Viewing all threads tagged #ejcinuk.
With the discussion of a possible EJC in the UK as mentioned by Jane Randall at the BJC business meeting, I've been putting together an organisational structure diagram to see what jobs will need a team leader early in the process and what would be left to nearer an actual convention.
Suggestions / alterations are welcome. The hierarchical structure isn't fixed, rather an attempt to get all major areas into one diagram.
Link to document: https://www.dropbox.com/s/hs4uhn6xjz4shb7/EJCorgTeamStructure.pdf?dl=0
Daniel Simu - - Parent #
Cool! With so much experience through BJCs it should turn out to be an epic convention!
The list so far looks good, but from my experience with the team in the Netherlands I have some suggestions:
Site decoration is a big time sink, EJC2016 has multiple people for that but it doesn't appear on your list
Finance seems a bit lonely, it could use some subdivision since it is a biiiiig project: getting funds & sponsors, creating budgets, and the huge task of administrating all income and expenses.
On site: Infopoint!
As for your bonus points, this list will probably grow a bit more, so at EJC2016 there is 1 guy responsible for all tournaments and other "bonus" events. And that person is me ;)
Your power supply and water is listed under "food court". However, since all the big tops also deal with power and such, you might wanna put a technical guy higher up the hierarchy.
Youth circus programme? Or childcare?
That is all that comes up in my mind now. Good luck setting up a plan for an EJC :)
(live)music
Thanks for the comments. The linked file has been updated - some (such as Infopoint) were already mentioned. The organisational structure is fluid at present; some items are located in sub-optimal locations to help with legibility.
I knew that I had something big missing... decoration and signage; that's now included.
Under infrastructure, seeing as fencing has it's own entry perhaps path/fire lane maintenance should too. If it's wet managing paths is a lot of work.
Updated as per suggestions (with some space limitations, I'm already using an A3 size page!)
I now have a shareable, editable version on google drive of job descriptions [that need a lot more adding to... get happy folks!]. The structure document has been updated [with same link as previously].
https://drive.google.com/open?id=0B3bIZmKZXOdjdmJxTjFVZjJURnc
For version control, using the google docs version is probably easier rather than faff with downloading and then not being able to reupload changes: https://docs.google.com/document/d/1wf3DMlO_JB-V11iyX7tOdLhMElBsn0oSo-LS1dOCKJE/edit?usp=sharing
On the subject of registration and infopoint (based on 2015), just to dump here before I forget:
After the first day the independent (pre)registration can be closed down, and registration can be taken over by the info point team.
One registration coordinator (of 2 probably) needs to be reachable by phone during normal hours for any problems, clarifying comps, lost consent forms, making judgement calls, etc.
It helps if info point has a dedicated table for dealing with registrations, and each info-point shift will probably have a pair of people who deal only with registrations (although during quieter/busy times this can be flexible).
On the first day, I don't remember what system was done for non-prereg registrations, I believe that in the registration pen in the corner of the main field there were about 5-8 desks, with only 1 or 2 desks dealing with payment, and the rest purely for pre-reg pickups. I assume the cash handlers were a subset of the volunteers, trained separately?
The advantage of the pen system was that you could have one or two people at the exit checking on people's wristbands rather than needing to do this at each desk which improved the turnover per registration staff.
Of course an EJC with 1000 people can afford to be more relaxed (and trade away some efficiency) than an EJC with 4000 or 6000 people.
Thanks Tom..
Having space for the registration corral last year meant that we only had to have a single checkpoint on the way into the campsite.
Another useful way of gleaning information point questions [i.e. frequently asked questions] was to use a mini-survey of those who had previously done a stints on information points; results of this from last year is here.
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