[This file is from the Sf-Lovers Archives at Rutgers University. It is provided as part of a free service in connection with distribution of Sf-Lovers Digest. This file is currently maintained by the moderator of the Digest. It may be freely copied or redistributed in whole or in part as long as this notice and any copyright notices or other identifying headers or trailers remain intact. If you would like to know more about Sf-Lovers Digest, send mail to SF-LOVERS-REQUEST@RUTGERS.EDU.] [This file is also available by emailing to concom-bible@lunacity.com. Comments should be addressed to mwallis@lunacity.com.] This auto-reply contains the ASCII version of the BayCon '92 ConCom Operations Manual. This document outlines the structure of the committee, it's overall goals, the positions on the concom and the responsibilities and policies of each department. This is a snapshot of how we ran things and is in no way offered as the one and true way of setting up or running a convention. BayCon '92, in particular, was an odd convention. It was our 10th Anniversary and we had invited back all past GoHs (26 of whom actually attended the convention). Also, BayCon is perennially one of the larger SF conventions in North America, running between 2000 and 2500 people per year. If you're running a smaller convention, several of the departments here may be combined or eliminated. Treat this as an example and modify it to fit your group, convention and people. If you'd like this in a word processor native format, send me a msg and I'll try to accommodate you. Michael Wallis mwallis@lunacity.com Draft BayCon '92 Bible Committee Responsibilities and Convention Policies INTRODUCTION 1 OPERATING PHILOSOPHY 2 GENERAL RESPONSIBILITIES 2 GENERAL POLICIES 2 CHAIRMAN 3 LEGAL 4 MAIL ROOM 5 PUBLICITY 6 ROVING STAFF TROUBLESHOOTER 7 TREASURER 8 AREA MANAGER (OPERATIONS) 9 CON OPS 10 FLARE 11 GOFERS 12 HOTEL LIAISON 13 LOGISTICS 14 TECH CREW 15 AREA MANAGER (SERVICES) 16 ART SHOW 17 DEALERS' ROOM 18 HOSPITALITY 19 NEWSLETTER 20 PUBLICATIONS 21 REGISTRATION 22 AREA MANAGER (PROGRAM) 24 BCTV 25 GAMING 26 GUESTS OF HONOR LIAISON 27 GREEN ROOM 28 PANELS 29 PARTICIPANTS 30 AREA MANAGER (EXTRAVAGANZAS) 31 BLOOD DRIVE 32 BRUNCH 33 DEAD DOG 34 MASQUERADE 35 MEET THE GUESTS/EVERYBODY 36 NIGHTLIFE 37 INTRODUCTION As we start putting together the 10th BayCon, it seemed odd to me that there was no generally available guide on convention operations. This guide is based on one I used in Toronto, with an attempt to update and upgrade the document to reflect the Bay Area structure. This is by no means a "fixed" or "final" report. Please read your Department's section, and those that you interact with, and advise your Area Manager of any additions and/or changes that better define the duties and policies you see involved. Some of the changes included here are mandated by the special nature of BayCon '92. The large number of GoHs and the expenses involved in the Birthday Bash celebrations will make this particular convention a little different, but the positions and duties outlined here should form a usable guide for other years and other convention. All ConCom are advised to read the full manual and periodically review their department throughout the planning year so that they are familiar with the responsibilities and policies. It is also advisable to be familiar with the descriptions for other departments, particularly those which interact closely with your own. The following document is based on the ConCom Guides done by Chris Meredith in 1981 and Howard Scrimgeour in 1988. Michael Wallis Chairman BayCon '92 OPERATING PHILOSOPHY The overall philosophy of BayCon is to provide the sort of convention that we'd like to attend. In the past, we've tried to mix SF and Fantasy, media and literary, sercon and fannish. We have, to a large extent, succeeded in this, as can be seen by our growth. BayCon is regularly one of the 5 largest SF conventions in North America! The convention committee (ConCom) is broken into four Areas, each with a Manager, and is staffed by Department Heads. Department Heads are responsible for seeing that the work gets done, but they do NOT have to do it all themselves. Everyone is encouraged to recruit enough help to meet deadlines. Each Department Head should attempt to find an Assistant who can relieve them for breaks or assist them in their duties. We strongly encourage ConCom and staff to plan for personal slack time during the convention so they too can relax and enjoy the con. All work and no play makes for a very dull ConCom, and a dull convention. "If it isn't fun to organize, it won't be fun to attend." Should there be a problem in your department, the Department Head should try to handle it first. If they are unable to, they should bring it to the attention of their Area Manager with enough lead time so that it doesn't affect the convention. If the Area Manager can't handle it, it goes to the Chairman. Ideally, no one should have to do two jobs; however, it doesn't always work that way. People wishing to take on a second department should consult with both Area Managers. GENERAL RESPONSIBILITIES 1) Each Department Head is responsible for scheduling staff hours and for tracking staff hours. 2) In departments with a budget, the Department Head is responsible for disbursing their funds, and providing the Treasurer with an accounting of how those funds were used, backed up by receipts. GENERAL POLICIES 1) The convention is staffed from the top down. The Chairman selects only his immediate subordinates; they in turn select their immediate subordinates, and so on. This facilitates harmony among the committee. 2) Where it is necessary for a ConCom member to hold two jobs, they should not be in the same Area. 3) All staff are expected to follow the 6 & 2 Rule: "Everyone should get 6 hours sleep and 2 meals per 24 hour period. Or vice versa." (This comes from the fact that one can go without sleep OR without food for extended periods of time. If you do without both, you fall over!) 4) All con functions, including the Con Suite, will be non-smoking. CHAIRMAN Responsibilities: 1) Delegates authority to responsible individuals, and supervises their efforts to ensure a smooth integration of all aspects of the convention. 2) Sets the direction and tone of the convention, as a representative of Artistic Solutions, Inc, and the fans associated with the South Bay area. 3) Acts as peace keeper and liaison for the ConCom, providing unbiased support for all departments. When he delegates, he expects his subordinates to show initiative; when he orders, he expects compliance, with a minimum of debate. The chairman must avoid "absorbing" the duties of his subordinates; his function is to direct and co-ordinate. The Chairman operates by virtue of his ability, experience, and leadership, not because there was no-one else. 4) The Chairman is the representative of the convention, and his behavior and policies and those of his chosen subordinates reflect Artistic Solutions, Inc and South Bay convention fandom as a whole to the people attending. 5) Sets a realistic budget and adheres to it. In this, he needs the co-operation of the committee and staff, as well as their opinions. Policy: 1) The Chairman has the right to veto the decisions of his subordinates, but must use this power judiciously. 2) The Chairman's chief visible duties are to hand out praise and accept blame. LEGAL Responsibilities 1) Provide legal advice and council to the Chairman and the committee as required. 2) Review, before signing, any legal contract entered into by the Chairman in the name of the convention or corporation. Policies 1) Legal work that is not done pro bono should be approved by the Chairman first. This work may be shifted to the Board. MAIL ROOM Responsibilities 1) Maintains the convention PO Box and makes regular (e.g. weekly) trips to pickup and process all incoming mail. Inbound Mail Reports should be made at each ConCom meeting. 2) Records pre-registered members. 3) Transfers money to Treasurer for deposit. 4) Sends acknowledgments to pre-registered members. 5) Responds to information requests. 6) Generates address labels, and mails progress reports and other information. 7) Supplies a list of pre-registered members to the Registration chief in advance of the convention. Policy: 1) Payment to be made in US funds. PUBLICITY Responsibilities 1) Responsible for getting the word out about the convention and promoting it to the general fannish community within and outside the Bay Area. 2) Arranges for ad trades with other conventions and keeps track of both our commitments to their publications and the ad space needed in our PRs and Program Book to accommodate their ads. 3) Keeps Publications appraised of when ads have to be ready to get to other publications on time plus how many fliers need to be printed, and when, so they can be distributed, etc. 4) Arranges mailing parties to ensure that our PRs get out in a timely fashion to past and present members. 5) Produces a Party Kit of fliers, posters, receipt books, etc. to go to other cons where a BayCon party is being held. 6) Produces and distributes a Press Kit in advance of the convention and arranges Media coverage. Policy 1) Ad trades with other conventions are preferred, and should be on a 1 for 1 basis. 2) Parties sponsored at other conventions should be co-ordinated with Publicity to ensure an even and accurate representation of the convention. 3) Printing PRs and fliers is part of Publications' budget, mailing them is part of Publicity's. ROVING STAFF TROUBLESHOOTER Responsibilities 1) Ensure the overall morale of the ConCom is high and that disputes and disagreements do not go unresolved. 2) Act as an Ombudsman and Arbitrator within the ConCom to smooth over differences and keep staff active and involved. 3) At Con ... ensure staff are following the 6 & 2 rule and that people's exhaustion and frustration levels don't spill over into arguments and bickering. Policies 1) RST has the power to say "Tag ... you're relieved" if someone fails the 6 & 2 rule. This power extends to every level of the ConCom, including the Chairman. TREASURER Responsibilities 1) Maintains the financial records of the convention and co-ordinates all areas where monetary transactions occur. 2) Ensures that proper procedures for issuing checks or other funds is observed. 3) Produces financial statements at regular intervals, and an Annual Financial Statement following the convention. 4) Ensures that all departments maintain proper control and accounting of their budgets, income, and expenses. 5) Maintains the convention bank account. 6) Assist the Chairman in ensuring that the convention remains within budget, and advise the Chairman and the committee on matters relating to finance. Policy: 1) No funds may be disbursed from the treasury without the prior knowledge of the Treasurer. 2) If any person incurs expenses on behalf of the convention without prior approval of one of the financial authorities, that person may be held personally liable for the expense. The financial authorities are: Chairman, Treasurer and the four Area Managers. Exception: Once the Treasurer has given a department a portion of its budget, those funds become the responsibility of the Department Head, and may be disbursed at their discretion. 3) Income received by a department does not automatically become part of that department's budget, and may not be disbursed without the prior knowledge and approval of the Treasurer. AREA MANAGER (OPERATIONS) Responsibilities 1) Acts as supervisor and co-ordinator of all sections whose work is performed primarily during the convention. Expands on policy set by the Chairman and sets general and specific tasks for their Department Heads, then monitors them periodically to ensure that tasks are being satisfactorily performed. 2) For activities involving co-operation between two or more departments, acts as liaison between the Department Heads to ensure that the necessary information is exchanged and the necessary arrangements for co-operation are made. 3) During the convention, acts as "Floor Manager", ensuring that all of the activities involving their departments are running smoothly, and directing any complaints or problems to the appropriate individual for corrective action. 4) Recruits the Department Heads for their Area, since they will be working most closely with them. The Chairman has the right to over-rule these decisions, but if the Operations Manager has been properly chosen, this should rarely be necessary. 5) In the absence of the Chairman, the Operations Manager is the convention's representative to the public and hotel. Acts as the Chairman's second-in-command during the convention, and has full authority to act in his place. 6) Makes regular reports to the Chairman regarding progress within their Area. 7) Keeps the Chairman advised of any problems which arise during the convention. CON OPS Responsibilities 1) Ensures that the convention office is staffed at all times. 2) Maintains an information center, where people phoning the hotel can get accurate and confident information about the convention. Once this is accomplished, the hotel switchboard will be required to route all calls for the convention to this phone. 3) Keeps track of the whereabouts of ConCom members and GoHs, so that they can be quickly located if needed. 4) Maintains track of the ConCom and where they can be reached, their duty status, and their off times. 5) Maintains a written Problem Log of events and solutions. FLARE Responsibilities 1) Restricts access to the Art Show, Dealers' Room, and general function areas to duly registered attendees of the convention. This requires posting the appropriate types and numbers of guards on these areas. 2) Responds to spot events like hall troubles, Con Suite problems and crashers. 3) Recruits security personnel, and assigns duty schedules. Diplomacy and good character judgment are essential, as a bad choice of personnel for these positions may reflect badly on the con and SF Fandom in general, with attendees, the hotel, and mundanes. 4) Maintains a radio watch on the base station. 5) Maintain a written Events Log of the convention radio traffic. Policy: 1) In the event of serious trouble, potential or actual, notify the Operations Manager immediately. 2) All attendees must wear their badges visibly at all times when within the convention function space. Inability to produce proof of membership when requested by security is sufficient grounds for being bounced until such time as such proof can be produced. 3) As a last resort, troublemakers may have their memberships revoked. This may ONLY be done on the authority of the Chairman or the Operations Manager. 4) Anything of value must be guarded when not under lock and key. 5) Whenever possible, problems should be dealt with without involving hotel security. 6) Security staff will meet with Hotel Liaison, the Operations Manager, and the Chairman before the convention to co-ordinate detailed planning. 7) Since California law prohibits the use of the term "Security" by anyone but those licensed by the State, FLARE will keep an eye out for people misusing this name. GOFERS Responsibilities 1) Recruits and schedules gofers for the con. This necessitates the keeping of a gofer hole as a central dispatch area. Shift assignments must be firm, and personnel must be at the required strength at the requested times. A trouble squad must be available for contingency work. 2) Provides reasonable foodstuffs from Hospitality for those gofers working a reasonable number of hours, and the policing of freeloaders. 3) Allocates and controls crash space for gofers and other staff. Policy: 1) Staff who work more than 6 hours during the convention may have their memberships refunded, if the convention made money. 2) Staff are entitled to free food from the supplies maintained by the gofer chief, and to free crash space in the gofer-crash. HOTEL LIAISON Responsibilities 1) When necessary, surveys and locates suitable hotels in which to hold the convention. (Final choice to be ratified by committee) 2) Negotiates the convention's contract with the hotel, based on policy determined by the Chairman and committee members directly concerned with hotel services. On receipt of a letter of intent, and after approval by the committee, the contract will be signed by the Chairman, and the corporate seal applied. 3) Administers the contractual obligations of the hotel and convention to each other. To this end, they are empowered to speak with the Chairman's voice regarding those items specifically contracted for. In the case of problems such as rowdiness, or underage drinking, the Hotel Liaison will notify Security and the Operations Manager or Chairman. 4) Notifies the Operations Manager or Chairman of any problems, either contractual or P.R., as soon as possible to ensure that policy remains consistent. 5) Diplomatically deals with difficulties between ConCom or attendees and the hotel. Policy: 1) Unilateral binding interpretations or violations of the contract will not be tolerated. If any doubt exists, consult the Chairman. LOGISTICS Responsibilities 1) Determines the convention's requirements for transport. 2) Identifies sources from which a suitable vehicle can be borrowed or rented. 3) In consultation with the Area Manager, selects the best source, based on cost, type of vehicle, and location. 4) Makes arrangements for rental or loan of vehicle(s), including return after the convention. 5) Recruits and schedules driver(s). 6) In response to requests from various departments, develops itinerary (routes, stops, and times) for the vehicle(s). 7) Before the convention, maintains a list of physical resources (e.g. radios, office supplies) available to the convention. Policy: 1) Drivers are personally responsible for any moving violations incurred, and may be responsible for parking tickets, depending on the circumstances. 2) Logistics is responsible for the repair or replacement of things like art flats, etc. TECH CREW Responsibilities 1) Define and procure appropriate equipment to handle the technical requirements of the convention. 2) Ascertain where the optimum price for equipment can be obtained. 3) Arrange with Logistics, or whomever, to get equipment to the site and back to the vendor after the con. 4) Maintain the equipment (care and feeding) while it is on site. 5) Is responsible for having all equipment set up and tested by open of business on Friday morning so that defective of inappropriate equipment can be returned and replaced without impacting the convention. 6) Co-ordinates with Treasurer for funds, accounts, etc. AREA MANAGER (SERVICES) Responsibilities 1) Acts as supervisor and co-ordinator of all sections relating to the members of the convention. Expands on policy set by the Chairman and sets general and specific tasks for their Department Heads, then monitors them periodically to ensure that tasks are being satisfactorily performed. 2) For activities involving co-operation between two or more departments, acts as liaison between the Department Heads to ensure that the necessary information is exchanged and the necessary arrangements for co-operation are made. 3) Recruits the Department Heads for their Area, since they will be working most closely with them. The Chairman has the right to over-rule these decisions, but if the Area Manager has been properly chosen, this should rarely be necessary. 4) During the convention, acts as Assistant Operations Manager, bearing responsibility for the smooth running of the departments in their Area. 5) In the absence of the Chairman and Operations Manager, acts as the convention's representative to the public and hotel. 6) Makes regular reports to the Chairman regarding progress within their Area. ART SHOW Responsibilities 1) Maintains a list of potential exhibitors. 2) Contacts artists and encourages them to exhibit. 3) Supervises setup and takedown of the art show and hangings. 4) Recruits the art show personnel. Peak help may be recruited from the gofer hole, but the gofer chief should be warned if this is likely to be necessary, so that he can staff appropriately. 5) Recruits art auctioneers, art judges, and art runners, and plans and runs the art auction. 6) Administers art show cash flow, and maintains appropriate financial records. 7) Ensures security of the artwork while it is in the possession of the convention. 8) Design and distribution of forms used in the Art Show. 9) Oversees the Artist Ghetto. 10) Provides assistance in obtaining artwork for Publications. 11) Provides recommendations for Artist Guests, art programming and workshops. 12) Responsible for staffing and artist participation in Print Shop. 13) Responsible for co-ordinating and obtaining awards and ribbons for Art Show. 14) Co-ordinating with Hotel Liaison for the Artists Reception. 15) Designing and distribution of invitations to the Artists Reception. 16) Recommends equipment for use in the Art Show to Tech. Policy: 1) Checks to the art show must be verifiably valid. Payment by cash is preferred. 2) Payment to artists will be made within 30 days by check issued from a separate account co-signed by the Treasurer and/or a Director. DEALERS' ROOM Responsibilities 1) Maintains a list of potential dealers. 2) Contacts potential dealers and encourages them to book tables, to ensure the maximum number and variety of dealers. 3) Assigns tables and lays out the room to accommodate dealers fairly. 4) In co-operation with the gofer chief, ensures that sufficient personnel are available to help with setup and takedown, and service the dealers during open hours. Checks dealers in to their assigned tables. 5) Sets hours of operation of the dealers' room, and ensures that the room is opened at the scheduled opening times, and secured at closing times. Ensures that Publications is notified of the hours for inclusion in the program book. Policy: 1) Maximum 3 tables per dealer. Dealers wishing more space than this may join a waitlist for any tables which remain unsold at the time of the convention. 2) Due to liquor laws, alcoholic beverages may not be consumed in the dealers' room. 3) BayCon does not provide extension cords to Dealers. HOSPITALITY Responsibilities 1) Recruits hosts to staff the Con Suite. 2) Assigns duty schedules to hosts, in advance of the convention. 3) During the convention, monitors operation of the con suite to ensure that the duty schedule is being adhered to, that the host is in control, and that the con suite projects a favorable image of the convention. 4) Reports any problems involving security or operation of the Con Suite to Security or the Operations Manager. Responsibility for utilizing Con Security rests with the Department Head; responsibility for using hotel security rests with the Operations Manager. 5) Administers the budget, and produces a financial accounting after the convention. 6) In advance of the convention, estimates what quantity of refreshments will be required, and makes arrangements to ensure that these will be available. 7) Makes regular reports to the Operations Manager regarding progress within the department. Policy: 1) Pop and munchies are free. Any other items stocked are sold at slightly over cost. 2) Alcoholic beverages will not be served from Con sponsored Hospitality rooms. 3) Discourage card-players, filkers, or other specialized activities from taking over the con suite. There are other areas set aside for these. NEWSLETTER Responsibilities 1) Sets deadlines and produces the At-Con Newsletter to keep the attendees informed and entertained. 2) Establishes a budget with the Treasurer to cover printing costs. 3) Arranges for equipment and transportation for the production and printing of the newsletter during the con. 4) Establishes, with the Treasurer, an account at a 24-hour print site to facilitate volume pricing and quick turnaround. 5) Establishes news collection and drop-off sites around the convention to maximize distribution of the newsletter. PUBLICATIONS Responsibilities 1) Arranges for reproduction of all printed matter distributed or used by the convention. This includes, but is not limited to, letterhead and logo envelopes, and any forms required by other departments. 2) Sets deadlines for the progress report, program book, and any other publication. 3) Supervises design, layout, accuracy and reproduction of the convention flyers, progress report, program book, and any other publication. 4) Supervises the design and layout of advertisements used in other program books. 5) Produces and distributes the Internal Committee Newsletter on a regular basis prior to the con. Policy: 1) All publications for general distribution must be laid out far enough in advance of the date they are required to permit the committee to review them. 2) Documents and forms for internal use are the responsibility of the Department Heads, and paid for out of department budgets. REGISTRATION Responsibilities 1) Registers attending members and dispenses program books, badges, and registration kits. 2) Conducts training sessions for registration personnel to ensure that they are proficient in registration procedure. 3) Ensures that cash sheets are balanced as required, and regular deposits made to the safe deposit box. 4) Ensures that Registration opens promptly at the posted times, and is fully manned according to need until the posted closing times. 5) Obtains adequate supplies of badge holders, pens, and other stationery for registration operations. 6) Advises Publications of hours of registration and ensures sufficient badges are printed in appropriate pretty colors. 7) Advises FLARE and Gofers of the color coding for badges. 8) Handles and tracks pre-registrations. Policy: 1) Money is not to be disbursed from gate receipts without the authorization of the Treasurer. This includes refunds on memberships. 2) "Downgrading" of memberships (e.g. from Weekend to one-day) is not permitted. Memberships can be upgraded at any time by paying the difference between the applicable rates. 3) If a person claims to have pre-paid, but no record can be found, the person must pay the current rate. This will be refunded if proof of payment is subsequently presented. 4) Program participants will get 1 (one) complimentary membership. 5) Press get in free if accompanied by a senior ConCom member. Otherwise, they must buy a membership at the applicable rate. 6) Children who will be accompanied by their parents at all times ("Babes-in-arms" and "kids-in-tow") are admitted free of charge, but do not receive badges or registration packages. Children old enough to enjoy the convention on their own are old enough to pay the full membership rate. 7) Registrars are responsible for ensuring that their cash balances. 8) Checks must be verifiably valid. Payment in cash is preferred. If in doubt, pass a problem to the Area Manager for approval. (The AM can pass to the Treasurer. If the Treasurer has to pass to the Chairman it'll likely be turned down.) AREA MANAGER (PROGRAM) Responsibilities 1) Acts as supervisor and co-ordinator of all sections relating to the programming of the convention. Expands on policy set by the Chairman and sets general and specific tasks for their Department Heads, then monitors them periodically to ensure that tasks are being satisfactorily performed. 2) For activities involving co-operation between two or more departments, acts as liaison between the Department Heads to ensure that the necessary information is exchanged and the necessary arrangements for co-operation are made. 3) Recruits the Department Heads for their Area, since they will be working most closely with them. The Chairman has the right to over-rule these decisions, but if the Area Manager has been properly chosen, this should rarely be necessary. 4) During the convention, acts as Assistant Operations Manager, bearing responsibility for the smooth running of the departments in their Area. 5) In the absence of the Chairman, Operations Manager and Services Manager, acts as the convention's representative to the public and hotel. 6) Makes regular reports to the Chairman regarding progress within their Area. BCTV Responsibilities 1) Books the videos recommended by committee, considering the budget and time allocated, and obtains as many other film items as they deem necessary or possible considering these constraints. 2) Recruits responsible, competent operators to monitor the showing of these videos; responsibility for physical security of tapes and related equipment is theirs. They should ensure that the VCR's and tapes are attended at all times by these personnel, and not by gofer stand-ins. 3) Schedules work shifts for operators, to ensure that films and equipment are supervised at all times when not under lock and key. 4) Ensures that sufficient reliable, compatible equipment is available for showing these videos, including accessories such as cables, stands and extension cords. Policy: 1) Bootleg copies, when it is possible to determine this, will not be shown. The potential legal complications are not worth the risk. 2) Will secure appropriate permissions and release for any video presented over BCTV. GAMING Responsibilities 1) Arranges with Programming for space to run games. 2) Arranges with gamers and/or staff to operate various games for the attendees. 3) Ensures that Games Room is staffed and operated in accordance with convention policy. 4) Arranges for whatever prizes will be distributed. 5) Co-ordinates with Publications to ensure adequate notice is available of the games being run, and that game publishers have notice of PR and PB ad rates. Policy 1) As wide a variety of games as possible should be offered to attendees. GUESTS OF HONOR LIAISON Responsibilities 1) Contacts and confirms the featured guests. 2) Arranges their transport, as well as care and feeding at the con. 3) Ensures that guests of honor are aware of their responsibilities, itinerary, and scheduled events while at the con. 4) Acts as the principal channel of communication between the convention committee and the GoH's, and deals with any problems that may arise in this regard. Policy: 1) Guests of honor receive: 1. - Airfare or other suitable transportation for themselves. - Hotel room. - Spending money as cash, for incidental expenses. - Free admission to the brunch. 2) In exceptional circumstances, we may also pay airfare, or a portion thereof, for a "significant other". This requires the approval of the Chairman. 1. BayCon '92 is inviting back all past GoHs. This changes GoH Liaison due to the specific offers made, i.e. the Guests were offered a flat fee to spend as they wished. No Hotel or travel costs will be covered by BayCon '92 but there are considerably more people to track and co-ordinate with. GREEN ROOM Responsibilities Policy 1) The room will be staffed and open from 1/2 hour before the first program function to 1/2 hour after the last program function. 2) Green Room will provide a relaxed atmosphere for guests and panelists to meet, discuss their presentations, and recover from the thrill of panel-sitting. PANELS Responsibilities 1) Procures and schedules live programming at the convention. This involves personal contact with all panelists. Contact with the GoH's should be co-ordinated with GoH liaison. Contact with authors, fans and editors should be co-ordinated with Participants. 2) Ensures that the program guests have whatever props, audiovisual material or gofer help is necessary to accomplish a smooth and professional program. Co-ordinate with Tech on A-V requirements in time to have them arrange for equipment. 3) Ensures that schedules are adhered to. This can be accomplished by judicious use of overflow space provided, or diplomatic closure of the panel in question. 4) Supplies Pre-registration with a list of panelists so that registration can be arranged. 5) Supplies Publications with the program schedule, for inclusion in the program book. Policy: 1) Non-featured program guests shall receive a complimentary weekend membership. Their companions, if any, will be required to pay admission as a regular guest, unless they are integral to the guest's presentation. 2) Transportation costs, admission to the banquet, speaker's fees, and other perks are discouraged. Deviation from this policy shall be subject to Area Manager's and Chairman's approval. 3) The Panel Chief's scheduling shall be regarded as final, and shall not be disrupted without their knowledge and agreement. PARTICIPANTS Responsibilities 1) Contacts and keeps track of Panel Participants. 2) Co-ordinates with Panels to ensure people coming to the convention know when and where they are to be featured. 3) Follows up on contacts with professionals and fans made by other members of the committee. 4) If a budget is available, disburses that budget so as to encourage the maximum number of professionals to attend. Policy: 1) If budget permits, a limited number of other perks may be offered. AREA MANAGER (EXTRAVAGANZAS) Responsibilities 1) Acts as supervisor and co-ordinator of all sections relating to the extravaganzas of the convention. Expands on policy set by the Chairman and sets general and specific tasks for their Department Heads, then monitors them periodically to ensure that tasks are being satisfactorily performed. 2) For activities involving co-operation between two or more departments, acts as liaison between the Department Heads to ensure that the necessary information is exchanged and the necessary arrangements for co-operation are made. 3) Recruits the Department Heads for their Area, since they will be working most closely with them. The Chairman has the right to over-rule these decisions, but if the Area Manager has been properly chosen, this should rarely be necessary. 4) During the convention, acts as Assistant Operations Manager, bearing responsibility for the smooth running of the departments in their Area. 5) In the absence of the Chairman, Operations Manager, Services Manager and Program Manager, acts as the convention's representative to the public and hotel. 6) Makes regular reports to the Chairman regarding progress within their Area. BLOOD DRIVE Responsibilities 1) Co-ordinates with Red Cross units to ensure the smooth operation of the Drive. 2) Co-ordinates with Hotel Liaison to arrange for suitable space during the convention. 3) Co-ordinates with Publications to ensure the Drive and it's hours are publicized before and during the convention. 4) Provides Newsletter with a daily count of donations (if running more than 1 day). 5) Staffs area and assists Red Cross personnel. BRUNCH Responsibilities 1) Arranges with Hotel Liaison to select a menu of appropriate quality and price. 2) Arranges with Publications and Mail Room for advance notice and registration of Brunchers. 3) Arranges with GoH and Participants Liaisons for a guest to be seated at each table. Policies 1) Brunch should be run at as close to break-even as possible. This must include the costs of meals for guests. DEAD DOG Responsibilities 1) Ensures that appropriate amusements and munchies are available for the Staff and remaining GoHs after the con tear-down has been completed. 2) Arranges with Hotel Liaison for appropriate space. 3) Staffs and oversees the operation of the Dead Dog/Cat/Penguin/Moose/whatever party. MASQUERADE Responsibilities 1) Registers entrants for the costume competition. 2) Organizes the conduct of the competition, including categories and prizes. 3) Recruits judges and staff; ensures that sufficient staff are on hand to help contestants on and off stage, and regulate their movement through the competition. 4) Co-ordinates with Tech to ensure proper lighting, sounds and video are available and working. 5) Ensures the results of the Masquerade are reported to the Newsletter staff in a prompt and accurate fashion. MEET THE GUESTS/EVERYBODY Responsibilities 1) Establishes the appropriate atmosphere of the convention by running a opening event to get people mingling. 2) Arranges for space with Hotel Liaison and Programming. 3) Arranges for staff to oversee and run the event. 4) Arranges for appropriate decorations and staff to set up same. NIGHTLIFE Responsibilities 1) Selects suitable music for the dance(s), and arranges for the means for playing it (DJ, band, tape deck, whatever). 2) Arranges with Panels for appropriate times and locations for Dances and ensures there is time build into the schedule for setup and takedown. 3) Decorates and arranges layout of the dance area. 4) Supervises event(s) to ensure smooth running. 5) Recruits and organizes crews to ensure setup and takedown happen in time allotted. 6) Co-ordinates with Tech to ensure appropriate equipment is on hand and working. =========================