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Officer Responsibilities 2018 
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Secretary
Secretary
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Joined: Wed Sep 19, 2012 3:21 pm
Posts: 132
Officer Positions and Responsibilities:

You can view the CRP earnings for each officer position in the CRP document.

Logistics Officer: Reports to Secretary
Logistics Officers are required log all players into an event when they arrive on site, as well as offer pre-log services (logging before an event). Logistics Officers are expected to keep all information about players’ characters confidential, and will only report to the Club President when issues arise involving the investigation of a player’s character. The Club President is not permitted access to the logistics files. Logistics Officers are expected to reference a player’s file and answer all questions the Club President may have without showing them the character file. Between events, the Logistics Officers will update each player’s file on a database. They can be contacted at logistics@epoch-larp.ca

Food Officer (Meal Plan): Reports to Treasurer
Food Officers prepare and publish a meal plan for each event and are responsible for managing the purchase and transportation of all meal plan food. Food Officers are responsible for preparing meals in advance of an event when necessary. Food Officers are also responsible for arranging the preparation of all meals while on site and for cleaning any cookware and kitchen areas used in the preparation of the meals. The Food Officers are not expected to do these chores themselves, but will have a CRP budget to reward volunteers. The Food Officer or volunteers in their service are not expected to wash the dishes or clean the kitchen mess of any individual not on the club’s meal plan. They can be contacted at food@epoch-larp.ca

Safety Officer: Reports to President
Safety Officers are responsible for the safe conduct of all players on site. Safety Officers must ensure that all items brought onto site (specifically weapons and armour) are safe for use in game. Safety Officers are also required to provide a Safety Meeting which takes place the first evening of each event. The Safety Meeting is a detailed presentation about safe practices and dangerous/off-limit areas on site, presented to new members, or members returning after a year or more absence. Safety Officers must work with the New Players Committee to ensure the meeting occurs before the new player mod. They can be contacted at safety@epoch-larp.ca

Medical Officers: Report to Secretary
Medical Officers are responsible for seeing that any Member injured at an event receives prompt and appropriate medical attention. They are required to have First Aid experience, maintain an updated list of players’ allergies, and have on site at their disposal a first aid kit (supplied by the club). They can be contacted at medical@epoch-larp.ca

Ombud Officer: Reports to Ombudsperson
The Ombud Officer supports the Ombudsperson in their executive role. At the Ombudsperson’s discretion, and with player consent, they will receive and follow up with complaints and incident reports filed with the Ombudsperson. The Ombud Officer will forward reports to the Ombudsperson for filing (unless there is a conflict of interest), but they will not be granted access to the Ombudsperson’s email account, or Google Drive. The Ombud Officer is expected to keep information about incident reports confidential. They may reference incident reports and answer any questions the Executive Board may have, to the best of their ability, without sharing the incident report(s) or betraying confidentiality. At this point in time the Ombud Officer does not have an email address for contact.

Game Facilitator: Reports to Secretary
The Game Facilitator assesses the cleanliness and organization of site before game begins Friday night. This ensures that the game begins at a reasonable time. They are also responsible for delegating clean up activities and chores needed to be done Sunday morning in order for the site to be clean and ready for inspection by the Scout Ranger. Players leaving event before Sunday morning must report to the Games Facilitator for a chore. The Games Facilitator can also be requested by the Food Officer to assign players to assist in the cleaning of the kitchen/dishes during an event. They can be contacted at gamefacilitators@epoch-larp.ca

Webmaster (Website Officer): Reports to Marketing
The Webmaster is responsible for monitoring and updating the Epoch website. Checking their email regularly at webmaster@epoch-larp.ca, they maintain regular connections with other officers and executives. They are not responsible for updates on the Facebook group page or Discord Chat website.

Social Media Officer: Reports to Marketing
The Social Media Officer is responsible for monitoring and updating the Epoch Facebook Group and Facebook Page. This includes creating Facebook Events on the public page, including all relevant registration information pertaining to Epoch LARP events or social events. The Social Media Officer is also responsible for maintaining the Epoch Pinterest account. They are not responsible for managing the Epoch Discord server. At this point in time the Social Media Officer does not have an email address for contact.

Forum Administrator: Reports to President
The Forum Administrator is responsible for monitoring and updating the Epoch Toronto Foundation forum. This includes registering new accounts, for players and characters and confirming membership status with the Treasurer. The Forum Administrator can also be contacted in making and removing in game private forum locations. They are responsible for checking the email account communications@epoch-larp.ca and maintain regular communication with other officers and executives.

Photos Officer: Reports to Marketing
The Photos Officer is responsible for taking player approved photos at Epoch events. They are responsible for providing their own camera and equipment. They are responsible to post these photos on the Epoch website. It is well recommended the posting on photos be completed in a timely fashion after each Epoch sanctioned event. Regularly checking their email address, they maintain regular communication with other officers and executives. They can be contacted at photos@epoch-larp.ca

Props: Reports to Treasurer
Props Officers work closely with the Artistic Directors or independently to construct and organize the production of props for the purpose of use at Epoch events. These props become donations for plot and become property of the Epoch Toronto Foundation. Regularly checking their email address, they maintain regular communication with other officers and executives. They can be contacted at props@epoch-larp.ca

Social Events Officer: Reports to Marketing
The Social Events Officer is responsible for booking social events between Epoch LARP events. They are responsible for recording social attendance and sending this list to the logistics officer for CRP awarding. Any Epoch player can organize and host a social event through the Social Events Officer. At this point in time the Social Events Officer does not have an email address for contact.

Grant Officer: Reports to Treasurer
The Grant Officer is in charge of finding and applying for grants on behalf of Epoch Toronto. They are responsible for checking and responding promptly to emails sent to grants@epoch-larp.ca. They are not responsible for handling funds on behalf of Epoch Toronto.

Immersion Officer: Reports to President
The Immersion Officer is responsible for decorating most common ingame areas. These areas include the Inn and, if possible, the Enclave and Scholar’s Hall. The Immersion Officer is responsible for setting up red gels or screens/coverings over the lights in the Inn building. The Immersion Officer is not responsible for purchasing decorations, simply set up and take down. Decorations are to be stored on site with cast cabin items.

Discord Officer: Reports to President
The Discord Officer is responsible for monitoring and updating the Epoch Discord server. This includes keeping channel descriptions up-to-date, giving players access to the server, confirming membership status with the Treasurer, and character approvals with the player or current AD. The Discord Officer is also responsible for ensuring that online communication meets the Safer Community Policy and Online RP rules. At this point in time the Discord Officer does not have an email address for contact.

Committee Positions and Responsibilities:

New Players: Reports to Marketing
The New Players Committee is responsible for supporting new players. This is includes supplying players with the new player package and check list (located on the Epoch website). The New Players Committee is responsible for updating these documents annually. New Players Committee members are responsible for implementing and running the new player mod, which takes place the first evening of each event. Committee members are encouraged to provide new players with an In-Game and Out Of Game beginner package with items including, OOG band, bandage, foam fist, small pouch and tagged items including health potions and other beginner items subject to the President’s discretion. Regularly checking their email address, they maintain regular communication with new players, as well as other officers and executives. They can be contacted at newplayers@epoch-larp.ca

Rules: Reports to President
Rules Committee members are responsible for responding to questions regarding the existing rule book. They have the ability to conclude disputes at game to continue play at events. Rules Committee members have the ability to create and structure new rules to be playtested at events. With executive approval, new rules can be added to the rule book. Committee members must be very familiar with the current rulebook. Regularly checking their email address, they maintain regular communication with other officers and executives. They can be contacted at rules@epoch-larp.ca

Lore: Reports to President
Lore Committee members are responsible for organizing, documenting and expanding on the In Game lore for Epoch’s fictional world. Regularly checking their email address, they maintain regular communication with other officers and executives. They can be contacted at lorekeeper@epoch-larp.ca

For questions, please contact the Executive Team.

Thank you

Secretary Shayna Pilc


Tue Nov 21, 2017 5:01 pm
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