Venue Coordinator Report Template
Questions
Who does this report go to?
Venue Coordinators report to the Domain Coordinator, the Venue Storyteller, and the archives at reporting@beyondthesunset.org.au. This may be two separate emails if required as the Venue Storyteller only needs the Game Information Section.
When do I report?
Venue Coordinators report on the 4th of each month.
Who determines my reporting status?
Your Domain 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
==== Venue Information ====
Venue Name: ___
Venue Code: ___
Venue Genre: ___
Domain: ___
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".]
==== Venue Staff Information ====
VC Name: ___ () [In the brackets insert your membership number.]
Email: ___
Date Office Gained: <DD/MM/YYYY>
Certificates Passed: ___
aVC 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>
VST Name: ___ () [In the brackets insert their membership number.]
Date Office Gained: <DD/MM/YYYY>
==== Game Information ====
Games Held This Month: <#>
Date of Game: <DD/MM/YYYY>
Location: ___
Supervising Coordinator: ___ [Insert Name and Membership Number here.]
Problems, if any: ___
Attendance: <#>
[Insert a list of attendees with Full Name, Membership Number, Character, First Aid Officer Status (FO Y/N), Payment. Or scan/create the document separately and attach with email. This list is important for the Storyteller to award XP later and for insurance. Spectators must sign in also.]
[Copy the above section and paste as many times as necessary.]
==== Venue Advertising/Resources ====
[This section may not be applicable in some venues, please feel free to remove if not applicable.]
Venue webpage(s), if any: ___ [Insert a link, such as the venue wiki page.]
Maintained by: ___ [Name and Membership number if an assistant updates this page.]
Venue Newsletter, if any: ___ [Y/N and a name if applicable.]
Edited by: ___ [Name and membership number.]
Last date of publication: <DD/MM/YYYY>
Next issue due: <DD/MM/YYYY>
==== New Members/Renewals ====
[This may not be applicable all of the time. Please feel free to remove if not applicable.]
<nowiki>New Members this month: <#>
[Insert a list of new members with Full Name, Preferred Name, Date Applied, Email Address. Or scan/insert a filled out new members application form.]
Renewals this month: <#>
[Insert a list of renewing members with Full Name, Membership Number, Date Renewed, How payment was processed (Cash/PP/BT), Email address. Or scan/insert a filled out returning members application form.]
==== Finances ====
[Not applicable to online venues.][This is where you record Venue ingoings/outgoings with regard to funds taken from members, funds paid out for venues, costs of Venue newsletters, etc.][This may be done as part of an excel sheet and attached to the email.]
Balance Brought Forward: $___ [This should equal to final balance of last report.]
Outgoing Finances
Date: <DD/MM/YYYY>
Amount: $__
To: ___ [Insert name or account such as Domain Account.]
Reason: ___
[Feel free to copy this section as many times as necessary for outgoing finances.]
Total Outgoing: $___
Incoming Finances
Date: <DD/MM/YYYY>
Amount: $___
From: ___ [Insert name or account such as Domain Account or "Membership".]
Reason: ___
[Feel free to copy this section as many times as necessary for incoming finances.]
Total Incoming: $___
Final Balance: $___
[Please note that venue tins should normally interact with direct expenses or the Domain tin. If expenses are beyond the venue tin's capabilities, a request should be sent to the DC for the appropriate funds from the domain account. Venue tins should ideally amount to $100. If the venue tin has excess of $150, it should deposit the excess in the domain tin. If the venue tin has under $20, it should be topped up by the domain tin.]
==== Meetings ====
[Feel free to either fill out the following and/or attach a minutes in a separate document. Please note that venue meetings are not a requirement of the position and the section can be removed if no applicable.]
Date: <DD/MM/YYYY>
Type: <Conclave or Council> [Conclave = staff + members, Council = staff.]
Issues, if any: ___
==== Misc ====
[This section may not be applicable to all reports, but is a good way to keep informed on issues and their statuses.]
Projects: ___ [Feel free to list and provide details.]
Problems and Solutions: ___ [Feel free to list and provide details.]
Disciplinary Actions: ___ [Please do not provide details of the disciplinary actions, only mention their codes and status as in if to be passed up, resolved/to be archived, etc. Disciplinary actions are to in a separate document and to be sent in a separate email.]
==== Comments to DC ====
[Insert any information you wish to pass up to the DC here such as questions for the DC themselves, or if for national, please include the abbreviation before the comments that are listed.]
==== Venue Level Prestige ====
Prestige Outgoing
[Please list any outgoing awards such as for clean-up, first aid officers, assistant prestige, etc. Or attach as a separate document.]
VC Prestige Claims
[Please list any prestige claims for yourself such as first aid officer, duties, reportings, etc.]
=========================================
Regards,
[VC name, or name of person making report if not VC (Member Number)]
[Venue details]