Night Market

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