Difference between revisions of "Sydney Venue Coordinator Guidelines"
Jump to navigation
Jump to search
m |
|||
| (One intermediate revision by the same user not shown) | |||
| Line 1: | Line 1: | ||
{{Sydney}} | {{Sydney}} | ||
| − | Reporting | + | == 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 '''[[Sydney Venue Coordinator Report|report template]]''' which has detailed notes for the completion of the report. Please direct any questions to the Domain Coordinator. | ||
| − | + | ====Email Recipients==== | |
| + | * To: [mailto:dc@sydney.beyondthesunset.org.au dc@sydney.beyondthesunset.org.au] | ||
| + | * Cc: [mailto:reporting@beyondthesunset.org.au 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. | |
| − | Email Subject | + | *"Year" - full year 4 digit format. |
| − | |||
| − | 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: | Example Subjects: | ||
| + | *'''Awakening''': VC Awakening Report, HOD {{CURRENTMONTHNAME}} {{CURRENTYEAR}} | ||
| + | *'''Forsaken''': VC Forsaken Report, HOD {{CURRENTMONTHNAME}} {{CURRENTYEAR}} | ||
| + | *'''Lost''': VC Lost Report, HOD {{CURRENTMONTHNAME}} {{CURRENTYEAR}} | ||
| + | *'''Requiem''': VC Requiem Report, HOD {{CURRENTMONTHNAME}} {{CURRENTYEAR}} | ||
| − | + | ==Purchases== | |
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | 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. | 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 | + | ==Domain Council List== |
| − | + | All domain position holders (DC, DST, VC and VST) are signed up to the Domain Council List - [mailto:council@sydney.beyondthesunset.org.au council@sydney.beyondthesunset.org.au]. Please feel free to send position related emails to the list. | |
| − | All domain position holders (DC, DST, VC and VST) | ||
| − | |||
| − | |||
| + | ==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. | 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 | + | == 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. | 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''': [mailto:vc.awakening@sydney.beyondthesunset.org.au vc.awakening@sydney.beyondthesunset.org.au] | ||
| + | *'''Forsaken''': [mailto:vc.forsaken@sydney.beyondthesunset.org.au vc.forsaken@sydney.beyondthesunset.org.au] | ||
| + | *'''Lost''': [mailto:vc.lost@sydney.beyondthesunset.org.au vc.lost@sydney.beyondthesunset.org.au] | ||
| + | *'''Requiem''': [mailto:vc.requiem@sydney.beyondthesunset.org.au vc.requiem@sydney.beyondthesunset.org.au] | ||
| − | + | == Handover == | |
| − | |||
| − | |||
| − | |||
| − | 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. | 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. | 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. | 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. | |
| − | 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 [mailto:dc@sydney.beyondthesunset.org.au dc@sydney.beyondthesunset.org.au] for records. |
| − | Change the password to the email account, forwarding the new details to | + | * Review recent reports and communications in the email account. |
| − | Review recent reports and communications in the email account. | ||
Latest revision as of 20:29, 11 May 2015
Domain | Locations | Links | Resources | Calendar | New Players | Position Holders | Glossary
Requiem | Characters | Court | History | Locations | VSS | Character Creation | Downtime Template
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 May 2024
- Forsaken: VC Forsaken Report, HOD May 2024
- Lost: VC Lost Report, HOD May 2024
- Requiem: VC Requiem Report, HOD May 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.