- – GAMES DEPARTMENT – - (Director: Allison Gillette)

Announcer Coordinator

• CAN’T BE A PLAYER
• Works with HR to promote the announcer program and recruits new announcers locally.
• Ensures that announcers receive proper information, including the most up-to-date version of the rules and the announcer handbook.
• Create proper opportunities well in advance of the event for announcers to practice, in real-life and digitally.

Snitch Coordinator

• CAN’T BE A PLAYER
• Recruits, schedules, trains, and manages snitches.
• Creates the tournament snitch schedule, working with the schedule coordinator.

Referee Coordinator

• CAN’T BE A PLAYER
• Recruits, schedules, trains, and manages referees.
• Works with IQA referee team to ensure that non-certified refs are being trained and certified in time for the event and sets up time for a refresher on-site.
• Creates the tournament referee schedule, working with the schedule coordinator.

Rankings & Brackets Coordinators (two people)

• CAN’T BE A PLAYER
• Ensures the structure of the tournament, including how brackets are set up.
• With IQA gameplay department, develops a reliable score tracking procedure to calculate ranking on the fly.
• Works with the communications department to ensure that all scores are being accurately reported and recorded.
• Works with the team hospitality department to ensure that teams advancing to brackets are decided and announced in a timely manner.

Game Equipment Coordinator

• CAN’T BE A PLAYER
• Develops a comprehensive list of all equipment needed for games, and innovative new ways of securing the equipment, with assistance from the logistics department.
• Places orders for and receives shipments of equipment, keeps track of it during the event, and coordinates storage.

- – LOGISTICS & FACILITIES – - (Director: Alex Clark)

Permits Coordinator

• LOCAL
• Works with the local city organization to secure a site and secure all permits associated with it in advance of the event, as well as direct on-site tours with the people such as the fire marshals.
• Finds the best insurance plan based on coverage and price and works with tournament director, IQA lawyer, and finance team to finalize and purchase insurance .
• Creates, distributes, and maintains all permits and waivers ahead of the event and at central headquarters on-site.

Security Coordinator

• Coordinates hiring, scheduling, instructing, food, payment, and logistics of security.
• Works with security company and box office department to develop wristband/ticketing system for event guests and players, VIP etc.
• Works with vendors department and security company to develop ID plan for serving alcohol.

- – MARKETING & SALES – -

Marketing Director

• CAN’T BE A PLAYER
• The Marketing Director is the primary breadwinner of the tournament.
• They are primarily responsible for driving the online traffic, ticket and merchandise sales, and advertising/sponsor revenue.
• They oversee the Sales, Communication, and Branding sub-departments.
• 1-2 years real-life or college experience required.
• Some management background preferred.

Sales Sub-Department Director

• CAN’T BE A PLAYER
• Works with the marketing director to coordinate anything that has to do with generating revenue and oversees the Sales Sub-Department.
• Sits in on WCOT executive calls as a sub-director.

Fundraising Coordinator

• LOCAL OR WITH LOCAL VOLUNTEERS WORKING UNDER
• Works with tournament director and IQA executives to set a fundraising goal for the event, and identify and execute all opportunities to obtain that goal.
• Builds a list of potential monetary sources (on the national, regional, and local level).
• Works closely with communication team to execute an online campaign for general donations.
• Works with treasurer to complete accurate accounting of all funds raised
• Ensures that all grants are properly fulfilled and reported

Advertising Coordinator

• LOCAL PREFERRED
• Responsible for identifying, selling, and assisting in execution of all advertising opportunities pre-event, on-site, and online.
• Works with sponsorships coordinator to identify how many assets will be reserved.
• Works with city organization to identify local businesses and build contact list.

Sponsorship Coordinator

• Responsible for developing a sponsorship plan to cover a percentage of event costs, selling plan to potential sponsors, and working with hospitality and logistics to execute all deliverables for sponsors.
• Handles on-site audience interaction booths and/or vendor booths.
• Coordinates ownership of certain assets: example, kidditch game, concert, info booth, athlete beverage station.

Vendor Coordinator

• CAN’T BE A PLAYER
• Responsible for creating a vendor plan, selling spaces, and receiving and supervising vendors on-site with the assistance of hospitality and logistics.
• Works with treasurer and logistics to figure out Vendor revenue target, total number and type of vendors needed (food, beverage, merchandise, etc.)
• Works with sponsorship to ensure that vendors do not clash with sponsors or each other, and that sponsor vendor booth spaces are accounted for in overall vendor plan.
• Secures vendor information (logos, links etc.) to promote in advance of the event.
• Ensures that proper signage and promotion of vendors throughout the event takes place.
• Works with logistics and security to ensure that vendor sites are favorable for business and also efficient for load-in, restocking, and load-out.

Merchandise Coordinator

• CAN’T BE A PLAYER
• Responsible for the design, production, sale, and reports on merchandise for the event.
• Works with treasurer to set goal for merchandise revenue.
• Works with IQA artists and design team to secure all product designs and submit to manufacturer in a timely manner.
• Develops plan for selling items on-site, including, technology (Card readers), store structure and layout, stocking and storage, accounting, and finance security
• Assesses sales regularly over course of event and alerts directors to any need to push certain items.

Ticket Sales Coordinator

• CAN’T BE A PLAYER
• Responsible for setting ticket sales goals, launching and monitoring online sales, working with marketing department to ensure that sales goals are met, and working with box office (hospitality) to transition to on-site selling structure.
• Work with logistics director to assess maximum capacity, venue/rent costs related to attendance.
• Communicates with web designer for event to integrate sales interface into website and launch and collaborates with marketing team to launch ticket sales on all IQA channels, extended networks, and media.
• Works with box office/hospitality, logistics, security and ticketing company to integrate online ticket-holders into on-site ticket collecting.

Communication Sub-Department Director

• CAN’T BE A PLAYER
• Works with the marketing director to coordinate all promotional, live, and editorial communications.
• Attends WCOT executive calls to represent communication.
• Manages the Communications Sub-Department staff.

Social Media/Livestats Coordinator

• CAN’T BE A PLAYER
• Builds a plan of attack for social media utilizing the website, Facebook, Twitter, YouTube, etc.
• Comes up with a plan for pushing livestats out to social networking.
• Supervises social media volunteers.

Street Teams Coodinator

• LOCAL
• Recruits for and coordinates street teams to promote the event.
• Organizes pre-events, such as kidditch matches and demonstrations to help promote the event.

Webcast Coordinator

• CAN’T BE A PLAYER
• LOCAL PREFERRED
• Coordinates with social media director on getting internet to the site, along with finding, gathering, and preparing the equipment and website necessary to run a webcast.
• Runs a site visit and trials leading up to the event.
• Works with HR to find a dedicated and experienced team of videographers as volunteers.
• Works with the IQA IT department on tie-in with the web page.

Branding Coordinator

• In charge of design and content production of all outputs with the IQA and WCVI brand, including media releases, signage, merchandise, website design, etc.
• Meets on the WCOT executive calls to represent branding.
• Manages the Branding Sub-Department.

- – HUMAN RESOURCES – - (Director: Hannah Pohlmann)

Outreach, Selection,  Training, and Supervision Coordinators (one of two people)

• LOCAL
• CAN’T BE A PLAYER
• In charge of reaching out to the quidditch community and the community of the location of WC and Advertising for volunteers via Facebook, email, etc.
• In charge of coordinating online and in-person training sessions for those volunteer positions that need it.
• In charge of making sure the volunteers are in place and in charge of supplying volunteers to other departments.
• Fills gaps where needed, and informs the scheduling coordinator when things need to be shifted around.

Registration and Scheduling Coordinator

• CAN’T BE A PLAYER
• Works with the OST coordinators in placing the volunteers where they should be.
• Oversees the volunteer schedule.
• In charge of running registration of volunteers throughout the days preceding, during, and following world cup.

- – HOSPITALITY – - (Director: Colby Soden)

Communication & Welfare Coordinator

• CAN’T BE A PLAYER
• Keeps in constant email contact with team captains.
• Creates the welcome/information packets for teams.
• Makes sure all teams have what they need in order to travel to the World Cup, and are taken care of during the event.

Registration, Transportation, and Accommodation Coordinator

• Coordinates how and when registration will happen, and any deadlines.
• Keeps a comprehensive database of where teams are on the registration process and works with the treasurer and financial team on payment.
• Works with All About Group Travel to get deals on hotel rooms and transportation to/from the airport and to/from the event site.

VIP Coordinator

• Specifically deals with creating and implementing the VIP package, communicating with the VIPs, and coordinating all VIP perks during the event.

Box Office & Welcoming Coordinator

• CAN’T BE A PLAYER
• Organizes all aspects of the entrance experience for spectators, coordinates on-site and online ticket sales.

Field Hospitality Coordinator

• CAN’T BE A PLAYER
• Responsible for making sure that all audiences members on each field are safe, seated before the game starts, meeting and greeting guests as they sit down.
• Works with announcers and referees to ensure that events on the field are clearly communicated to the audience.

Special Events Sub-Department Director

• Coordinates the show that is World Cup, gives the event a presence outside the competition.
• Sits in on WCOT executive calls.

Ceremonies Coordinator

• Writes and oversees the opening and closing ceremony speeches and handles how to run any ceremonies, announcements, etc. during the event.

Entertainment Coordinator (includes booking & contracts, fulfillment, and reception)

• CAN’T BE A PLAYER
• Oversees the planning for and hiring of entertainment acts.
• Sees that the entertainment acts follow through during the event, and that they have all that they need at the event.