts for panels and events

=== Are there things you need to order during the year? ===

* If being used, online schedule services, such as Sched.com

=== Do you need a function space map created for your department? ===

* Programming needs to be aware of what spaces will be used for panels and other events so they can schedule those areas to best efficiency.

=== What do you need to do during the year to function AT CON? ===

* Making sure you have sufficient panels and events scheduled throughout the days.

=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===

* Since at con, it is mostly ensuring that panels show up and having the equipment they need, lead and a second will be sufficient.

=== What equipment do you need to function well AT CON? ===

* A/V equipment (projectors, microphones, speakers, etc.)
* White boards or newsprint for art panels and other presentations

=== Who are you working with AT CON? ===

* Operations/Security (making sure panel rooms are open, badge checking for adult events)
* Hotel (making adjustments to rooms if necessary)
* Theater Lead (being appraised of changes or adjustment in their schedule)
* Other track leads as necessary

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* When panel submissions open
* Requests for panels can go out regularly
* If there are specific panels lacking a host we want to advert about
* Deadline for panel suggestions should be roughly 45 days before con

== Your Department on the Website/in the Conbook ==

* Main thing that Programming Lead needs from website is information about how to submit panels. Information should be clearly marked and easy for users to access.

* Make sure Website has your form to put on the events page
* Make sure that website also has the programming email cleary on the events page AND the contacts page (in and outside the contact page form.)

* Get information about panels and events to conbook as soon as confirmed, no later than a month before con.

* Update conbook as needed when panels change. You can do this up until the conbook has gone to print.

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Make sure that the Master Schedule has been created; this will help all departments visually see when events are happening.
* Making sure that track leads are working on getting their panel and event suggestions worked out
* Make sure your panel submission form is properly on the website. Please test it to make sure you are receiving results before officially opening the form to the public.
* Make a list of previous year panels and the host contacts for the track leads to use.
* Be ready to respond to panelist that their submission has been received and closer to the event, they will receive updates on their panel times, etc. (They will constantly ask Social Media accounts or other staff if it has been received or not. This can be mitigated if using a webform that confirms submissions have been received. -Also, Google forms have the option of emailing the applicant a copy of what they sent, as long as they provide an email/are logged in. Something to look into)

== 3 Months before con, what do you need to have done? ==

* First set major fixed events such as dances, open and closing ceremonies, guest of honor dinner, etc. on the schedule. All other panels will be filled in around these major events and affect whether other events are scheduled against them.
* Start working on confirming panel suggestions and equipment needs. (This should be done about two to three months before.)
* Work with track leads to help with round out their track schedule suggestions.
* Make sure that GOHs have panels they want to run submitted.
* Make sure that special tracks, such as Fursuit, Board Gaming and Video Gaming are in place and have the resources they need.
* You should start building a schedule for your team once panels have been confirmed. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* If being used, have information loaded into online schedule and then have sched.com PAID for by the chairs.
* Make sure you contact the social media lead when the Sched.com site is up to date with the master schedule so they can start advertising for the events/panels.
* Ensure that you have access to have any equipment or supplies that will be needed at con.
* Once schedule is set, start working on putting together printed schedules for each room for each day or getting that information to Sign Shop.
* If there are events that need hosts and/or material to show (Saturday Morning Cartoons et al.), get those secured as soon as possible.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next year’s chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

=== Who on staff do you need to be in contact with regularly for your department to function? ===

* Chair/Vice Chair (for questionable panel suggestions)
* Hotel (for events such as Ice Cream Social and GOH Dinner that need coordination with the hotel)
* Social Media (to regularly promote that panel suggestions are be accepted, and to promote panels once schedule is set)
* GOH Liaison (to get panels run by the GOHs)
* Conbook (to get schedule and events into the book)
* Sign Shop (help in getting signage for event spaces)

=== Who is your executive contact? ===

* Programming Executive

== Department Inventory and Ordering Resources ==

* Online Schedule, Sched.com is approx $125 USD for 100 user accounts and $25 for each additional 100 accounts. Roughly $200 USD for 400 accounts should cover average usage. You will have to go through the Chairs to get this paid for. (It will not function for public use without being paid but remember to put info on it FIRST before making it public/Paying.)

== Do's and Don'ts of the Department ==

* Making sure that you have a list of regular events (Opening/Closing, Fursuit Parade, Dances, etc.) and panels drawn up early on and set those in the schedule as early as possible. Those tend to be harder to move than other panels.
* Having an webform, such as through Google Docs, makes keeping track of panel suggestions easier, and less likely to have a suggestion misplaced or misdirected. Include on the webform length of time for panel, panel description, any equipment needs, possible track placement, and preferred time and date, in addition to contact info.
* When scheduling, try to keep all panels that need A/V in one place as much as possible. If you don’t have to constantly move and setup equipment, it will simplify your time at con.
* Using a master schedule for all activities at con (not just programming related) will ensure that everything is kept straight, and better allowing you to honor requests that are dependant not conflicting with certain events (dealer’s den, parade, etc.).
* Color coding each track on master schedule gives a good visual on which track each panel is under. Try to avoid scheduling two activities of the same track against each other. (The one exception is General track panels.)
* Encourage panelist to host panels on Thursday or Sunday. These tend to be sparse for programming.
* When drawing up the schedule, be sure to keep in mind set up and tear down time for certain panels and events and account for that in your schedule.
* If there are any 18+ panels, clarify with chair if those are allowed and if so, what time are they allowed to start.
* If you are using an online schedule (Sched.com), make sure that you keep the master schedule and the online schedule synched. This ensure that staff and attendees have the same information.

=== What didn't work/would suggest to avoid? ===

* Try to keep panelists expectations about available equipment to a minimum and encourage them to bring as much as they can. We can reliably provide a projector, some cabling, a mic/speaker, newsprint and a white board, in addition to tables and chairs in the hotel.
* What would you suggest to be done for the future years of your department that aren't already in motion?
* Some tracks, such as writing, need to have a more robust program. If want to have these tracks develop and grow, working with GOHs and track leads to help diversify our offerings.

== Other Resources ==

* http://www.sched.com for an online schedule solution (starting at $125/event)
* Google Docs works well for providing online spreadsheets and webforms that makes keeping track of information easier. (Please keep your information in the VancouFur Materials folder, inside your department folder.)

[[Category:Events]] 
[[Category:Department]]
[[Category:Draft]]

Night Market

2017-09-10T08:42:18Z

Maxwolf:

== Basic Department Description ==

=== What do you do for the convention/What is your purpose? ===

* provide a space for vendors to sell their art/merchandise

=== What skills are handy for those in this position? ===

* Organizing
* Writing
* Communication (emailing)

=== What is your staff email? ===

* You will use your personal address or a personal VF email. If you wish to have a personal VF email please contact the IT/Admin/Chairs for this. You will not have a forward facing (posted to the sites, etc) “job” email as this is a one day event of the convention.

== Yearly Responsibilities ==

* Find location for event (2016 and 2017 we used artist alley tables)
* Create table layout (unless using another department's location)
* If you do pre-reg tables, create a form to do so (2016 and 2017 was first come, first serve half tables)

* I would also suggest communicating with dealers den, and artist alley to see who would like to apply for night market.
* This will require more organizing

=== Are there things you need to order during the year? ===

* Possibly paper for signs.
* Signs for table numbers

* Unless you are using another department's location, they may have table numbers already.

=== Do you need a function space map created for your department? ===

* Yes (2016/17 we used artist alley location, so map was also used-but then layout had to be changed.)

=== What do you need to do during the year to function AT CON? ===

* Make a list of rules.
* If you have pre-reg (2016/17 did first come first serve) you will need a spreadsheet to keep organization of who is at what table

=== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ===

* 2016/17 was short, so no volunteers were needed.
* In the future, make sure that you have enough volunteers to man the staff check-in table for the Night Market at all times that it was open. (Or make sure it is you and a 2nd available so you guys can cover tables and cover one another if someone has to leave.)

=== What equipment do you need to function well AT CON? ===

* Signs
* Map locations

=== What staff will you be working with AT CON? ===

* Treasury

* They will deliver the cash box, and pick it up at the end.

* Hotel

* In the case of missing tables/chairs, or no table cloths.

* Volunteers

* If you decide to have volunteers.

* Otherwise, it will be you, and your second. ^_^ have fun!

* Advertise when night market opens, during the con.
* If there is pre-reg, you will need to contact social media with opening/closing application dates.

== Your Department on the Website/in the Conbook ==

* If you are using Artist Alley locations, then you do not need a map.
* You should have a little blurb about night market,

* Brief description
* Days it is open
* Check in times
* Times it is open, and closed.

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Add in items your department should have completed by this time and items to finish ASAP.
* If you are doing pre-reg, then this form should have already been completed, and in use.

== 3 Months before con, what do you need to have done? ==

* Do you have enough volunteers?
* Add in items your department should have completed by this time and items to finish ASAP.
* You should already have your table layout (unless you are using another departments layout)
* You should already have organized who goes where if you did pre-reg
* You should start building a schedule for your team. (Use the Master Schedule for the year! Likely, you can work with Artist Alley and use their section, just adding a thursday night slot for Nightmarket. Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Add in anything else your department needs!

* If pre-reg, you should know who has a table, and who is on reserve-prepare to change people around, due to cancels

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] [[[a]]]

== Break down of contacts ==

=== Who on staff do you need to be in contact with regularly for your department to function? ===

* Hotel
* Con book
* Possibly IT
* Ops
* Treasurer (in regards to cash box-during convention)

=== Who is your executive contact? ===

* Business Executive

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* None

* Unless you do pre-reg, you will only be in contact with vendors, and staff

== Department Inventory and Ordering Resources ==

* Look into doing this more than one day. But expect it will be for thursday ONLY[[[b]]] as we do not want to impact our dealers and Artist Alley folks on working days. It will take too much attention away from our other vendors. Thursday will most likely be the only day it is run.
* 2016 - 4 half tables were used (all dealers)
* 2017 - 4 tables were used (8 half tables) (2 were dealers den vendors) [doubled from previous year]

== Do's and Don'ts of the Department ==

=== What didn't work/would suggest to avoid? ===

* Was hard to judge for 2016, as there were many who went to the new movie that opened that night. The vendors looked like they were happy, and wanted this every year.

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* Much more notice during the year about it. Make sure to do your own social media-ing as well as getting other art departments help (Dealers den, artist alley, art show, etc, to cross promote between them all.)

== Other Resources ==

* Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years!

* Possibly a pre-reg one day, but the first come first serve works well.
* More advertisement for it.

* List any other websites the dept staff may need (for example, Social Media needs a list of all the places that vancoufur has access to or an account on to run social media and who to ask for password resets for if a new person takes over the job in the future.

* Just website, and social media

* Resources for how you organized your time, any apps that were helpful to you, etc.

* Docs works fine to create the rules,
* If you do pre-reg,

* Google forms
* Spreadsheet to keep them organized

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Theming

2017-09-10T08:33:05Z

Maxwolf: /* Basic Department Description */

== Basic Department Description ==

* The primary purpose of theming is to handle all "Set-dressing" related needs; Physical props, decorations, signage and more,
* Theming staff will need good "transformative" art skills; The ability to turn one object into another with a coat of paint or applique construction. Basic carpentry skills are an asset, sewing skills/equipment fit well, and painterly talents are a major plus. Other unique skills such as light DC electronics and plastic-working will definitely help!

== Yearly Responsibilities ==

* Theming staff need to communicate with all other department leads and consider all departmental proposals for theme-dressing in their respective areas, for a convention game, patron/sponsor gift or other requirements not yet met by other departments internally. All departments do have the option to coordinate their own internal affairs, but on theme matters, interdepartmental coordination is appreciated!
* Once needs are ascertained, the theming lead will triage construction needs, assign subtasks and coordinate. Not everything will be possible; Failure is always an option, but a safe fail-over is always recommended!
* Theming staff will need to coordinate through the lead to organize material purchases and if necessary, the loan or purchase of tools. These needs will have to be handled on a case by case basis, each year.
* Theming will need to coordinate with Hotel to ensure that appropriate measurements and hotel maps are available; Having this information is of absolute importance to ensure props fit appropriately into a location!

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Theming

2017-09-10T08:32:52Z

Maxwolf: /* Basic Department Description */

Theming

2017-09-10T08:32:16Z

Maxwolf:

Theming

2017-09-10T08:31:27Z

Maxwolf:

== Basic Department Description ==

* The primary purpose of theming is to handle all "Set-dressing” related needs; Physical props, decorations, signage and more,
* Theming staff will need good "transformative” art skills; The ability to turn one object into another with a coat of paint or applique construction. Basic carpentry skills are an asset, sewing skills/equipment fit well, and painterly talents are a major plus. Other unique skills such as light DC electronics and plastic-working will definitely help!
* What is your staff email? (These are the forward facing "job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Theming staff need to communicate with all other department leads and consider all departmental proposals for theme-dressing in their respective areas, for a convention game, patron/sponsor gift or other requirements not yet met by other departments internally. All departments do have the option to coordinate their own internal affairs, but on theme matters, interdepartmental coordination is appreciated!
* Once needs are ascertained, the theming lead will triage construction needs, assign subtasks and coordinate. Not everything will be possible; Failure is always an option, but a safe fail-over is always recommended!
* Theming staff will need to coordinate through the lead to organize material purchases and if necessary, the loan or purchase of tools. These needs will have to be handled on a case by case basis, each year.
* Theming will need to coordinate with Hotel to ensure that appropriate measurements and hotel maps are available; Having this information is of absolute importance to ensure props fit appropriately into a location!
* What do you need to do during the year to function AT CON?
* How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!)
* What equipment do you need to function well AT CON?
* What staff will you be working with AT CON?
* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

== Your Department on the Website/in the Conbook ==

* Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design?
* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Add in items your department should have completed by this time and items to finish ASAP.

== 3 Months before con, what do you need to have done? ==

* Do you have enough volunteers?
* Add in items your department should have completed by this time and items to finish ASAP.
* You should start building a schedule for your team. When things need to be delivered/setup, if anyone needs to be somewhere to collect theming bits, if something needs to be setup at a specific event, etc

== 1 Month before con, what do you need to have done? ==

* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Add in anything else your department needs!

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] [[[a]]]

== Break down of contacts ==

* Who on staff do you need to be in contact with regularly for your department to function?
* Who is your executive contact?
* Do you have contacts outside of VF staff that you should be in contact with?

== Department Inventory and Ordering Resources ==

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.
* what remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure)
* List possible ordering alternatives for future years if any.
* General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc)

== Do's and Don'ts of the Department ==

* What worked well/Would suggest doing again?
* What didn't work/would suggest to avoid?
* What would you suggest to be done for the future years of your department that aren't already in motion?

== Other Resources ==

* Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years!
* List any other websites the dept staff may need (for example, Social Media needs a list of all the places that vancoufur has access to or an account on to run social media and who to ask for password resets for if a new person takes over the job in the future.
* Resources for how you organized your time, any apps that were helpful to you, etc.
* Advice on how to work with certain companies if they prove to be difficult. (Some companies we order from, it is best to contact a rep directly instead of doing a straight up online order. )

== PLEASE REMEMBER ==

* Always respond to emails/contacts, even if it is just to say "I recieved your email and will get back to you soon!” / "I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members’ documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Art Show

2017-09-10T07:23:02Z

Maxwolf: Replaced content with "Organizes the art show items, rooms, and payments. Handles art show submissions during the year and runs the room during the convention. Ensures that vendors are paid once..."

Organizes the art show items, rooms, and payments. Handles art show submissions during the year and runs the room during the convention. Ensures that vendors are paid once items are sold and treasury is updated.

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Art Show

2017-09-10T07:21:33Z

Maxwolf:

VancouFur Department Guides

Art Show[[[a]]][[[b]]][[[c]]][[[d]]]

Originally written by ____, year

(updated by ____, year)

Yellow areas are editable fields! (Delete this section once you are done!)

Feel free to add other sections if your department needs it! These are just the basic things. Expanding is always appreciated!

{| border="1"
|-
|
Please remember, we want you to have fun, be creative and be inspired! Have ideas for your department? Talk with your fellow staff and get some stuff info written up to explain what you want to do! Talk to your execs (or the chairs) to confirm if it’s okay to do but we want to hear all the creative things you have to offer. We want your department to become a fun project for you. Have idea’s for projects or convention additions that don’t fit in your department? Thats awesome too! Have an idea about how to engage people in the convention more? Do you have experience in some aspect of the fandom that you think could get some more exposure? Let us know!

This guide is to make sure the essentials get done and you aren’t feeling lost or scrambling last minute for something that you weren’t aware of. Feel free to get creative and start suggesting new things to do! We may not be able to do them all (for various reasons) but we want to hear of them!

|}
Basic Department Description:

* What do you do for the convention/What is your purpose?
* What skills are handy for those in this position?
* What is your staff email? (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

Yearly Responsibilities:

* What do you need to do during the year for your department to function before con?
* Are there things you need to order during the year?
* Do you need a function space map created for your department?
* What do you need to do during the year to function AT CON?
* How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!)
* What equipment do you need to function well AT CON?
* What staff will you be working with AT CON?
* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

Your Department on the Website/in the Conbook:

* Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design?
* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

6 Months before con, what do you need to have done?

* Add in items your department should have completed by this time and items to finish ASAP.

3 Months before con, what do you need to have done?

* Do you have enough volunteers?
* Add in items your department should have completed by this time and items to finish ASAP.
* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

1 Month before con, what do you need to have done?

* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Add in anything else your department needs!

After the Convention/Before the Firing Party:

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

Break down of contacts:

* Who on staff do you need to be in contact with regularly for your department to function?
* Who is your executive contact?
* Do you have contacts outside of VF staff that you should be in contact with?

Department Inventory and Ordering Resources:

* list who you have ordered products from (if any) and be sure to list price/currency/quantity and if there was a representative you were in contact with, please list their name.
* what remaining inventory you have from this year. (please also write in things you are unsure about! Just make sure it is clear that you are unsure)
* List possible ordering alternatives for future years if any.
* General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc)

Do's and Don'ts of the Department:

* What worked well/Would suggest doing again?
* What didn't work/would suggest to avoid?
* What would you suggest to be done for the future years of your department that aren't already in motion?

Other Resources

* Add whatever extras you feel are good tips, tricks, resources, contacts, etc for the future years!
* List any other websites the dept staff may need (for example, Social Media needs a list of all the places that vancoufur has access to or an account on to run social media and who to ask for password resets for if a new person takes over the job in the future.
* Resources for how you organized your time, any apps that were helpful to you, etc.
* Advice on how to work with certain companies if they prove to be difficult. (Some companies we order from, it is best to contact a rep directly instead of doing a straight up online order. )

== PLEASE REMEMBER ==

* Always respond to emails/contacts, even if it is just to say “I recieved your email and will get back to you soon!” / “I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members’ documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Artist Alley

2017-09-10T06:55:37Z

Maxwolf:

== Basic Department Description ==

Offer vendor tables. You plan location, rules, and dates. Open applications, accept/deny applications, wait lists. At con, you are checking in your vendors, and selling some at con tables.

=== What do you do for the convention/What is your purpose? ===

* Also offer some spots to Marketing department for important table trades

=== What skills are handy for those in this position? ===

* Organization
* Communication-emailing.

=== What is your staff email? ===

* [[artistalley@vancoufur.org]] (These are the forward facing "job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Complete a table layout (This should be done before applications open.)

* How many tables?
* Where are you placing these tables?
* Is it in the hallway, or are you in a room?
* Approval from Hotel lead (and executive if you have one)

* figure out all your important dates

* open artist alley applications

* 2016-I opened applications after Dealers Den had closed their applications (July 18th) and closed my application (January 31st) (This gives dealers who did not get a table have another chance. If you do it before DD, people will be hoping to get a table and may not apply.)
* 2017-Applications opened august 15th. Scheduled to close january 1st
* 2018-
* Do not be too late in opening Artist Alley though,the later you go the more people will start to complain. So I would suggest opening applications before september, and giving answers in October..

* They will want to know if they will get a full table, or all the days they requested.
* [[Form in 2017 folder]]

* When using form, you need to change, or remove the picture. As it will change year to year.
* Confirm table sizes. In 2016 I was under the impression that i was to be given 6’2” 
This was not the case. I received 8’ tables. Which i recommend to use again. KNOW TABLE SIZES FOR ON THE FORM, AND WEBSITE.
* In table locations, you can remove this section if it does not fit your plans. You will need a map for it, otherwise people can not select the table area they want.
* Over all, you can re-use that form, or create your own, or use CM’s functions.
* As with dealers application: they should add some information on what they are selling. This is to prevent people for using vendor tables as game demos. Demos can be done in the games room.

* We have a selection reserved beforehand AND a handful of spots available for daily drop ins AT CON so don't fill ALL your spots!

=== Accepted artists decision date ===

* 2016 started in october of 2015
* 2017 started in october of 2016
* 2018

=== Closing applications ===

* 2016 Jan 31st
* 2017 Jan 1st
* 2018

=== what days and what time is artist alley open. ===

keep in mind you need check-in/setup times available for sign in for expected vendors and for drop ins as well.

* Deadline for marketing to have table trades

* 2017- October 31st was the cut off date. (4 tables were given: 2 were used, 1 was placed back into AA)

* create an application, or re-use one already made. OR Convention Master

* Make sure this has a REQUIRED ‘real name’ field AND a "Prefered Business Name” field. We need to know who they are in the reg system as well as be able to put their proper business name on the website if they pre-order a table space.
* Make sure this also has a REQUIRED space for them to put in their website URL or Gallery link.
* Make sure it also has a REQUIRED area for them to choose what days they want to be in the artist alley. (Friday/Sat/Sunday, Usually the same days as the DD is open.)

* Set aside a few spots (at least 4 tables) for table trades
* Confirm number of tables before applications are open (if possible)
* create a table layout (map) for yourself, con book, and hotel.

* Keep in mind that the layout may change so always consult the Hotel Lead.

* create a spreadsheet to help organize where your applicants will go. it can also host a wait list.
* Consult Chairs about getting a form to sign for Artist Alley just like the Dealers Den and Art Show applicants must sign. (Liability waiver and TOS for the vendors to sign so that they understand the rules about the Artist Alley.) You do not make the form, one will be provided, but you MUST contact the chairs.

== Are there things you need to order/get during the year? ==

* Number signs for the tables/spots, or have a print out of the name for reserved tables. (Consult sign shop)

* Artist alley tables are half tables so the table numbers would be Table A1 and A2 (for both halves.) etc!

* Map print out to have at the check in table. (Consult sign shop)
* White board from storage locker, if available, to write daily artist names and what table they are at for attendees to use as reference. (Keep a list of artists that sign in at all times! We need to know who is there. Real name, Business name, and email.)
* Receipt book (there are people who may need/want receipts when they pay in cash at the convention for their artist alley table. Artists/vendors will be responsible for giving receipts to their clients for purchases at their tables if a client wants one.)
* Order Cash Box from Treasury/Chairs[[[j]]] for at con artist alley applications. (This is to make sure that ops will have one for you during the days you need it! Ops is where you will get it from during the event.)

== What do you need to do during the year to function AT CON? ==

* Have a table layout (map)

* This will be needed to give to Hotel lead, Website and Conbook.

* A spreadsheet table layout - This will help keep you organized with who is where, and what tables are on reserve/table trades when you get to the con.
* A list of names, with websites was used for 2016 [[(link)]], but I have added it to the form, so it is not needed now.
* On your at-con sign in sheet, make sure there is a sign out section as well so you can mark in the time someone has left their table, if they do. (Make sure it is communicated to the artists to come sign out if they leave or to tell you if they need to leave for a moment, otherwise their table may end up forfeit to the next person in line.)

== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) ==

* 2016 did not have any volunteers, but Artist Alley should have a Lead and a 2nd at least, because you are REQUIRED to have someone at the check-in table during all Artist Alley hours to handle any issues or to sign in late comers if there is space. (Or to fill in spaces if a vendor leaves/signs out of their table!)
* Volunteers will be to keep an eye on the tables, sit for people who need breaks, get people water, sign in latecomers. You will probably only need 1-2 + yourself and your 2nd, for the day. (make sure everyone has shifts!)

== What equipment do you need to function well AT CON? ==

* laptop, or a notepad/paper for yourself to keep track of who pays/is in the AA and where.
* signs/numbered tables.
* Pen/pencil
* Should have an official form for Artist Alley, just like the Dealers Den and Art Show CONSULT CHAIRS!
* Cash Box for at convention Artist Alley applicants.
* You need to ask for it every day from Operations.

== What staff will you be working with AT CON? ==

* more than likely you will be dealing with ops, and IT.
* Volunteers lead, if you have volunteers.
* Treasurey (You need to get the float from them (they will deliver), and have them pick it up.)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* opening applications
* updates of available space
* closing applications
* Reminders about daily at convention artist alley spots (We have a selection reserved before hand AND a handful of spots available for daily drop ins AT CON.)

== Your Department on the Website/in the Conbook ==

* Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design?

=== Website ===

* rules
* application (i used a form for 2016)
* open/close dates
* At con dates/times Artist Alley is open(when you get this info from hotel)
* location/map
* Pre-order/Reserved Artist list WITH website links!

=== Con book ===

* location/map
* At con dates/times Artist Alley is open
* Pre-order/Reserved Artist list WITH website links![[[k]]][[[l]]][[[m]]][[[n]]][[[o]]][[[p]]][[[q]]]

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Add in items your department should have completed by this time and items to finish ASAP.

* You should have already responded to all your applicants

* If not confirming tables, at the very least acknowledging that their application has been received.

* You should at this point know your location, and how many tables can fit in.

* 11 tables fit perfectly in the richmond location, you could add more, but it 10 tables will be enough.
* Make sure you have a designated check-in table at all times. Half of it can be used as vendor space but you MUST have someone overseeing the artist alley at all times that it is open.
* If artist alley is getting more popular, ask the chair if you can add more tables to your location for future years.

* At this time you should start

* organizing a table spreadsheet
* creating a layout (map)

== 3 Months before con, what do you need to have done? ==

* Do you have enough volunteers?
* Add in items your department should have completed by this time and items to finish ASAP.

* Your table layout should be complete, and ready to hand over to Hotel lead. You can send it to them now, or wait until they ask for BEO.

* BEO should include

* Your table layout
* List of items needed

* Tables
* Chairs (2 chairs to a table)
* Table cloths (recommended the black ones, NO SKIRTS)

* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* BEO should include

* Your tables layout
* List of items needed

* Tables
* Chairs (2 chairs to a table)
* Table cloths (recommended the black ones, NO SKIRTS)

* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.

* You do not require anything from the locker. Unless there is a white board, with an easel you can borrow for the daily artist roster.

* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.

* For 2016 voucher codes for internet was used. Those will be needed every day. Be sure you have contacted IT that you require internet for your vendors before the convention!

* Send in any needed information to the Conbook for print.
* Add in anything else your department needs!

* its at this point you should start (if you wish to do this) a day by day newsletter to your artist alley vendors. it can include

* opening/closing times
* remainder of rules
* what child badges look like
* if you happen to do lunch specials you can add that, or a form they can cut off to hand in. (i however am not doing it this year (2016).)
* How internet works.

* EMAIL you vendors,

* reminding them of the days, and if they have full, or half table
* Have information of where check in is, and its times
* Other important information.
* Link to AA page of rules.

* you should have your layout spreadsheet complete. you know where all the vendors/reserve tables are sitting.
* going through who has not paid, and reminding them they need to, (unless you have made arrangements for them to pay at the con [i have done that for 2016] but try to have them pay before.)
* be prepared to revise your spreadsheet as people cancel, and you replace.

* You should also email treasurer around this time, to inform you will need a daily cash box.

* You need to go to Ops every day at the con to get the cash box.
* When you hand it in each day, make sure to sign your name, and department on the envelope. To reseal the envelope you need to use the numbered sticker provided. (confirm with treasury every year to confirm of this.)

== After the Convention/Before the Firing Party ==

* Clean up your tables, do not leave any signs around.
* Leave your tables there, hotel staff will deal with them (if it is a new hotel, confirm if this is what you do)[[[r]]]
* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Take a picture of your volunteer time sheet before handing into volunteers/operations[[[s]]]
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* === Who on staff do you need to be in contact with regularly for your department to function? ===

* your exec, if you’re ever stuck, or have questions.
* IT -

* You need access to CM (Convention Master)
* If you wish to have wifi for your vendors [2016 did][2017 had to use hotels,not IT’s fault])

==== Social media (is one of your big ones) ====

* Spreads your information
* Keeps everyone updated on your department

==== Website (is your other big one) ====

* If you need to update, they will do it,
* Holds all your rules, and information.

==== Con book ====

* Needs table layout, and information

==== Hotel ====

* Needs BEO’s, and table layout.

==== Theme ====

* You need to inform them where decor can, and can not go. or if you dont want big decor things. For 2016 i had a map of my area, and highlighted the areas of no decor. It will be changing for 2017, as the layout has changed.

==== Treasurer (in regards to cash box-during convention) ====

=== Who is your executive contact? ===

* business@vancoufur.ca

=== Do you have contacts outside of VF staff that you should be in contact with? ===

* No, you are only in communication with your vendors, and staff.

== Department Inventory and Ordering Resources ==

General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc)

=== 2016 ===

* 11 tables (one for check ins, 10 for vendors)
* 22 chairs

=== 2017 ===

* 14 tables (check-in/info desk, 13 vendor tables) 2.5 were table trades
* 26 chairs

* Black table cloths (NO SKIRTS) i found there was not enough skirts, the black table cloths looks sleek, and cleaner.
* numbers

=== Friday ===

* 2016 - .5 was empty. 9.5 tables were used (almost full)
* 2017 - 4.5 tables were empty - 8.5 tables had vendors

=== Saturday ===

* 2016 - .5 tables were not used. 9.5 tables were used. (almost full)
* 2017 - .5 tables were not used - 12.5 tables were used (almost full)

=== Sunday ===

* 2016 - 6 tables were used
* 2017 - 7.5 tables were not used - 5.5 tables were used
* I do wonder if changing the price would be alright, as it is a shorter time. (you would need to talk to the chairs if this can be done.)

* Because the tables are receiving the same amount of traffic, it should be alright to keep people at the same tables/spots the whole weekend.

* Some like to be moved around, some like to stay in the same spot.
* Will be adding this to the form of preference. -change tables daily, or stay same spot. And removing assistance from form. They can have assistance, and that should be placed in the rules. But they do not need to list who their assistant is.

== Do's and Don'ts of the Department ==

=== What worked well/Would suggest doing again? ===

* i highly recommend doing pre-registrations, and at con
* reserve tables was a huge success. It was harder to judge numbers this year for at con, but that is alright. It is a first year.
* Recommend using the area where the concession stand was.

=== What didn't work/would suggest to avoid? ===

* There were no signs. This is a must now! Table numbers, or naming the tables ahead of time.
* Richmond Executive Airport Hotel:

=== Tables in the entrance walkway: ===

* If you need to add more tables, only place 2 tables in this area. Otherwise I would suggest avoiding this area.
* This area can get cold, with the door opening constantly.
* Smoke can be an issue as well, as smokers are just outside the door, and it wafts in.

=== Glass walkway ===

* A suggestion to turn one of the tables so that people can see it. This will block the doors to the courtyard. (may be a risk, get confirmation from hotel lead)
* Can not block the door leading outside, as that is a fire hazard. (this door is opposite the courtyard door, and must remain unblocked)

=== On the application form ===

* Add: half table, full table option
* Add: description of what they are selling (Artist Alley is for vendors, and table trades. Not Game demos (game demos can be done as an event)

=== What would you suggest to be done for the future years of your department that aren't already in motion? ===

* Signs
* Table numbers/names

* Sign shop made beautiful signs for those who reserved a table (2017)

* Add things about the hotel walls, so that there is no damage to them, like what tape they can use. (Vendors should come to the check in, or operations to get the prefered tape.)
* On the application form, have a picture of the layout map, and give them a chance to choose the spots they like, but do not guarantee them these spots.
* Rules

* It is not very clear in the rules about selling. Need to elaborate better on what can be sold, and not sold.

* "This must be your own work displayed at your table.” May need some better wording. They may sell merchandise, but only if it is something they contributed art wise, like a book, maybe they wrote it, or drew the pictures for it, or they are the publicist. Or book company that sells these books.
* they can not be items purchased from a store, or from your own collection to resale, this is not a garage sale, or a store in general. This is for artists to sell their work.

== Other Resources ==

* Resources for how you organized your time, any apps that were helpful to you, etc.

* used GDocs-we have a folder.

* Form- simple use to get applications.
* spreadsheets

* organize who goes at what table
* keep track who is on wait list
* when form is filled out, the applicants go on a spreadsheet. easy to colour code, and communicate with.

=== Docs ===

* to write up newsletters
* write down notes
* Create a sign-in sheet (may include) that everyone needs to fill out. (even pre-registered)

* Name
* Fusona/fandom name
* UID
* Assitants

* Name
* Fusona/fandom name
* UID

* if there were any complaints from previous year, i can look at it in one doc, and try to find a solution

=== maps ===

* making a layout where all your tables go.
* marking a zone of no decor. you do not want to overcrowd your vendors with decor, or block them.

=== CM (convention master) ===

* to keep track of who is registered, and if people have paid.
* You can also use this to have applicants like Dealers Den

* (2016 did not have experience with this, but knows it is an option, contact IT to learn more.)
* 2017 -

* It keeps track of all your applicants, and assistants
* Easy to see who has paid, and who has not.
* Easy to place on assigned days

== PLEASE REMEMBER ==

* Always respond to emails/contacts, even if it is just to say "I recieved your email and will get back to you soon!” / "I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members’ documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Artist Alley

2017-09-10T06:45:02Z

Maxwolf:

Va[[[a]]][[[b]]][[[c]]][[[d]]][[[e]]]ncouFur Department Guides

Artist Alley[[[f]]][[[g]]][[[h]]]

Originally written by Shadowgoddess, 2016

(updated by ____, year)

Yellow areas are editable fields! (Delete this section once you are done!)

Feel free to add other sections if your department needs it! These are just the basic things. Expanding is always appreciated!

{| border="1"
|-
|
Please remember, we want you to have fun, be creative and be inspired! Have ideas for your department? Talk with your fellow staff, and get some stuff info written up to explain what you want to do! Talk to your execs (or the chairs) to confirm if it’s okay to do but we want to hear all the creative things you have to offer. We want your department to become a fun project for you. Have idea’s for projects or convention additions that don’t fit in your department? Thats awesome too! Have an idea about how to engage people in the convention more? Do you have experience in some aspect of the fandom that you think could get some more exposure? Let us know!

This guide is to make sure the essentials get done and you aren’t feeling lost or scrambling last minute for something that you weren’t aware of. Feel free to get creative and start suggesting new things to do! We may not be able to do them all (for various reasons) but we want to hear of them!

|}
* Basic Department Description:
* What do you do for the convention/What is your purpose?

* Also offer some spots to Marketing department for important table trades

* What skills are handy for those in this position?

* Organization
* Communication-emailing.

* What is your staff email?

* [[artistalley@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

Yearly Responsibilities:

* What do you need to do during the year for your department to function before con?

* Complete a table layout (This should be done before applications open.)

* How many tables?
* Where are you placing these tables?
* Is it in the hallway, or are you in a room?
* Approval from Hotel lead (and executive if you have one)

* figure out all your important dates

* open artist alley applications

* 2016-I opened applications after Dealers Den had closed their applications (July 18th) and closed my application (January 31st) (This gives dealers who did not get a table have another chance. If you do it before DD, people will be hoping to get a table and may not apply.)
* 2017-Applications opened august 15th. Scheduled to close january 1st
* 2018-
* Do not be too late in opening Artist Alley though,the later you go the more people will start to complain. So I would suggest opening applications before september, and giving answers in October..

* They will want to know if they will get a full table, or all the days they requested.
* [[Form in 2017 folder]]

* When using form, you need to change, or remove the picture. As it will change year to year.
* Confirm table sizes. In 2016 I was under the impression that i was to be given 6’2” 
This was not the case. I received 8’ tables. Which i recommend to use again. KNOW TABLE SIZES FOR ON THE FORM, AND WEBSITE.
* In table locations, you can remove this section if it does not fit your plans. You will need a map for it, otherwise people can not select the table area they want.
* Over all, you can re-use that form, or create your own, or use CM’s functions.
* As with dealers application: they should add some information on what they are selling. This is to prevent people for using vendor tables as game demos. Demos can be done in the games room.

* We have a selection reserved beforehand AND a handful of spots available for daily drop ins AT CON so don't fill ALL your spots!

* Accepted artists decision date

* 2016 started in october of 2015
* 2017 started in october of 2016
* 2018

* closing applications

* 2016 Jan 31st
* 2017 Jan 1st
* 2018

* what days and what time is artist alley open. 
keep in mind you need check-in/setup times available for sign in for expected vendors and for drop ins as well.
* Deadline for marketing to have table trades

* 2017- October 31st was the cut off date. (4 tables were given: 2 were used, 1 was placed back into AA)

* create an application, or re-use one already made. OR Convention Master

* Make sure this has a REQUIRED ‘real name’ field AND a “Prefered Business Name” field. We need to know who they are in the reg system as well as be able to put their proper business name on the website if they pre-order a table space.
* Make sure this also has a REQUIRED space for them to put in their website URL or Gallery link.
* Make sure it also has a REQUIRED area for them to choose what days they want to be in the artist alley. (Friday/Sat/Sunday, Usually the same days as the DD is open.)

* Set aside a few spots (at least 4 tables) for table trades
* Confirm number of tables before applications are open (if possible)
* create a table layout (map) for yourself, con book, and hotel.

* Keep in mind that the layout may change so always consult the Hotel Lead.

* create a spreadsheet to help organize where your applicants will go. it can also host a wait list.
* Consult Chairs about getting a form to sign for Artist Alley just like the Dealers Den and Art Show applicants must sign. (Liability waiver and TOS for the vendors to sign so that they understand the rules about the Artist Alley.) You do not make the form, one will be provided, but you MUST contact the chairs.[[[i]]]

* Are there things you need to order/get during the year?

* Number signs for the tables/spots, or have a print out of the name for reserved tables. (Consult sign shop)

* Artist alley tables are half tables so the table numbers would be Table A1 and A2 (for both halves.) etc!

* Map print out to have at the check in table. (Consult sign shop)
* White board from storage locker, if available, to write daily artist names and what table they are at for attendees to use as reference. (Keep a list of artists that sign in at all times! We need to know who is there. Real name, Business name, and email.)
* Receipt book (there are people who may need/want receipts when they pay in cash at the convention for their artist alley table. Artists/vendors will be responsible for giving receipts to their clients for purchases at their tables if a client wants one.)
* Order Cash Box from Treasury/Chairs[[[j]]] for at con artist alley applications. (This is to make sure that ops will have one for you during the days you need it! Ops is where you will get it from during the event.)

* What do you need to do during the year to function AT CON?

* Have a table layout (map)

* This will be needed to give to Hotel lead, Website and Conbook.

* A spreadsheet table layout - This will help keep you organized with who is where, and what tables are on reserve/table trades when you get to the con.
* A list of names, with websites was used for 2016 [[(link)]], but I have added it to the form, so it is not needed now.
* On your at-con sign in sheet, make sure there is a sign out section as well so you can mark in the time someone has left their table, if they do. (Make sure it is communicated to the artists to come sign out if they leave or to tell you if they need to leave for a moment, otherwise their table may end up forfeit to the next person in line.)

* How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!)

* 2016 did not have any volunteers, but Artist Alley should have a Lead and a 2nd at least, because you are REQUIRED to have someone at the check-in table during all Artist Alley hours to handle any issues or to sign in late comers if there is space. (Or to fill in spaces if a vendor leaves/signs out of their table!)
* Volunteers will be to keep an eye on the tables, sit for people who need breaks, get people water, sign in latecomers. You will probably only need 1-2 + yourself and your 2nd, for the day. (make sure everyone has shifts!)

* What equipment do you need to function well AT CON?

* laptop, or a notepad/paper for yourself to keep track of who pays/is in the AA and where.
* signs/numbered tables.
* Pen/pencil
* Should have an official form for Artist Alley, just like the Dealers Den and Art Show CONSULT CHAIRS!
* Cash Box for at convention Artist Alley applicants.

* You need to ask for it every day from Operations.

* What staff will you be working with AT CON?

* more than likely you will be dealing with ops, and IT.
* Volunteers lead, if you have volunteers.
* Treasurey (You need to get the float from them (they will deliver), and have them pick it up.)

* Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

* opening applications
* updates of available space
* closing applications
* Reminders about daily at convention artist alley spots (We have a selection reserved before hand AND a handful of spots available for daily drop ins AT CON.)

Your Department on the Website/in the Conbook:

* Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design?

* Website

* rules
* application (i used a form for 2016)
* open/close dates
* At con dates/times Artist Alley is open(when you get this info from hotel)
* location/map
* Pre-order/Reserved Artist list WITH website links!

* Con book

* location/map
* At con dates/times Artist Alley is open
* Pre-order/Reserved Artist list WITH website links![[[k]]][[[l]]][[[m]]][[[n]]][[[o]]][[[p]]][[[q]]]

* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

6 Months before con, what do you need to have done?

* Add in items your department should have completed by this time and items to finish ASAP.

* You should have already responded to all your applicants

* If not confirming tables, at the very least acknowledging that their application has been received.

* You should at this point know your location, and how many tables can fit in.

* 11 tables fit perfectly in the richmond location, you could add more, but it 10 tables will be enough.
* Make sure you have a designated check-in table at all times. Half of it can be used as vendor space but you MUST have someone overseeing the artist alley at all times that it is open.
* If artist alley is getting more popular, ask the chair if you can add more tables to your location for future years.

* At this time you should start

* organizing a table spreadsheet
* creating a layout (map)

3 Months before con, what do you need to have done?

* Do you have enough volunteers?
* Add in items your department should have completed by this time and items to finish ASAP.

* Your table layout should be complete, and ready to hand over to Hotel lead. You can send it to them now, or wait until they ask for BEO.

* BEO should include

* Your table layout
* List of items needed

* Tables
* Chairs (2 chairs to a table)
* Table cloths (recommended the black ones, NO SKIRTS)

* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

1 Month before con, what do you need to have done?

* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* BEO should include

* Your tables layout
* List of items needed

* Tables
* Chairs (2 chairs to a table)
* Table cloths (recommended the black ones, NO SKIRTS)

* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.

* You do not require anything from the locker. Unless there is a white board, with an easel you can borrow for the daily artist roster.

* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.

* For 2016 voucher codes for internet was used. Those will be needed every day. Be sure you have contacted IT that you require internet for your vendors before the convention!

* Send in any needed information to the Conbook for print.
* Add in anything else your department needs!

* its at this point you should start (if you wish to do this) a day by day newsletter to your artist alley vendors. it can include

* opening/closing times
* remainder of rules
* what child badges look like
* if you happen to do lunch specials you can add that, or a form they can cut off to hand in. (i however am not doing it this year (2016).)
* How internet works.

* EMAIL you vendors,

* reminding them of the days, and if they have full, or half table
* Have information of where check in is, and its times
* Other important information.
* Link to AA page of rules.

* you should have your layout spreadsheet complete. you know where all the vendors/reserve tables are sitting.
* going through who has not paid, and reminding them they need to, (unless you have made arrangements for them to pay at the con [i have done that for 2016] but try to have them pay before.)
* be prepared to revise your spreadsheet as people cancel, and you replace.

* You should also email treasurer around this time, to inform you will need a daily cash box.

* You need to go to Ops every day at the con to get the cash box.
* When you hand it in each day, make sure to sign your name, and department on the envelope. To reseal the envelope you need to use the numbered sticker provided. (confirm with treasury every year to confirm of this.)

After the Convention/Before the Firing Party:

* Clean up your tables, do not leave any signs around.
* Leave your tables there, hotel staff will deal with them (if it is a new hotel, confirm if this is what you do)[[[r]]]
* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Take a picture of your volunteer time sheet before handing into volunteers/operations[[[s]]]
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

Break down of contacts:

* Who on staff do you need to be in contact with regularly for your department to function?

* your exec, if you’re ever stuck, or have questions.
* IT -

* You need access to CM (Convention Master)
* If you wish to have wifi for your vendors [2016 did][2017 had to use hotels,not IT’s fault])

* Social media (is one of your big ones)

* Spreads your information
* Keeps everyone updated on your department

* Website (is your other big one)

* If you need to update, they will do it,
* Holds all your rules, and information.

* Con book

* Needs table layout, and information

* Hotel

* Needs BEO’s, and table layout.

* Theme

* You need to inform them where decor can, and can not go. or if you dont want big decor things. For 2016 i had a map of my area, and highlighted the areas of no decor. It will be changing for 2017, as the layout has changed.

* Treasurer (in regards to cash box-during convention)

* Who is your executive contact?

* business@vancoufur.ca

* Do you have contacts outside of VF staff that you should be in contact with?

* No, you are only in communication with your vendors, and staff.

Department Inventory and Ordering Resources:

* General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc)

* 2016:

* 11 tables (one for check ins, 10 for vendors)
* 22 chairs

* 2017:

* 14 tables (check-in/info desk, 13 vendor tables) 2.5 were table trades
* 26 chairs

* Black table cloths (NO SKIRTS) i found there was not enough skirts, the black table cloths looks sleek, and cleaner.
* numbers

* Friday[[[t]]][[[u]]][[[v]]]

* 2016 - .5 was empty. 9.5 tables were used (almost full)
* 2017 - 4.5 tables were empty - 8.5 tables had vendors

* Saturday

* 2016 - .5 tables were not used. 9.5 tables were used. (almost full)
* 2017 - .5 tables were not used - 12.5 tables were used (almost full)

* Sunday

* 2016 - 6 tables were used
* 2017 - 7.5 tables were not used - 5.5 tables were used
* I do wonder if changing the price would be alright, as it is a shorter time. (you would need to talk to the chairs if this can be done.)

* Because the tables are receiving the same amount of traffic, it should be alright to keep people at the same tables/spots the whole weekend.

* Some like to be moved around, some like to stay in the same spot.
* Will be adding this to the form of preference. -change tables daily, or stay same spot. And removing assistance from form. They can have assistance, and that should be placed in the rules. But they do not need to list who their assistant is.

Do's and Don'ts of the Department:

* What worked well/Would suggest doing again?

* i highly recommend doing pre-registrations, and at con
* reserve tables was a huge success. It was harder to judge numbers this year for at con, but that is alright. It is a first year.
* Recommend using the area where the concession stand was.

* What didn't work/would suggest to avoid?

* There were no signs. This is a must now! Table numbers, or naming the tables ahead of time.
* Richmond Executive Airport Hotel:

* Tables in the entrance walkway:

* If you need to add more tables, only place 2 tables in this area. Otherwise I would suggest avoiding this area.
* This area can get cold, with the door opening constantly.
* Smoke can be an issue as well, as smokers are just outside the door, and it wafts in.

* Glass walkway

* A suggestion to turn one of the tables so that people can see it. This will block the doors to the courtyard. (may be a risk, get confirmation from hotel lead)
* Can not block the door leading outside, as that is a fire hazard. (this door is opposite the courtyard door, and must remain unblocked)

* On the application form:

* Add: half table, full table option
* Add: description of what they are selling (Artist Alley is for vendors, and table trades. Not Game demos (game demos can be done as an event)

* What would you suggest to be done for the future years of your department that aren't already in motion?

* Signs
* Table numbers/names

* Sign shop made beautiful signs for those who reserved a table (2017)

* Add things about the hotel walls, so that there is no damage to them, like what tape they can use. (Vendors should come to the check in, or operations to get the prefered tape.)
* On the application form, have a picture of the layout map, and give them a chance to choose the spots they like, but do not guarantee them these spots.
* Rules

* It is not very clear in the rules about selling. Need to elaborate better on what can be sold, and not sold.

* “This must be your own work displayed at your table.” May need some better wording. They may sell merchandise, but only if it is something they contributed art wise, like a book, maybe they wrote it, or drew the pictures for it, or they are the publicist. Or book company that sells these books.
* they can not be items purchased from a store, or from your own collection to resale, this is not a garage sale, or a store in general. This is for artists to sell their work.

Other Resources

* Resources for how you organized your time, any apps that were helpful to you, etc.

* used GDocs-we have a folder.

* Form- simple use to get applications.
* spreadsheets

* organize who goes at what table
* keep track who is on wait list
* when form is filled out, the applicants go on a spreadsheet. easy to colour code, and communicate with.

* Docs

* to write up newsletters
* write down notes
* Create a sign-in sheet (may include) that everyone needs to fill out. (even pre-registered)

* Name
* Fusona/fandom name
* UID
* Assitants

* Name
* Fusona/fandom name
* UID

* if there were any complaints from previous year, i can look at it in one doc, and try to find a solution

* maps

* making a layout where all your tables go.
* marking a zone of no decor. you do not want to overcrowd your vendors with decor, or block them.

* CM (convention master)

* to keep track of who is registered, and if people have paid.
* You can also use this to have applicants like Dealers Den

* (2016 did not have experience with this, but knows it is an option, contact IT to learn more.)
* 2017 -

* It keeps track of all your applicants, and assistants
* Easy to see who has paid, and who has not.
* Easy to place on assigned days

PLEASE REMEMBER

* Always respond to emails/contacts, even if it is just to say “I recieved your email and will get back to you soon!” / “I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members’ documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year

[[[a]]]IMPORTANT:

put in thing about reserving some tables for table trades, thats talk with marketing department

confirm tables before form goes up.

writing this here, till its added to this doc

[[[b]]]Contacted hotel about selling food. had the lady who sells fudge apply, confirming if food can be sold. if not, that needs to be added to the rules.

[[[c]]]ADDING: (going to add this in, but just in case i forget, placing it in these notes. comp is being laggy

"Please be prepared to pay for your table within 2 weeks (14 days) of acceptance. If you need a few extra days you may request it by emailing _______. (It is not garuanteed but we will do our best!) If you do not pay or communicate for an extension, your spot may be given to someone on the waitlist.

Be aware that all payments must be in by Jan 31st 11:59pm PST as that is when our online registration CLOSES.

[[[d]]]ADD:

Make a point that once the applications are closed, the link provided for them will not work, so they are unable to add assistants. but they can still pay by going through the registration link.

[[[e]]]ADD: another thing to add to the application. Must have an email, but also telegram, and/or skype should be added. just so theres another means of getting in contact with people.

[[[f]]]Please update this guide before the hiring/firing party (dates coming soon.)

Feedback from Hiss n scritch:

1) Tables near outside doors, was very cold. Maybe see if we can move people into the area by carvers instead.

2) The tables in the nooks by the courtyard doors got missed a lot. (same solution as above.)

[[[g]]]Please also make sure the old guide gets merge into this one (its in the AA main folder) and then please delete the old guide.

[[[h]]]old guide: DONE! ^_^

[[[i]]]Chair said it was not needed for 2017

[[[j]]]find a date for when this should be done.

is it in the 6 month, 3 month, 1st month section?

and how much you may need.

[[[k]]]i was told AA's dont get to be listed, or shown where they are sitting. otherwise i would have informed them of their table numbers ahead of time.

[[[l]]]this comment applies to the website one as well.

[[[m]]]Not sure why that is since we had ppl on the whiteboard list in previous years. Who told you this?

[[[n]]]on website, and con book i was told no. but a whiteboard can be used during the convention to list names/locations.

[[[o]]]This will be discussed with chairs as we had the AA list on the site/forums/sched in a previous year and shoud do so again for pre-regged people.

[[[p]]]it was super early in the year, the first meeting if i recall.

was told "they do not get to see where they are located. not even email them where they would be sitting."

at the convention is a different thing, we can post names, and where they are located.

I have no probs with announcing who is in artist alley on the website, and in the con book (obviously for pre-reg only) but i think they meant that where they sit is never announced. not until day of con, when they check in.

[[[q]]]I just mean a list of who has signed up, with website links, like I asked of you so I could put them on the sched. I am not talking about the map. Not having a map is fine because AA is different then DD. they are all placed first come first served when they arrive at AA, where as DD is scheduled before hand. I just mean the list for people to peruse.

From: Shadow Goddess (Google Docs)

Sent: Monday, March 21, 2016 7:22 PM

To: j.e.m.powers@gmail.com

Subject: Artist Alley - Va... - i was told AA's dont get to be listed...

Shadow Goddess replied to a comment on Artist Alley - VancouFur Department Guides

Shadow Goddess

Pre-order/Reserved Artist list WITH website links!

i was told AA's dont get to be listed, or shown where they are sitting. otherwise i would have informed them of their table numbers ahead of time.

Shadow Goddess

this comment applies to the website one as well.

Jessica Powers

Not sure why that is since we had ppl on the whiteboard list in previous years. Who told you this?

Shadow Goddess

on website, and con book i was told no. but a whiteboard can be used during the convention to list names/locations.

VancouFur Social Media

This will be discussed with chairs as we had the AA list on the site/forums/sched in a previous year and shoud do so again for pre-regged people.

Shadow Goddess

it was super early in the year, the first meeting if i recall.

was told "they do not get to see where they are located. not even email them where they would be sitting."

at the convention is a different thing, we can post names, and where they are located.

I have no probs with announcing who is in artist alley on the website, and in the con book (obviously for pre-reg only) but i think they meant that where they sit is never announced. not until day of con, when they check in.

[[[r]]]This section is for after the con. Like, everything is loaded out, con is over, we are no longer in the event space. So you may want to put these things in an at-con section :)

[[[s]]]This one in an at-con section too

[[[t]]]Missing numbers on this one

[[[u]]]is there a section for closing the convention? like clean ups? what to do at the end? not sure if im just blind, or just cant figure it out where to put it.

closing each day-need to cash in the cash box to ops.

but closing out the weekend-you can leave the tables, hotel will deal with them. but you need to clean up any signs you put up. do not leave a mess.

ugh brain farts... need a thing to be put in rules. about putting signs up, that only painters table can be used to put signs up.

[[[v]]]I put in things on the firm that seemed relevant enough to each department. Nit all questions work for all departments and some things are missing. So feel free to add that in! A section for -at con procedures- would suit AA well. So feel free to add one in :)

Sent from my android device.

-----Original Message-----

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Dealer's Den

2017-09-10T06:43:45Z

Maxwolf:

== Basic Department Description ==

* Dealer's Den selects, sets up, and manages the convention's Dealer's Den vendors.
* Organization, impartiality (Being unbiased)
* [[Dealersden@vancoufur.org]] & [[Dealers@Vancoufur.org]] (These are the forward facing "job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)
* Your executive is the Business Executive

== Yearly Responsibilities ==

* Set up dealer's den in Convention Master, fill out form questions.

=== Form questions should include fields for the following: ===

* Real name (corresponds to their registration)
* Prefered Business name
* Business Website Link
* Tax ID (If they have one, Temporary business licenses are not required in BC)
* A brief biography of the artist and what they are planning on selling
* If you are planning on doing a table share, and with whom.
* Weather they require power/electrical outlet or not
* A section for other table requests. Some people have specific setups and will have wall space or "end table” needs to fit their setup. Who they sit next too is also something they can request.
* Make sure in a description field somewhere that the form includes (or a link to these rules/reminders. "Please be sure to read all of the dealers den rules before applying” or what-have-you.)

* "Dealers from outside of Canada should make sure that they are in compliance with the[[]][[requirements to sell their wares in Canada]]
* A temporary business permit is not required to sell at Vancoufur
* Payments are are non-refundable and non-transferable.
* For questions, concerns or to cancel your table, please contact DealersDen@Vancoufur.ca or[[]][[VancouFurDD on Twitter]]
* Table size & Price
* All rules and regulations for being a dealer should be on the form as well.

* Determine dates for opening/closing applications. (May is good to aim for and must be no later than August.)
* MAKE SURE YOU TEST THE APPLICATIONS/FORMS WELL BEFORE THE OPENING APPLICATION DATE.
* Send all rules and regulations (2017 info can be found at [[http://vancoufur.org/2017/dealers.php]] ) to the website team for web page updates.
* Send opening and closing dates (and notice of web page updates) to social media so they can advertize about it to our potential dealers.
* Hire a panel/group of staff/non staff to review applications.

== Dealers Den Selection Panel Guidelines ==

* Marketability
* Theme-appropriateness
* Uniqueness of merchandise
* Number of times the dealer has dealt at VF
* Make sure that most of the dealers den is judged (Experiences and newer artist mix) but leave a few spots open to a random lottery.

* Make sure payment kiosk opening and closing windows are accurate.
* Review and select DD applications
* Assign dealers to tables.
* Communicate with vendors and supply them with pertinent information. (weather they have been accepted or been put on the waitlist as well as rules, a link to the payment koisk, etc.)
* Ensure that Dealers have paid by designated time. (1 month after applicants have been emailed their acceptance letters. If someone asks for a few extra days, that is usually okay as long as they communicate that.)
* Be sure to send the Website team a list of dealers (Their business names) and their respective business website links to create a link list on the website. (notify social media when this is available online so they can advertize our dealers.)
* Populate and draw from waitlist as necessary.
* Dealer's Den requires a Visio layout of the function room being used. If a new room has been selected, measurements must be taken and entered into Visio to plan table layouts.
* Provide hotel with BEO for table setup.
* Set up Dealers' lunch menu and schedule with catering staff. (Hotel Lead & Tivolii's)
* Dealer's Den needs security staff at the door for badge checks for the entire time that it is open. Liaise with security lead/Ops to plan staff assignments.
* Ensure that adequate power bars/supplies have been run under tables.
* Dealers' Den works closely with hotel and security staff.
* Manage Dealer's Den application opening and closing, completed list of accepted Dealers, any changes to the list throughout the year.

== Your Department on the Website/in the Conbook ==

* Dealer's Den must have a list of selected Dealers on the website, as well as a room layout including table numbers.
* Website also needs the above information as well and their website links to populate a dealers list for attendees to peruse.
* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

== 6 Months before con, what do you need to have done? ==

* Dealer's Den set up in Convention Master, Dealers selected and assigned to tables.
* Information should be sent to website for them to populate a dealer/artist list with website links.

== 3 Months before con, what do you need to have done? ==

* Do you have enough volunteers?
* Ensure that waitlist is being used to fill any dropped tables.
* Make sure social media is advertizing about the dealers and any table changes.
* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Ensure that wifi coverage has been planned for the function space. Dealers require voucher codes to access wifi on two devices for 24 hours. Must be reprinted and distributed daily.
* Make sure you have the dealers den sign in/AUP/Rules forms ready to be printed for the event.
* Make sure security has door guards for before opening time, 8am to watch the room as dealers fill the space for prep, and thursday to set up, extra volunteers for thursday and sunday set up and takedown.

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)[[[a]]]
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Contact hotel lead for any room-related requirements and catering from Tivolii's
* Website for all dealers den web page updates
* Social media for advertising
* Conbook for all conbook page needs
* Security/Ops for badge checking
* Volunteers lead for needed staff to watch over dealers den during the event days (a gohper going around checking in on dealers, getting them water, etc is awesome.)

== Do's and Don'ts of the Department ==

* Dealer's Lunch menus worked very well and should be continued with Tivolis restaurant.
* Heat management needs work in Westminster ballroom. (Talk to hotel about the AC and being able to keep some doors open for air flow may be necessary.)

== PLEASE REMEMBER ==

* Always respond to emails/contacts, even if it is just to say "I recieved your email and will get back to you soon!” / "I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members' documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.
* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Dealer's Den

2017-09-10T05:28:00Z

Maxwolf:

== Basic Department Description ==

* Dealer's Den selects, sets up, and manages the convention's Dealer's Den vendors.
* Organization, impartiality (Being unbiased)
* [[Dealersden@vancoufur.org]] & [[Dealers@Vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)
* Your executive is the Business Executive

== Yearly Responsibilities ==

* Set up dealer's den in Convention Master, fill out form questions.

=== Form questions should include fields for the following: ===

* Real name (corresponds to their registration)
* Prefered Business name
* Business Website Link
* Tax ID (If they have one, Temporary business licenses are not required in BC)
* A brief biography of the artist and what they are planning on selling
* If you are planning on doing a table share, and with whom.
* Weather they require power/electrical outlet or not
* A section for other table requests. Some people have specific setups and will have wall space or “end table” needs to fit their setup. Who they sit next too is also something they can request.
* Make sure in a description field somewhere that the form includes (or a link to these rules/reminders. “Please be sure to read all of the dealers den rules before applying” or what-have-you.)

* “Dealers from outside of Canada should make sure that they are in compliance with the[[]][[requirements to sell their wares in Canada]]
* A temporary business permit is not required to sell at Vancoufur
* Payments are are non-refundable and non-transferable.
* For questions, concerns or to cancel your table, please contact DealersDen@Vancoufur.ca or[[]][[VancouFurDD on Twitter]]
* Table size & Price
* All rules and regulations for being a dealer should be on the form as well.

* Determine dates for opening/closing applications. (May is good to aim for and must be no later than August.)
* MAKE SURE YOU TEST THE APPLICATIONS/FORMS WELL BEFORE THE OPENING APPLICATION DATE.
* Send all rules and regulations (2017 info can be found at [[http://vancoufur.org/2017/dealers.php]] ) to the website team for web page updates.
* Send opening and closing dates (and notice of web page updates) to social media so they can advertize about it to our potential dealers.
* Hire a panel/group of staff/non staff to review applications.

* The focus of the panel is to be unbiased and to make voting choces based on the following:

* Marketability
* Theme-appropriateness
* Uniqueness of merchandise
* Number of times the dealer has dealt at VF
* Make sure that most of the dealers den is judged (Experiences and newer artist mix) but leave a few spots open to a random lottery.

* Make sure payment kiosk opening and closing windows are accurate.
* Review and select DD applications
* Assign dealers to tables.
* Communicate with vendors and supply them with pertinent information. (weather they have been accepted or been put on the waitlist as well as rules, a link to the payment koisk, etc.)
* Ensure that Dealers have paid by designated time. (1 month after applicants have been emailed their acceptance letters. If someone asks for a few extra days, that is usually okay as long as they communicate that.)
* Be sure to send the Website team a list of dealers (Their business names) and their respective business website links to create a link list on the website. (notify social media when this is available online so they can advertize our dealers.)
* Populate and draw from waitlist as necessary.
* Dealer's Den requires a Visio layout of the function room being used. If a new room has been selected, measurements must be taken and entered into Visio to plan table layouts.
* Provide hotel with BEO for table setup.
* Set up Dealers' lunch menu and schedule with catering staff. (Hotel Lead & Tivolii's)
* Dealer's Den needs security staff at the door for badge checks for the entire time that it is open. Liaise with security lead/Ops to plan staff assignments.
* Ensure that adequate power bars/supplies have been run under tables.
* Dealers' Den works closely with hotel and security staff.
* Manage Dealer's Den application opening and closing, completed list of accepted Dealers, any changes to the list throughout the year.

Your Department on the Website/in the Conbook:

* Dealer's Den must have a list of selected Dealers on the website, as well as a room layout including table numbers.
* Website also needs the above information as well and their website links to populate a dealers list for attendees to peruse.
* Make sure to have someone look over the information before sending it to the respective lead.
* Send it to the respective lead.
* Make sure to test the contact page (website) that the form sends an email to you.
* Make sure that your email is listed on the contact page (website) outside of the form.
* If you have any future updates, make sure to send them to the Web Lead!
* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

6 Months before con, what do you need to have done?

* Dealer's Den set up in Convention Master, Dealers selected and assigned to tables.
* Information should be sent to website for them to populate a dealer/artist list with website links.

3 Months before con, what do you need to have done?

* Do you have enough volunteers?
* Ensure that waitlist is being used to fill any dropped tables.
* Make sure social media is advertizing about the dealers and any table changes.
* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

1 Month before con, what do you need to have done?

* Send in your BEO's to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
* Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.
* Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.
* Send in any needed information to the Conbook for print.
* Ensure that wifi coverage has been planned for the function space. Dealers require voucher codes to access wifi on two devices for 24 hours. Must be reprinted and distributed daily.
* Make sure you have the dealers den sign in/AUP/Rules forms ready to be printed for the event.
* Make sure security has door guards for before opening time, 8am to watch the room as dealers fill the space for prep, and thursday to set up, extra volunteers for thursday and sunday set up and takedown.

After the Convention/Before the Firing Party:

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next years' chair. (If you want to work again, staff who excelled and where, etc.)[[[a]]]
* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

Break down of contacts:

* Contact hotel lead for any room-related requirements and catering from Tivolii's
* Website for all dealers den web page updates
* Social media for advertising
* Conbook for all conbook page needs
* Security/Ops for badge checking
* Volunteers lead for needed staff to watch over dealers den during the event days (a gohper going around checking in on dealers, getting them water, etc is awesome.)

Do's and Don'ts of the Department:

* Dealer's Lunch menus worked very well and should be continued with Tivolis restaurant.
* Heat management needs work in Westminster ballroom. (Talk to hotel about the AC and being able to keep some doors open for air flow may be necessary.)

== PLEASE REMEMBER ==

* Always respond to emails/contacts, even if it is just to say “I recieved your email and will get back to you soon!” / “I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members' documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.
* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year

[[Category:Business]] 
[[Category:Department]]
[[Category:Draft]]

Convention Store

2017-09-10T02:31:56Z

Maxwolf:

== Basic Department Description ==

The convention store is a convention run dealer that supplies convention branded items to attendees. The store is often placed in the Dealer's Den at a reserved table within the space.

Email: [[constore@vancoufur.org]] (These are the forward facing "job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you login to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Host a storefront to sell VancouFur branded merchandise
* Make a profit for the benefit of the con
* Work with the Art Lead (Who will be in touch with the Guests of Honor) to coordinate in-theme logo items
* Work with registrations to order and provide t-shirts
* Ensure the store has additional t-shirts at-con
* Order other products to sell for convention profit
* Sell leftover stock from previous years
* Keep track of all con store items and inventory
* Work within the budget of the convention

== Your Department on the Website/in the Conbook ==

* Ensure that the con store is mentioned on the Dealer's Den page of the website and conbook
* Consider a half-page of info on con store wares for the year (For the conbook and dealers page.)

== 9 Months before con, what do you need to have done? ==

* Determine a delivery date with the Guest of Honor liaison for themed branding

* The Artist GOH often does a few images for branding and marketing
* Determine, with the GOH Liaison, when this will get completed and chair approved

* Determine some possible items to order and begin looking for vendors
* At Con Signage

* Sign shop will be able to help you with any themed signage you may want
* Art Lead can help with any generic signage (non themed) that you need, including a con store vinyl/poster or sign stand if you do not already have them!
* Make sure if you are getting official signage from the Art Lead, that you both propose a budget to the chairs ASAP to get them made and ordered. Should look into getting ONE for future years.

== 6 Months before con, what do you need to have done? ==

* Have estimates from vendors for orders

* Get estimates from more than one vendor

* Determine a possible budget for sale items
* GOH art should be in progress

== 3 Months before con, what do you need to have done? ==

* GOH art should be completed
* Submit budget, items and vendor estimates to chair for approval
* Once approved, make orders on non-t-shirt items

* T-shirts need to wait for pre-reg to close
* 60%-70% of all t-shirts are pre-ordered

* Order t-shirts for the convention and bag stuffing

* Easier than two orders
* Ordered after pre-reg closes
* Must arrive before bag stuffing for pre-orders

* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Ensure the location of all items

* Logistics needs to bring all sale items, signs, previous stock, etc
* Ensure they know where to get them all, and that all items go to storage after

* Setup at-con signs for sale items, pricing, and showing what sizes are available
* Do an inventory of all items ordered this year
* Ensure the POS system is up-to-date with accurate inventories and prices

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next year's chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your receipts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Executive: Business Director
* Guest of Honor art goes through the GOH Liaison
* All art, orders and budgets are approved by the con chair
* If the con store is in the dealer's den, communicate with the DD lead

* The con store can act as an in-den base for con communication
* It helps as a central place for dealer's to go
* Can help with wifi code distribution
* Can help with dealer's den food orders when working with the hotel restaurant
* Food orders are up to the DD lead to organize, but can be collected at the con store

== At Con Duties ==

=== Setup ===

* Set up shelves
* Do an inventory of all items for retail
* Ensure that all items were delivered to the con store
* Setup signage, etc
* Ensure that IT sets up a PC with POS access
* Get all store volunteers to show up for POS training

=== Daily ===

* Get a cash box

* See the RF Cashbox Procedures

* Check inventory prior to store open
* Do any last-minute POS training as necessary
* Make sales, and always update the POS system
* Do inventory to double check counts

* Record any missing items

* Return the cash box

* See the RF Cashbox Procedures

=== Tear-Down ===

* Do a final inventory
* Ensure the POS is up-to-date before shutting down
* Pack and label ALL boxes
* Ensure all items are on the truck to storage

== Department Inventory and Ordering Resources ==

* T-shirts

* 60%-70% pre-order
* Order them after pre-reg closes
* Estimate 15% growth in most sizes
* Small, Medium and Large are most sought after sizes
* 3XL and larger are pre-order only

* [[https://www.4imprint.ca/]] is suggested for glassware
* [[http://www.namify.com]] For t-shirts
* All items from previous years are fair game for "free profit”

* Sell them at a discount
* Cost was handled in the last year

== Do's and Don'ts of the Department ==

* Inventory is king

* Keep a close eye on counts
* Count twice
* Ensure numbers are recorded and easily accessed

* Consider new items each year

* If unsure of an item selling, make it generic branded for year-to-year sales

* Use previous year sales numbers to estimate new sales
* Do NOT try to sell food items

* They are a mess
* May conflict with hotel vendor contracts
* Cannot be resold year-to-year

* When the store is in the Dealer's Den

* Aid the dealer's den lead, and the dealers, as acting as an in-den contact point
* Keep and distribute Wifi codes
* Help with hotel restaurant food orders

== PLEASE REMEMBER ==

* Always respond to emails/contacts, even if it is just to say "I recieved your email and will get back to you soon!” / "I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members' documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year

Convention Store

2017-09-10T02:28:53Z

Maxwolf:

== Basic Department Description ==

The convention store is a convention run dealer that supplies convention branded items to attendees. The store is often placed in the Dealer's Den at a reserved table within the space.

Email: [[constore@vancoufur.org]] (These are the forward facing “job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you login to and use to read and respond to emails.)

== Yearly Responsibilities ==

* Host a storefront to sell VancouFur branded merchandise
* Make a profit for the benefit of the con
* Work with the Art Lead (Who will be in touch with the Guests of Honor) to coordinate in-theme logo items
* Work with registrations to order and provide t-shirts
* Ensure the store has additional t-shirts at-con
* Order other products to sell for convention profit
* Sell leftover stock from previous years
* Keep track of all con store items and inventory
* Work within the budget of the convention

== Your Department on the Website/in the Conbook ==

* Ensure that the con store is mentioned on the Dealer's Den page of the website and conbook
* Consider a half-page of info on con store wares for the year (For the conbook and dealers page.)

== 9 Months before con, what do you need to have done? ==

* Determine a delivery date with the Guest of Honor liaison for themed branding

* The Artist GOH often does a few images for branding and marketing
* Determine, with the GOH Liaison, when this will get completed and chair approved

* Determine some possible items to order and begin looking for vendors
* At Con Signage

* Sign shop will be able to help you with any themed signage you may want
* Art Lead can help with any generic signage (non themed) that you need, including a con store vinyl/poster or sign stand if you do not already have them!
* Make sure if you are getting official signage from the Art Lead, that you both propose a budget to the chairs ASAP to get them made and ordered. Should look into getting ONE for future years.

== 6 Months before con, what do you need to have done? ==

* Have estimates from vendors for orders

* Get estimates from more than one vendor

* Determine a possible budget for sale items
* GOH art should be in progress

== 3 Months before con, what do you need to have done? ==

* GOH art should be completed
* Submit budget, items and vendor estimates to chair for approval
* Once approved, make orders on non-t-shirt items

* T-shirts need to wait for pre-reg to close
* 60%-70% of all t-shirts are pre-ordered

* Order t-shirts for the convention and bag stuffing

* Easier than two orders
* Ordered after pre-reg closes
* Must arrive before bag stuffing for pre-orders

* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

== 1 Month before con, what do you need to have done? ==

* Ensure the location of all items

* Logistics needs to bring all sale items, signs, previous stock, etc
* Ensure they know where to get them all, and that all items go to storage after

* Setup at-con signs for sale items, pricing, and showing what sizes are available
* Do an inventory of all items ordered this year
* Ensure the POS system is up-to-date with accurate inventories and prices

== After the Convention/Before the Firing Party ==

* Make sure all your volunteers (and yourself) got inputted into the system for their hours.
* Update your guide with any new/relevant information/changes.
* A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
* Make any staffing suggestions to the next year's chair. (If you want to work again, staff who excelled and where, etc.)
* If VancouFur owes you money for department spending, PLEASE PLEASE send your receipts to [[chair@VancouFur.org]] & [[Budget@Vancoufur.org]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]]

== Break down of contacts ==

* Executive: Business Director
* Guest of Honor art goes through the GOH Liaison
* All art, orders and budgets are approved by the con chair
* If the con store is in the dealer's den, communicate with the DD lead

* The con store can act as an in-den base for con communication
* It helps as a central place for dealer's to go
* Can help with wifi code distribution
* Can help with dealer's den food orders when working with the hotel restaurant
* Food orders are up to the DD lead to organize, but can be collected at the con store

== At Con Duties ==

= Setup =

* Set up shelves
* Do an inventory of all items for retail
* Ensure that all items were delivered to the con store
* Setup signage, etc
* Ensure that IT sets up a PC with POS access
* Get all store volunteers to show up for POS training

= Daily =

* Get a cash box

* See the RF Cashbox Procedures

* Check inventory prior to store open
* Do any last-minute POS training as necessary
* Make sales, and always update the POS system
* Do inventory to double check counts

* Record any missing items

* Return the cash box

* See the RF Cashbox Procedures

= Tear-Down =

* Do a final inventory
* Ensure the POS is up-to-date before shutting down
* Pack and label ALL boxes
* Ensure all items are on the truck to storage

Department Inventory and Ordering Resources:

* T-shirts

* 60%-70% pre-order
* Order them after pre-reg closes
* Estimate 15% growth in most sizes
* Small, Medium and Large are most sought after sizes
* 3XL and larger are pre-order only

* [[https://www.4imprint.ca/]] is suggested for glassware
* [[http://www.namify.com]] For t-shirts
* All items from previous years are fair game for “free profit”

* Sell them at a discount
* Cost was handled in the last year

Do's and Don'ts of the Department:

* Inventory is king

* Keep a close eye on counts
* Count twice
* Ensure numbers are recorded and easily accessed

* Consider new items each year

* If unsure of an item selling, make it generic branded for year-to-year sales

* Use previous year sales numbers to estimate new sales
* Do NOT try to sell food items

* They are a mess
* May conflict with hotel vendor contracts
* Cannot be resold year-to-year

* When the store is in the Dealer's Den

* Aid the dealer's den lead, and the dealers, as acting as an in-den contact point
* Keep and distribute Wifi codes
* Help with hotel restaurant food orders

PLEASE REMEMBER

* Always respond to emails/contacts, even if it is just to say “I recieved your email and will get back to you soon!” / “I don't know the answer but I am looking into it for you!”
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
* Do not edit any staff members' documentation without permission!
* Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
* If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[Chair@VancouFur.org]] / [[Vice.Chair@Vancoufur.org]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year