DerpyCon 2017 - November 17 - 19, 2017 - Morristown, NJ

Staff Roles

Command

Con Chair:

  • Works with all Command Staff to make executive decisions for the convention
  • Works as Venue Liaison before the convention
  • Negotiates dealings with outside industry

Treasurer

  • Works closely with other command staff
  • Handles all budgets for convention
  • Prepares and handles all guest and event payments

Head of Programming

  • Command level, wrks with other Command staff for the planning of DerpyCon
  • In charge of all Programming
  • Approves Panels and workshops for the convention
  • Stage Manages/ work with the sound tech with the major events in main events like the cosplay showcase, concerts and guest events in main events
  • Above everyone in Programming Department

Head of Con Ops:

  • Command level, works with other Command staff for the planning of DerpyCon
  • In charge of all convention operations
  • Above everyone in Convention Operations Department

Head of Publicity:

  • Command level, works with other Command staff for the planning of DerpyCon.
  • In charge of all Publicity.
  • Above everyone in Publicity Department

Programming

Schedule Master

  • Working with Head of Programming Departments, Guest Relations, and Security to create the schedule for the convention
  • Also must send schedule drafts and for final approval to Head of Programming and Head of Security
  • This is mainly pre-con work, and would not require much at-con work.
  • Must have word excel experience.
  • It is recommended with staffer also take on an at-con position, for example helping Head of Panels with panelist registration. (see: Remote Registration Staff)

Head of Gaming:

  • Directly under Head of Programming
  • Organizes all gaming at the con, including Video Gaming, Table-Top, LARP, etc.
  • Works closely with Heads of Video Gaming and LARP to ensure all gaming events run smoothly

Head of Video Gaming:

  • Directly under Head of Gaming
  • Pre-con organizing video gaming room (including Indie Gaming, Console and Arcade Gaming)
  • At-con working and overseeing the VG room

Assistants of Video Gaming:

  • Works closely with Head of Video Gaming to organize the Video Game Room
  • At-con working and overseeing the VG room (mainly an at-con position)

Head of LARP:

  • Directly under Gaming Head
  • Pre-con works with Head of Gaming and Head of Industry Relations to ensure that all LARPs are well organized, Organizes contracts with various LARP groups to perform & event at DerpyCon
  • Any and all contracts with outside LARPs must be approved by Command Staff
  • At-con makes sure LARPs run smoothly and on schedule.

Head of Events:

  • Assist Head of Programming throughout the convention, acting as an assistant stage manager
  • Coordinate with Volunteer Head to ensure the proper number of volunteers to help with Main Events, Panels, Karaoke, Video Game Room. This includes: break downs, set ups, checking badges for entrance, etc.

Head of Panels Registration:

  • See: Remote Registration Staff
  • Works with Registration at-con to ensure check-in of panelists
  • Generally ensure panels run smoothly during the convention
  • Also help Head of Events with coordinating volunteers in panel rooms

Head of Viewings:

  • Directly under Programming Head
  • Pre-con works with Programming Head to gain rights to show viewings
  • At-con make sure viewings run smoothly
  • Be in contact with Industry Relations Head to obtain licensed material
  • It is HIGHLY SUGGESTED that this staffer can easily work with con tech

Dance/Karaoke Staff:

  • Directly under Programming Head
  • Pre-con arranges Karaoke and Dance(s) with outside event runners
  • At-con making sure these events run smoothly and on schedule

Cosplay

Head of Cosplay

  • Directly under Head of Programming
  • Pre-con organizing all Cosplay events
  • At-con running all Cosplay Events

Cosplay Staff:

  • Directly under Cosplay Head
  • Pre-con helping organize specific part that are assigned to them
  • At-con running assigned Cosplay events.
  • Communication is important
  • Specific Cosplay event duties include:
    • Cosplay Showcase:
      • Will be in charge of organizing the lineup (ex: going thru entrees and organizing them in to a proper order to flow on stage)
      • communicating with audio guy for the audio for the skits
      • Will run check in for skits.
    • Cosplay Dating Game
      • Will be in charge of creating dialog for the game
      • Will be the host of the game.
    • Hall Cosplay Contest
      • Host the event
      • Work with three judges
      • Check in cosplayers for contest
    • Cosplay Panels
      • It is STRONGLY SUGGESTED that all Cosplay Department staff host cosplay-related panels and/or content

Guest Relations

Head of Guest Relations:

  • Director position under the Head of Programming
  • In charge of all Guests attending DerpyCon
  • Acts as a liaison, representing DerpyCon and the Guest(s) to ensure that all parties follow the terms of their contract
  • Ensures the Guests have a safe and pleasant stay at DerpyCon
  • Ensures that someone is always in the Guest Lounge for the convenience of Guests
  • Please consult the Guest Relations Manual for more detailed information about each of these duties. 

Guest Relations Staff:

  • Works directly under the Head of Guest Relations
  • Answers only to the Head of Guest Relations and Command Staff
  • Assist the Head of Guest Relations in managing the Guests at the convention
  • Responsible for getting Guests to the their panels on time, making sure all the Guests technical needs are met, and to make sure the Guests are taken care of during their stay.
  • It is HIGHLY SUGGESTED that these staff:
    • Are 21 years of age or older
    • Have access to a vehicle and a valid driver’s license
    • Have good interpersonal communication skills and negotiation experience
    • Be a real people person, non-judgmental and unbiased
  • Please consult the Guest Relations Manual for more detailed information about each of these duties. 

Operations

Assistant Head of Con Ops:

  • Directly under Con Ops Head
  • Primarily at-con work, assists Con Ops Head and other Con Ops staff with anything necessary

Storage Master:

  • Directly under Con Ops Head
  • Responsible for maintaining the storage unit, scheduling with staff services and volunteers for load-in and load-out at the storage unit and the hotel

Head of Network Operations:

  • Directly under Con Ops Head.
  • Handles all network creation and maintenance.
  • Handles all email issues.

Head of Technology Operations:

  • Directly under Network Operations.
  • In charge of all physical tech at the convention, including:
    • Set up
    • Tear down
    • Maintenance
    • Trouble shooting

Technology Operations Staff:

  • Directly under Head of Technology Operations
  • Assists with physical tech, including:
    • Set up
    • Tear down
    • Maintenance
    • Trouble shooting

Signage Master:

  • Mostly Pre-Con work, including mapping the venue with specific signage needs
  • Ensure that all necessary signage is created and set up
  • Create any last-minute signage that is necessary
  • Works closely with Art Director and Publications Director for any needed art and verbiage

Head of Venue Relations:

  • Pre-con must familiarize oneself with the venue space and staff
  • At-con works with venue staff to ensure the correct set-up of con spaces
  • Handles all at-con set-up changes

Head of Attendee Services:

  • Organizing and set up the information desk
  • Working the information desk during the convention
  • Arranging Attendee Services staff schedules
  • Answer all attendee questions
  • Provide attendees with any assistance necessary
  • Info Desk handles 18+ wristbands, local area guides and information about Morristown, at-con schedule updates and information.
  • Validates parking tickets

Attendee Services Staff:

  • Working the information desk during the convention
  • Answer all attendee questions
  • Provide attendees with any assistance necessary
  • Info Desk handles 18+ wristbands, local area guides and information about Morristown, at-con schedule updates and information.
  • Validates parking tickets

Staff Services

Head of Staff Services:

  • Working closely with and directly under the Vice Chair
  • Organize Staff Hotel Rooms pre-con
  • Assign and check staffers into hotel rooms at-con
  • Help with Staff Registration at-con (See: Remote Registration Staff)
  • Keeping records of any staff complaints and/or compliments
  • Manages the staff lounge
  • Ensures that staff lounge is occupied at all times

Head of Volunteers

  • Works under the Staff Services Head
  • Accepts and approves all volunteer applications
  • Communicates with volunteers to ensure proper training and preperation for the con
  • At-con must check in volunteers (See Remote Registration Staff)
  • Manage volunteer schedules by working with other Department Heads
  • Ensures that staff lounge is occupied at all times

Lounge Staff:

  • Maintains the Staff and Guest Lounges
  • Must be SafeServ certified.

Security

Chief:

As security is an evolving (ie reactive) department the chief allows the Desk sergeant to do their job, but can override their choices if they need to based upon requests from the con chair. These people should have enough experience to fulfill any of the roles listed above

Duties:

  • Primary interface between convention leadership and security dept.
  • Primary interface between hotel security officers and the event.
  • If asked to by the facility acts as interface between the convention and local public safety officials
  • Responsible for overall department operations.
  • Set schedules for officers and sergeants.
  • Determines needs for security and staffs correctly during their shift
  • Ensures that staff are posted where they need to be
  • Either handle or assign personnel to deal with cash drops, or other high risk assignments.
  • Ensure that all life/safety rules are being adhered to (room capacities, open egress routes etc.)

Desk Sgt:

This individual will remain at the security office and handle the day to day operation of the security dept. They will also be the voice of security on the radio.

Duties:

  • Is willing to remain at post for entire shift
  • Keeps  log of all incidents reported and final deposition
  • Ensures that all security officers completes a full report of unusual events
  • Handles check in and out of all security officers
  • Is aware of staff assignments, and available resources that can handle unexpected situations
  • Will notify the shift chief of any ongoing issues
  • Handle walk in attendee concerns, either by fixing them or requesting a higher up
  • Manage lost and found by keeping a “lost and found” log with the hopes of reuniting people and their things and or passing found items to hotel security

Public Safety Officer:

This position is the bulk of the staff for the security dept. They are the most visible representatives of the convention and as such a high level of professionalism is expected. It should be noted that this is foremost a customer service position. The policies we enforce exist to insure that all attendees are able to have a fun time free from injury and conflicts.

Duties:

  • Be aware of, and report or mitigate dangers to attendees, vendors, guest and staff
  • Enforce convention policies
  • Provide information and assistance to attendees.
  • Insures convention exclusive spaces are only accessed by badged persons and hotel staff.
  • Performs other basic tasks as requested by higher ranking staff
  • Interact with non-attendees to explain the convention and how to advertise what is happening while enforcing convention rules.
  • Enforce fire marshal established room capacities ( this may include use of “clickers” and refusing admittance to full rooms)
  • Ensure that all egress routes remain clear and accessible at all times

Registration

Head of Registration

  • Directly under Con Ops Head.
  • Organizes anything dealing with registration.
  • Approves all staff appointed to the department.
  • Sets the times when Registration Opens and Closes
  • Works with the head of Tech Ops to perfect the registration system.
  • Works with other departments to help set their own registration policies.
  • Keeps up with Registration E-Mails

At Convention Duties:

  • Manages all Registration Staff
  • Manages Staff Registration
  • Works with other department heads to register their specific badge classifications.
  • Carries a copy of all Cashbox Keys.
  • Keeps record of Registration Cash at the beginning of each convention day
  • Works with Assistant Head of Registration to keep estimates on attendance counts.
  • Works with Assistant Head of Registration to establish cash amounts at the close of registration each day.
  • Answers attendee questions to the best of their knowledge.
  • Final Arbitrator of all disputes directly dealing with Registration, unless the situation warrants otherwise.
  • Signs off on final (end of convention) attendance counts and cash amounts.

Assistant Head of Registration:

  • Directly under the Head of Registration.
  • In charge of pre-convention training of all Registration Staff.
  • Makes recommendations to Registration Head and Tech Ops as to how the Registration System should work.
  • Responsible for determining all shifts for Registration Staff at the convention.
  • Keeps account of Registration Staff meal preferences for the convention.

At Convention Duties:

  • Helps to Manage (Supervises) all Registration Staff
  • Manages main Registration Area
  • In charge of all supplies pertaining to Registration at the area. (Badges, Lanyards, Convention Bags)
  • Carries a Copy of Cashbox Keys
  • Works with Head of Registration to keep estimates on attendance counts.
  • Works with Head of Registration to establish cash amounts at the close of registration each day.
  • Serves as an mediator between Registration Staff and the Heads of Registration and Con Ops
  • Answers attendee questions to the best of their knowledge.
  • Has the ability to deal with issues pertaining to Registration if the Head of Registration is unavailable or is otherwise unable to do so.
  • Has the ability to relieve staff of their shifts if the situation warrants it.
  • Signs off on final daily paying attendee counts.

Registration Staff:

  • At-con duties only.
  • Checks in all paying attendees attending the convention.
  • Checks in specified attendee classes if need arises
  • Answers attendee questions to the best of their knowledge
  • Must work the acceptable convention minimum hours, unless otherwise specified.

 Remote Registration Staff

  • Staff that are primarily working in other departments, but in charge of checking in specialized attendees
  • Checks in specified attendee classes at designated locations.
  • Keeps tabs on those counts for Heads of the Department.
  • If situation should arise, staff with be relieved and duties will be taken up by Registration Staff.

Publicity

Head of Digital Services:

  • Works directly under Head of Publicity
  • Maintains content in WordPress by:
    • Archiving pages after the end of the con
    • Updating the pages with new content throughout the year (guest announcements, event calendar, convention announcements
  • In charge of maintaining the WordPress and all the plug-ins involved, including:
    • Needed updates and any customizations and fixes.
  • In charge of making sure certain things go live and get taken down based on our schedule, such as registration, press applications, panel forms, etc.

Social Media Staff:

  • Works directly under Head of Digital Services
  • Maintains and updates all social media outlets, including:
    • Facebook
    • Tumblr
    • Twitter
    • Etc.
  • Answer any attendee questions through these outlets
  • Provide information and updates about the convention

Art Director:

  • Works with commissioned artists for all convention art
  • Works with Advertising and Publications to handle convention book ad exchanges
  • Works with Signage Master and Publications Director to handle on-site signage

Publications Director:

  • In charge of all publications, including program guide, pocket schedule, and newsletters
  • Works with Art Director for any art needed in program guide, pocket schedule, and newsletters
  • Works with Advertising and Art Director to handle convention book ad exchanges
  • Works with Signage Master and Art Director to handle on-site signage

Street Team Captain:

  • In charge of establishing table exchanges with other cons
  • Leads the Street Team in representing the convention
  • Ensures proper number of staffers to cover the tables during operating hours
  • Works with Publicity Head and Exhibits Head on which cons are attending DerpyCon.
  • HIGHLY SUGGESTED that this staffer has access to a car and a valid driver’s license, as the convention will not be providing transportation to events and that anyone leading the street team needs to be able to transport themselves and possibly booth equipment on their own to events
  • HIGHLY SUGGESTED that this staffer has previous knowledge of the convention

Press Liason:

  • Works to vet press applications
  • Approves or rejects applications for press badges
  • Handles press relations on site
  • Works with Guest Relations to schedule interviews for press with Guests.

Archiving Department:

  • In charge of keeping track of our visual history through at-con videography and photography.
  • Taking pictures or video at events or having a photographer or videographer attend an event.
  • Events include meetings and street team events.
  • Coordinate with Staff Services and Public Relations to produce newsletters.

Head of Community Relations

  • Location dependent, should live in a 10-20 mile distance from Morristown, NJ
  • Working with the community for different events and promoting DerpyCon
  • Also represents DerpyCon to the Morristown Chamber of Commerce.

Head of Sponsorship:

  • Pre-con work mostly
  • In charge of all advertising applications and any sponsorships we might gain
  • Create, maintain, and distribute a special sponsorship version of our media kit including pricing, sponsorship options and historical information about the convention from year to year.

Head of Industry Relations:

  • Contact appropriate sources to obtain licensed material
  • Work with LARP Head to organize LARPS
  • Check in Industry badge holders (See: Remote Registration Staff)
  • Organize and manage any Industry connections

Head of Web Development:

  • Directly under Head of Publicity
  • Develop applications on the DerpyCon website, including a mobile app interface
  • Needs experience in WordPress, PHP, Drupal, MySQL, CPanel, XML, Perl, iOS Developer, Android Developer, Microsoft Developer, Blackberry Developer

Web Development Staff:

  • Assists the Head of Web Development
  • Develop applications on the DerpyCon website, including a mobile app interface
  • Needs experience in WordPress, PHP, Drupal, MySQL, CPanel, XML, Perl, iOS Developer, Android Developer, Microsoft Developer, Blackberry Developer

Exhibits

Head of Exhibits:

  • Works directly under Vice Con Chair
  • Works closely with other Exhibits Staff to organize Dealers Room and Artist Alley
  • Has final decisions over vendor and artist applications
  • Checks in artists and dealers (See: Remote Registration Staff)

Assistant Head of Exhibits:

  • Works directly under Head of Exhibits
  • Handles all vendor and artist applications
  • Answer any questions vendors/artists have about the convention
  • Collaborates with other Exhibits Staff to accept/deny applications
  • Leads the set-up and tear-down of Exhibits Hall
  • Works the con merchandise table
  • Checks in artists and dealers (See: Remote Registration Staff)

Exhibits Staff:

  • Collaborates with other Exhibits Staff to accept/deny applications
  • Assists with set-up and tear-down of Exhibits Hall
  • Works the con merchandise table
  • Checks in artists and dealers (See: Remote Registration Staff)