Sydney Venue Coordinator Guidelines

The 63 Sydney pages are to provide information for potential, new and current members in regards to the the games and running of the Sydney Domain of Beyond the Sunset.

Reporting

Reports are required to be emailed by the 4th of the following month, i.e. reports for December games are due by the 4th of January. Please use the following report template which has detailed notes for the completion of the report. Please direct any questions to the Domain Coordinator.

Email Recipients

To: dc@sydney.beyondthesunset.org.au
Cc: reporting@beyondthesunset.org.au (and the VST if requested)

Email Subject

VC "Genre" Report, HOD "Month" "Year"

"Genre" - Name of the Venue as either Awakening, Forsaken, Lost or Requiem only.
"Month" - full name of the month.
"Year" - full year 4 digit format.

Example Subjects:

Awakening: VC Awakening Report, HOD April 2024
Forsaken: VC Forsaken Report, HOD April 2024
Lost: VC Lost Report, HOD April 2024
Requiem: VC Requiem Report, HOD April 2024

Purchases

All venue funds that are used to secure a game location, purchase equipment for the venue or otherwise spent for the venue need to be recorded. All invoices and receipts need to be obtained from the supplier with a soft-copy (scan or high quality clear photo) emailed to the Domain Coordinator either at the time of purchase or with the report.

Domain Council List

All domain position holders (DC, DST, VC and VST) are signed up to the Domain Council List - council@sydney.beyondthesunset.org.au. Please feel free to send position related emails to the list.

Domain Conclaves

There will be a domain meeting for all domain position holders every three months. Additional prestige is awarded for the attendance of these meetings.

Email Account

The following email accounts are the offical accounts for the Venue Coordinators and should be used for all official contacts. Email accounts should be checked weekly.

Awakening: vc.awakening@sydney.beyondthesunset.org.au
Forsaken: vc.forsaken@sydney.beyondthesunset.org.au
Lost: vc.lost@sydney.beyondthesunset.org.au
Requiem: vc.requiem@sydney.beyondthesunset.org.au

Handover

On being appointed the Venue Coordinator there is a one month handover period, unless otherwise discussed or the out-going position holder is unavailable.

The following need to be provided by the outgoing to the incoming Venue Coordinator during the handover period.

Money box with venue funds, receipts for recent purchases, details of any money owed and owing.
Email account access, including method of access and current password.
Property related to the position, such as folders or props.
Documents, files and notes relating to the position, such as finance records and excess sign-in sheets.

The following need to be reviewed by the incoming Venue Coordinator during their first month of holding the position.

Review the funds in the money box in preparation for the next game and report.
Change the password to the email account, forwarding the new details to dc@sydney.beyondthesunset.org.au for records.
Review recent reports and communications in the email account.