Author Topic: Positions in the Publicity department  (Read 2261 times)

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Offline JeffT

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Positions in the Publicity department
« on: November 07, 2008, 03:00:27 am »
Here is the draft org chart and position list for the Publicity department.

This is entirely subject to change. Position descriptions may change, and positions may be added or removed.

In the next few days I will be contacting people individually who I have talked to about some of these positions. How I will fill these varies by position. In some cases I have already offered a position to somebody. In others if there are multiple people interested I may make an offer or take applications, decided on a case-by-case basis. Depending on experience and the needs of an individual position, I may start some people in a position with part of the responsibilities, in a lower position, or in a volunteer basis before officially offering the staff position.

If you are interested in any of these positions, please contact publicity@kumoricon.org or come talk to me or other staff at a general meeting.

Org Chart

Director of Publicity
• Assistant Director of Publicity [filled]
    o Publicity Setup Coordinator
        ■ Publicity Setup Staff
• Promotions Manager [filled]
    o Street Team Coordinator [filled]
        ■ Street Team Regional Lead
    o Merchandise Coordinator [filled]
        ■ Merchandise Staff
    o Press Coordinator [filled]
        ■ Press Staff
    o Photography Coordinator [filled]
        ■ Photography Staff [filled]
• Publications Manager [filled]
    o Content Coordinator
    o Design and Layout Coordinator [filled]
        ■ Design and Layout Staff
    o Writing and Editing Coordinator [filled]
        ■ Writing and Editing Staff
    o Program Book Coordinator [filled]
    o Pocket Guide Coordinator [filled]
    o Signage Coordinator
        ■ Signage Staff
• Website Administrator
    o Website Administration Staff
    o Website Software Development Staff
    o Forum Moderator [currently closed for applications]

Position Descriptions

Director of Publicity: Responsible for overseeing the promotion of Kumoricon, including street team, merchandise, press contact, and photography; for Kumoricon publications including the program book, pocket guide, flyers and posters, newsletters, signs, and documents as needed for other departments such as badge images, letterhead, and business cards; the content and operations of the website and forum, including software updates, software development, and forum moderation; for department management including preparing and maintaining a budget, org charts, and position descriptions, hiring and managing staff, delegation of tasks, and status reports; for serving on the board of directors, including participating in discussions of convention policy and future directions.

Assistant Director of Publicity: Assists the director with various tasks, and acts in place of the director in meetings or situations when the director is unavailable. Helps attend to miscellaneous details both pre-con and at-con. Is included on most board-level issues.

Publicity Setup Coordinator: This is primarily an at-con position. Coordinates all publicity items and material at setup and teardown of the convention, and is available for at-con publicity requests. This includes coordinating swag bag distribution, and assisting the coordinators and staff for merchandise, signage, and press for at-con needs. Expect to be dedicated to this position during setup and teardown and the morning and early afternoon for the first day, and on-call during the morning and busy hours of each day throughout the con. May assist with a variety of unexpected tasks. Also, coordinates the bag stuffing party prior to con.

Publicity Setup Staff: This position is filled as needed, if it appears that additional staff will be necessary at the convention based on expected workload. Assists the Publicity Setup Coordinator with at-con tasks, or is dedicated to specific shifts or areas of the con.

Promotions Manager: Sets the strategy and direction of Kumoricon promotions. Explores and initiates new avenues for Kumoricon contacts, press promotion, and advertising and outreach. Oversees the direction of street team, merchandise, press coordination, and photography.

Street Team Coordinator: Coordinates the distribution of flyers and posters to locations throughout Portland and beyond. Helps explore new locations to target, and creates new initiatives for street team. Maintains a shared document with the regional leads tracking the dates, times, quantities, and volunteers involved for each flyer drop. Coordinates with the regional leads to "divide" up the geographic regions.

Street Team Regional Lead: In a specific geographic region or metro area, more closely tracks street team drops and tracks exact locations, including locations in need of flyer "refills". Directly communicates with the volunteers who are making drops. There are expected to be lead positions for Portland, Salem, Eugene, and Seattle, and more as needed.

Merchandise Coordinator: Plans, creates, and sells Kumoricon-branded merchandise, including souvenir T-shirts for attendees and staff dedicated to that specific convention year, clothing, bags, toys, pins, and other unique items. Responsible for creating the items including ordering parts and talking to vendors, and for the planning and operation of the merchandise table at the con.

Merchandise Staff: One or more people may fill this position as necessary. People filling this position may act as an assistant to the Merchandise Coordinator, taking over specific tasks as needed; or may help create merchandise, or help staff the merchandise table for specific shifts, or at other promotional events.

Press Coordinator: Tracks all contacts with press, and sets strategy for press outreach. Maintains a shared document of past and planned press contacts with notes and outcomes. Contacts press at various times throughout the year to exploit pre-con promotional opportunities. Explores advertising options. Oversees press releases. Meets and accompanies press at the convention.

Press Staff: This position is filled as needed. Assists the Press Coordinator, or assists in meeting and accompanying press at the convention.

Photography Coordinator: Oversees official photography and videos of at-convention events, and participates in taking photos or videos. Plans the events to record and makes photos and videos available for display and promotion.

Photography Staff: Assists the Photography Coordinator or assists with coverage of events as needed.

Note for Publications: Positions denote areas of responsibility. Due to the large number of positions in Publications, it is likely and expected that some positions will be shared. This is largely at the discretion of the Publications Manager and the Director of Publicity.

Publications Manager: Oversees the creation, production, and printing of nearly all printed material that represents Kumoricon as a whole, including the program book, pocket guide, flyers, posters, newsletters, press kit, signs, badge images, letterhead, and business cards. Responsible for shipping these documents, including editing, proofing, and printing, on time. Responsibility is jointly shared with the program book coordinator and pocket guide coordinator for the program book and pocket guide, respectively. Coordinates the contents of the swag bags.

Content Coordinator: Coordinates the content in the program book, pocket guide, and newsletters. This content includes event schedules, maps, late-breaking changes, newsletter and program book articles, art, policy and logistical information for events, and events receiving additional promotion. Communicates with staff in all the departments as necessary to get information on time for printing deadlines. Maintains a shared document tracking all the content being organized, due dates if applicable, and the department or position from which the information is needed. Coordinates requests from other departments to include information in publicity materials.

Design and Layout Coordinator: Creates designs, art, and layouts for Kumoricon publications and documents. Helps to ensure consistency in appearance between different documents and the basic design scheme for that convention year, based on the mascot. Technically skilled in creating arrangements such as paged documents, columns, tables, paragraph and heading layouts, and page flow.

Design and Layout Staff: This position is filled as needed and can act as an assistant to the Design and Layout Coordinator, or as an additional person working on different projects.

Writing and Editing Coordinator: Writes text copy as needed to fill website pages, press releases, newsletter and program book articles, and promotional material. Copy-edits text in Kumoricon publications for spelling, grammar, usage, consistency, and appropriate representation of Kumoricon.

Writing and Editing Staff: This position is filled as needed and can act as an assistant to the Writing and Editing Coordinator, or as an additional person working on different projects.

Program Book Coordinator: Jointly responsible with the Publications Manager for shipping the program book, including editing, proofing, and printing, on time. Works with other staff in publicity including the Content Coordinator, and coordinators and staff for Layout and Design, and Writing and Editing, who should assist. Produces a professional, color, letter-size, magazine-style document with a table of contents containing at least blurbs for all convention events, guests of honor, convention policies, the staff list, welcome content, a cover as selected by the program book cover contest, advertising and promotional trades, sponsors, galleries for previous contests, and more material as will be interesting and useful to attendees.

Pocket Guide Coordinator: Jointly responsible with the Publications Manager for shipping the pocket guide, including editing, proofing, and printing, on time. Works with other staff in publicity including the Content Coordinator, and coordinators and staff for Layout and Design, and Writing and Editing, who should assist. Produces a polished, grayscale, small booklet-sized document with at least detailed schedules of all convention events and videos, maps, hours for major rooms and events, food list, cover as selected by the pocket guide cover contest, vendor list, and more material as will be interesting and useful to attendees.

Signage Coordinator: Tracks, creates, coordinates, and prints signage to be displayed at the convention. Accepts requests from staff in all the departments and seeks out information from other department as needed in time to print. Maintains a shared document with signs and sign requests. Responsible for posting signs at the convention and assembling them as needed. Coordinates requests for sign additions, corrections, and location changes at the convention.

Signage Staff: This position is filled as needed and can act as an assistant to the Signage Coordinator, or as a person filling shifts at the convention for attending to sign requests.

Website Administrator: Maintains the operations and content of the website, including the forum. Oversees content on the website, software updates, software development, and forum moderation.

Website Administration Staff: Helps with content updates, operations tasks, and software issues.

Website Software Development Staff: Writes code for Kumoricon online operations and information systems, such as the WordPress theme, calendar, staff list, and custom modifications.

Forum Moderator: (Applications for the first round of moderators is open until Nov. 12 in this thread.) Moderates the web forum based on the forum rules and moderation guidelines. Moves inappropriate, rule-violating, and spam posts into a private area. Serves a customer service function as well as rule enforcement. Exercises prudent judgment when difficult situations arise, and as needed, discusses individual issues with other moderators or defers to the director level. Participates in suggesting improvements and changes to forum guidelines.


Edit on 2009-02-17: Indicated filled positions
« Last Edit: August 29, 2009, 12:10:00 am by JeffT »
2011 - 2013, 2016-2017: Secretary
2007 - 2017: Website Manager
2015: Assistant Secretary
2014: Chair
2007 - 2009: Director of Publicity
2006: Copy Editor, A/V Manager

Offline JeffT

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Re: Positions in the Publicity department
« Reply #1 on: February 17, 2009, 03:43:45 pm »
These positions have been filled:

Assistant Director of Publicity
Promotions Manager
Street Team Coordinator
Merchandise Coordinator
Press Coordinator
Photography Coordinator
Publications Manager
Design and Layout Coordinator
Program Book Coordinator
Pocket Guide Coordinator
Signage Coordinator

The rest are still open (except as noted).
2011 - 2013, 2016-2017: Secretary
2007 - 2017: Website Manager
2015: Assistant Secretary
2014: Chair
2007 - 2009: Director of Publicity
2006: Copy Editor, A/V Manager

Offline JeffT

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Re: Positions in the Publicity department
« Reply #2 on: May 15, 2009, 11:54:57 pm »
Street Team Coordinator has been re-opened.
2011 - 2013, 2016-2017: Secretary
2007 - 2017: Website Manager
2015: Assistant Secretary
2014: Chair
2007 - 2009: Director of Publicity
2006: Copy Editor, A/V Manager

Offline JeffT

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Re: Positions in the Publicity department
« Reply #3 on: August 29, 2009, 12:10:22 am »
Marked filled positions filled. Some of these were filled awhile ago; I just forgot to mark them as such. Staffing is now complete for 2009.
2011 - 2013, 2016-2017: Secretary
2007 - 2017: Website Manager
2015: Assistant Secretary
2014: Chair
2007 - 2009: Director of Publicity
2006: Copy Editor, A/V Manager