RAIn Event Committee Policy Manual

Last modified: May 1, 2019

Adopted: May 4, 2019

Foreword

This document is a list of policies that have been set by the Rainfurrest Anthropomorphics International (RAIn) board of directors. Before any event Chair is officially confirmed in that position, that Chair must agree that the Chair personally and the members of the committee under the Chair will abide by the RAIn bylaws and the policies set forth as requirements in this manual. The Chair must also agree that their event will take serious consideration of all the items listed as suggestions in this policy manual.

The Chair should also be aware that the board’s ability to affect the day to day decisions of the event committee is limited by the RAIn bylaws. The board of directors encourages the Chair and the event committee to provide feedback on and suggestions for improvement to the contents of this manual. Feedback and suggestions will be reviewed by the board.

Requirements

Required policies are indicated by the keywords MUST or REQUIRED. These policies are mandated by the board and are NOT optional. If a Chair or event committee wish to ignore, modify, or contravene any required policies, they MUST seek approval from the board before doing so.

Suggestions

Other policies listed in this manual are suggestions that the Chair and event committee should seriously consider. These suggestions are built from experiences that board members have experienced as potential pitfalls.

By-laws

The Chair MUST read, understand, and acknowledge the RAIn bylaws. The Chair MUST ensure that the event does not support or permit anything contrary to the RAIn bylaws.

Communication

The Chair MUST ensure that event staff know how to contact the board. The Chair MUST ensure that event staff know that any of their concerns may be brought to the board’s attention.

Financial Officer

Each event committee MUST have at least one financial officer. Financial officers for an event MUST NOT simultaneously hold the position of Chair or Vice-Chair. It is suggested that major events (as defined in the RAIn bylaws) have at least two financial officers. It is suggested that at least one financial officer should reside in a different household from both the Chair and the Vice-Chair.

Venue Liaison

Each event committee MUST have a venue liaison. The venue liaison reports to both the Chair and the RAIn board. The venue liaison MUST meet with the board to discuss the position’s special responsibilities and be informed of the position(s) the board wishes to take in contract negotiations.

Intent: The venue liaison has a special relationship which almost always affects multiple years. The liaison still needs to know that he or she is answerable to the chair. It is important, however, for the liaison to understand that they are representing the board contractually and thereby have limitations and responsibilities to the board as well as to the chair. This is a fine line, and an open discussion among board, chair, and venue liaison can define that line for the particular year.

IT

RAIn events are expected to staff their own internal IT departments for the smooth functioning of their event. Event IT is expected to maintain the event web server / website, as well as handle event infrastructure and setup (for example: routing, switching, wi-fi, cashier stations, kiosks, printers, cabling, etc.).

Any database of attendee information (such as maintained by the Convention Master system) will be primarily managed through the RAIn board’s technical committee. Any regular-use registration server containing or processing attendee information (excluding “at-con” servers) MUST have its shell access and any application-level access which could dump the attendee database restricted to only members of the board's technical committee.

If an event requests an “at-con” server be provided on RAIn-supplied hardware, a member of the board’s technical committee MUST configure the server, accompany the server to the event, provide appropriate assistance to the event’s IT staff in order to integrate the server into the event network, and manage the server during the event. The event's IT lead may be given shell access to the at-con server after being given appropriate training to ensure protection of the database.

If an event intends to use an “at-con” server on hardware not supplied by RAIn, a member of the board’s technical committee MUST verify the server’s configuration to ensure it is configured with appropriate security measures before the event’s attendee database will be released for deployment to that server. The event’s IT lead MUST return the attendee database within one week of the event’s conclusion, so that the board’s technical committee may upload it back to the primary registration server.

Theme

For major events, the Chair MUST determine a method for the event committee staff to decide on a theme for the following year’s event. The Chair MUST ensure the selection of a theme for the following year’s event is complete before the chair nomination process for the following year’s event begins.

Minor events may or may not be themed events. If a minor event is themed, the above section MUST be followed. Minor events which are not themed are exempted from this requirement.

Training

The Chair, Vice-Chair, executive staff of the event committee, and all event security personnel MUST complete a security training session before working at the event. Training sessions MUST include actions which security are allowed to take, actions which security are not allowed to take, and some form of de-escalation training.

These security training sessions MUST be open to all staff, but only the staff listed above are REQUIRED to complete the training before working at the event. It is highly recommended that the training sessions occur prior to the event.

Intent: The intent of requiring exec and security staff to attend a training session is to limit the organization’s risk. By specifying to the staff how we want them to act and more importantly how we DON’T want them to act, we can reduce the risk to the organization and reduce the number of incidents where a staffer working security does something not approved by the organization.

All volunteers (staff or otherwise) MUST be given a minimal amount of general training before doing any work at the event. This minimal training MUST include the following:

This training SHOULD also include specific training to the task which they are volunteering. 

Intent: The intent of requiring a basic level of training is to ensure that we don’t have any volunteer who doesn’t have at least a basic understanding of what we expect of them. The discussion of on-the-spot volunteers “not having enough time” to train was discussed and considered by the board of directors. It is our intent that no one should be in such a rush that they cannot be given a minimal 5 minute introductory training. This small training shows that not only do we care about this individual, but that we want them to be truly prepared for what they are about to be thrown into. One of the most important training points is regarding “What to do if you don’t know the answer”.

AUP

Major events MUST have an Acceptable Use Policy (or “Attendee Code of Conduct”), and MUST require registered attendees to sign a copy of this policy prior to receiving their event membership badge. A timestamped electronic signature of the AUP is acceptable. The language of the AUP may only be modified with the approval of the RAIn board, as it directly affects issues of liability and legal compliance.

A template AUP is given in Appendix C.

Uniform Policy

Major events MUST follow the event-specific staff uniform policy (also referred to as “staff shirt policy”) set forth in the event-specific section(s) of this manual. Changes or exceptions to this policy must be approved by the board.

Intent: The intent of a staff uniform policy is to treat all people who do work for the event as equals. At the time our first uniform policy was created, there were some very serious ramifications that came up at other non-RAIn events where staff essentially became divided into tiers of worthiness. On-the-spot volunteers were treated as being worth less than general staff, who were treated as being worth less than operations staff, who were treated as being worth less than security staff.   This kind of classification is to be avoided at all costs because of the dissent and problems this causes not only to the current year, but to years that come after. To address this, the uniform policy was put into place and applies to all volunteers/staff members in order to make all staff feel that they’re a member of a singular team, not two separate teams.

Minor events may or may not have an event-specific staff uniform policy defined. Minor events MUST NOT create a staff uniform policy without board approval. Minor events MUST follow a staff uniform policy if one has been defined for that event.

Intent: Given the multi-year implications of creating a staff uniform policy for an event, the board should approve a new staff uniform policy before it is implemented by the event. This also allows the board to correctly add a section to the event-specific policies covering the implementation of a staff uniform policy for that event in future years. However, it is expected that major events have and implement a staff uniform policy of some sort, which will be listed in this manual.

Dealing with Firearms

Event security personnel are expected to develop a policy for dealing with firearms issues, whether real or fake. This policy MUST REQUIRE that the Chair and a current RAIn board member be involved as soon as practically possible.

If the venue has a policy concerning firearms, event policy MUST align with venue policy. This includes (but is not limited to) deferring firearms issues to venue security or law enforcement if and when required. If firearms issues are deferred to venue security or law enforcement, the Chair and a current RAIn board member are still REQUIRED to be involved as soon as practically possible.

Removal from Event

The Chair MUST enforce all bans that are in place during their event. The event AUP (Acceptable Use Policy) MUST include the RAIn policy on badge revocations (namely, that any membership badge revocation also creates an immediate, automatic 390-day ban from that event, and that these bans may be appealed to the RAIn board). The Chair may additionally recommend alternate durations for the ban and/or other consequences as they deem reasonable.

The Chair, Vice-Chair, executive staff of the event committee, on-duty operations manager, and on-duty security manager may suspend membership badges as needed. Badges MUST NOT be suspended by staff who are not on duty.

If a badge is suspended, the Chair and Vice-Chair MUST hold a meeting within 24 hours with the member whose badge was suspended and any other individuals involved. The meeting MUST either return the suspended badge to the member involved, or revoke the badge completely.

Intent: The intent of this policy is to create a stage between full removal from the event, and a simple lecture. People who attract the attention of security can be informed that their badge has been suspended. They can come to a meeting in the morning where they can hope to argue for their badge to be returned/reactivated. By making this meeting the following morning this will provide incentive for them to behave the remainder of the night, and the sense that they can discuss this with a security managers supervisor aka the chair. Exec seconds are allowed to perform this duty while they are on duty.

Complimentary Memberships

The event MUST provide complimentary top-level memberships to the official Guests of Honor for the current year, and all previous Chairs of that event. The event MUST provide a complimentary upgrade to a top-level membership to current RAIn board members who have an existing membership (paid or complimentary) for the current year. The event MUST honor the complimentary memberships promised to event staff during the previous year if the documentation requirements set by the previous event committee are met. The event committee MUST provide documentation to the next year’s event committee for all complimentary memberships for redemption at next year’s event earned by event staff or given away as prizes or for charity purposes during the current year; this documentation MUST be provided no later than one month after the firing party for the current year.

Further complimentary memberships to the event may be provided by authorization of the Chair.

Due to the impact on the finances of future years, events MUST NOT offer lifetime memberships of any sort except as provided by this policy manual, or with prior approval by the RAIn board.

Guests of Honor

RAIn requires its events to maintain a consistent and professional relationship with all Guests of Honor. To that end, the event MUST:

Budget

The Chair MUST ensure that a preliminary budget is created and presented to the RAIn board at least ten months (for major events) or three months (for minor events) prior to the start of the event. The Chair MUST submit a budget (preliminary or otherwise) to the RAIn board for review at the annual RAIn board retreat.

Budgets presented to the RAIn board should include an indication of where the budget can be cut back if event attendance doesn’t meet expectations, and what the “break even” attendance number is.

The Chair may use up to 10% of the profits from the previous event year to provide a “staff appreciation,” separate from the current event year’s budget. (The financial report from the previous event year MUST be submitted to the board before funds may be made available for this.) Should the event wish to use more than 10% of the profits from the previous event year for their staff celebration event, the event may request the use of additional funds from the board.

Intent: While all RAIn events have access to the full resources of the Corporation in times of need, we also want to provide a more immediate reward to the staff for their successes in the previous year. We’ve settled on 10% of the previous year’s profits as a baseline amount to make available for all events, with the option for events to request additional amounts if they feel the need. The rest of the profits will remain with RAIn, to provide a buffer against bad years, capital expenditures, and other support for our events.

Financial Report

The Chair MUST ensure that the finances for the event are closed, and the final financial report for the event provided to the board, no more than ninety days after the end of the event. If the annual RAIn board retreat occurs within this ninety-day period, the Chair MUST provide a preliminary version of the final financial report to the RAIn board for review at the retreat. The Chair MUST work with the current secretary of the RAIn board to publish the final financial report after it has been accepted by the RAIn board.

Promotional Items

Events may have items which are considered traditional for the event to give away. Any requirements for these items will be listed in the event-specific policies, and MUST be followed.

Staff Morale

RAIn considers staff morale to be an extremely important factor in the success of our events. The Chair is responsible for keeping staff morale at a high level as much as possible. When faced with decisions which could alter the direction of the event, RAIn expects the Chair to consider the possible impact to staff morale as one of the factors in their decision.

Staff Awards

Events MUST create two staff awards to be given out per year. (One junior staff member of the year, and one senior staff member of the year. These awards are intended to recognize exceptional and inspirational service to the event.) Further requirements may be defined in the event-specific policies. If so defined, the event MUST ensure the requirements are followed.

Events MUST ensure that each Guest of Honor receives an award identical to the staff awards. The event may optionally manufacture up to four other awards to be given out at the Chair’s discretion. (RAIn considers it acceptable and typical for the Chair to receive one of these optional awards in recognition of their service to the event.)

Organizational Structure

While the Chair of the event has freedom to structure the event committee in any way desired, it is highly recommended that the RAIn board be consulted on any changes to the organizational structure before implementation.

Cash Control Policy

The event MUST use standard accounting practices to track all financial matters. The event staff MUST maintain a professional “dual custody” standard for all money movements at the event. A sample cash control policy is given in Appendix B as a recommendation.

Storage Inventory

RAIn maintains several storage lockers for the benefit of our events. The contents of each storage locker MUST be inventoried once per calendar year.

Major events which are held within 62 miles of a storage locker (calculated as driving distance from the current event venue) are REQUIRED to perform an inventory on that storage locker at least once per calendar year. The inventory MUST be maintained in the RAIn inventory system.

If there are multiple major events held within range of a storage locker, all major events are responsible for ensuring the inventory is performed. As an example, this may be handled by each major event doing inventory in alternate years, or by organizing a joint inventorying session. If there are multiple lockers within range of a major event, the event is responsible for conducting an inventory on all lockers within its range.

Events are not responsible for inventorying any lockers outside of their range, as defined above. That notwithstanding, events are encouraged to seek volunteers from their event staff who would be willing to travel to assist with inventorying lockers as needed.

RAIn retains the responsibility of ensuring that lockers not within range of any major event are inventoried once per calendar year.

 

Appendix A – Event-Specific Policies

Overview

Event-specific policies are intended to be unique to each event, allowing them to retain a unique “flavor” or style. RAIn expects each event to formulate and maintain their own internal policies in addition to the following; these policies are mandated because of their long-term financial effects, or to promote stable policy across multiple event years.

Events may suggest or request the addition of new policies in this section, or the modification or removal of existing policy. The event Chair and/or the event Staff Representative (for major events) is encouraged to bring suggestions forward after consultation with the event committee. RAIn does not require the event to have voted on the requests or suggestions made to the board of directors, but intends to acquire a general sense of the event committee’s consensus before voting on any changes to these policies.

RainFurrest

Staff Uniform

Staff Badging

The event MUST create a staff badge design unique to each year which will allow event attendees to clearly identify members of staff. Event staff MUST clearly display this badge while on duty at the event.

The staff badge MUST be picked up in person by each individual staff member. Staff badges MUST NOT be given to any third party.

Intent: We wish to ensure that each year has a staff badge. The requirement to pick up the badge in person helps us ensure that the operations department is able to track people who are staffing this year in whatever way they prefer. This should help us with tracking staff hours, and any other rewards mechanism.

While On Duty

While Off Duty

When Not on Staff at Rainfurrest

Purchased RainFurrest staff shirts belong to the purchaser. As a condition of purchase, the purchaser MUST agree not to wear the staff shirt at any RainFurrest unless they are on staff and on duty. This is to ensure that attendees are not confused about who is and who is not a staff member.

Old patches

Only the current year shoulder patches may be worn on staff shirts during RainFurrest each year. Shoulder patches from previous years may be sewn on to other items.

Staff members may wear their favourite shoulder patch from any year on their shirt while not attending RainFurrest.

Staff Shirt Specifications

Guests of Honor

The Artist Guest of Honor MUST agree to add a piece of art to the leather bound “RainFurrest Sketch Book”.

Promotional Pins

For every year of RainFurrest, a custom pin has been manufactured and given away to every attendee. Typically, the pin designs have been manufactured in copper, silver, and gold variants, to denote the different level of memberships.

The Chair MUST ensure that a promotional pin is produced and given away on a first-come, first-serve basis, with effort to ensure that every registered member of the event receives a pin included with their membership.

Staff Awards

The staff award for RainFurrest MUST be a plaque consisting of a shadow box frame that contains an arrangement of the staff patch for the year and one of each promotional pin variant manufactured for the year.

Staff members selected as the junior or senior staff member of the year are entitled to receive one “special recognition patch” for each staff shirt they own. Staff members so entitled must request the “special recognition patch” in order to receive it.

Furlandia

Complimentary Memberships

Furlandia will ensure that the registration accounts for previous Chairs and founding members who have purchased the lifetime patron membership during the 2013 event are populated with the “Lifetime Patron” flag.

Intent: There are three people specifically intended to be covered by this list: Stephen Couchman, Bradon Hagen, and Joseph Salomone.

Prior to onboarding with RAIn, Furlandia promised lifetime attending memberships to certain staff members as an incentive to assist with the con’s first year. These lifetime memberships will continue to be honored by Furlandia under RAIn’s management. Furlandia will ensure that the registration accounts for these staff members are populated with the “Lifetime Basic” flag.

Intent: This list is intended to cover Richard Thomas, Ley Hazard, Harley Hauer, and SignetRoo.

Members with the “Lifetime Patron” flag set on their registration account will be granted a complimentary patron membership once they have registered for the current event year. Members with the “Lifetime Basic” flag set on their registration account will be granted a complimentary attending membership once they have registered for the current event year.

Staff Uniform

Staff Badging

The event MUST create a staff badge design unique to each year which will allow event attendees to clearly identify members of staff. Event staff and at-con volunteers MUST clearly display this badge while on duty at the event. The staff badge MUST include name, position, and event year.

Staff badges are intended to be produced on hard cards, using the Convention Master software.

The event MUST also create a staff lanyard unique to each year. The staff lanyard should be wider than a standard attendee lanyard, designed to be clearly different than an attendee lanyard, and be highly visible.

The staff badge and lanyard MUST be picked up in person by each individual staff member or volunteer. Staff badges and lanyards MUST NOT be given to any third party.

Intent: We wish to ensure that each year has a staff badge. The requirement to pick up the badge in person helps us ensure that the operations department is able to track people who are staffing this year in whatever way they prefer. This should help us with tracking staff hours, and any other rewards mechanism.

Staff Shirt

The Furlandia staff shirt shall consist of a black T-shirt with the Furlandia logo printed in orange on the front lapel and the word “STAFF” printed in orange Tiza font across the back.

Staff shirts MUST NOT be worn at Furlandia unless the person wearing them is currently on active duty. Staff shirts worn while on active duty MUST use the design given above; previous staff shirt designs are not valid under this policy. The event MUST ensure that all staff on active duty are wearing a valid staff shirt.

Furlandia will provide one staff shirt of this design free of charge to every staff member who has not received one previously. Staff members are entitled to request up to one free staff shirt per event year. Additional staff shirts may be requested at cost. Staff members are responsible for keeping their staff shirt clean and presentable.

At-con volunteers MUST wear a valid staff shirt while on active duty. Volunteers may purchase a staff shirt at cost (subject to availability), or use a loaner shirt which will be provided by the event. Loaner shirts must be returned at the end of every shift. Volunteers who have worked a cumulative total of six hours during the current event may keep their loaner shirt. The event HR Director is responsible for washing the loaner shirts as needed and packing them up at the conclusion of the current event.

Staff Evaluation of Chair Candidates

The purpose of the Furlandia Chair Evaluation Committee (CEC) is to nominate qualified candidates for Furlandia Chair, listen to the candidates’ proposals, and recommend a preferred candidate to chair the next upcoming Convention.

The committee is traditionally formed at the start of the year with the first Furlandia meeting in January. The current Chair of the event MUST also preside as the chair of the CEC. If the current Furlandia Chair is nominated and accepted as a candidate for the following year, this individual must step down as chair of the Furlandia CEC. In such circumstances, the current Vice-Chair of the event MUST preside as chair of the Furlandia CEC. If the Vice-Chair has also been nominated and accepted, the position of chair of the CEC MUST be passed in turn to the following executive staff: Operations Executive, Business Executive, Marketing Executive, Programming Executive, Human Resources Executive. If all executive staff are candidates for next year’s Furlandia, a vote MUST be made by the rest of staff and the executive assistants on who is to be the chair of the Furlandia CEC.

All current staff members present at the first meeting of the Chair Evaluation Committee in the current event year shall be members of the CEC. Individuals who were on staff at the conclusion of the previous event year and present at the first meeting of the CEC in the current event year shall also be members of the CEC. Any individuals who are currently subject to a ban from any RAIn event are not eligible for membership in the CEC.

At the first meeting of the CEC, individuals may be nominated for chair. Nominations may only be submitted by members of the CEC. Individuals nominated and seconded MUST be asked to either accept, decline, or defer the nomination. These individuals who have accepted or deferred MUST be announced as Furlandia’s chair candidates and asked to attend the next upcoming meeting to make their proposal to the CEC.

The roles and responsibilities of the chair of the Furlandia CEC are to record the official list of members of the CEC for the current year, notify the individuals who have been nominated and seconded to be Furlandia Chair, determine the procedures and format of the candidates’ proposals, and determine the procedure for the committee’s evaluation of the next Furlandia Chair. The CEC chair MUST clearly inform the nominated individuals that the CEC may only recommend a candidate to the RAIn board, and that all candidates who accept nomination may be requested to attend a board meeting regardless of the outcome of the CEC’s voting process.

Voting shall take place at the second meeting of the CEC in the current event year. Only those individuals recorded as members of the CEC for the current year may participate. Individuals nominated as a candidate for chair who have deferred their nomination must accept or decline the nomination. Candidates who have accepted nomination will then be asked to present their proposal to the CEC, following the procedures and format determined by the CEC chair. After the CEC’s evaluation of the proposals, voting shall commence.

A candidate MUST win a simple majority vote to be recommended as the next Furlandia Chair. The CEC chair MUST NOT vote unless a tie occurs among the evaluation committee members. In the event that no candidate won by simple majority, the candidate with the least amount of votes is removed and another round of votes is initiated with the remaining candidates. This process shall continue until a candidate wins by simple majority.

Once a candidate has been selected for recommendation by the Furlandia Chair Evaluation Committee, the CEC chair MUST communicate the following information to the RAIn board: names of all candidates who were nominated, which candidates accepted nomination, and which candidate was recommended by the CEC. The RAIn board will take this information into account when considering and selecting the next Furlandia Chair.

Rustycon

Complimentary Memberships

Prior to onboarding with RAIn, Rustycon granted lifetime memberships to their Guests of Honor, and to certain staff members who were considered to have earned them through dedicated service to the event. These lifetime memberships will continue to be honored by Rustycon under RAIn’s management. Rustycon will ensure that the registration accounts for these members are populated with the “Lifetime Basic” flag.

Additionally, while Rustycon did not formerly provide complimentary memberships to previous Chairs of the event, all Chairs of Rustycon under RAIn’s management will be granted complimentary top-level memberships, per standard RAIn event policy. Rustycon will ensure that the registration accounts for previous Chairs under RAIn’s management are populated with the “Lifetime Patron” flag.

Going forward, Rustycon will follow standard RAIn practice of granting a complimentary top-level membership for the current year to current Guests of Honor. Panelists for Rustycon will be granted complimentary basic memberships for the current year.

Members with the “Lifetime Patron” flag set on their registration account will be granted a complimentary top-level membership once they have registered for the current event year. Members with the “Lifetime Basic” flag set on their registration account will be granted a complimentary basic membership once they have registered for the current event year.

Staff Uniform

Staff Badging

The event MUST create a staff badge design unique to each year which will allow event
attendees to clearly identify members of staff. Event staff and at-con volunteers
MUST clearly
display this badge while on duty at the event. The staff badge
MUST include name, position, and
event year.

Staff badges are intended to be produced on hard cards, using the Convention Master software.

The staff badge MUST be picked up in person by each individual staff member or volunteer.
Staff badges
MUST NOT be given to any third party.

Intent: We wish to ensure that each year has a staff badge. The requirement to pick up the badge in person helps us ensure that the operations department is able to track people who are staffing this year in whatever way they prefer. This should help us with tracking staff hours, and any other rewards mechanism.

Staff Shirt

The Rustycon staff shirts shall be red with “Rustycon Staff” printed on the back.

Staff shirts MUST NOT be worn at Rustycon unless the person wearing them is currently on
active duty. Staff shirts worn while on active duty
MUST use the design given above; previous
staff shirt designs are not valid under this policy. The event
MUST ensure that all staff on active
duty are wearing a valid staff shirt.

At-con volunteers
MUST wear a valid staff shirt while on active duty. Volunteers may
purchase a staff shirt at cost (subject to availability) or use a loaner shirt which will be provided
by the event. Loaner shirts must be returned at the end of every shift.

Staff Chair Candidates

Chair candidates should present their theme (with options for Guests of Honor) and a preliminary budget by May 1st. The current year staff will review and vote on candidates. The candidates and the results of the staff vote will be presented to the RAIn board of directors by June 15th.

Appendix B – Suggested Cash Control Policy

Overview

This describes a policy for provisioning of floats, and control or pick-up / drop-off of cash throughout an event. Every cash box is treated as its own entity and will be either assigned to a station or a person. Each box should have its own counted float, which is only used by the individual, or by the group using the specific station. During shifts, pick-ups and drop-offs should be controlled as per the policies in this cash control policy.

Process

At the start of every cashier’s shift, the cashier is provided with a float. See table below for recommended float sizes and amounts. If the cash box is to be left unattended at any time, then the cash box needs to be removed and either locked or counted out.

At any time, should a cashier or supervisor feel a “pull” is necessary, a deposit envelope should be used. (See “Deposit Envelope” section of this policy for more details.) Once a deposit envelope has been used, then either security should be called to perform a pick-up of the envelope or the envelopes should be placed in an agreed-upon place such as a drop safe. Locations choosing to hold several envelopes in a secure place for short periods of time must understand that the department supervisor is responsible for making sure the cash is safe and requesting a pick-up from security at the appropriate time.

From time to time during a cashier’s shift, an authorized cash control person may come around to perform a pick-up or drop-off of cash. The timing of these events is recommended in the table below. More frequent or less frequent can be arranged. However, pull-downs cannot happen without the use of deposit envelopes!

Event Store

Art Show

Registration

Non Busy Times

By request

By request

~ 4 hours

Busy Times

~ 2 hours

~ hourly

~ hourly

  

At the end of the day or cashier’s shift, all remaining money in the tray/float is counted and put in a deposit envelope. That money is then either turned over to the supervisor or a security officer is called to collect the money. The receipts collected from deposit envelopes throughout the day are all stapled together and used to reconcile the cash box at the end of the day. All money moving throughout the convention at all times, must be done in deposit envelopes! Effort should be made to make the pulls a random schedule.

Deposit Envelopes

The deposit envelopes for use throughout the event should be available from operations at all times. Each envelope has a number stamped on it in two locations, and a receipt. The receipt is attached to the envelope with a staple, and has a piece of carbon paper under it. Money is first counted and then the amount is written onto the receipt. Then the cashier prints their name clearly in the cashier field, signs the receipt slip, and puts that slip in their cash box.

At the end of the day the cashier will have several receipt slips and some money. The last of the money is deposited the same way the rest of the money was, and the cashier is left with all the slips collected throughout the day and the slip from the final deposit. Those slips are then stapled together and used to reconcile the cash box and given to the head of the department. The head of the department keeps all slips for later reconciliation.

Deposit Slip Reconciliation

At the end of the day and again at the end of the convention each department must reconcile their deposit slips with both the convention operations log file and the financial officer.

Collection by Financial Officer

When money is moved at the event, the financial officer accepts delivery of the envelope(s). The financial officer and at least one (preferably both) of the security officers who moved the money then journal each of the envelope(s). In the journaling process each envelope’s department, cashier, and declared amount are written in a journal. The money inside the envelope is then counted and the actual amount the envelope contained is recorded in the journal. If an inaccuracy between the amount in the envelope and written on the envelope is discovered, it MUST BE IMMEDIATELY REPORTED TO OPERATIONS and to the department in which the envelope came from.

Small inaccuracies are expected during high rush time periods, and nothing more than the report of the inaccuracy need happen. However, the report of the inaccuracy will let the cashier know that they made a mistake, prompting them to pay more attention in the future, and allow ops to record the inaccuracy so that later reconciliation can take the inaccuracy into account. Finally, informing both the department head and the cashier of the discrepancy will allow the department head to watch and see if any “funny business” is going on with particular cashiers that have repeat inaccuracies.

Missing Envelope Policy

If an envelope number is filled, and in a cashier’s float/drawer, but was never moved from the department to the accountant (according to operations log file), then the department head/supervisor is responsible for the missing money. If the ops log indicates that the missing envelope was moved to the accounting department, then the financial officer is responsible.

Appendix C – Template AUP

General Conduct

Please use common sense and respect others’ right to enjoy the event. Remember that any activity which is illegal outside the event is still illegal inside the event. Event Staff may ask you to stop an activity or take it to a private room. While in public or event spaces, attendees are expected to maintain a “PG-13” standard of conduct. Repeat offenders may have their membership revoked. Please also note that the Event Staff retains the right to deny entry to anyone, and that you can be asked to leave at any time without warning or particular infraction to these stated rules of conduct.

Badging Policy

<Event> ensures that each member gets both a lanyard and at least one type of membership badge. Your proof of membership is defined as both a current year lanyard, plus any badge issued to you by the event for the current year. You must be visibly wearing proof of membership at all times during our event, and you understand that Event Staff can request to see proof of membership at any time. Event Staff may deny you access to events or event space if you do not have proof of membership. All <event>-issued badges remain the property of RAIn for the duration of the event and must be surrendered upon request.

Media Policy

As per our policy, Event Staff have decided not to allow ANY media coverage at the event without PRIOR approval. Attendees purchasing a membership agree not to act as media agents in any way, shape, or form while attending our event. Making photographic, audio, or video recordings of any event for investigative or commercial purposes is strictly forbidden.

Venue

As an event attendee, you are a guest of the venue and must abide by the venue’s rules and policies whenever you are on the premises. If you are unsure if something is allowed under the venue’s rules or policies, please inquire with the venue’s customer desk. If you are expelled from the venue for violation of their rules, you immediately forfeit your event membership and must surrender your proof of membership. You are responsible for any damage you cause to venue property. The event space and public spaces of the venue may not be used as sleeping areas.

Harassment and Assault

Harassment is defined as any behaviour that annoys or intentionally alarms another person. This includes making any unwanted physical contact, following someone around a public area without a legitimate reason, or threatening to physically attack someone. Please remember that, if you approach someone and they tell you “no” or to leave them alone, your business with them is done. If you do not leave them alone as they have requested, your actions may be grounds for a complaint of harassment. If you feel that you are being harassed, or if you have been assaulted, please report the matter immediately to event security.

Weapons

Bladed weapons (such as daggers or swords) and toy firearms are acceptable provided they have been peace bonded such that they clearly cannot be drawn. Water guns and “Silly String”-type products are NOT acceptable due to the potential for damage to costumes, venue property, etc.

“If it’s drawn, you’re gone.” Any drawing, open carry (of firearms), displaying, brandishing, or making any threatening gesture with any weapon or firearm, both real and replica, shall be cause for immediate expulsion from the event. The only exception to this shall be at a prearranged demonstration or event with the permission of the event coordinators.

Under-age Members

Minors under the age of 13 shall be accompanied by a parent, legal guardian, or an adult designated as responsible by the minor’s parent or guardian at all times. Minors between the ages of 13 and 17 must have a responsible adult on site and able to be contacted at all times.

Violations and Appeals

Violation of these policies will be handled by Event Staff as deemed appropriate. Violators will be asked to cease and desist. Violators may have their membership revoked and a 390 day ban placed. Two members of the executive committee (one of whom must be the Event Chair or Vice-Chair) are required in order to revoke a membership. Membership revocations are final, but a ban may be appealed to the RAIn Board of Directors. Decisions made by the Board are final.