Anime Detour Staff

Reports to: Anime Detour Chair

Description: As a Vice Chair of Anime Detour, you will collaborate with the rest of the Chair Team to develop and implement the Chair’s vision for the convention.

Responsibilities:

• Communicate with the rest of the Chair Team and the convention departments in a timely manner, primarily through (but not limited to) email.
• Oversee the operation of the various convention departments and facilitate their interaction with the venue and other departments as necessary.
• Maintain and improve lines of communication internally between staff of various departments and designations, as well as communications to stakeholders outside of staff.
• Work with the rest of the Chair Team, the convention departments, and venue to determine the optimal space allocation for the convention.
• Work with the rest of the Chair Team and the convention departments to resolve the annual budget for the convention.
• Work with the rest of the Chair Team and the convention departments to determine deadlines relevant to the logistics of planning and running the convention.
• Work with the rest of the Chair Team to resolve issues that affect the convention as a whole.
• Work with the rest of the Chair Team to formulate responses to the general public as necessary.
• Work with the rest of the Chair Team to develop and implement agendas for meetings.
• At the convention, take shifts or establish primary and secondary tasks among the Chair Team to ensure effective responses to emerging situations.
• At the convention, interact with representatives from visiting conventions and external partners to trade ideas and establish relationships.
• Participate in decisions about Anime Detour personnel and discipline.

Description coming soon.

Description coming soon.

Reports to: Exhibit Hall Department Head

Description: Convention Relations strives to foster working partnerships within the local Midwest Convention Circuit and maintain
those professional relationships by being a point of contact when conventions attend Anime Detour and when Anime Detour travels
the convention circuit. This position is part of the Exhibit Hall team.

Responsibilities:

• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Contribute ideas and solutions on how to improve the convention as a whole.
• Organize other conventions ambassadoring at Detour
• Work with hotel partner for Industry Mixer, ensuring we have the space, and food.
• Work with Executive team as necessary to address staff issues while serving as Ambassador
• Create and send Eventeny Form
• Work with Registration for badges, Work with Exhibit Hall for tables, Work with Reservations for rooms
• Collab with Exhibit Hall on sponsor invites
• Collab with ATC Special Events Coordinator and Staffing for staff exchanges

Description coming soon.

Reports to: Anime Detour Chair Team

Description: As the head of the Exhibit Hall Department, you will be in charge of selecting and organizing a variety of larger, professional companies to sell and promote their wares to convention attendees.

Responsibilities:

• Communicate with the executive team and other departments in a timely manner.
• Annually submit a budget.
• Annually prepare an inventory of the Exhibit Hall Department’s items for insurance.
• Annually update the vendor contract.
• Oversee the performance of the Exhibit Hall Department staff during the convention cycle.
• Recruit staff members for the department and help improve their professional skills.
• Open and close the online Exhibit Hall form in a timely matter.
• With a panel of selectors, determine the vendors for the convention based on type, variety, and quality of products.
• Ensure payment by the vendors for their booths prior to the convention.
• Communicate with vendors regarding:
  • Selection process and status
  • Booth specifications
  • Load in and load out times at the hotel
  • Any other questions they may have
• At the convention, coordinate organization of booths, vendor set-up, and tear-down.
• Be available at the convention Thursday morning to Sunday evening for any department issues that may arise.
• Work with other departments to ensure the Exhibit Hall and vendors have the personnel, equipment and badges required.
• Contribute ideas and solutions on how to improve the convention as a whole.

Reports to: Anime Detour Chair Team

Description: As the head of the Facilities department you function as the proxy between the Anime Detour staff and the Convention space staff.

Responsibilities:

• Update room set spreadsheet with department heads and executive team
• Distribute keys and document their pick up and drop off
• Facilitate use of Social tables with departments in need
• Schedule shifts for department at con
• Coordinate requests from departments to hotel staff (ex trash pick up, water changes, room set up changes)
• Make arrangements for shuttle service
• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.

Reports to: Anime Detour Chair Team

Description: As the head of the Guest Relations Department, you will be in charge of negotiating contracts, facilitating travel, and coordinating itineraries and care of Guests of Honor coming to Anime Detour. Guests include, but aren’t limited to, voice actors, industry professionals, cosplayers, musical talent, and photographers.

Responsibilities:

• Communicate with the executive team, other departments and your staff in a timely manner, primarily through email.
• Facilitate creation of and maintenance of contracts for agents/guests.
• Be the primary point of contact for agents/guests being booked for the event. This includes (but not limited to) creating and coordinating travel plans, itineraries, and scheduling panels/shows.
• Annually submit a budget.
• Annually prepare an inventory of the Guest Relations department’s items for insurance.
• Contribute ideas and solutions on how to improve the convention as a whole.
• Recruit and manage a team of liaisons to facilitate the guests appearance at the event and help develop their professional skills.
• Communicate with other conventions to share experiences between events and coordinate staff swaps.

Description coming soon.

Reports to: Anime Detour Chair Team

Description: As the head of the Logistics Department, you will be in charge of the transportation and storage of the inventory for the convention. You are expected to supervise the moving of inventory from the storage locker to the convention location before the event and back to the locker afterwards.

Responsibilities:

• Communicate with the executive team and other departments in a timely manner.
• Annually submit a budget.
• Annually prepare an inventory of the Logistic Department’s items for insurance.
• Oversee the performance of the Logistics Department staff during the convention cycle.
• Available to help other departments access the storage locker so they may tally their inventory, store supplies, and other
  tasks as needed.
• At the convention, coordinate with other department to schedule the use of carts for transporting inventory.
• Conduct load-in and load-out of inventory before and after the convention, to and from the hotel.
• Communicate with other departments to inform them when their inventory can be packed up and brought back to the
  storage locker at the end of the convention.
• Contribute ideas and solutions on how to improve the convention.

Description coming soon.

Reports to: Anime Detour Chair Team

Description: As the head of the Merchandising Department, you will be in charge of stocking and selling Anime Detour-branded merchandise.

Responsibilities:

• Determine strategy of merchandise available, in accordance with the convention’s theme as warranted.
• Work with the Themes Department to design shirts and other merchandise using Detour intellectual property.
• Manage the purchase and storage of new items that would supplement existing inventory.
• Plan at-con work shifts for Merchandise staff.
• Plan the distribution of staff shirts at the convention.
• Advertise items available on social media.
• Plan the layout of items sold in designated space at the convention.
• Work with the executive team to determine swag available for external partners.
• Work with the Executive team to determine contents of swag bags for Sponsors.
• Work with the IT department to enable online sales, if warranted by demand for merchandise.
• Communicate with the executive team and other departments as needed in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the Merchandise Department’s items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.

Reports to: Anime Detour Chair Team

Description: As the head of the Photography Department, you will be in charge of facilitating and organizing the activities of the volunteer Photography staff for Anime Detour.

Responsibilities:

• Assess layout of space dedicated for studio photography.
• Communicate with the Cosplay Department to determine coverage of Masquerade and its competitors.
• Communicate with the Programming Department to determine coverage of panels for which photography is warranted or requested.
• Schedule group photoshoots and disseminate information through the program book, online app, and social media.
• Take the staff photo.
• Plan at-con work shifts for Photography staff.
• Publish photos taken at the convention for general viewing online in a timely manner after the convention.
• Communicate with the executive team and other departments as needed in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the Photography Department’s items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.

Reports to: Anime Detour Chair Team

Description: As the head of the Programming Department, you will be in charge of reviewing and selecting panel submissions, scheduling selected panels and other programming and remain in contact with presenters throughout the convention.

Responsibilities:

• Review and select panel submissions submitted by members and staff.
• Coordinate with Guests Relations to schedule programming our guests will be a part of.
• Coordinate and schedule additional programming (i.e. performances, children’s room, etc.)
• Compile and supply all necessary schedule information to Themes and IT for the program book and online programs.
• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the department items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.

Reports to: Anime Detour Chair Team

Description: As the head of the Registration Department, you will be in charge of processing incoming registrations, badge printing and distribution/pickup of badges at the convention.

Responsibilities:

• Learn and work within our registration database.
• Ensure appropriate badges are printed before and during the convention.
• Setup and coordinate badge distribution and pickup during the convention.
• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the department items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.

Reports to: Facilities Department Head

Description: As the head of the Reservations Department, you will be in charge of negotiating with Anime Detour’s partner hotels in regards to setting up room blocks for our attendees and coordinating with the attendees in helping make those reservations. This position is part of the Facilities team.

Responsibilities:

• Communicate with the executive team, other departments and hotel contacts in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the Exhibit Hall Department’s items for insurance.
• Contribute ideas and solutions on how to improve the convention as a whole.
• Coordinate with other departments for required rooms (artists, guests, etc…)
• Ensure any special needs for rooms are communicated to the hotels.
• Experience with and understanding contracts is not required, but a plus.

Reports to: Anime Detour Chair Team

Description: As the head of the Room Parties Department, you will be in charge of coordinating the room parties at the convention.

Responsibilities:

• Set up and monitor Room Parties application form.
• Communicate and set expectations with Room Party hosts.
• Be available during the convention to help assist with any room party host needs.
• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the Room Parties Department’s items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.

Description coming soon.

Reports to: Anime Detour Marketing Department Head and Anime Detour Chair Team

Description: As the Social Media Director, you will be in charge of the interactions with the public on our social media accounts, increasing interest and awareness of the convention.

Responsibilities:

• Coordinate posts on the following social media accounts.
  • Facebook
  • Twitter
  • Instagram
  • Twitch
  • YouTube
  • Discord
• Handle questions from the public and refer them to the correct department when necessary.
• Engage the public with periodic features and posts promoting Detour activities.
• Communicate with departments to ensure their posts are completed in a timely manner.
• Solicit post-convention feedback from attendees.
• Recruit people for the Social Media staff, as we do not expect or recommend that all social media tasks are fulfilled by one person.

Reports to: Anime Detour Chair Team AND/OR Anime Twin Cities Board of Directors*

Description: As head of the Staffing department, you are responsible for managing overall staff resources, needs, and benefits

Responsibilities:

• Handle HR-related issues
• Create and distribute staffing forms through Eventeny
• Onboard new staff members
• Work with department leadership to determine staffing needs
• Assist department leadership with training on necessary systems
• Work with Registration to arrange staff comp badges
• Work with Reservations to arrange staff housing
• Collaborate with the ATC Special Events Coordinator and AD Convention Relations for staff exchanges with other conventions
• Collaborate with the executive team to plan one or more team building events throughout the year
• Maintain and update the staff handbook

Special Note: The Staffing department will primarily report to the Chair Team, but under certain circumstances or in case of conflicts involving the Executive Team members, should report to the ATC board directly instead.

Reports to: Anime Detour Chair Team

Description: As the head of the Tabletop gaming department, you will be in charge of coordinating with our 3rd party vendors/partners, maintain any gaming equipment, scheduling the tabletop gaming events, and running the tabletop room during the convention.

Responsibilities:

• Communicate and coordinate with our 3rd party vendors/partners.
• Maintain and setup any convention owned equipment.
• Run and Coordinate staff in the tabletop room at the convention.
• Maintain and submit the schedule of events in the tabletop room to the publications department.
• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the Tabletop Department’s items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.

Reports to: Anime Detour Chair Team

Description: As the head of Technology Services, you will oversee all technology staff, initiatives and contracts/agreements within the convention. You are expected to have the ability to coordinate, delegate and communicate tasks within the department.

Responsibilities:

• Facilitate contracts and agreements for all underlying departments, including but not limited to:
  • Equipment Rental
  • Equipment Purchases
  • Licenses
  • Service Contracts
• Delegate tasks and ensure continued, open communication between all staff under their supervision.
• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the Department’s items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.
• Partner with other departments to ensure success.

Reports to: Anime Detour Chair Team

Description: As the head of Themes, will work with artists and other departments to produce the program guide as well as other promotional materials.

Responsibilities:

• Design and produce the program book with team.
• Maintain inventory of Banners for all departments and order more when needed.
• Hang / take down signage during convention setup and teardown.
• Work with/ create contracts for artists / designers to produce promotional materials for convention use.
• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the Themes Department’s items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.
• Partner with other departments to ensure success.

Reports to: Anime Detour Chair Team & ATC Board

Description: As a Treasurer of Anime Detour, you will provide advice regarding potential opportunities, risks and tax implications of future financial plans in addition to helping with and monitoring budgets.

Responsibilities:

• Communicate with the rest of the Chair Team and the convention departments in a timely manner, primarily through (but not limited to) email.
• Oversee the finances of various departments.
• Maintain and update multiple spreadsheets accordingly.
• Work with the rest of the Chair Team, the convention departments, and their staff to distribute reimbursements as needed.
• Make sure all receipts are accounted for and filed away correctly.
• Ensures organization complies with all regulatory requirements, reporting obligations, account record maintenance, and filing requirements.
• Work with the rest of the Chair Team and the convention departments to resolve the annual budget for the convention.
• Prepare financial reports for the ATC Board meetings. Deadline for this is before the monthly meeting.
• Monitoring bank account daily for activity.
• During Anime Detour: Making sure all registers that accept cash have acceptable enough change to continue sales.
• During Anime Detour: Making sure all guests have their checks if they did not meet their guarantee. The ability to write checks on the spot as needed as well.
• During Anime Detour: Preparing cash/checks for guests/sponsors/etc. before the convention starts.

Description coming soon.

Reports to: Anime Detour Chair Team

Description: As the head of the Video Gaming Department, you will be in charge of coordinating with our 3rd party vendors,
maintaining convention gaming equipment, and running the video gaming room during the convention.

Responsibilities:

• Communicate and coordinate with our 3rd party vendors.
• Maintain and set up convention owned gaming equipment.
• Run and coordinate staff for the video game room at the convention.
• Communicate with the executive team and other departments in a timely manner, primarily through email.
• Annually submit a budget.
• Annually prepare an inventory of the department items for insurance.
• Recruit staff members for the department and help improve their professional skills.
• Contribute ideas and solutions on how to improve the convention as a whole.

Reports to: Anime Detour Chair Team

Description: As the head of the Volunteer Consuite Department, you will be in charge of providing food for the Anime Detour staff and volunteers. You are expected to obtain food and drinks prior to the convention as well as supervise the distribution of the food and beverages during the convention.

Responsibilities:

• Communicate with the executive team and other departments in a timely manner.
• Annually submit a budget.
• Annually prepare an inventory of the Volunteer Consuite Department’s items for insurance.
• Oversee the performance of the Volunteer Consuite Department staff during the convention cycle.
• Communicate with other departments to determine food allergies, department needs, etc. prior to the convention and prior to purchasing items.
• Collaborate with the hotel chef to ensure food safety as well as food options for attendees provided by the hotel.
• Obtain food and beverages for staff and volunteers prior to the start of the convention.
• At the convention, supervise and run the onsite Volunteer Consuite room, which provides food and beverages to the staff and volunteers.
• Help with preparation of food for Volunteer Consuite.
• Oversee distribution of food and beverages to departments onsite prior to the opening of the convention.
• Oversee Mobile Consuite, which goes to departments and provides food and beverages to staff that are currently on shift and are unable to go to the Volunteer Consuite room.
• Contribute ideas and solutions on how to improve the convention.

Reports to: Anime Detour Chair Team

Description: As head of the Volunteers department you are responsible for all outgoing department communications and are responsible for making sure that you and your sub-heads (if any) follow the department’s flexible timeline in regards to preparing for the next convention.

Responsibilities:

• Communicate with the executive team and other departments in a timely manner.
• Annually submit a budget request.
• Annually prepare current inventory of the Volunteer Department’s items for insurance.
• Annually review inventory, and budget for new prize supplies as needed.
• Be available at the convention Thursday afternoon to Sunday evening for any department issues that may arise.
• Oversee the performance of the Volunteer Department staff during the convention cycle.
• Coordinate with Themes for any relevant artwork needed for the convention cycle.
• Coordinate with all Department Heads and verify if they will be requesting at-con Volunteer support.
• Oversee the setup and teardown of the Volunteers Room before the convention opens and after the convention closes, respectively.
• Block out the Volunteer Sign-up sheet to reflect each department’s needs.
• Schedule your staff’s work shifts to cover the Volunteers Room needs during the convention.