Coordinator Roles

National Coordinators

National Council

Domain Coordinator

Domain Coordinators are key personnel within this organization. They are the primary support for the local level, and the main drivers of club’s development and policy within their city. The DC is integral organizational component of the club and they are responsible for maintaining efficient operations and encouraging growth in their Domain. While all positions within Beyond the Sunset are important and contribute greatly to its well being, the DC is a position that members should seriously consider before applying for – or voting for.

The DC is a multi-faceted role with many demanding duties. As the reality point-of-contact for their city, they are responsible for being the public face of the club. They organize interactions with sponsors, suppliers, government officials, other like-minded clubs and the general public. As the ambassadors of the club to the outside world, the representative of the city’s members to the National level and the National Council’s spokesperson at the Domain level, the emphasis is upon maintaining a positive attitude, an ability to work with others, a friendly and professional demeanour and administrative competence. They are required to run a monthly meeting for all office holders in their Domain, and a quarterly meeting for all members of their Domain, and provide appropriate feedback/information from their Domain to the National Council.

They are also responsible for event planning, managing the timetable of events within the city, seeking support for those events and support those who need help in managing those events. This includes the games, the social events and the meetings. The DC is the support for the DST, all the Venue Coordinators to turn to, and for Members to discuss their problems and ideas with. They organise the Domain Council meetings, the Domain Conclaves, and all elections within the Domain. DCs are encouraged to communicate with other DCs to seek advice or support.

The DC is responsible for coordinating recruitment within the local community, working in conjunction with the National Promotions Coordinator. They are also responsible for the management and accounting of all funds within their Domain, under the direction of the National Finance Coordinator. They report on all activities within their Domain to the National Membership Coordinator. They also manage Disciplinary Actions and conflict resolution between Members, reporting to the Deputy National Coordinator. They sanction the Prestige earned by members in their Domain, working closely with the National Rewards Coordinator.

This role requires dedication, communication and a positive attitude. The DC is the primary drive for change and improvement within the Domain, and they are the conduit through which the National Council is kept informed of developments and the interests of the membership. A DC is required to maintain good and open communications with the Venues in their Domain, as well as feed information between the Venues and the National Council.

Venue Coordinator

The Venue Coordinator is essentially responsible for the direct reality support of the game at the local level. They assist the Venue Storyteller in the delivery of the game to the membership. The VC is expected to secure a location for the game, to organise the setting up of props and set dressing, maintain the location, organise beverages, etc. They handle such issues as local first aid, security, prop storage, and announcements. If a Storyteller is akin to a director, then the VC is most like a stage manager. They handle what happens behind the scenes, for the membership and the Storytellers. VCs can award Prestige to members who assist in the operations of the venue.

Whilst their primary responsibility is supporting the VST in the delivery of the game, they are also responsible to the DC, providing any applicable reality information on the activities and often acting as their delegate. They relay information from the membership to the DC, and vice versa, including details of membership attendance through their monthly reports. They speak on reality issues at the Domain meetings and they endeavour to maintain the club’s “duty of care” at games. They are the club’s representatives at events they are in charge of and entrusted with making calls on safety issues, etc. In public areas, at their discretion, it is the responsibility of the VC to advertise the theatrical nature of the events to the general public.

The VCs may also enact Disciplinary Action for behaviour contravening the Code of Conduct, including the ejection of members from the location, and the contacting of law enforcement officers, if required.An essential component of the duties of the VC is mentoring the new members that turn up to the games. This involves making sure that they know when the games are on, who the storytellers and coordinators are, helping them understand the basics of the club’s structure and working to keep them happy and involved.

Lead Event Coordinator

Lead Event Coordinators (LEC) are the primary support and organisational drive for the annual Conclave and Wintercon events. The LEC is integral organisational component of the club Events and they are responsible for setting and maintaining schedule for the Event. The LEC is a multi -faceted role with many demanding duties. As the reality point-of-contact for their Event, they are responsible for being the public face of both the club and their Event. They organise interactions with sponsors, suppliers, venues, government officials, other like-minded clubs and the general public. As the person ultimately accountable for any success and failures of an Event, they should emphasise maintaining a positive attitude, an ability to work with others, a friendly and professional demeanour, scheduling and contingencies, and administrative competence. They are required to provide appropriate feedback/information from their Event's progress and other organisers to the National Council. In addition to event planning, they manage the timetable of games, seek support for those events, support those who need help in managing those events, promoting it to the club and beyond, and budgeting the finances required and resulting of the event.

The LEC is the support for the Lead Event Storyteller (LEST), all the Event Coordinators to turn to, and for Members to discuss their issues and ideas for the Event with. They organise the personnel needed to run the event, and organise those personnel to complete assigned tasks and perform ad-hoc duties as required. LECs are encouraged to communicate with previous and current LECs to seek advice or support, and have a thorough understanding of the Beyond the Sunset Event Handbook.

The LEC is responsible for coordinating promotion both within the local community and further afield in the club, working in conjunction with the National Promotions Coordinator. They are also responsible for the management and accounting of all funds before, during and after the Event, under the direction of the National Finance Coordinator. They report on all activities for their Event to the National Promotions Coordinator. They also manage Disciplinary Actions and conflict resolution between Members involved in the Event, reporting to the Deputy National Coordinator. They sanction the Prestige earned by personnel and participants of the Event, working closely with the National Rewards Coordinator.

This role requires dedication, organisation, communication and a positive attitude. A LEC is required to maintain good and open communications with the Venues in the Domain their Event is occurring, as well as the Domain Coordinator and the National Council. The position of the LEC reports on the 8th of each month to the NPC in regard to implementation of the Event. LEC is appointed by the Domain as part of their bid for the Event and if needed to be replaced. If the LEC steps down and no replacement is forthcoming, that the NPC can appoint one.