Operations Room: Difference between revisions
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== Basic Department Description == | |||
Basic Department Description | |||
* Ops is the information center of the convention. We coordinate with all the different departments to make sure the convention runs smoothly and on time. | * Ops is the information center of the convention. We coordinate with all the different departments to make sure the convention runs smoothly and on time. | ||
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* [[[email protected]]] & [[[email protected]]] (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.) | * [[[email protected]]] & [[[email protected]]] (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 | == Yearly Responsibilities == | ||
* You will need to recruit staff for the ops room. There will need to be training sessions for ops (how to use CM and any other equipment) over the year to ensure that everyone is comfortable with their job at con and know the do’s and don’ts. They will also need to take any security training sessions run by the security lead. Lastly, you need to schedule everyone for their shifts (do your best to schedule them the time frames they want and politely ask for help from staff during times they said they couldn’t, just incase they are actually ok with working an extra hour or two when you need them.) If they want to work for the badge comp next year, they need to be scheduled for 12 work hours over the weekend and all of this needs to be logged into CM’s volunteer hours for it to count. | * You will need to recruit staff for the ops room. There will need to be training sessions for ops (how to use CM and any other equipment) over the year to ensure that everyone is comfortable with their job at con and know the do’s and don’ts. They will also need to take any security training sessions run by the security lead. Lastly, you need to schedule everyone for their shifts (do your best to schedule them the time frames they want and politely ask for help from staff during times they said they couldn’t, just incase they are actually ok with working an extra hour or two when you need them.) If they want to work for the badge comp next year, they need to be scheduled for 12 work hours over the weekend and all of this needs to be logged into CM’s volunteer hours for it to count. | ||
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* Contact Social media to do a shout out for volunteers once every month or so. | * Contact Social media to do a shout out for volunteers once every month or so. | ||
Your Department on the Website/in the Conbook | == Your Department on the Website/in the Conbook == | ||
* Other than the usual names in the conbook for the staff listing, Ops doesn’t need anything on the website other than a general contact on the contact page, like every other main staff lead. (People usually just sent it to the general staff email and it gets forwarded to the appropriate departments anyways though.) | * Other than the usual names in the conbook for the staff listing, Ops doesn’t need anything on the website other than a general contact on the contact page, like every other main staff lead. (People usually just sent it to the general staff email and it gets forwarded to the appropriate departments anyways though.) | ||
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* Make sure that your JOB email (Operations@) is listed on the contact page (website) outside of the form. | * Make sure that your JOB email (Operations@) is listed on the contact page (website) outside of the form. | ||
6 Months before con, what do you need to have done? | == 6 Months before con, what do you need to have done? == | ||
* Make sure you have been recruiting staff for Ops. | * Make sure you have been recruiting staff for Ops. | ||
* Review all AUPs and codes of conduct with chair and vice chair. (This should be done as early as possible in the year so that we have an up to date AUP/CoC sooner rather than later.) | * Review all AUPs and codes of conduct with chair and vice chair. (This should be done as early as possible in the year so that we have an up to date AUP/CoC sooner rather than later.) | ||
3 Months before con, what do you need to have done? | == 3 Months before con, what do you need to have done? == | ||
* Do you have enough volunteers? You should be looking like a full house by now. | * Do you have enough volunteers? You should be looking like a full house by now. | ||
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* Ask who is running the dead dog and what is their plan. | * Ask who is running the dead dog and what is their plan. | ||
1 Month before con, what do you need to have done? | == 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.) | * 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.) | ||
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* Send in any needed information to the Conbook for print. (This usually is just the ops at con contact number/what hotel extension if any, that attendees can use to send in reports/get help. If the AUP/CoC was updated during the year it should already be updated on the website but be sure that the conbook has any changes that were made so its up to date in the book.) | * Send in any needed information to the Conbook for print. (This usually is just the ops at con contact number/what hotel extension if any, that attendees can use to send in reports/get help. If the AUP/CoC was updated during the year it should already be updated on the website but be sure that the conbook has any changes that were made so its up to date in the book.) | ||
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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* If VancouFur owes you money for department spending, PLEASE PLEASE send your receipts to [[[email protected]]] & [[[email protected]]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] | * If VancouFur owes you money for department spending, PLEASE PLEASE send your receipts to [[[email protected]]] & [[[email protected]]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] | ||
Break down of contacts | == Break down of contacts == | ||
* You will be in contact with most of the at con leads. (Operations executive branch as well as the vendors and much of the events branch. They will come to you if they need to find someone, have a problem that needs to be radio-ed to the appropriate staff, etc. You are the nerve center of the event!) | * You will be in contact with most of the at con leads. (Operations executive branch as well as the vendors and much of the events branch. They will come to you if they need to find someone, have a problem that needs to be radio-ed to the appropriate staff, etc. You are the nerve center of the event!) | ||
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* Contact with storage locker, Trapa and the board may be needed for equipment and storage. | * Contact with storage locker, Trapa and the board may be needed for equipment and storage. | ||
Department Inventory and Ordering Resources | == Department Inventory and Ordering Resources == | ||
* You may need to buy gaff tape at HollyNorth in Burnaby. Expect to buy 10 rolls at $20 a roll. You could also look into ordering online to save money. Other things like candy and supplies should be bought at Costco. See Tylor, Afion and others who may have a membership. | * You may need to buy gaff tape at HollyNorth in Burnaby. Expect to buy 10 rolls at $20 a roll. You could also look into ordering online to save money. Other things like candy and supplies should be bought at Costco. See Tylor, Afion and others who may have a membership. | ||
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* Check Amazon for things like gaff tape and painter’s tape. Candy may be cheaper as well. | * Check Amazon for things like gaff tape and painter’s tape. Candy may be cheaper as well. | ||
Do | == Do's and Don'ts of the Department == | ||
* We had the room party meetings and that proved very successful. | * We had the room party meetings and that proved very successful. | ||
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* Get a Mini fridge. | * Get a Mini fridge. | ||
Other Resources | == Other Resources == | ||
* 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. | * 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. | ||
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* 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. ) | * 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 | == 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!” | ||