Post by Timothy on Oct 27, 2007 18:36:14 GMT -5
BY ORDER OF THE ASHEN PLAINS DOMAIN COORDINATOR 27 OCTOBER 2007
NE005DOI 33-1
Communications and Information
EVENT SCHEDULING
COMPLIANCE WITH THIS PUBLICATION IS MANDATORY
ACCESSIBILITY: Publications and forms are available on the Ashen Plains proboards (ashenplains.proboards106.com) and on the Omaha-OOC Yahoo! Group (Omaha-ooc@yahoo.com)
RELEASABILITY: There are no releasability restrictions on this publication.
OPR: NE005D/DC Certified by: NE005D/DC (Mr. Timothy Howerton)
US2003041461
This publication implements NE005-D Operating Instruction (OI) 33-1, Event Scheduling. It provides guidance and procedures on planning, coordinating, and holding official Camarilla (Cam) Events and their publication throughout the domain. It applies to individuals at all levels who plan, host, coordinate, or otherwise manage official Camarilla Events within the Domain of Ashen Plains (NE005-D)
This OI may be supplemented at any level, but all supplements must be routed to NE005D/DC for coordination prior to certification and approval. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) via e-mail or other approved official correspondence. Route all recommendations through the appropriate chain of command (Storyteller or Coordinator). Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with the Camarilla Membership Handbook, and any further domain guidance.
The use of the name or mark of any specific manufacturer, commercial product, commodity, or service in this publication does not imply endorsement by Camarilla USA, the Domain of Ashen Plains, or its individual members, nor does it challenge the copyright authority of White Wolf Publishing, Inc. or any other associated publishers or authors.
SUMMARY OF CHANGES
None
Chapter 1—ASHEN PLAINS EVENTS SCHEDULING AND MANAGEMENT
1.1. Overview
1.2. Roles and Responsibilities
Chapter 2—EVENTS SCHEDULING
2.1. Who Can Schedule Events
2.2. Types of Events
2.3. Scheduling Requirements
2.4. Procedures for Scheduling Games
2.5. Procedures for Scheduling Socials
2.6. Procedures for Scheduling Meetings
2.7. Procedures for Scheduling Featured Games
Chapter 3—EVENT SITES
3.1. Event Site Responsibility
3.2. Event Site Requirements
3.3. Procedures for Securing an Event Site
Chapter 4—DEVIATIONS FROM POLICY
4.1. Changes to Schedule or Site
4.2. Acceptable Deviations
4.3. Actions for Discrepancies or Deviations
Attachment 1—GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION
Chapter 1
ASHEN PLAINS EVENTS SCHEDULING AND MANAGEMENT
1.1. Overview. This instruction establishes guidance and procedures for domain-wide event scheduling and management, to include the scheduling process. Domain members must ensure events and schedules are complete, accurate, current, and accessible to the members of the domain.
1.1.1. Official Camarilla Events are events sanctioned by the domain, with authority delegated from Camarilla USA as per the Membership Handbook, and covered by the rules and regulations of the Camarilla. Official Events allow for interaction of members, enjoyment of each others’ company, and participation in the Global Sanctioned Chronicle, or other Camarilla sponsored activities.
1.1.2. When scheduling these events, it is important to take into consideration all factors that any eligible member in good standing, as defined by the Membership Handbook, could bring to the discussion. This includes, but is not limited to timing, location, the activity itself, and other factors.
1.1.3. The scheduling process includes all steps taken to schedule official Camarilla events, taking these factors in mind, and coordinating with all steps in the chain of command to ensure the successful, enjoyable, and smooth execution of the event. It includes the selection of the activity, the site of the activity, the financing of the activity, and the preparation and closure of the activity.
1.2. Roles and Responsibilities.
1.2.1. DOMAIN COORDINATOR (NE005D/DC): Serves as the focal point for coordination of all activities in the domain in accordance with the Camarilla Membership Handbook. Is ultimately responsible for the selection of game site, game time, and activity to be had under the jurisdiction of the domain, in addition to financing and the collection of monetary compensation to the club for financing such activities, as outlined in the Membership Handbook. Is responsible for posting schedule and site information in a timely manner to encourage maximum participation amongst interested members for activities in their domain. Is also responsible for the conduct of any members, local or visiting, present at an event hosted by their domain, and is the presiding authority for any disputes that arise.
1.2.2. CHAPTER COORDINATOR (NEXXXC/CC): Serves as the focal point for coordination of all activities in their chapter in accordance with the Camarilla Membership Handbook. Is ultimately responsible for the selection of game site, game time, and activity to be had under the jurisdiction of their chapter, in addition to financing and the collection of monetary compensation to the club for financing such activities, as
outlined in the Membership Handbook. Is responsible for posting schedule and site information in a timely manner to encourage maximum participation amongst interested members for activities in their domain. Is also responsible for the conduct of any members, local or visiting, present at an event hosted by their chapter, and is the presiding authority for any disputes that arise. Will work with the DC to garner domain support for chapter activities, as well as to give support to domain activities. Will also communicate up the chain of command to coordinate events for the chapter.
1.2.3. DOMAIN STORYTELLER (NE005D/DST): Serves as the focal point for the coordination of all plots, stories, venues, and in-game related actions within their domain, in accordance with the Camarilla Membership Handbook. Is ultimately responsible for ensuring coordination between venues and their storytellers, in addition to handling any aspect of the game not delegated to the venue storyteller or lead storyteller. Will coordinate with the VSTs and advise the presiding on matters concerning deconfliction of the venues. Has no other responsibilities or authority concerning the final scheduling decisions.
1.2.4. VENUE STORYTELLER (NE005D/VST-X): Serves as the focal point for the coordination of all plots, stories, and in-game related actions within the jurisdiction and genre of their VSS, in accordance with the Camarilla Membership Handbook. Is ultimately responsible for deciding when the best days to run games are and proposing those to the presiding coordinator, with coordination from the DST for all venues. Has no other responsibilities or authority concerning the final scheduling decisions.
1.2.5. ASSISTANT DOMAIN COORDINATOR-FINANCE (NE005D/ADC-F) OR EQUIVALENT DELEGATED POSITION): Serves as the treasurer and second signature, or DC’s representative when the need to finance an event with domain funds comes along, in accordance with given job duties description and the Camarilla Membership Handbook.
1.2.6. ASSISTANT CHAPTER COORDINATOR-FINANCE (NEXXXC/ACC-F) OR EQUIVALENT DELEGATED POSITION): Serves as the treasurer and second signature, or CC’s representative when the need to finance an event with chapter funds comes along, in accordance with given job duties description and the Camarilla Membership Handbook.
1.2.7. GENERAL MEMBER: Serves as the primary reason we set up events. Will coordinate and give input to lowest level of ST or CC chain in order to ensure that all members’ interests are taken into account when scheduling events. Will pass ideas for activities and events on to allow discussion by all interested parties. Will (hopefully) enjoy the activity and will conduct themselves in accordance with the Camarilla Membership Handbook.
Chapter 2
EVENTS SCHEDULING
2.1. Who Can Schedule Events. Ultimately it is the responsibility of the DC to coordinate and schedule all events. However, any member in good standing that wishes to propose an event for consideration into the schedule may do so. Communication and coordination for all members, up to the DC, is essential to ensure that proper responsibility and accountability can be maintained. In the end, though, if the DC does not announce it on the schedule, it is not officially happening.
2.2. Types of Events. The following are the official Camarilla events that fall under the purview of this document and the scheduling process. All official events are subject to the rules of the Membership Handbook and the Code of Conduct.
2.2.1. Games. These are official events scheduled under the provisions of the appropriate VSS and run by the VST or a designated assistant either as a part of the Global Sanctioned Chronicle, or as a Camarilla sponsored troupe game. These include regular game sessions, but do not include impromptu side sessions and downtime scenes for the purposes of this document.
2.2.2. Socials. These are official events scheduled with the coordination of the DC and the domain as a time to unwind and enjoy the company of other members. These do not include unofficial hangout sessions which do not fall under the auspices of an official Camarilla event.
2.2.3. Organizational Meetings. These are official events scheduled with the appropriate group (chapter members, ST staff, coordinator staff, etc), and held to discuss issues within the appropriate group’s interest. These do not include off the cuff plot sessions with one or two people, mediation sessions, or other unofficial meetings.
2.2.4. Mass Organized Charity Events. These are official charity events scheduled for a significant group of members from a domain or chapter to go and perform community service or charity work in the name of the Camarilla. They do not include impromptu charity work by individual or very small groups of members.
2.2.5. Other. This category covers any official events that require advance scheduling and planning, but not covered under one of the previous categories.
2.3. Scheduling Requirements. All events that need to be scheduled must conform to the requirements set forth below.
2.3.1. Any event scheduled must be scheduled with due regard for ensuring the maximum number of eligible and interested members may attend.
2.3.2. Any event scheduled must be scheduled with due regard for the events jurisdiction. (ex. A game in a Lincoln based VSS must be scheduled with due regard for holding the events somewhere in that VSS’s boundaries.)
2.3.3. Any event scheduled must be coordinated with all affected parties.
2.3.4. Any event scheduled must be scheduled with enough time in advance to inform all eligible and interested members and to ensure adequate time for the event’s host(s) to prepare. It is encouraged that there be adequate time to inform nearby domains and afford them the opportunity to travel to our game.
2.3.5. The event must never be scheduled in a way so as to preclude any specific eligible member from attendance.
2.3.6. Any event scheduled must be scheduled with due regard for the Code of Conduct and the Membership Handbook.
2.4. Procedures for Scheduling Games. When scheduling game type events, with the exception of Featured Games of the Month (FGotM) and like Regional and higher level games, the following procedure will be used.
2.4.1. The VST of the Venue scheduling games will evaluate all scheduling requirements for their venue.
2.4.2. After considering the requirements, the VST will then submit a set of proposed dates and times to the DST for review. At this time, the VST may suggest location as well, but this is not necessary.
2.4.3 This list will be submitted to the DST no later than 7 days prior to the final day of the current month. (ex. For games in November, the VST will submit the list to the DST no later than the 24th of October. For games in March, no later than the 21st/22nd of February, etc.)
2.4.4. This list will be evaluated by the DST, who will provide preliminary deconfliction and facilitate coordination between the venues (though the VSTs are encouraged to communicate amongst themselves prior to this step to expedite this process).
2.4.5. After initial deconfliction, and no later than 3 days after the initial receipt of the proposed schedule, the DST will forward the schedule to the presiding coordinator.
2.4.6. If passed from the DST to a CC, the CC will then give the schedule a final look and forward their chapter’s finalized schedule to the DC for domain
deconfliction. This will happen no later than 3 days after receipt of the schedule from the DST. The DC then has up to 3 days after the receipt of the schedule to finalize and post the schedule in a manner to provide widest dissemination possible. This posting will not happen after the final day of the month prior to the proposed month.
2.4.7. If passed from the DST to the DC, the DC will review the schedule for deconfliction. The DC will then post the finalized schedule no later than 3 days after receipt from the DST, or the final day of the month prior to the proposed month, whichever is earlier.
2.5. Procedures for Scheduling Socials. When scheduling socials, the following procedure will be used.
2.5.1. Any member that wishes to organize a social will communicate with the appropriate coordinator to determine suitability and timeliness for the social, as well as any potential conflicts with already scheduled events.
2.5.2 The organizing member will then communicate with the members to determine when would be the best time for the social.
2.5.3. Upon proposing the date and time for the social, the organizer and the appropriate coordinator will take the necessary steps to secure and finance the site for the social. This will happen as soon as possible.
2.5.4. Once the date and time are set, the coordinator will post in a manner to provide widest dissemination amongst eligible members.
2.5.5. Though scheduling socials is a little more flexible, the sooner the social is finalized, the better.
2.6. Procedures for Scheduling Meetings. When scheduling meetings, the following procedure will be used.
2.6.1. The organizer of the meeting (if not the presiding coordinator) will communicate with the appropriate coordinator and all involved members to determine a time for the meeting most convenient for all members involved in the meeting.
2.6.2. Once a date and time are proposed, the coordinator will take the necessary steps to deconflict with other events and then secure and finance the site for the meeting.
2.6.3. Upon finalizing the date, time and location, the coordinator will post in a manner to provide widest dissemination amongst involved members.
2.6.4. Scheduling meetings is even more flexible than socials, but should be done as soon as possible.
2.7. Procedures for Scheduling Featured Games. Featured Games of the Month (FGotM) are games designed to highlight a domain and encourage travel within the region. As there is more coordination that has to be done with higher levels, the procedures deviate slightly from that of regular games.
2.7.1. When the domains members decide they would like to try for a FGotM, they will discuss the desire with their coordinator and DST.
2.7.2 The coordinator will look at an appropriate month in which to hold the game. Factors include weather, availability of sites, availability of crash space, length of time since the domain’s last hosted FGotM, and availability of support.
2.7.3. The DST will determine which venue(s) will be appropriate for a FGotM. This will be accomplished by communication and coordination with all VSTs under the domain.
2.7.4. When the month and venues are decided, the coordinator will propose the idea to the DC (if a CC), or to the Regional Staff.
2.7.5. If passed from a CC, the DC will give a final check to ensure domain readiness before passing the proposal to the Regional Staff.
2.7.6. Once the Regional Staff has approved the month and venues, the domain will follow the procedures of scheduling a normal game, with the exception that turn around time for the FGotM will be quicker, and should be accomplished whether the month’s game schedule is set or not.
2.7.7. Unless an emergency happens, the FGotM will take precedence in scheduling over any other scheduled event, though consideration should be given to already scheduled events when making the initial date determination.
Chapter 3
EVENT SITES
3.1. Event Site Responsibilities. The ultimate responsibility for an event and the location in which it is held is left to the presiding coordinator. Therefore, the presiding coordinator or their designated representative must be in attendance at all official events. This also means that they are the final authority, in accordance with the Membership Handbook, for all club related actions and activities that take place on site.
3.1.1. The presiding coordinator will secure the location of any event hosted by his chapter/domain.
3.1.2. Any member may assist the coordinator in securing a location, but they must communicate with the coordinator and any other involved parties to ensure that the location is appropriate and meets all requirements.
3.2. Event Site Requirements. Any event site must meet the following requirements.
3.2.1. The event site must be readily accessible to all eligible members.
3.2.2. The event site must be easy for all to locate, or clear directions must be posted in a manner to ensure widest dissemination amongst eligible members, and to ensure that any member wishing to attend can easily find the location.
3.2.3. The event site must never cost the members of the domain more than $5 per person.
3.2.3.1. This restriction can be waived either by the consent of the presiding coordinator, the consent of every eligible member, or the presence of a benefactor(s) willing to cover the charges for any member unable to do so themselves.
3.2.4. The event site must never be selected in a way so as to preclude any specific eligible member from attendance.
3.2.5. The event site must be safe for occupancy, provide adequate facilities, and our presence there must conform to all laws and statutes of the area.
3.3. Procedures for Securing an Event Site. Event sites will be secured in the following manner.
3.3.1. Anyone proposing an event site will point the site out to the presiding coordinator, and provide any location or contact information the coordinator needs to procure the site.
3.3.2. The coordinator, upon receiving the necessary information, will ensure the suitability of the site based on the domain’s needs, the requirements in this document, and the owner of the site’s wishes.
3.3.3. All parties involved will constantly communicate through the process to ensure that any activities can proceed at the prospective location.
3.3.4. If financing or deposits are necessary, the presiding coordinator, along with the assistant that handles financial matters, will ensure that the site is cost-effective. If so, they will secure the location with money up front out of the domain funds.
3.3.4.1. Exceptions to this include any time that a member wishes to donate the site fee, whether compensated or not. If this occurs, the member(s) must communicate with the coordinator to ensure that all transactions go correctly.
3.3.5. The presiding coordinator or their designated official representative will sign any official documents required for a domain location.
3.3.5.1. NOTE: This does NOT apply to anything superseded by the Membership Handbook. (i.e. things that require Regional Coordinator or higher signatures, etc.). Other procedures are set in place for these things.
3.3.6. Event sites will be secured before the finalization of the schedule. Otherwise an alternate site must be named. If this is the case, then the coordinator must secure the event site as soon as possible, no later than 72 hours prior to the scheduled event time.
Chapter 4
DEVIATIONS FROM POLICY
4.1. Changes to Schedule or Site. Certain circumstances will arise when the concrete schedule or game site must be changed. When this occurs, the following steps must be taken.
4.1.1. As soon as it is noted that a change needs to be made, the presiding coordinator will be contacted and informed of why the change needs to be made.
4.1.2. There will be discussion between all relevant affected parties to ensure that everyone is on the same page concerning the change.
4.1.3. After all parties have discussed the situation, a decision will be made that fits the best interests of the members and all involved.
4.1.4. Once the change is made, it will be posted by the coordinator as soon as possible in a manner to ensure the widest dissemination.
4.1.5. Except in very special circumstances, changes to the schedule should not be made within 72 hours of the time of the scheduled event.
4.2. Allowable Deviations from Policy. Deviations from this policy can be done, provided the following things occur.
4.2.1 Communicate, first and foremost, to all affected parties.
4.2.2. Be flexible and patient in dealing with change.
4.2.3. Remember the Code of Conduct.
4.2.4. If all parties can agree to the change or a compromise, then submit the compromise as soon as possible. The coordinator will have an easier time making the change.
4.2.5. All things can be changed with proper communication and coordinator approval. The presiding coordinator has final authority.
4.3. Actions for Discrepancies or Deviations. Deviations or discrepancies noted in respect to this policy can be grounds for disciplinary actions from reduced prestige awards and prestige loss to suspension or other actions. All disciplinary actions will be handled in accordance with the appropriate section of the Camarilla Membership Handbook.
Attachment 1
GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION
The Camarilla Membership Handbook – All authority and responsibilities in this document are given in accordance with the Membership Handbook. They do not supersede the handbook, but rather operate in concert with the guidelines set forth in the handbook. This document is valid only for the Domain of Ashen Plains (NE-005-D).
NE005DOI 33-1
Communications and Information
EVENT SCHEDULING
COMPLIANCE WITH THIS PUBLICATION IS MANDATORY
ACCESSIBILITY: Publications and forms are available on the Ashen Plains proboards (ashenplains.proboards106.com) and on the Omaha-OOC Yahoo! Group (Omaha-ooc@yahoo.com)
RELEASABILITY: There are no releasability restrictions on this publication.
OPR: NE005D/DC Certified by: NE005D/DC (Mr. Timothy Howerton)
US2003041461
This publication implements NE005-D Operating Instruction (OI) 33-1, Event Scheduling. It provides guidance and procedures on planning, coordinating, and holding official Camarilla (Cam) Events and their publication throughout the domain. It applies to individuals at all levels who plan, host, coordinate, or otherwise manage official Camarilla Events within the Domain of Ashen Plains (NE005-D)
This OI may be supplemented at any level, but all supplements must be routed to NE005D/DC for coordination prior to certification and approval. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) via e-mail or other approved official correspondence. Route all recommendations through the appropriate chain of command (Storyteller or Coordinator). Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with the Camarilla Membership Handbook, and any further domain guidance.
The use of the name or mark of any specific manufacturer, commercial product, commodity, or service in this publication does not imply endorsement by Camarilla USA, the Domain of Ashen Plains, or its individual members, nor does it challenge the copyright authority of White Wolf Publishing, Inc. or any other associated publishers or authors.
SUMMARY OF CHANGES
None
Chapter 1—ASHEN PLAINS EVENTS SCHEDULING AND MANAGEMENT
1.1. Overview
1.2. Roles and Responsibilities
Chapter 2—EVENTS SCHEDULING
2.1. Who Can Schedule Events
2.2. Types of Events
2.3. Scheduling Requirements
2.4. Procedures for Scheduling Games
2.5. Procedures for Scheduling Socials
2.6. Procedures for Scheduling Meetings
2.7. Procedures for Scheduling Featured Games
Chapter 3—EVENT SITES
3.1. Event Site Responsibility
3.2. Event Site Requirements
3.3. Procedures for Securing an Event Site
Chapter 4—DEVIATIONS FROM POLICY
4.1. Changes to Schedule or Site
4.2. Acceptable Deviations
4.3. Actions for Discrepancies or Deviations
Attachment 1—GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION
Chapter 1
ASHEN PLAINS EVENTS SCHEDULING AND MANAGEMENT
1.1. Overview. This instruction establishes guidance and procedures for domain-wide event scheduling and management, to include the scheduling process. Domain members must ensure events and schedules are complete, accurate, current, and accessible to the members of the domain.
1.1.1. Official Camarilla Events are events sanctioned by the domain, with authority delegated from Camarilla USA as per the Membership Handbook, and covered by the rules and regulations of the Camarilla. Official Events allow for interaction of members, enjoyment of each others’ company, and participation in the Global Sanctioned Chronicle, or other Camarilla sponsored activities.
1.1.2. When scheduling these events, it is important to take into consideration all factors that any eligible member in good standing, as defined by the Membership Handbook, could bring to the discussion. This includes, but is not limited to timing, location, the activity itself, and other factors.
1.1.3. The scheduling process includes all steps taken to schedule official Camarilla events, taking these factors in mind, and coordinating with all steps in the chain of command to ensure the successful, enjoyable, and smooth execution of the event. It includes the selection of the activity, the site of the activity, the financing of the activity, and the preparation and closure of the activity.
1.2. Roles and Responsibilities.
1.2.1. DOMAIN COORDINATOR (NE005D/DC): Serves as the focal point for coordination of all activities in the domain in accordance with the Camarilla Membership Handbook. Is ultimately responsible for the selection of game site, game time, and activity to be had under the jurisdiction of the domain, in addition to financing and the collection of monetary compensation to the club for financing such activities, as outlined in the Membership Handbook. Is responsible for posting schedule and site information in a timely manner to encourage maximum participation amongst interested members for activities in their domain. Is also responsible for the conduct of any members, local or visiting, present at an event hosted by their domain, and is the presiding authority for any disputes that arise.
1.2.2. CHAPTER COORDINATOR (NEXXXC/CC): Serves as the focal point for coordination of all activities in their chapter in accordance with the Camarilla Membership Handbook. Is ultimately responsible for the selection of game site, game time, and activity to be had under the jurisdiction of their chapter, in addition to financing and the collection of monetary compensation to the club for financing such activities, as
outlined in the Membership Handbook. Is responsible for posting schedule and site information in a timely manner to encourage maximum participation amongst interested members for activities in their domain. Is also responsible for the conduct of any members, local or visiting, present at an event hosted by their chapter, and is the presiding authority for any disputes that arise. Will work with the DC to garner domain support for chapter activities, as well as to give support to domain activities. Will also communicate up the chain of command to coordinate events for the chapter.
1.2.3. DOMAIN STORYTELLER (NE005D/DST): Serves as the focal point for the coordination of all plots, stories, venues, and in-game related actions within their domain, in accordance with the Camarilla Membership Handbook. Is ultimately responsible for ensuring coordination between venues and their storytellers, in addition to handling any aspect of the game not delegated to the venue storyteller or lead storyteller. Will coordinate with the VSTs and advise the presiding on matters concerning deconfliction of the venues. Has no other responsibilities or authority concerning the final scheduling decisions.
1.2.4. VENUE STORYTELLER (NE005D/VST-X): Serves as the focal point for the coordination of all plots, stories, and in-game related actions within the jurisdiction and genre of their VSS, in accordance with the Camarilla Membership Handbook. Is ultimately responsible for deciding when the best days to run games are and proposing those to the presiding coordinator, with coordination from the DST for all venues. Has no other responsibilities or authority concerning the final scheduling decisions.
1.2.5. ASSISTANT DOMAIN COORDINATOR-FINANCE (NE005D/ADC-F) OR EQUIVALENT DELEGATED POSITION): Serves as the treasurer and second signature, or DC’s representative when the need to finance an event with domain funds comes along, in accordance with given job duties description and the Camarilla Membership Handbook.
1.2.6. ASSISTANT CHAPTER COORDINATOR-FINANCE (NEXXXC/ACC-F) OR EQUIVALENT DELEGATED POSITION): Serves as the treasurer and second signature, or CC’s representative when the need to finance an event with chapter funds comes along, in accordance with given job duties description and the Camarilla Membership Handbook.
1.2.7. GENERAL MEMBER: Serves as the primary reason we set up events. Will coordinate and give input to lowest level of ST or CC chain in order to ensure that all members’ interests are taken into account when scheduling events. Will pass ideas for activities and events on to allow discussion by all interested parties. Will (hopefully) enjoy the activity and will conduct themselves in accordance with the Camarilla Membership Handbook.
Chapter 2
EVENTS SCHEDULING
2.1. Who Can Schedule Events. Ultimately it is the responsibility of the DC to coordinate and schedule all events. However, any member in good standing that wishes to propose an event for consideration into the schedule may do so. Communication and coordination for all members, up to the DC, is essential to ensure that proper responsibility and accountability can be maintained. In the end, though, if the DC does not announce it on the schedule, it is not officially happening.
2.2. Types of Events. The following are the official Camarilla events that fall under the purview of this document and the scheduling process. All official events are subject to the rules of the Membership Handbook and the Code of Conduct.
2.2.1. Games. These are official events scheduled under the provisions of the appropriate VSS and run by the VST or a designated assistant either as a part of the Global Sanctioned Chronicle, or as a Camarilla sponsored troupe game. These include regular game sessions, but do not include impromptu side sessions and downtime scenes for the purposes of this document.
2.2.2. Socials. These are official events scheduled with the coordination of the DC and the domain as a time to unwind and enjoy the company of other members. These do not include unofficial hangout sessions which do not fall under the auspices of an official Camarilla event.
2.2.3. Organizational Meetings. These are official events scheduled with the appropriate group (chapter members, ST staff, coordinator staff, etc), and held to discuss issues within the appropriate group’s interest. These do not include off the cuff plot sessions with one or two people, mediation sessions, or other unofficial meetings.
2.2.4. Mass Organized Charity Events. These are official charity events scheduled for a significant group of members from a domain or chapter to go and perform community service or charity work in the name of the Camarilla. They do not include impromptu charity work by individual or very small groups of members.
2.2.5. Other. This category covers any official events that require advance scheduling and planning, but not covered under one of the previous categories.
2.3. Scheduling Requirements. All events that need to be scheduled must conform to the requirements set forth below.
2.3.1. Any event scheduled must be scheduled with due regard for ensuring the maximum number of eligible and interested members may attend.
2.3.2. Any event scheduled must be scheduled with due regard for the events jurisdiction. (ex. A game in a Lincoln based VSS must be scheduled with due regard for holding the events somewhere in that VSS’s boundaries.)
2.3.3. Any event scheduled must be coordinated with all affected parties.
2.3.4. Any event scheduled must be scheduled with enough time in advance to inform all eligible and interested members and to ensure adequate time for the event’s host(s) to prepare. It is encouraged that there be adequate time to inform nearby domains and afford them the opportunity to travel to our game.
2.3.5. The event must never be scheduled in a way so as to preclude any specific eligible member from attendance.
2.3.6. Any event scheduled must be scheduled with due regard for the Code of Conduct and the Membership Handbook.
2.4. Procedures for Scheduling Games. When scheduling game type events, with the exception of Featured Games of the Month (FGotM) and like Regional and higher level games, the following procedure will be used.
2.4.1. The VST of the Venue scheduling games will evaluate all scheduling requirements for their venue.
2.4.2. After considering the requirements, the VST will then submit a set of proposed dates and times to the DST for review. At this time, the VST may suggest location as well, but this is not necessary.
2.4.3 This list will be submitted to the DST no later than 7 days prior to the final day of the current month. (ex. For games in November, the VST will submit the list to the DST no later than the 24th of October. For games in March, no later than the 21st/22nd of February, etc.)
2.4.4. This list will be evaluated by the DST, who will provide preliminary deconfliction and facilitate coordination between the venues (though the VSTs are encouraged to communicate amongst themselves prior to this step to expedite this process).
2.4.5. After initial deconfliction, and no later than 3 days after the initial receipt of the proposed schedule, the DST will forward the schedule to the presiding coordinator.
2.4.6. If passed from the DST to a CC, the CC will then give the schedule a final look and forward their chapter’s finalized schedule to the DC for domain
deconfliction. This will happen no later than 3 days after receipt of the schedule from the DST. The DC then has up to 3 days after the receipt of the schedule to finalize and post the schedule in a manner to provide widest dissemination possible. This posting will not happen after the final day of the month prior to the proposed month.
2.4.7. If passed from the DST to the DC, the DC will review the schedule for deconfliction. The DC will then post the finalized schedule no later than 3 days after receipt from the DST, or the final day of the month prior to the proposed month, whichever is earlier.
2.5. Procedures for Scheduling Socials. When scheduling socials, the following procedure will be used.
2.5.1. Any member that wishes to organize a social will communicate with the appropriate coordinator to determine suitability and timeliness for the social, as well as any potential conflicts with already scheduled events.
2.5.2 The organizing member will then communicate with the members to determine when would be the best time for the social.
2.5.3. Upon proposing the date and time for the social, the organizer and the appropriate coordinator will take the necessary steps to secure and finance the site for the social. This will happen as soon as possible.
2.5.4. Once the date and time are set, the coordinator will post in a manner to provide widest dissemination amongst eligible members.
2.5.5. Though scheduling socials is a little more flexible, the sooner the social is finalized, the better.
2.6. Procedures for Scheduling Meetings. When scheduling meetings, the following procedure will be used.
2.6.1. The organizer of the meeting (if not the presiding coordinator) will communicate with the appropriate coordinator and all involved members to determine a time for the meeting most convenient for all members involved in the meeting.
2.6.2. Once a date and time are proposed, the coordinator will take the necessary steps to deconflict with other events and then secure and finance the site for the meeting.
2.6.3. Upon finalizing the date, time and location, the coordinator will post in a manner to provide widest dissemination amongst involved members.
2.6.4. Scheduling meetings is even more flexible than socials, but should be done as soon as possible.
2.7. Procedures for Scheduling Featured Games. Featured Games of the Month (FGotM) are games designed to highlight a domain and encourage travel within the region. As there is more coordination that has to be done with higher levels, the procedures deviate slightly from that of regular games.
2.7.1. When the domains members decide they would like to try for a FGotM, they will discuss the desire with their coordinator and DST.
2.7.2 The coordinator will look at an appropriate month in which to hold the game. Factors include weather, availability of sites, availability of crash space, length of time since the domain’s last hosted FGotM, and availability of support.
2.7.3. The DST will determine which venue(s) will be appropriate for a FGotM. This will be accomplished by communication and coordination with all VSTs under the domain.
2.7.4. When the month and venues are decided, the coordinator will propose the idea to the DC (if a CC), or to the Regional Staff.
2.7.5. If passed from a CC, the DC will give a final check to ensure domain readiness before passing the proposal to the Regional Staff.
2.7.6. Once the Regional Staff has approved the month and venues, the domain will follow the procedures of scheduling a normal game, with the exception that turn around time for the FGotM will be quicker, and should be accomplished whether the month’s game schedule is set or not.
2.7.7. Unless an emergency happens, the FGotM will take precedence in scheduling over any other scheduled event, though consideration should be given to already scheduled events when making the initial date determination.
Chapter 3
EVENT SITES
3.1. Event Site Responsibilities. The ultimate responsibility for an event and the location in which it is held is left to the presiding coordinator. Therefore, the presiding coordinator or their designated representative must be in attendance at all official events. This also means that they are the final authority, in accordance with the Membership Handbook, for all club related actions and activities that take place on site.
3.1.1. The presiding coordinator will secure the location of any event hosted by his chapter/domain.
3.1.2. Any member may assist the coordinator in securing a location, but they must communicate with the coordinator and any other involved parties to ensure that the location is appropriate and meets all requirements.
3.2. Event Site Requirements. Any event site must meet the following requirements.
3.2.1. The event site must be readily accessible to all eligible members.
3.2.2. The event site must be easy for all to locate, or clear directions must be posted in a manner to ensure widest dissemination amongst eligible members, and to ensure that any member wishing to attend can easily find the location.
3.2.3. The event site must never cost the members of the domain more than $5 per person.
3.2.3.1. This restriction can be waived either by the consent of the presiding coordinator, the consent of every eligible member, or the presence of a benefactor(s) willing to cover the charges for any member unable to do so themselves.
3.2.4. The event site must never be selected in a way so as to preclude any specific eligible member from attendance.
3.2.5. The event site must be safe for occupancy, provide adequate facilities, and our presence there must conform to all laws and statutes of the area.
3.3. Procedures for Securing an Event Site. Event sites will be secured in the following manner.
3.3.1. Anyone proposing an event site will point the site out to the presiding coordinator, and provide any location or contact information the coordinator needs to procure the site.
3.3.2. The coordinator, upon receiving the necessary information, will ensure the suitability of the site based on the domain’s needs, the requirements in this document, and the owner of the site’s wishes.
3.3.3. All parties involved will constantly communicate through the process to ensure that any activities can proceed at the prospective location.
3.3.4. If financing or deposits are necessary, the presiding coordinator, along with the assistant that handles financial matters, will ensure that the site is cost-effective. If so, they will secure the location with money up front out of the domain funds.
3.3.4.1. Exceptions to this include any time that a member wishes to donate the site fee, whether compensated or not. If this occurs, the member(s) must communicate with the coordinator to ensure that all transactions go correctly.
3.3.5. The presiding coordinator or their designated official representative will sign any official documents required for a domain location.
3.3.5.1. NOTE: This does NOT apply to anything superseded by the Membership Handbook. (i.e. things that require Regional Coordinator or higher signatures, etc.). Other procedures are set in place for these things.
3.3.6. Event sites will be secured before the finalization of the schedule. Otherwise an alternate site must be named. If this is the case, then the coordinator must secure the event site as soon as possible, no later than 72 hours prior to the scheduled event time.
Chapter 4
DEVIATIONS FROM POLICY
4.1. Changes to Schedule or Site. Certain circumstances will arise when the concrete schedule or game site must be changed. When this occurs, the following steps must be taken.
4.1.1. As soon as it is noted that a change needs to be made, the presiding coordinator will be contacted and informed of why the change needs to be made.
4.1.2. There will be discussion between all relevant affected parties to ensure that everyone is on the same page concerning the change.
4.1.3. After all parties have discussed the situation, a decision will be made that fits the best interests of the members and all involved.
4.1.4. Once the change is made, it will be posted by the coordinator as soon as possible in a manner to ensure the widest dissemination.
4.1.5. Except in very special circumstances, changes to the schedule should not be made within 72 hours of the time of the scheduled event.
4.2. Allowable Deviations from Policy. Deviations from this policy can be done, provided the following things occur.
4.2.1 Communicate, first and foremost, to all affected parties.
4.2.2. Be flexible and patient in dealing with change.
4.2.3. Remember the Code of Conduct.
4.2.4. If all parties can agree to the change or a compromise, then submit the compromise as soon as possible. The coordinator will have an easier time making the change.
4.2.5. All things can be changed with proper communication and coordinator approval. The presiding coordinator has final authority.
4.3. Actions for Discrepancies or Deviations. Deviations or discrepancies noted in respect to this policy can be grounds for disciplinary actions from reduced prestige awards and prestige loss to suspension or other actions. All disciplinary actions will be handled in accordance with the appropriate section of the Camarilla Membership Handbook.
Attachment 1
GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION
The Camarilla Membership Handbook – All authority and responsibilities in this document are given in accordance with the Membership Handbook. They do not supersede the handbook, but rather operate in concert with the guidelines set forth in the handbook. This document is valid only for the Domain of Ashen Plains (NE-005-D).
