Global Team – Structure and Roles

The Can’t Stop the Serenity Global Team help local organizers run successful fundraising events by coordinating and facilitating things at a global level. The team consists of volunteers who generously offer their time, skills and energy.

For information on the Global Steering Committee, click here.

For each annual Event Season, the roles are as follows:

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GLOBAL EVENT COORDINATOR
The Global Event Coordinator (GEC) directs the year’s events, and rallies a team of volunteers to successfully facilitate events across the globe. This position is also responsible for providing event management guidance and advice to local Browncoat groups to ensure the production of high quality and safe events. The role requires strong communication and planning skills, and would suit a well organized individual with a nurturing nature. The ability to work to a high level of efficiency in stressful periods is essential.

The GEC reports directly to the Global Steering Committee (GSC) and is responsible for coordinating the Global Team and:

  • Directing the year’s global efforts, maintaining the integrity and purpose of CSTS for the year
  • Building and supporting the Global Team
  • Supporting event organizers
  • Setting and managing key dates and deadlines
  • Overseeing website governance (see http://en.wikipedia.org/wiki/Website_governance)
  • Negotiating licensing costings for screening media (including Serenity and Dr Horrible’s Sing-along Blog) for all regions
  • Being the public face of CSTS for the year (including being a prominent promoter and communicator of CSTS)
  • Maintaining positive relationships with Equality Now, Universal, Mutant Enemy, sponsors, organizers, supporters and the general public
  • Providing an annual report for the GSC which includes financial reporting, highlights, challenges and recommendations
  • Ensuring complete handover of all roles by team members upon conclusion of their role/term.

While the GEC is responsible for all of the tasks listed above, you are encouraged to find Assistants to help spread the work load. Estimated Weekly Commitment: 15 hours at least for part of the year.

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COMMUNICATIONS TEAM
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COMMUNICATIONS DIRECTOR
The Communications Director is responsible for keeping everyone informed about CSTS, and making sure that information is communicated accurately and in a timely manner. The role requires strong communication skills as it encompasses communication between the Global Team and local organizing teams, and communication to the general public. It also requires some basic degree of skill in HTML and WordPress.

Reports directly to the Global Event Coordinator and is responsible for coordinating the Communications Team and:

  • Gathering event information for the website (including event dates for the calendar, local event website links, etc)
  • Updating the event calendar and participating cities sections of the CSTS website, and the Global Donation Tally
  • Creating and sending CSTS Organizers Update email bulletins (at least once every 2 weeks)
  • Creating and sending CSTS Broadwaves email bulletins (at least once every 2 weeks)
  • Fielding questions from local organizers and the public (via email, forum, comments, etc) and directing them to the appropriate team
  • Sending Certificates of Appreciation (in conjunction with the Art Director, Sponsorship Coordinator and Registrar)
  • Moderating the CSTS Forum.

While the Communications Director is responsible for all of the tasks listed above, you are encouraged to find Assistants to help spread the work load. Estimated Weekly Commitment: 5 hours. More during the “season”
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CORTEX COORDINATOR
The Cortex Coordinator manages the various communication outlets to spread news about CSTS. This role requires strong communication skills, familiarity with a range of social networking platforms and would suit a social media specialist. It requires some basic degree of skill in HTML and WordPress.

Reports to the Communications Director and is responsible for:

  • Composing and distributing press releases for the Global Event Coordinator
  • Managing the blog component of the CSTS website (ie. News feed)
  • Managing content on CSTS official accounts (including Twitter, Facebook, Myspace, YouTube, etc)
  • Sharing CSTS news to suitable public outlets (including Facebook, MySpace, Twitter, Flickr, YouTube, podcasts, forums, websites, newsletters, etc)
  • Distributing the Media Kit to media outlets with national/global reach
  • Maintaining database of press and media contacts
  • Assisting with CSTS Forum Moderation
  • Replying to user comments on the website.

While the Cortex Coordinator is responsible for all of the tasks listed above, you are encouraged to find Assistants to help spread the work load. Estimated Weekly Commitment: 5 hours but daily during the season.
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ART DIRECTOR
The Art Director is the creative genius of the team, and helps to promote CSTS. This role requires graphic design skills, a creative mind, and familiarity with promotional activities. Skills in audio promotion and video editing would be valuable, though these projects could be delegated to other skilled volunteers.

Reports to the Communications Director and is responsible for:

  • Coordinating the global art design contest [Nov/Dec]
  • Coordinating the creation of artwork files for global merchandise (including poster, t-shirt front/back, patches, buttons etc) [Jan/Feb]
  • Coordinating the creation of artwork files for the CSTS website and social media sites (including newsletter headers, icons etc) [Jan/Feb]
  • Working with the Sponsorship Coordinator to include sponsor details on global promotional materials [Feb]
  • Creating promotional resources including banners, buttons, promos (video/audio) etc as required
  • Uploading artwork files to the CSTS website, Toolbox and file server [Feb/Mar]
  • Coordinating the creation of the global intro video and production of DVDs for each city [Feb/Mar]
  • Creating Certificates of Appreciation for sponsors, organizers and other supporters (in conjunction with the Communications Director, Sponsorship Coordinator and Registrar)
  • Supporting local event organizing teams to meet their promotional needs.

While the Art Director is responsible for all of the tasks listed above, you are encouraged to find Assistants to help spread the work load. Estimated Weekly Commitment: 4 hours
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WEBMASTER
The Webmaster is the technical genius of the team, and helps to keep the online aspects of CSTS running smoothly. This role requires skills in web design, website administration, phpBB forum administration, and optionally payment-processing software. Familiarity with graphic design, audio promotion and video editing would also be valuable.

Reports to the Communication Director and is responsible for:

  • Content Management of the CSTS website, forum, email accounts, mailing lists and hosting, as well as all official global CSTS online presences, such as YouTube, Facebook, Yahoo Group and Twitter
  • Regulating and managing user access rights for the website, email, forum, and social networking tools/sites
  • Analyzing website traffic
  • Website design (including structure, appearance, website navigation, paid advertising placement etc)
  • Branding the website and social networking sites with the current year logos [Dec/Jan]
  • Training Global Team members who will be responsible for generating content for the website and updating pages
  • Supporting the Global Team in their duties:
    o The Communications Director to update the event calendar and participating cities sections of the CSTS website, and the Global Donation Tally
    o The Cortex Coordinator to update the blog component of the CSTS website (ie. News feed) and manage content on CSTS official accounts (including Twitter, Facebook, Myspace, YouTube, etc)
    o The Art Director to upload artwork, audio and video files
    o The Registrar to implement the online event registration system and provide organizer forum access
    o The Sponsorship Coordinator to update the sponsors page
    o The Merchandise Coordinator to set up an online ordering and payment system
  • Updating and creating web pages as required
  • Working with new event organizers and their mentors to assist/advise them in creating and maintaining local CSTS event websites
  • Providing technical support to the Global Steering Committee, Global Team and other users as required.

Estimated Weekly Commitment: 3 hours
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OPERATIONS TEAM
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OPERATIONS DIRECTOR
The Operations Director is the administrative backbone of the Operations Team, and is responsible for coordinating support services for locally organized events across the globe. The role encompasses communication between the Global Team and local organizing teams, sponsors and supported charities. This role would suit an individual with strong organizational, communication and facilitation skills. Experience in book keeping, fundraising and running events would be extremely valuable.

Reports directly to the Global Event Coordinator and is responsible for coordinating the Operations Team and:

  • Keeping up-to-date contact information on all volunteers on the CSTS Global Team
  • Overseeing the maintenance of the Event Spreadsheet created by the Registrar (which includes event dates, venues, links, organizer contact information, etc)
  • Handling accounts payable and receivable for Merchandise, including invoicing and receiving payments from local event teams and vendors
  • Handling accounts payable and receivable for Sponsorship, including invoicing and receiving payments from sponsors and local organizers (eg. shipping of Global Sponsor Prize Packs to local events)
  • Handling accounts payable and receivable for the Global Auction, including invoicing winning bidders, receiving payments, paying auction fees, and donating auction proceeds to Equality Now
  • Maintaining the account books for the CSTS Global Team
  • Identifying revenue streams to cover Global Team costs (such as internal shipping, thank you gifts etc), and setting these up.

While the Operations Director is responsible for all of the tasks listed above, you are encouraged to find Assistants to help spread the work load. Estimated Weekly Commitment: 5 hours
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REGISTRAR
The Registrar manages the registration process of local events to ensure that the Global Team has access to accurate information about events across the globe. The role encompasses communication between the Global Team and local organizing teams, and requires strong organizational skills and some basic degree of skill in HTML and WordPress.

Reports to the Operations Director and is responsible for:

  • Implementing the event registration system, including registration form creation (online registration in conjunction with the Webmaster and Communications Director) [Nov/Dec]
  • Approving event registration [Jan-July]
  • Tracking and maintaining event and contact information on the Event Spreadsheet (for use by the Communications Director and Donation Administrator)
  • Alerting the Global Team to newly registered events and updates
  • Creating threads for each registered and/or pre-registered city in the forum (in conjunction with event organizers)
  • Following up on Pre-Registrations towards full Registration [Jan-July]
  • Suggesting merging of nearby events, where appropriate
  • Referring access requests for the organizers forum for new organizers of local events to the Webmaster
  • Providing a list for organizer Certification of Appreciation recipients to the Communications Director
  • Assisting with moderating the CSTS Forum.

Estimated Weekly Commitment: 3 hours, daily during key registration periods.
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SPONSORSHIP COORDINATOR
The Sponsorship Coordinator works with existing and potential sponsors to support CSTS at a global and local level. NOTE: This is often handled by the Global Event Coordinator.
The role encompasses communication between the Global Team and sponsors, and supporting local event teams in developing skills around sponsorship. Prior experience in working with fandom related businesses, and some basic degree of skill in HTML and WordPress would be highly beneficial to this role. Applicants for this role must be based in the United States.

Reports to the Operations Director and is responsible for:

  • Identifying, contacting and securing global sponsors including:
    o Prize Pack Sponsors (providing prizes for all events)
    o Merchandise Partners (providing discounts for all events)
    o Auction Sponsors (providing unique items for global auction)
  • Identifying and securing advertisers who will pay for their advertisements to appear on the global website, and liaising with the Operations Director regarding payment
  • Setting receiving deadlines and liaising with sponsors donating goods to receive items by deadlines [Dec-Apr]
  • Updating the Global Sponsors page on the CSTS website [Dec-Apr]
  • Providing the final list of sponsors (and logos if required) to the Art Director for inclusion on t-shirts/posters etc [Feb]
  • Receiving goods from sponsors [Dec-Apr]
  • Collating and shipping Sponsor Prize Packs to organizers (upon confirmation from Operations Director that payment for shipping has been received) [May-Aug]
  • Coordinating the Global Auction on ebay (may be delegated to skilled volunteers)
  • Writing sample letters for local event organizers to utilize in pursuing local sponsorship and grants, and making them available in the organizer’s Toolbox [Dec/Jan]
  • Providing a list for sponsor Certification of Appreciation recipients to the Communications Director.

While the Sponsorship Coordinator is responsible for all of the tasks listed above, you are encouraged to find Assistants to help spread the work load. Estimated Weekly Commitment: 4 hours
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MERCHANDISE COORDINATOR
The Merchandise Coordinator supports the fundraising efforts of local events through the creation of CSTS souvenir merchandise. The role encompasses communication between the Global Team, vendors and local event teams. Prior experience in working with promotional merchandise and merchandise shipping would be highly beneficial. Applicants for this role must be based in the United States.

Reports to the Operations Director and is responsible for:

  • Identifying, contacting and securing suitable reliable vendors for production of global merchandise, including (but not limited to) t-shirts, posters and Organizer apparel (such as caps or t-shirts) [Nov/Dec]
  • Working with the Art Director to ensure that artwork is provided to vendors in appropriate formats [Feb]
  • Setting up an online ordering and payment system to enable placing of orders for global merchandise (in conjunction with the Operations Director and Webmaster). This should include an Organizer Only ordering system and a public ordering system, and include shipping charges [Jan/Feb]
  • Setting order deadlines for organizers and working with the Communications Director to ensure that this information is distributed to all organizers with sufficient lead time to enable them to set up local pre-ordering [Feb]
  • Receiving orders from organizers [Mar]
  • Working with Operations Director to ensure all Merchandise orders have been paid in full prior to submitting orders to vendors
  • Placing orders for merchandise with vendors (in conjunction with the Operations Director) [Mar]
  • Setting receiving deadlines and liaising with vendors to receive items by deadlines [Jan-Mar]
  • Receiving goods from vendors [Mar/Apr]
  • Collating and shipping Merchandise orders to organizers (upon confirmation from Operations Director that payment for shipping has been received) [Apr-Jul]
  • Identifying the need for additional production runs and ordering cycles if required to accommodate events in the later part of the event window.

While the Merchandise Coordinator is responsible for all of the tasks listed above, you are encouraged to find Assistants to help spread the work load. Estimated Weekly Commitment: 4 hours
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DONATION ADMINISTRATOR
The Donation Administrator monitors charitable donations from local events and global fundraising activities to ensure that the Global Team has access to accurate information about fundraising efforts. The role encompasses communication between the Global Team, local organizing teams, and supported charities and requires strong organizational skills.

Reports to the Operations Director and is responsible for:

  • Advising organizers on how to make their donations to Equality Now by providing this information to the Communications Director
  • Monitoring, tracking, confirming and reporting all donations to Equality Now and other charitable organizations, including (but not limited to):
    o Event donations
    o Global Auction
    o Partner donations (sponsors etc donating proceeds from sales)
  • Liaising with Equality Now and other charitable organizations to confirm donations have been received [July-Dec]
  • Liaising with Organizers to assist them with the donation process as required
  • Maintaining and finalizing the Global Donation Total [July-Dec]
  • Communicating confirmed event donations and Global Donation Total updates to the Communications Director and Webmaster [July-Dec].

Estimated Weekly Commitment: 3 hours

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OTHER GLOBAL ROLES
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SYSTEM ADMINISTRATOR
The System Administrator manages the back-end systems that hold the CSTS online presence together. The System Administrator sits under the Global Steering Committee and is an ongoing position. This role is separate to the Webmaster (who is part of the annual Global Team).

Reports to the Global Steering Committee and is responsible for:

  • Ensuring that the web servers, hardware and software are operating accurately. This roles requires experience and knowledge about hosting, domain registration, forum software (phpBB), website software (WordPress), email account management etc.
  • Technical administration and maintenance (including upgrades) of the CSTS website, forum, email accounts, mailing lists and hosting, as well as all official global CSTS online presences, such as YouTube, Facebook, Yahoo Group and Twitter. This area of responsibility is limited to just making sure they’re working as intended – this role is not expected to do any content managemen.t
  • Backing up all systems and maintaining the integrity of the CSTS website, email system, forum and files.
  • Working with the Global Steering Committee and Global Event Coordinator to undertake website governance (a long term goal).
  • Providing technical support to the Global Steering Committee, Global Team and other users as required as a back up to the Webmaster.

While the System Administrator is responsible for all of the tasks listed above, you are encouraged to find Assistants to help spread the work load. Estimated Weekly Commitment: 1 hour
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TERM DATES
The term of the 2017 Global Team is from December 2016 to December 2017.

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APPLICATION PROCESS
Global Event Coordinator
To be eligible for the Global Event Coordinator role, you must:

  • Have been a local organizer of a CSTS event for 1 year OR on a local CSTS event team for 1 year OR been on the Global Team for 1 year
  • Be located in the United States, or show proof of capability for being able to perform the role from outside the United States (as some tasks require making phone calls to the US, and receiving shipments)

To apply, you must submit a written statement detailing why you would like to be Global Event Coordinator via email to gsc@cantstoptheserenity.com. This statement should include:

  • Your thoughts on what aspects of the effort can be strengthened at the global level in order to make the local events themselves more successful without interfering with the local nature of those events
  • New ideas that could be introduced to continue to make CSTS a successful fundraising activity
  • Examples of organizing you have done as part of your involvement with CSTS
  • Examples of other organizing you have done outside of CSTS. This could include other Browncoat and/or charity events, community activities, professional experience etc
  • Whether you intend also to be a local event organizer. While this is not disallowed, to do both is very stressful and it is not advised.

You must also provide at least one letter of support (like a reference for a job application) with your application from either one of your team (if you are the event organizer), from your event organizer (if you are an event team member), or from a member of the global team (if you are a global team member). This letter should indicate why he or she feels you would make an excellent Global Event Coordinator.

Other Global Roles
To apply for a role on the Global Team or System Administrator, please submit a written statement via email to gsc@cantstoptheserenity.com detailing which role you are applying for and what you can bring to the team. This statement should also include your contact details (including screenname), whether you intend also to be a local event organizer and examples of your skills (the GEC application process may provide some guidance on what to include in your statement). You should also provide at least one letter of support (like a reference for a job application).