Treasurer

VancouFur Department Guides

Treasury^{[[[a]]][[[b]]][[[c]]][[[d]]][[[e]]]}

Originally written by 2016, year

(updated by ____, year)

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:

• This department is responsible for all the money before, during and after the convention. You’re most important job is going to be saying no to both the chair and the staff if there isn’t sufficient money to do the thing they want to do.
• To do this job, you MUST be:

• Good with numbers
• Understand spreadsheets
• Be able to make / create/ and follow forms.
• Be able to have a spine and stand up to those who are higher up on the staff.

• What is your staff email? [email protected] (though always double check as things change!)
• Remember that many of the policies and procedures are put in place to PROTECT YOU from accusations of embezzling etc.

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? No?
• 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!

Before the year starts:

Initial Budget

Before the convention year even starts, you’re going to have to work with the chair in order to create a budget which will become your budget for the year. The budget from the previous year should be used as a source of your starting information. Then ensure the folowing:

• Enter this year’s actual attendance figures into your budget as the projection for next year’s attendance. DO NOT EVER put in a higher attendance because you or the chair or whatever thinks that you’ll get more. This is a safety precaution and a important one. If you put attendance figures higher than this year’s actual attendance, expect that the board will reject your proposed budget.
• Enter projected spending into the new budget, starting with what the department spend this year, or HIGHER. This will give you a budget that has the most spending with the right income.
• Work with the chair, add more spending onto departments that they think they are going to spend more on than the previous year did.
• Now, look at your total profit. Start working with the chair and take money away from the departments until your projected profit is 5,000$ or more AFTER the boards “grant” has been repaid. This is our goal profit for each year.
• Do your best to try to get feedback from each department about their potential budget. Expect that they will know nothing, have very little interest and give you no response, until right before the con when they freak out about not having enough money.
• Once this budget is complete, you and the chair will submit the budget to the board.

Other Steps

Make sure you have access to the paypal and bank account. Make sure you have access to the accounting drive, and make sure you understand the spreadsheet.

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.

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 [email protected] & [email protected] and then fill out [[1]] ^[[[f]]]

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 [email protected] / [email protected] to check or check the contact page on the website!

[[[a]]]I am assuming that this is a [email protected] / [email protected] things since you have been the one doing it so far. ETA on the guide?

[[[b]]][email protected] (Just a reminder for the end of the year.)

[[[c]]][email protected] [email protected] Please update this guide and also add Tylor and Tyler so they can also input at-con stuff and procedures. We need this stuff for future years because barely anyone whos how at-con stuff is supposed to go. Thanks guys!

[[[d]]]@[email protected]

@[email protected]

Reminder that this should be updated before the hiring/firing party if at all posslbe.

PLEASE add Tylor and Tyler to the document. Thanks!

[[[e]]][email protected]

Hopefully this will properly add you. Thank you for any of your input Tylor!

[[[f]]][email protected] I dont know the at-con treasury people but they should have some part in updating this for at-con stuff.

[email protected]

Please update the Treasury guide before the firing party! (TBA) - I have added some new post-con points.

_Assigned to Trapa Vancoufur_