Event Onboard & Offboard Process

Each Catering Crew Member is fully onboarded and offboarded for each event. They must complete all trainings, even if they have worked a prior event.This article assumes that you are working with people who have already completed the application and approval process, and are already added to our Catering Team list. If you do not have anyone on the Catering Team list who is local to the event, or that has expressed interest, please review the Catering Team Hiring Process article. Add the Event Prepare the Crew List Select Candidates Formally Offer Roles (including to backups of each role in case of emergency.) Obtain written commitment from each person. Activate Training Email Flow This triggers a series of bite-sizes trainings to be sent in the weeks before the convention. Step 1: Grant permissions+account setup so they can access training and resources Add the Event to the Event List Add an Event here. This will generate the gig + public RSVP webpage. Complete the form as fully as possible. Fields with 🔪 are Team Fields - These are fields that will display to team members only. All other fields are PUBLIC. Prepare the Crew List Select Candidates Reviewing the "Roster" tab in the Catering Crew Personnel Roster. Add a checkmark to the folks you intend to invite to this gig, this adds them to the "Crew List" tab. Use the Crew List to invite folks, secure their commitment and role. Select two for each, a primary and a backup. Duplicate the tab and name it "{Event} Crew List", copy and paste the name/email/phone values to lock in the selections so they do not change if another team needs to be created. All Catering Crew positions should be filled 4 weeks before the convention. Formally Offer Roles YOU MUST OBTAIN CLEAR, DIRECT WRITTEN CONFIRMATION OF COMMITMENT BEFORE CONSIDERING SOMEONE TO BE PART OF THE CREW. 🟥 Event Lead (Responsible for All) Primary Offer Template Backup Offer Template Hey {{name}}! I'd like to officially offer you the Event Lead Role for the {{{event name}} event.This role's responsiblities are: Overseeing and reporting on team operations before, during and after the event. Assist Crew Members to improve their performance in their assigned roles Ensure Adherance to Schedules Participate in Event Sales Time commitment required will be: 6-8 Hours of pre-event preparation 8-10 hours daily each sales day Please provide any unavailable times 14 days in advance of the event so that we can accomodate it in the schedule. Must be available all 5 days. Compensation for this role is: Total Compensation is $650 for five days We will reimburse all reasonable event-related expenses, including your event badge and travel costs (e.g., flights, accommodation, ground transportation), upon submission of receipts. After deducting your verified expenses, the remaining amount will be paid to you as a stipend for your time and effort. For example, if your event badge costs $60 and your travel expenses total $200, we will reimburse you $260 for these expenses. The remaining $390 ($650 - $260) will be paid to you as additional compensation. As always, this is offered as a gig position, and the work will be considered done when the event is over. This role is not automatically granted for other events, and you'll be given the opportunity to apply for future events separately. If you accept, please note that your commitment is crucial. Please only commit if you are certain that you can address any potential scheduling conflicts in advance (i.e. Other job scheduling, appointments, etc.) Feel free to let me know if you have any questions! If you accept, simply write back and include the words "I accept the offered role of Event Lead for {{event name}}! Hey {{name}}! I'm writing to ask about your interest in being our emergency backup for the Event Lead Role for the {{event name}} event. This works best if you either already planned to go to the event anyway, or if you are able to get to the event quickly if called upon, as late as during the event.This role's responsiblities are: Be ready to get to the event and step into this role within 6 business hours of being called in. (Best for those who are local and within driving distance.) Overseeing and reporting on team operations before, during and after the event. Assist Crew Members to improve their performance in their assigned roles Ensure Adherance to Schedules Participate in Event Sales Time commitment required will be: Ability to be called upon as late as during the event Up to 6-8 Hours of pre-event preparation before the con Up to 8-10 hours daily each sales day Please provide any unavailable times 14 days in advance of the event so that we can accomodate it in the schedule. Compensation for this role is: If you are called to take over this role, total Compensation is $130 per day you cover this role. We will reimburse all reasonable event-related expenses, including your event badge and travel costs (e.g., flights, accommodation, ground transportation), upon submission of receipts. After deducting your verified expenses, the remaining amount will be paid to you as a stipend for your time and effort. As always, this is offered as a gig position, and the work will be considered done when the event is over. This role is not automatically granted for other events, and you'll be given the opportunity to apply for future events separately. If you accept, please note that your commitment is crucial. Please only commit if you are certain that you can address any potential scheduling conflicts in advance (i.e. Other job scheduling, appointments, etc.) Feel free to let me know if you have any questions! If you accept, simply write back and include the words "I accept the offered role of Event Lead for {{event name}}! Activate Training Emails (Update the Team Member's Sushi Tomodachi Profile) Locate the SushiTomodachi.co profile of the Team Member you're assigning to this event and expand their list of metafields. Locate the following metafields: Team: Next Con Write the full event name here, as this will autopopulate the training emails the Crew Member will recieve. Team: Next Con Start Date Enter the start date of the convention This is the first day the convention is open to the public. This is usually Friday, but may vary depending on the convention. (article still in progress)

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Event Onboard & Offboard Process

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