Lead Event Coordinator Report Template
TO BE UPDATED AFTER APPROVAL
Questions
Who does this report go to?
Lead Event Coordinators report to the National Promotions Coordinator and the archives at reporting@beyondthesunset.org.au.
When do I report?
Lead Event Coordinators report on the 8th of each month.
Who determines my reporting status?
The National Promotions Coordinator determines your reporting status. Remember to report on time or ask for an extension on/before the cut off date to remain on your current status, or if you drop to move up in status.
I've dropped in status, how do I return to my previous status?
Send in 3 consecutive ON-TIME or approved extension reports and then you will return to the previous status. This is recorded as Colour#, such as G Y0 Y1 Y2 Y3 G (Green, Yellow report late/not submitted thus dropped, yellow 1, yellow 2, yellow 3, green). Please note, if you send in a report that is late without an approved extension and you were on yellow 3 or red 3, you will drop down to the beginning of that colour instead of the next rank. If you drop before that point, you will drop down to the next colour.
What are the reporting status colours?
Green
Yellow 0-3
Red 0-3
Black - Position is lost, all prestige earned through this position is lost, and you cannot hold positions for six months minimum. This may be extended depending on disciplinary actions.
Grey - This is used to mark extensions in reports which is to be corrected to the appropriate status upon received or not received report, OR to mark a period when the position is up for election or otherwisely not being held.
Report
NOTE - please remove all this descriptive text before submitting!!
[Text within square brackets is notes and hints on how to complete this report and should be removed from the report before submission.]
<Text within angled brackets describes specific information required where appropriate. Complete required text but remove brackets before submitting.>
___ underlines are blanks to be filled, where information required is obvious. Where there is no information to fill a blank, remove the underline but leave the field heading intact.
Please note that the section titles are not necessary within the report so long as you separate each section.
Report Start
==== Event Information ====
Event Name: ___
Event Location: ___
Month of Report: <Month Year>
[A report is always for the month previously. ie, if you're reporting on 4 December 2003, your report should cover the month of November and is called "November 2003" and not "December 2003".]
==== Staff Information ====
LEC Name: ___ () [In the brackets insert your membership number.]
Email: ___
Date Office Gained: <DD/MM/YYYY>
aLEC Name: ___ () [In the brackets insert your membership number.]
Duties: ___ [If applicable, or else remove/leave blank.]
Reporting Status: <Green/Yellow 0-3/Red 0-3/Black/Extension/Not Applicable>
[LECs normally have a few "aLEC"s, normally these cover the general areas of the event such as Finances, Promotions, Venue, etc, with the LEC as the overseer of the group. Other times the LEC does the majority of the work.]
LEST Name: ___ () [In the brackets insert their membership number.]
Date Office Gained: <DD/MM/YYYY>
==== Summary/Notable Events ====
Assistant Duty: ___
Assistant Name: ___
Summary of Updates: ___
[Feel free to copy and paste the above section as necessary for different assistants and their roles. This section can be used as an update of progress. Please feel free to simply list different topics and their updates as necessary.]
==== Financial Status ====
Budget YTD: ___
Actual YTD: ___
Variance YTD: ___
==== Schedule ====
Project: ___
Deadline: <DD/MM/YYYY>
Progress: ___
==== Risks Assessment ====
Risk: ___
Solution: ___
Progress: ___
==== Resources ====
Resource (people, equipment, materials) requirements: ___
Quantity: <#>
Details: ___
Progress: ___
==== Key Outcomes & Milestones ====
Achieved during ‘this’ reporting period: ___ [List as appropriate.]
Scheduled for ‘next’ reporting period: ___ [List as appropriate.]
================================
Regards,
[LEC name, or name of person making report if not LEC (Member Number)]
[Position details]