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Staff Guidelines

  1. Benefits:
    1. Although all staff positions are unpaid, there are a number of benefits to being a member of the IKKiCON 2011 staff
      1. Access to the IKKiCON staff forums with a staff icon.
      2. Free membership (for yourself) to attend IKKiCON 2011
      3. One free IKKiCON 2011 Staff T-shirt (additional staff T-shirts may be purchased at-cost) All staff members must request specific size pre-convention. Default t-shirt size is size large.
      4. Free hotel stay in a room shared with other staff members from Thursday night through Sunday morning (with a room until Monday if required and requested in advance.)
      5. Access to Con Suite for food and relaxation.
      6. Two meals on Friday and Saturday from Con Suite, one meal on Sunday from Con Suite.
      7. Access to the “Dead Dog Party” after the convention is over.
      8. The joy of knowing that without such a dedicated and hard-working staff, IKKiCON would not be possible.
  2. Requirements:
    1. Qualifications:
      1. Staff members must be at least 18 years of age as of their date of application.
      2. Staff members must be able to commit to the time and hard work their position requires, as well as be a team player. (Running a convention is a lot of hard work, but it pays off!)
      3. Staff members must be able to attend IKKiCON 2011 from the late afternoon/early evening of Thursday, December 30th, 2010 through the evening of Sunday, January 2nd, 2011.
    2. Participation:
      1. Staff members must notify their Supervisor, as well as the Chairman (if the Chairman is not their Supervisor) whenever there are changes to contact information. (i.e. phone number, email address or primary chat nick)
      2. Staff members must respond to e-mails in a timely manner. As the convention nears, responses may be required daily.
      3. Staff members must read the IKKiCON 2011 Staff Forum and the forum of their division at least once a week to keep up on current convention planning activities.
      4. Staff members give permission for IKKiCON to use their likeness for staff-only identification and descriptions. All staff members must submit an identification photo two months prior to the convention to be used for their staff badge.
      5. Staff members must be able to attend all meetings and/or training sessions that are required for their position, unless they contact their supervisor with a valid excuse (illness, school or work commitments, etc.)
      6. All staff members must make an attempt to attend as many non-mandatory meetings as possible. (Video chat clients are an acceptable for of “attending” meeting.)
      7. All staff members are required to help with the pre-convention set-up for their departments, as well as the post-con pack-up on Sunday evening and/or Monday morning, unless they are pre-approved to leave early by their supervisor.
    3. Acceptable Behavior:
      1. Staff members must add their real name (or acceptable nickname) and the name of their staff position to their signature on the IKKiCON forums. Staff member must get permission to use a nickname from their Supervisor. Nicknames must be deemed appropriate and not offensive.
      2. Staff members are to conduct themselves in a professional manner when being viewed as a representative of IKKiCON prior to, during, or after the convention. This includes, but is not limited to, working booths at convention, forum posts, chat rooms and all meetings. Staff members must accept the responsibility that even if they are not acting in an official capacity for IKKiCON, they may be perceived as a representative.
      3. Staff badges must display the staff member’s real name (or acceptable nickname) and job title. Staff badges must be worn at all times when working convention.
      4. Staff members who abuse the authority of their badge will be reprimanded as per the Disciplinary Code outlined below.
      5. Staff members may reap the benefits of their badges when they are off-duty, but they must remember that their staff duties will always take precedence over attending non-work related events.
      6. Staff rooms are for staff members only. Non-staff members are not allowed to be brought into staff rooms.
      7. Alcohol and illegal substances are not permitted in staff hotel rooms or the staff suite. Any staff member found with illegal substances will be prosecuted to the fullest extent of the law.
      8. Staff rooms may not be used for parties, except for the post-convention “Dead Dog Party”.
    4. Dress Code:
      1. Staff members will not be allowed to cosplay while on duty unless otherwise pre-approved by Chairman.
      2. When off duty, staff members are free to dress according to the dress code guidelines of all IKKiCON attendees.
      3. Staff members will be provided with one IKKiCON 2011 staff t-shirt that must be worn during opening or closing ceremonies. If additional staff shirts are needed, they will be sold at-cost to staff members only. All shirts must be ordered prior to the convention.
      4. Staff members who resign their positions cannot wear their IKKiCON staff shirts at future IKKiCON events.
    5. Reporting:
      1. Staff members must stay in touch with their supervisor in whatever manner works best for both parties.
      2. All staff must submit a bi-weekly report to their supervisor. In September 2010, this will become a weekly requirement. (Even if there is nothing new to report, please send these updates with “Nothing new to report” in the body of the email.)
      3. Any and all off-task work must be approved by supervisor and Chairman. (i.e. merchandise manager working on sound coordinating.)
    6. All staff members will receive a detailed list of job responsibilities prior to applying for and accepting staff position.
  3. Confidentiality:
    1. Privacy and Non-Disclosure
      1. Any and all information shared in emails, chats, staff meetings or staff forums should be considered private and confidential and not shared with anyone who is not a staff member until such time that the convention is ready to make a public announcement or statement. This includes, but is not limited to, guest announcements, event announcements, and details of IKKiCON’s convention planning process.
      2. IKKiCON must protect the personal information of its staff and attendees. Personal information will not be shared with third parties at any time.
  4. Disciplinary Action:
    1. In the event that a staff member has shown themselves to be incapable, unwilling or unqualified to perform their required duties, the following series of disciplinary actions may be enacted:
      1. First offense: Warning from direct supervisor.
      2. Second offense: Warning from Chairman, Vice Chairman, or Director.
      3. Third offense: Demotion with another staff member taking over the position
      4. Fourth offense: Removal from staff with loss of all staff benefits
    2. Depending on the severity of the offense, the Convention Chairman, Vice Chairman, or Division Head may choose to enact a more severe penalty for each offense.