[Deptheads] After Action Report

Sat May 31 11:31:48 PDT 2008

I don't know if we have the tech for it, but I worked a convention in toledo where the volunteers had 2 part badges, one part torn off and signed by the Department Head when they completed their work.? Would this work for you if we could make it happen?

On your list, by "nickname" I take it you mean what they want on their badge?? I actually think giving ALL attendees their choice in a nickname for the badges is cool, but we have to have their real name on it for another reason.? If we get a parent or concerned relative calling and trying to reach someone, what badge name do we look for?

Can we add another line to the badge printer to add a "nickname" line to is?

I asked about the Consuite idea in my Orccon report and it was nixed, but I still think it is a good idea and could be an out-of-the-way HQ for us also.

John

-----Original Message-----
From: Mary Scott <myshanter at yahoo.com>
To: deptheads at strategicon.net
Sent: Sat, 31 May 2008 10:15 am
Subject: Re: [Deptheads] After Action Report

I would like to reply to the two items that affect me the most first:

1. Bonding: I totally agree that we need to change our current policy. As volunteer coordinator, and someone who works reg desk a lot, I have often heard complaints about reimbursement being on Monday. In my personal opinion, volunteers who have completed their contract should be reimbursed immediately. It gives them more money to spend here at the convention, which is a major reason most of our volunteers do so. Sure, they love to run games or help people, but many just don't have the money to come to conventions, and volunteering helps cut the expense. How we can implement this most effectively, I am not sure. I would suggest that since the main proof of need to be reimbursed is a piece of paper with a department head's signature, that we add a section to be cut off and placed in the register, and have the reg desk deal with reimbursements. That way, the volunteer can get his money back at any time the reg desk is open(and go spend it), Chris/Norm can deal with other things, and we can still keep track. If we need to have a second way to keep track, we can print out a list of people who paid for their badges and will need reimbursement, and cross them off as they get it. This would actually help the people who are at Reg, who currently have to spend time explaining that people have to wait until Monday, and then track down Chris/Norm when it becomes clear that the volunteer is leaving the con before Monday. I will have more volunteers, who will be happier, if we can do this.

Barring this idea, it is imperative that we have a set time each day when reimbursements are available, and I mean on Friday, too. We want people to spend their money here at the Con, not getting dinner on the way home. Make it easy for that volunteer to buy the shiny new game in the dealer's room.

2. Phone list: I totally agree that every staff person needs a complete list of other staff's cell numbers while at the Con. At the very least, the Reg Desk should have this.

I think John brought up some very good points in the rest of his report. I don't have as much to say about them, simply because they don't affect my job at the Con as much, but they are points I generally agree with. I would like to add a couple of my own, that do affect my job.

1. I would like to get volunteer lists, preferably in Excel spread sheet, but even if in plain text, set up with these columns:

First Name? -? Last Name -? Position - Nickname - E-mail address - Phone Number

Most of you already do this, and to you I say "Thanks!"? I understand we have not previously asked for contact info for volunteers before, but I am finding that many do not know what's going on with their badges or where to go once they get to the Con. I would like to send out an e-mail welcoming volunteers and thanking them for their time, as well as telling them where to pick up their badges and find their headquarters. 

2. I would like to add a choice to be a general volunteer to the website. 

Or more specifically, I would like to reword the current text so that it doesn't sound like running an event is the only thing you can do. Helping at Reg is mentioned, but the ending is: log in and register your event. I think we would get more volunteers for one thing, and for another, general volunteers can be used to shore up vacancies in departments. Right now, we have...my family. This is not good, especially since we can be pretty sure the parking thing will be a problem next Con, and my family won't be there. (Well, Jon will, but Patrick already has him in Boardgaming, and if he doesn't, Sarah in RPG claimed him next, followed by the Video/Anime Department.) I would like to have at least a small contingent of gofers, and possibly even, gasp, a hospitality staff to take care of volunteers, staff, and special guests.

3. Speaking of which, I would like to add a ConSuite, where staff, volunteers, and special guests can hang out, eat and generally relax, but still be found. 

This becomes less important as a finding device if we have the phone list, but it is a great bonding tool, and it would make volunteers feel even more like a part of the Con. I'm sure that other people who have given their time to other Cons remember what one of these is like. I know that for PolyCon, a lot of people give their time just to get Amy's midnight waffles in the ConSuite.? It would also help with a problem I have noticed, one that isn't major, but exists: we are departmentalized mentally as well as in our organization. I'd like to see all of us as one group, the Con. One example of this was at this past Con, where one of my two general staff was informed he could not be inside the headquarters desk area where a volunteer from that desk had asked him to help out, because he was not in that department. That should not EVER happen, and I feel if we had a place where everyone just socialized together, we'd get to know each other better, and it might prevent similar things.

4. I hear that some departments have a contract they ask volunteers to sign. I'd like copies of each of these so that we can have one contract used by all departments.

That's my two cents. I hope I was a bit tactful.

Mary Scott
Volunteer Coordinator

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