Join the World Cup VII Staff
The IQA is excited to accept applications for the ...
Hey y'all!
We're beginning hiring additional staff for World Cup VII, which will be taking place in spring 2014. If you are passionate about tournament planning, enthusiastic about quidditch, and dedicated to creating a high quality event, I would strongly encourage you to apply for one of the staff positions listed below! Please feel free to reach out to me with any feedback between now and the event, and I look forward to seeing you all at the event, whether as a staff member, a player, a general volunteer, or as a spectator. I'm extremely excited to work with a great staff to help make this the best World Cup yet.
Best,
Sarah
Staff Expectations
- WCVII staff members will not be able to hold more than one position on the event staff. If any current IQA staff members are interested in applying, they must get approval from their manager or director before applying in order to hold the event staff position in addition to their normal staff position.
- The Gameplay Department and Marketing Departments will be run by their respective IQA departments and many roles will be filled by existing staff members, with additional staff hired as needed.
- Manager-level positions should expect a regular workload of 10-15 hours per week and coordinator-level positions should expect a regular workload 5-10 hours per week. All staffers should be aware that as the tournament approaches, the workload and expected hours may increase.
- All manager-level positions are mandatory non-player positions. It is expected that most coordinator-level positions will be non-player positions as well due to the amount of responsible and workload on-site at the event. If an applicant is interested in a position and is intending on playing at WCVII if their team qualifies, they should indicate that in their cover letter; this will not automatically disqualify an applicant from a position, but is subject to further discussion in an interview about the on-site demands of the specific position.
- WCVII staff members will be expected to regularly attend staff meetings (generally held via Skype), respond to emails in a timely fashion, and fulfill all responsibilities of their position. Further information about staff expectations will be communicated in interviews and information provided upon hiring.
- Applications should be sent to humanresources@internationalquidditch.org and must include a resume and cover letter. The cover letter must include a description of previous tournament or event planning experience, if applicable.
- If an applicant is interested in more than one position, they may submit one application for multiple positions, as long as it is clearly stated in the cover letter what they are applying for, as well as extra information about relevant skills and experience to any additional positions as well.
- The application deadline for all executive staff positions (managers and the Assistant Tournament Director) is July 23.
- The application deadline for all non-executive staff positions (coordinators and assistants) is August 13.
Open Positions
Assistant Tournament Director
Financial Team
Financial Manager
Gameplay Department
Rankings Coordinator
Scheduling Coordinator
Hospitality Team
Hospitality Manager
Ceremonies & Afterparty Coordinator
Entertainment Coordinator
Guest Services Coordinator
Team Services Coordinator
Team Services Assistant
Tickets Coordinator
Logistics Team
Logistics Manager
Equipment Coordinator
Permits & Safety Coordinator
Technology & Construction Coordinator
Vendor Coordinator
Marketing Department
Branding Assistant
Website Coordinator
Volunteers Team
Volunteers Manager
Announcer Coordinator
Field Staff Coordinator
Volunteer Recruitment Coordinator
Volunteer Scheduling Coordinator
Volunteer Training Coordinator
Assistant Tournament Director
- Attend all WC Executive Staff meetings, responsible for leading meetings if the TD is unable to attend, and ensuring the meeting notes are recorded and sent out in a timely manner.
- Serve in a Chief-of-Staff role for the event to help coordinate and manage all WC staffers, working in conjunction with the volunteers manager as needed to assist with volunteer management.
- Work with executive staff to ensure that all WC staff members are on task, meeting deadlines, and behaving in a professional manner.
- In conjunction with the TD, follow through with any disciplinary action necessary for WC staff misconduct.
- Ensure staff compliance with communication methods, including email correspondence, use of the Zoho project management software, and attendance at meetings.
- Meet with members of executive staff as needed to ensure that all coordinators are doing their jobs effectively and professionally.
- Work with the financial manager to ensure proper planning of the budget and ensure that the event is financially successful.
- Attend monthly one-on-one meeting with the Tournament Director to assess progress on all tasks and responsibilities.
- Serve as primary contact for All About Group Travel, coordinating accommodation and transportation for staff and volunteers.
- Serve as a general assistant for the event, helping other staffers as needed on short-term high-intensity projects (such as contacting all teams) that may be time-sensitive.
- Assist the Tournament Director with any additional tasks as requested, including but not limited to: sending all-staff emails with general updates, coordinating monthly all-staff meetings, holding one-on-one meetings with staffers as needed, and ensuring that all necessary tasks and projects related to running a successful tournament are being followed.
- Report directly to the Tournament Director.
Financial Team Financial Manager
- Attend all WC Executive Staff meetings.
- Create a financial plan to make WCVII a profitable event and coordinate all aspects related to the budget.
- Work with all executive staff (TD, ATD, other managers) to create and maintain a full and comprehensive event budget, including projected costs and revenue.
- Write and send checks to all contractors as needed, and be responsible for making payments on all aspects of the event as needed.
- Ensure that all third parties generating revenue for the event (including vendors, other external partners, teams, and players) are paying on time.
- Work with the Tickets Coordinator to accurately track all sales of tickets to spectators and players, to compile an ongoing sales report.
- Work with the Marketing Director to track expected profits and costs from merchandise sales.
- Work with the Referee Coordinator to ensure that all referees working at the event are paid the proper fees in a timely fashion following the completion of gameplay at WCVII.
- Work with the Logistics Team to develop and execute a plan to safely and securely transport, store, and deposit all cash during the WCVII event.
- Work with the Marketing Department and Logistics Team to enable and manage credit card transactions as needed throughout all aspects of the event.
- Complete P&L reports (income statements) for tax purposes after the event is over, in conjunction with other executive staff.
- Hire additional Financial Team staff as needed, after discussion with the TD.
- Inform Volunteers Team of any additional on-site volunteers needed for the Financial Team.
- Attend monthly one-on-one meeting with the Tournament Director to assess progress on all tasks and responsibilities.
- Report directly to the Tournament Director.
Gameplay Department The IQA gameplay department is responsible for staffing and hiring as needed for WC, as well as being directly responsible for all WC gameplay needs. The gameplay department will keep the WC staff updated throughout the planning process of decisions, relevant projects, and additional needs, through weekly meetings and daily emails. Additional staff will be hired for the department for WC tasks as necessary. Rankings Coordinator
- Ensure that the Gameplay Manager has accurate information on all decisions and projects to present to WC Executive Staff.
- Work with the IQA General Gameplay Team to ensure that all plans for the tournament's rankings and brackets are consistent with decisions related to tournament gameplay.
- Work with with IQA General Gameplay Team to develop and implement a procedure to track scores and calculate rankings.
- Ensure that scores are quickly and reliably given to the IQA Marketing Department for publishing on social media and in editorial resources.
- Work with the Logistics Team to have a visible public scoreboard and rankings board that are frequently updated throughout the weekend.
- Ensure that rankings are accurate after pool play to confirm which teams move on to bracket play, checking for accuracy.
- Work with the Hospitality Team and IQA Marketing Department to ensure that teams are informed accurately and without delay about which teams advance to bracket play.
- Report directly to the IQA Gameplay Director.
- Ensure that the Gameplay Manager has accurate information on all decisions and projects to present to WC Executive Staff.
- Collaborate with all staffers to create an overall event schedule, working with the Tournament Director to ensure that the schedule encompasses all event needs. This schedule should include blocks of time for set-up, check-in, games, entertainment, and incorporate accurate venue hours.
- Change overall event schedule as needed to ensure that the schedules for all staffers are consistent with the master event schedule.
- Work with the IQA General Gameplay Team to determine proper time to be allotted for each match in the game schedule.
- Create a detailed games schedule that does not give specific disadvantages or advantages to any particular teams, and is as fair as possible to all teams.
- Work with the entire Gameplay Team and Volunteers Team to ensure that games are running on time at the event.
- Work with the Referee Coordinator, Snitch Coordinator, and Volunteers Team to ensure that all necessary field staff volunteer schedules are created in coordination with the games schedule.
- Communicate any changes or possible delays to the Tournament Director as soon as they are known.
- Create multiple back-up plans for possible delays or problems, including a scheduling plan for inclement weather that follows the facility's policies.
- Assist the Rankings Coordinator with bracket schedules and rankings as needed.
- Report directly to the IQA Gameplay Director.
Hospitality Team Hospitality Manager
- Attend all WC Executive Staff meetings.
- Attend monthly one-on-one meeting with the Tournament Director to assess progress on all tasks and responsibilities.
- Manage all staff members within the Hospitality Team to ensure that all staffers have projects and tasks to complete, are meeting deadlines, and are following all expectations and policies.
- Responsible for overseeing all aspects of the event related to hospitality, including, but not necessarily limited to, ceremonies, entertainment, guest services, kidditch, team services, and tickets.
- Coordinate communication between Hospitality staff and other WCVII staff teams, as well as between Hospitality staff and third-party organizations and groups.
- Ensure that all necessary projects related to Hospitality are completed in a timely fashion.
- Inform Volunteers Team of any additional on-site volunteers needed for the Hospitality Team.
- Report directly to the Tournament Director.
- Oversee all activities related to the opening and closing ceremonies.
- Ensure that ceremonies are running according to schedule and not delaying gameplay in any way.
- Present clear plan for opening and closing ceremonies to be approved by WC Executive Staff.
- Work with the Scheduling Coordinator (Gameplay Department) to ensure that time set aside for ceremonies is sufficient and won't interfere with other scheduled activities.
- Vet all speeches and aspects of the ceremonies to ensure the highest possible quality.
- Work with the Hospitality Team to determine which awards will be given, including but not necessarily limited to first place, second place, and sportsmanship.
- Secure trophies for the awards ceremony in the closing ceremony and facilitate their commision and construction.
- Create plans for an afterparty for the event, including general goals and structure.
- Coordinate all logistics for afterparty, including facility, technology, food, and any other applicable details.
- Work with the Tickets Coordinator to sell tickets for the afterparty, if applicable.
- Report directly to the Hospitality Manager.
- Responsible for planning and hiring of all entertainment acts.
- Work with Scheduling Coordinator (in the Gameplay Department) to determine space in schedule for entertainment.
- Work with Financial Manager to determine budget for entertainment acts.
- Coordinate necessary logistical plans for entertainment acts, including transportation and accommodations as applicable.
- Oversee and care for all entertainment acts during the event.
- Work with the Logistics Team to secure any equipment, such as sound equipment, a stage, or any other facilities needs.
- Report directly to the Hospitality Manager.
- Answer questions that guests have about the event before, during, and after the event, forwarding more complex questions to the appropriate staffers as needed.
- Coordinate field hospitality volunteers on site to ensure that all guest needs at all pitches are maintained throughout the day and safety measures for spectators are followed across all pitches.
- Work with Logistics Team to ensure that chairs are properly set-up and maintained around all pitches throughout the event.
- Work with Announcer Coordinator and other Volunteers Team staffers to ensure that events on the field are clearly communicated to the audience.
- Ensure that reserved seats as promised to VIPs are used appropriately.
- Serve as the VIP coordinator for the event, working to create and implement the VIP package, and serving as the primary contact for a third-party VIP organization as applicable.
- Confirm that all communication with VIP guests or guests interested in the VIP package is correct before and during the event.
- Work with the Tickets Coordinator to confirm that ticket packages correspond to what is offered to guests.
- Work with the Tickets Coordinator to ensure that all guests are being properly welcomed at the box office.
- Address any guest complaints or concerns promptly and professionally, noting the concerns and immediately contacting the Hospitality Manager or Tournament Director if warranted by the situation.
- Compile a report after the event detailing common concerns from guests.
- Report directly to the Hospitality Manager.
- Coordinate all needs related to teams, including but not limited to: communication, registration, transportation, accommodation, and welfare.
- Delegate tasks to Team Services Assistant frequently and efficiently.
- Keep in constant email contact with team captains to disseminate important information from WC Executive Staff.
- Create the welcome information packets for teams.
- Make sure teams have all information that they need in order to travel to the event and be taken care of at the event.
- Work with all Executive Staff to determine the registration process and timeline.
- Work with the Financial Manager to track team payments and fees.
- Create clear and efficient check-in procedures for all teams, with as many teams as possible checking in before day one of the tournament.
- Serve as secondary contact for All About Group Travel, coordinating accommodation and transportation for teams. Work with primary AAGT contact, Assistant Tournament Director, as needed.
- Ensure that all teams have clear information on plans for transportation to/from the airport and to/from the event site, as well as information on hotel rooms and accommodations.
- Coordinate on-site transportation schedule for teams.
- Report directly to the Hospitality Manager.
- Work with the Team Services Coordinator to coordinate all needs related to teams, including but not limited to: communication, registration, transportation, accommodation, and welfare.
- Assist with any tasks as assigned, with frequent delegation of tasks from the Team Services Coordinator.
- Maintain a comprehensive database of teams that have qualified for WCVII to track where they are in the registration process.
- Work with the Website Coordinator to ensure that website has as much up-to-date information for teams as possible.
- Report directly to the Team Services Coordinator.
- Work with IQA Marketing Department to promote tickets and encourage sales.
- Work with Financial Team to establish clear sales expectations from ticket sales and ensure numbers used in the budget are accurate.
- Create a comprehensive plan to increase ticket sales and help promote the event.
- Coordinate ticket sales online leading up to the event through promotion and logistical support.
- Liaison with all third party ticket organizers as needed.
- Ensure that all communication with guests about tickets is correct before and during the event.
- Work with the Guest Services Coordinator to ensure that communication to guests is consistent and correct.
- Organize all aspects of the entrance experience for all guests.
- Coordinate ticket sales on-site through the box office.
- Determine a plan for tracking guests who have purchased tickets, via wristbands or lanyards as appropriate.
- Work with the Guest Services Coordinator to follow-through with information promoted in the VIP package.
- Work with the Team Services Coordinator to ensure that tickets for players and team staff members run smoothly and to coordinate on-site welcoming of all teams.
- Report directly to the Hospitality Manager.
Logistics Team Logistics Manager
- Attend all WC Executive Staff meetings.
- Attend monthly one-on-one meeting with the Tournament Director to assess progress on all tasks and responsibilities.
- Manage all staff members within the Logistics Team to ensure that all staffers have projects and tasks to complete, are meeting deadlines, and are following all expectations and policies.
- Serve as main point of contact for facilities managers.
- Work with the Financial Manager to develop and manage a budget for the Logistics Team.
- Supervise permitting, site layout planning, equipment purchase and construction, security plans, medical needs, technological needs, vendors, and more.
- Plan and supervise all load-in, pre-event clean-up, equipment and site maintenance during the event, and load-out and clean-up after the event at the site.
- Inform Volunteers Team of any additional on-site volunteers needed for the Logistics Team.
- Report directly to the Tournament Director.
- Secure all gameplay equipment, by purchasing or working with the construction coordinator to build equipment as needed. The gameplay department will make all decisions on which specific gameplay equipment will be used.
- Coordinate all equipment rental, purchase, and general acquisition and maintenance for the event.
- Work with the Technology & Construction Coordinator to plan any related technological needs and necessary equipment construction, including working to buy, ship, and build any materials needed for constructed objects.
- Work with the Financial Team to establish an equipment budget.
- Work with all staffers to create an overall complete equipment list for all aspects of the event, including but not limited to: all gameplay equipment (hoops, brooms, balls, pinnies, ball pumps, etc), tents, tables, chairs, administrative materials (whiteboards, HQ supplies, etc), water coolers, and more.
- Arrange all shipping of equipment as well as necessary.
- Create a schedule and plan for load-in and load-out of equipment on site.
- Determine appropriate storage of equipment as needed.
- Work with local contacts and research local companies for equipment rental and/or purchase.
- Coordinate with field staff throughout the event to ensure a quick and efficient replacement of any broken equipment.
- Report directly to the Logistics Manager.
- Work with local contacts, including site facility managers, to determine all permits that will be required for the event.
- Work with WC Executive Staff as needed to apply for and secure any and all necessary permits related to the event, including but not limited to: crowd size, structures, food, liquor, merchandise sales, amplified sound, and fire safety (including electricity and fuel). Responsible for organizing and filing all permits and waivers at the event site.
- Work with the Financial Team to develop a budget for any permits as needed.
- Serve as the primary contact for all medical staff, including EMTs, Athletic Trainers, and any other related staff or volunteers.
- Secure medical staff (EMTs, athletic trainers) for duration of event.
- Educate medical staff on common injuries related to quidditch so they will be prepared before the event begins.
- Create plans for staffing, facilities, and other needs related to the medical staff.
- Work with the Team Services Coordinator in the Hospitality Team to create clear communication to teams about all medical tasks, including medical waivers and concussion baseline tests that players need to take, as well as a plan for collection and verification of paperwork during check-in.
- Work with the Financial Team to develop and manage a budget for medical staff.
- Work with the Equipment Coordinator to secure any necessary equipment for medical staff, including but not limited to: tents, tables, chairs, ice, coolers, and more.
- Work with the Financial Team to develop and execute a plan to safely and securely transport, store, and deposit all cash during the WCVII event.
- Coordinate the scheduling and training of security staff, working with external groups as needed to secure security staff as applicable.
- Work with IQA Membership Department to coordinate insurance coverage for the event.
- Create any necessary medical and security reports before, during, and after the event.
- Report directly to the Logistics Manager.
- Work with the Financial Team and the Marketing Department to enable and manage credit card transactions as needed throughout all aspects of the event.
- Work with the Financial Team to establish a budget for any technology and construction needs.
- Ensure that the technological needs of the event can be satisfied, including available technology, electricity sources, lighting, and more.
- Work with the Equipment Coordinator to secure sufficient A/V systems as needed throughout the event site.
- Create back-up plans for any technological issues during the event.
- Coordinate any plans for livestream with the Marketing Department.
- Ensure internet access at the site for staffers to use as available.
- Test all technology on-site to ensure proper functionality.
- Work with the Equipment Coordinator to create a complete list and plan for any equipment that will need to be constructed for the event.
- Work with the Equipment Coordinator to plan all fuel needs, including storage, generator refueling, golf cart fueling (if applicable), security of fuel storage, etc.
- Establish a plan for the use and availability of two-way radios (walkie-talkies).
- Work with the Tournament Director and Assistant Tournament Director to establish other technological communication plans for WC staff on-site.
- Create a comprehensive on-site set-up schedule for all equipment construction and set-up before the event begins, including what equipment will be set up at which locations on site, what will be necessary to set up each piece of equipment, how many volunteers will be needed for each task, and more.
- Create a tear-down plan and schedule for all equipment and materials on-site after the event.
- Report directly to the Logistics Manager.
- Work with outside organizations as suggested by local contacts, including any specific vendors partnered with the host facility.
- Ensure that all vendors are selected in advance of the event.
- Work with the Permits & Safety Coordinator to ensure that all necessary vendor permits are secured.
- Develop a comprehensive selection of vendors, including healthy food options for athletes.
- Work with the Financial Team to ensure that vendors are properly accounted for in the budget.
- Collaborate with the Executive Staff to negotiate any vendor contracts as needed.
- Serve as the primary contact for vendors.
- Work with the IQA Marketing Director (the primary contact for merchandise vendor, BreakLeft) to coordinate merchandise needs.
- Report directly to the Logistics Manager.
Marketing Department The IQA marketing department is responsible for staffing and hiring as needed for WC, as well as being directly responsible for all WC marketing needs. The marketing department will keep the WC staff updated throughout the planning process of decisions, relevant projects, and additional needs, through weekly meetings and daily emails. Additional staff will be hired for the department for WC tasks as necessary. Branding Assistant
- Work with the Branding Coordinator to coordinate all projects and tasks related to event branding needs.
- Assist with any tasks as assigned, with frequent delegation of tasks from the Branding Coordinator.
- Help to create a consistent brand and design for all materials.
- Ensure consistency in design and branding across all published materials, including fliers, information packets, signs, banners, badges, social media resources, and more.
- Report directly to the Branding Coordinator.
- Act as webmaster for event website, including developing and coding technical backend.
- Create a comprehensive sitemap and initial mockups with input and approval from WC Executive Staff.
- Determine and implement the visual site design in collaboration with the Branding Coordinator.
- Develop the website to be ready for public launch well in advance of the event.
- Update the website on a regular basis as requested and as more event information is released.
- Report directly to the IQA Marketing Director.
Volunteers Team Volunteers Manager
- Attend all WC Executive Staff meetings.
- Attend monthly one-on-one meeting with the Tournament Director to assess progress on all tasks and responsibilities.
- Manage all staff members within the Hospitality Team to ensure that all staffers have projects and tasks to complete, are meeting deadlines, and are following all expectations and policies.
- Responsible for overseeing all volunteer outreach, recruitment, training, transportation, accommodations and scheduling.
- Work with the Assistant Tournament Director to oversee WC staff as needed.
- Ensure that all staff members in the Volunteers Team are working together to share information and plans, and to assist each other as possible.
- Report directly to the Tournament Director.
- Develop a comprehensive plan for announcers, including recruitment, training, and on-site staffing.
- Work with the IQA Marketing Department to promote and publicize the announcer program, including in local sports commentary, radio, and improv fields.
- Work with the Team Services Coordinator in the Hospitality Team to communicate with teams and recruit announcers from attending teams.
- Develop and implement a screening and testing process for announcers, both locally and long-distance.
- Create opportunities for advance training of announcers and implement on-site announcer training.
- Ensure that all announcers receive proper training, including the most up-to-date version of the rules, the announcer handbook, and any other necessary information.
- Create the announcer schedule.
- Develop a complaints process for announcers to deal with situations as soon as they arise.
- Report directly to the Volunteers Manager.
- Responsible for ensuring that everything runs smoothly across all fields with volunteers and staff, coordinating the field directors to ensure all fields have necessary equipment and volunteers.
- Work with the Referee Coordinator and Snitch Coordinator in the Gameplay Department to ensure that all fields are fully staffed in a timely manner before each game.
- Manage all field volunteers not directly managed by the Gameplay Department to ensure maximum efficiency and safety.
- Recruit and train all field directors, including creating a field director manual with any information they may need about the event.
- Coordinate on-site training of field staff as needed.
- Directly supervises field directors.
- Work with the Logistics Team to ensure that all fields are fully equipped, including with all tents, tables, chairs, gameplay equipment, back-ups, scoreboards, and are replenished with water.
- Report directly to the Volunteers Manager.
- Work to recruit sufficient volunteers for the event.
- Collaborate with the Marketing Department to publicize volunteer opportunities.
- Schedule interviews with applicants as necessary, in conjunction with the staff member requesting the volunteers.
- Work with the Team Services Coordinator to recruit volunteers from teams as available.
- Create a comprehensive volunteer database with all necessary information from volunteers, including but not necessarily limited to their interests at the event, their transportation plans, their team affiliation, contact information (phone number, email address, etc), and personal information (t-shirt size, etc).
- Follow up with volunteers to ensure that they will attend the event.
- Assist in developing benefits and camaraderie for all volunteers at the event.
- Report directly to the Volunteers Manager.
- Communicate frequently with each member of the Executive Staff to ensure that all volunteer needs are clearly communicated.
- Create a volunteer schedule for all event volunteers.
- Develop back-up plans and schedules to be able to adjust if volunteers do not show up at their assigned times.
- Work with other staff members in the Volunteers Team to create a comprehensive check-in schedule for all volunteers.
- Ensure that volunteer schedules do not conflict with schedules of any volunteers who are also playing, general availability, or spectators who are interested in seeing particular games.
- Report directly to the Volunteers Manager.
- Work with the Team Services Coordinator to create training sessions and materials for teams as needed.
- Create webinars to train volunteers and disseminate information as necessary, working with existing webinar volunteer as needed, with more advanced communication and planning.
- Develop training materials for all volunteers.
- Collaborate with staff members to create position-specific resources for each volunteer position with information that they will need for their specific duties.
- Create online training sessions and materials for volunteers.
- Report directly to the Volunteers Manager.
Note: Additional staff members may be hired later as needed for WCVII. Please contact the Tournament Director, Sarah Woolsey, with any questions at sarah.woolsey@internationalquidditch.org.
