Chairperson: Difference between revisions
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== Basic Department Description == | |||
Basic Department Description | |||
* You and your executive team are in charge. Team work! (Final say does come down to you and many staffers will require your approval for things like their dept budget, projects, etc.) | * You and your executive team are in charge. Team work! (Final say does come down to you and many staffers will require your approval for things like their dept budget, projects, etc.) | ||
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* Your focus is to involve the community/staff in discussions and decisions if at all possible. The convention is an extension of the community and the point was to have input from the community. (Ex: Having open suggestions for Guests, Charities, and general feedback etc to see what the community is interested in.) | * Your focus is to involve the community/staff in discussions and decisions if at all possible. The convention is an extension of the community and the point was to have input from the community. (Ex: Having open suggestions for Guests, Charities, and general feedback etc to see what the community is interested in.) | ||
Yearly Responsibilities | == Yearly Responsibilities == | ||
* Resolve cross department Conflicts/Mediate | * Resolve cross department Conflicts/Mediate | ||
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* UTILIZE YOUR EXECUTIVE TEAM BEFORE MAKING DECISIONS (and don’t respond to drama until a discussion on how to handle it has been had!) | * UTILIZE YOUR EXECUTIVE TEAM BEFORE MAKING DECISIONS (and don’t respond to drama until a discussion on how to handle it has been had!) | ||
Your Department on the Website/in the Conbook | == Your Department on the Website/in the Conbook == | ||
* You must write a Chair/Vice Chair welcome/intro for the conbook | * You must write a Chair/Vice Chair welcome/intro for the conbook | ||
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* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it! | * If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it! | ||
Beginning of the planning year, what do you need start on? | == Beginning of the planning year, what do you need start on? == | ||
* Open surveys for the GOH and Charity Suggestions | * Open surveys for the GOH and Charity Suggestions | ||
* Take the results and do preliminary research on them. The aim is to have guests that haven't been a guest elsewhere in the last 3 years, people who give back to their community, etc. | * Take the results and do preliminary research on them. The aim is to have guests that haven't been a guest elsewhere in the last 3 years, people who give back to their community, etc. | ||
* Take the results after removing those who have been guests in the last 3 years, put some notes on each guests potentia and then propose it to the staff for discussion and voting. (If you want to narrow the list down to approx 3 per guest spot and propose that, sometimes that is also helpful.) | * Take the results after removing those who have been guests in the last 3 years, put some notes on each guests potentia and then propose it to the staff for discussion and voting. (If you want to narrow the list down to approx 3 per guest spot and propose that, sometimes that is also helpful.) | ||
* Make sure to do the same for the Charity suggestions. We usually avoid human charities as they are much more controversial. Aim for something interesting and a place that could benefit from less than $5000 (some charities | * Make sure to do the same for the Charity suggestions. We usually avoid human charities as they are much more controversial. Aim for something interesting and a place that could benefit from less than $5000 (some charities woudn't bat an eye at a small sum but other small charities, it will help them immensely!) | ||
* Make sure your general idea for the theme is given to the theming and art lead teams so they can start crafting an art guide. This needs to be done as soon as possible, otherwise art cannot be started. (Or it will be started but it won’t be in theme/right colours, etc. which will cause issues down the road. Website also needs this ASAP!) | * Make sure your general idea for the theme is given to the theming and art lead teams so they can start crafting an art guide. This needs to be done as soon as possible, otherwise art cannot be started. (Or it will be started but it won’t be in theme/right colours, etc. which will cause issues down the road. Website also needs this ASAP!) | ||
* Don’t loose the hype! The best time to announce dates/locations is at the end of the previous years’ event. If that is not possible, get it figured out and announced as soon after as you can to keep people interested! (But don’t post dates or location until the contract is confirmed! The last thing we want is to have word go out and then have to change something. It looks bad and we look unorganized!) | * Don’t loose the hype! The best time to announce dates/locations is at the end of the previous years’ event. If that is not possible, get it figured out and announced as soon after as you can to keep people interested! (But don’t post dates or location until the contract is confirmed! The last thing we want is to have word go out and then have to change something. It looks bad and we look unorganized!) | ||
* Open up a volunteer form and get your current staff to | * Open up a volunteer form and get your current staff to advertise about it so we can bring in some new faces for the next year. | ||
* Open up a feedback survey to expand upon the hiss’n’scritch from the event to make sure you are addressing all that needs addressing from the previous year. | |||
* Make sure it | * Make sure it asks about as many areas of the convention as possible so that it makes people think about specifics. | ||
* Put all these incoming feedback notes in each department folder so that each department can see their department specific feedback so they can improve. | |||
=== Volunteer/Staff Signup Sheet Example === | |||
* Real first and last name | * Real first and last name | ||
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* What skills they have (you are basically asking for a short n sweet resume to be able to place them. For example, if someone wants to work in constore, it’s good to know if they have actual cashier experience.) | * What skills they have (you are basically asking for a short n sweet resume to be able to place them. For example, if someone wants to work in constore, it’s good to know if they have actual cashier experience.) | ||
== 6 Months before con, what do you need to have done? == | |||
6 Months before con, what do you need to have done? | |||
* All departments should have met their respective 6 month deadlines. If they have not, you need to find out why and work on a solution respectfully. | * All departments should have met their respective 6 month deadlines. If they have not, you need to find out why and work on a solution respectfully. | ||
* You can find all the guides in one place at [[https://docs.google.com/document/d/1rVkVTb9rY7gnBha-5gD1CVGhV2byfQK0liCNy3Z64hQ/edit#]] to confirm what should be done if you do not have your own timeline setup. (Make sure the guides are on point if you create a new timeline!) | * You can find all the guides in one place at [[https://docs.google.com/document/d/1rVkVTb9rY7gnBha-5gD1CVGhV2byfQK0liCNy3Z64hQ/edit#]] to confirm what should be done if you do not have your own timeline setup. (Make sure the guides are on point if you create a new timeline!) | ||
3 Months before con, what do you need to have done? | == 3 Months before con, what do you need to have done? == | ||
* All departments should have met their respective 3 month deadlines. If they have not, you need to find out why and work on a solution respectfully. | * All departments should have met their respective 3 month deadlines. If they have not, you need to find out why and work on a solution respectfully. | ||
1 Month before con, what do you need to have done? | == 1 Month before con, what do you need to have done? == | ||
* All departments should have met their respective 1 month deadlines. If they have not, you need to find out why and work on a solution respectfully. | * All departments should have met their respective 1 month deadlines. If they have not, you need to find out why and work on a solution respectfully. | ||
* Send in any needed information to the Conbook for print. | * Send in any needed information to the Conbook for print. | ||
After the Convention/Before the Firing Party | == After the Convention/Before the Firing Party == | ||
* Make sure all your volunteers (and yourself) got inputted into the system for their hours. | * Make sure all your volunteers (and yourself) got inputted into the system for their hours. | ||
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* Make sure that your staff are sending in their receipts to either a budget submission form or sending them in to [[[email protected]]] / [[[email protected]]] - depending on who is doing what. | * Make sure that your staff are sending in their receipts to either a budget submission form or sending them in to [[[email protected]]] / [[[email protected]]] - depending on who is doing what. | ||
Break down of contacts | == Break down of contacts == | ||
* You should be in contact with each executive to know how they are doing and what they need help with. Executives should inform you of any ‘fires’ happening in their branches. | * You should be in contact with each executive to know how they are doing and what they need help with. Executives should inform you of any ‘fires’ happening in their branches. | ||
Department Inventory and Ordering Resources | == Department Inventory and Ordering Resources == | ||
* Make sure everyone else has ordered what they need and send general reminders during the year for this! | * Make sure everyone else has ordered what they need and send general reminders during the year for this! | ||
Do | == Do's and Don'ts of the Department == | ||
* Listen to Staff and Attendees; Compassion + Caring is key | * Listen to Staff and Attendees; Compassion + Caring is key | ||
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* See the good in all people, everyone has something, find it, and use it. | * See the good in all people, everyone has something, find it, and use it. | ||
== PLEASE REMEMBER == | |||
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!” | * 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!” | ||
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[[Category:Executive]] <!-- Branch --> | [[Category:Executive]] <!-- Branch --> | ||
[[Category:Department]] <!-- | [[Category:Department]] | ||
[[Category:Draft]] <!-- Remove once this page has been edited and cleaned up --> | |||