June 17-25, 2017 - Cooper's Lake Campground, Slippery Rock, PA
June 17-25, 2017
Cooper's Lake Campground, Slippery Rock, PA

Staff Roles and Responsibilities

Note: The roles and responsibilities outlined here are, in many cases, out of date.  They will be updated once the Board of Directors is able to meet and discuss the duties of each position based on the current realities of their section's work at the event.

Dagorhir Ragnarok, LLC Business Council

Event Coordinator

The Event Coordinator is responsible for communicating with the site owners, procuring insurance for the event and organizing all section heads and appointed positions.

  • The Event Coordinator is elected for three year terms. Upcoming election years are: 2018, 2021, 2024, 2027 and 2030.
  • Once elected and before leaving the site, the Event Coordinator must be introduced to the site owners and added as a signatory on the bank account.
  • The Event Coordinator is responsible for collecting all contact information from all elected positions, and informing them of their expectations and responsibilities.
  • The following positions must be appointed or delegated by the Event Coordinator:
    • Merchant Coordinator: Typically, the merchants will elect their own representative. This individual reports to the Event Coordinator and works closely with the Head of Troll to speak for the merchants and resolve any merchant-specific issues.
    • Land Grab Coordinator: The Event Coordinator should appoint a Land Grab Coordinator who can work well with the Heads of Troll and Public Safety. This individual is responsible for parceling out camp area and maintaining the master campground map at Troll.
  • The Event Coordinator is responsible for making sure that the Survival Guide is complete and available for all participants. This should be posted online prior to the event as well as published and available on site. It is encouraged that this responsibility be delegated as well.
  • The Event Coordinator must arrange insurance for the event, in the amount required for campsite usage.
  • Two in-person meetings per year with the site owners must occur, unless the site owners waive this requirement.
  • The Event Coordinator and Treasurer are responsible for assigning budgets to Section Heads, which should be based on previous years' expenditures, and as a relative percentage of the total expected income.

Treasurer

The Treasurer is responsible for collecting, depositing and paying out Ragnarok's money. They must keep accurate records, assist with budgeting and report fiscal documents in a timely fashion.

  • The Treasurer is elected for three year terms. Upcoming election years are: 2019, 2022, 2025, 2028 and 2031.
  • The Treasurer is a signatory (along with the Event Coordinator) on the business account, and must be named to that account before leaving the event where they are elected.
  • Prior to the event, the Treasurer must have access to the business email, and maintain records of all receipts from pre-registration.
  • At the event, the Treasurer and Head of Troll are responsible for counting and depositing money received, with a third party present to verify.
  • The Treasurer should write all checks for on site reimbursement or paying of bills, as required.
  • The Treasurer and Event Coordinator must jointly handle all single payments over $3,000 (after such payment is approved by the Board of Directors, as per Dagorhir Ragnarok, LLC Operating Agreement).
  • The Treasurer must deliver all receipts, separated by Section, to the Accountant by the end of the event. The year's ledger should also be given to the Accountant for review.

Accountant

The Accountant is responsible for collecting receipts and inventories at the end of the event, filing taxes and publishing yearly fiscal reports.

  • The Accountant is elected for three year terms. Upcoming election years are: 2020, 2023, 2026, 2029 and 2032.
  • By the end of each event, the Accountant should receive all receipts from the Treasurer and the full inventory list from each Section Head.
  • By January 1st, a full fiscal report must be issued detailing how much was spent on each Section, by the event in general, any carry over operating expenses and fair value of assets held.
  • The Accountant must work with the officers of the DBGA to file taxes as Dagorhir Ragnarok, LLC is a subsidiary of the DBGA.

Shadow

The Shadow is elected every year and acts as a second in command to the entirety of the Business Council. They do not have voting rights or a seat on the Board of Directors, but they should be familiar with what all three Business Council positions are doing. This position should be elected from one of two mindsets: either grooming an individual to be elected for a position the following year or as insurance if the Ragnarok War Council is not entirely confident in the capability of one of the Business Council members to fulfill their duties. Ultimately, a replacement of a derelict Business Council member is up to the Board of Directors, but the Shadow should always be in strong consideration should a replacement be necessary.

Ragnarok Section Heads

Head of Troll

The Head of Troll is responsible for registering all participants at the event, taking money from registrations and issuing event identification and receipts.

The Head of Troll is one of the most complicated and responsible positions at the event. As such, a candidate running for Head of Troll must have trained under a previous Head of Troll within the past three years. The previous Head of Troll must be contacted to confirm that training took place. Should no suitable candidate be available for election, the Head of Troll will be appointed by the Business Council.

  • The Head of Troll must be prepared for registration to open on December 1st. A record of receipts from all paid attendees must be kept and passed on to the next Head of Troll at the end of their term of service. Records in total should be kept no less than three years.
  • A separate record of registration should be held for merchants, with criteria for merchant selection defined by the Merchant Coordinator.
  • Regular communication between the Head of Troll and the Treasurer is necessary for accurate and complete tracking of finances.
    • During the event, the head of Troll, the Treasurer and one outside observer must schedule drawer counts on a regular basis to organize and sign off on bank deposits.
    • Prior to the event, receipts from every online transaction should be mailed to the Head of Troll and the Business email.
  • The Head of Troll must staff every shift throughout the event with at least two individuals. The Troll tent should be within visual or audible range of the gate guard personnel. If this is not possible, a third representative must be present for each shift.
  • A detailed description of volunteer requirements (signing out money boxes, assigning tags, replacement tag criteria) should be available for all volunteers, who will be expected to strictly adhere to these guidelines.
  • The Head of Troll must fulfill the following obligations by the dates specified:
    • Appoint a Second within one week of election
    • Submit a full budget of expected expenses by April 1st. If this is not done, reimbursement for supplies will not be guaranteed.
    • Take written inventory (in triplicate) of all Troll supplies owned by Ragnarok before leaving the site the year of service. One copy should be held, one copy given to the next Head of Troll and one copy given to the Accountant. Failure to do so will preclude an individual from holding this position (or being a Second) in the future.

Head of Public Safety

The Head of Public Safety is primarily a hospitality officer. The Head of Public Safety seeks to anticipate and prevent safety issues and diffuse volatile situations through diplomacy while observing and reporting any serious issues that may arise to the proper authorities.

Candidates for Head of Public Safety must be Ragnarok veterans, having attended at least four previous events (including the most recent two years) before running for this position. They should also have familiarity with most groups attending Ragnarok each year.

  • The Head of Public Safety remains on-call for the entire event. Should the Head of Public Safety need to leave the event for some reason, the Second assumes the Head of Public Safety position until such time as the elected Head of Public Safety returns.
  • The Head of Public Safety must work with all Section Heads and campground staff to maintain the safety of the event. This includes implementing the Weather Emergency Plan in cases of extreme weather conditions.
  • The Head of Public Safety must follow and uphold all laws of the country and state that Ragnarok is hosted in, as well as any additional rules as required by the campground or Dagorhir Ragnarok, LLC.
  • The Head of Public Safety must staff every shift throughout the event with volunteers and shift supervisors.
    • Every shift should have a supervisor as familiar with the law and rules of the event as the Head of Public Safety. The shift supervisor is responsible for the basic day-to-day operations of the Section, as well as passing any instructions of the day to the next shift supervisor. Should any issues arise, the shift supervisor should report to the Head of Public Safety or the Second, depending on who is available.
    • Every shift must include at least one entrance guard, a pair of roving representatives and a shift head. The Head of Public Safety must also provide a representative at each official social event.
  • The Head of Public Safety must distribute orange tabards, water bottles and communication devices for volunteers (provided by the event). Public Safety should be able to contact Troll, Medics and the Event Coordinator at all times, as well as the Head of Day Events when appropriate.
    • The Head of Public Safety should keep a list of all volunteers so that suitable recognition may occur, with special note of shift supervisors.
  • A member of Public Safety must meet with each Camp Master prior to their departure and must confirm the camp's cleanliness. If a Camp Master fails to contact Public Safety prior to departure, they may lose the privilege of camping in that location in the future.
  • The Head of Public Safety must fulfill the following obligations by the dates specified:
    • Appoint a Second within one week of election
    • Submit a full budget of expected expenses by April 1st. If this is not done, reimbursement for supplies will not be guaranteed.
    • Submit a shift schedule to the Event Coordinator by April 15th. This must include the names of shift supervisors for the first three days of the event. The complete shift list with all supervisors must be provided by Monday night at the event.
    • Take written inventory (in triplicate) of all Public Safety supplies owned by Ragnarok before leaving the site the year of service. One copy should be held, one copy given to the next Head of Public Safety and one copy given to the Accountant. Failure to do so will preclude an individual from holding this position (or being a Second) in the future.

Head Medic

The Head Medic organizes all medically trained staff at the event and is the first point of contact if any outside medical care is required.

Candidates for Head Medic must be a currently certified medical professional before running for this position. Should their certification/licensing lapse, a suitable replacement will be designated by the Business Council prior to the event occurring.

  • The Head Medic or their Second must be able to be reached at all times during the event.
  • The Head Medic must work with all Section Heads to maintain the health of the event. The Head Medic can veto any other Head or Officer's decision if it is believed to be a medical danger.
  • The Head Medic must follow and uphold all laws of the country and state that Ragnarok is hosted in, as well as any additional rules as required by the campground or Dagorhir Ragnarok, LLC.
  • The Head Medic must staff every shift throughout the event.
    • Every volunteer must be certified to practice first aid (or otherwise medically licensed), and the type of certification held must be documented by the Head Medic.
    • Medic volunteers must be present at every official event involving fighting. The Head Medic must organize with the Head of Day Events to arrange for this coverage.
    • A stationary Medic tent must be staffed and supplied for the duration of the event. Medics must also have a cart always available on shift for minor medical transport. Major medical transport will always be handled by professionals. Battlefield medics and medical transport must have communication devices at all times.
    • Individuals in possession of communication devices, golf carts and medical supplies should be logged. Medics must be able to contact Troll, the Head of Public Safety and the Event Coordinator at all times, as well as the Head of Day Events when appropriate.
    • The Head Medic must maintain and store an AED device in good working order, performing monthly battery checks throughout the year with appropriate documentation of checks and any needed servicing.
  • The Head Medic must distribute red cross sashes, first aid supplies and communication devices for volunteers (provided by the event).
    • The Head Medic should keep a list of all volunteers so that suitable recognition may occur.
  • The Head Medic must fulfill the following obligations by the dates specified:
    • Appoint a Second within one week of election
    • Submit a full budget of expected expenses by April 1st. If this is not done, reimbursement for supplies will not be guaranteed.
    • Take written inventory (in triplicate) of all Medic supplies owned by Ragnarok before leaving the site the year of service. One copy should be held, one copy given to the next Head Medic and one copy given to the Accountant. Failure to do so will preclude an individual from holding this position (or being a Second) in the future.

Head of Day Events

The Head of Day Events is responsible for overseeing, providing and maintaining all battles and tournaments at Ragnarok.

Candidates for Head of Day Events must have attended and fought in three separate Ragnarok events (including the most recent two years) before running for this position.

  • The Head of Day Events always serves as the head herald during the event, even when delegating herald duties to others for specific battles.
  • The Head of Day Events must work with the Head Medic, Head of Public Safety and Head of Weapons Check for the safety of all fighters.
  • The Head of Day Events must follow and uphold all rules stated in the Dagorhir Manual of Arms.
  • The Head of Day Events must recruit and schedule heralds for all battles and tournaments.
    • Separate heads should be appointed for each major tournament, and for overseeing night fighting. The Head of Day Events may not personally oversee day battles and night battles in the same day.
  • The Head of Day Events must work with the Head of Ragnarok University to appoint an appropriate Head of Field Customs. If a mutual decision cannot be reached between the Heads by April 1st, the Event Coordinator will appoint the Head of Field Customs.
  • The Head of Day Events must provide yellow tabards and water jugs for all herald volunteers (provided by the event).
    • The Head of Day Events should keep a list of all key heralding volunteers so that suitable recognition may occur.
  • The Head of Day Events must obtain all prizes, props, marking materials and hay bales for marking off battle scenarios and securing the field.
  • Each tournament head (Assassin's, Highlander, etc) will be responsible for collecting all moneys for their tournament (if any), submitted as part of the Head of Day Events' budget.
  • The Head of Day Events must fulfill the following obligations by the dates specified:
    • Appoint a Second within one week of election
    • Submit a full budget of expected expenses by April 1st. If this is not done, reimbursement for supplies will not be guaranteed.
    • Submit a schedule of all battles and tournaments for the Survival Guide by April 15th. This must include the names of individuals running each specific fighting event.
    • Take written inventory (in triplicate) of all Day Events supplies owned by Ragnarok before leaving the site the year of service. One copy should be held, one copy given to the next Head of Day Events and one copy given to the Accountant. Failure to do so will preclude an individual from holding this position (or being a Second) in the future.

Head of Night Events

The Head of Night Events is responsible for organizing and overseeing all official evening socialization events at Ragnarok.

  • The Head of Night Events must work with the Head Medic and Head of Public Safety to make sure all events are safe and appropriate.
  • The Head of Night Events must make sure all official evening activities remain in the spirit of the Dagorhir fantasy and historical timeframes.
  • The Head of Night Events must schedule event locations, working with individual Camp Masters where appropriate.
    • The Head of Night Events should communicate with the Land Grab Coordinator, and has the authority to grant extra camping space to camps which host official night events.
  • The Head of Night Events must obtain budgets and control receipts for all official events.
    • Dagorhir Ragnarok, LLC will NEVER provide alcohol at any official event. Event budgets may only include expenses for goods/services with receipts, and equipment rentals.
  • The Head of Night Events must communicate all planned events with the Event Coordinator so that they can be cleared with the property owners.
  • The Head of Night Events should obtain some official token of recognition for camps willing to host official socialization events.
  • The Head of Night Events must fulfill the following obligations by the dates specified:
    • Appoint a Second within one week of election
    • Submit a full budget of expected expenses by April 1st. If this is not done, reimbursement for supplies will not be guaranteed.
    • Submit a schedule of all night socialization events to the Head Medic, Head of Public Safety and the Survival Guide by April 15th. This must include the names of individuals running each specific event.
    • Take written inventory (in triplicate) of all Night Events supplies owned by Ragnarok before leaving the site the year of service. One copy should be held, one copy given to the next Head of Night Events and one copy given to the Accountant. Failure to do so will preclude an individual from holding this position (or being a Second) in the future.

Head of Weapons Check

The Head of Weapons Check is responsible for overseeing, providing and maintaining all equipment safety checks at Ragnarok.

Candidates for Head of Weapons Check should have attended and checked weapons at three separate Ragnarok events (including the most recent two years) before running for this position.

  • The Head of Weapons Check will act as the final authority for all equipment safety concerns at Ragnarok, and should work with the Head of Day Events to ensure the safety of all fighters.
  • The Head of Weapons Check must create an atmosphere conducive to the instruction of other volunteers on how to properly inspect equipment. Instruction times must be included in the Survival Guide.
  • The Head of Weapons Check must follow and uphold all rules stated in the Ragnarok Manual of Arms.
  • The Head of Weapons Check must recruit and schedule two fully-staffed equipment check stations daily.
    • Timing of the weapons check should be organized with the Head of Day Events to facilitate battle scheduling, and to make sure volunteers at weapons check are also able to enjoy the battles.
    • A fully-staffed station should include at minimum two weapon, one armor and one shield checker for the duration of the posted check times.
    • One station must be capable of checking ranged weapons (weather permitting) during posted check times.
    • The Head of Weapons Check should keep a list of all significant volunteers so that suitable recognition may occur.
  • The Head of Weapons Check must provide one weapon checker for the duration of any planned night fighting to spot-check any weapons or address safety concerns.
  • The Head of Weapons Check must obtain all scales, tape, pass stickers and other equipment necessary to ensure equipment safety.
  • The Head of Weapons Check must fulfill the following obligations by the dates specified:
    • Appoint a Second within one week of election
    • Submit a full budget of expected expenses by April 1st. If this is not done, reimbursement for supplies will not be guaranteed.
    • Take written inventory (in triplicate) of all Weapons Check supplies owned by Ragnarok before leaving the site the year of service. One copy should be held, one copy given to the next Head of Weapons Check and one copy given to the Accountant. Failure to do so will preclude an individual from holding this position (or being a Second) in the future.

Head of Ragnarok University

The Head of Ragnarok University is responsible for overseeing, organizing and publicizing educational activities at Ragnarok.

  • The Head of Ragnarok University must collect, organize and schedule all classes for the week. Mandatory classes held every Ragnarok include:
    • Archery Training (every day ranged weapons are used on the field)
    • Cultural Enrichment (daily; class or activity at the Head's discretion)
    • Family/Child appropriate activities (3x/week)
  • The Head of Ragnarok University must communicate with the Head Medic, Head of Public Safety, Head of Weapons Check and Head of Day Events to determine when they are giving their respective volunteer training and help the Heads schedule in such a way that no trainings overlap. Also, the Head of Ragnarok University should publicize the volunteer trainings in the same manner as regular classes.
  • The Head of Ragnarok University must recruit knowledgeable, experienced instructors for Archery Training.
  • The Head of Ragnarok Univeristy and the Head of Day Events must appoint the Head of Field Customs. If a mutual decision cannot be reached between the Heads by April 1st, the Event Coordinator will appoint the Head of Field Customs.
  • The Head of Ragnarok University must organize signage and locations for all official classes.
    • The Head of Ragnarok University should keep a list of all volunteer instructors so that suitable recognition may occur.
  • The Head of Ragnarok University must obtain all signage, shelter and class materials and report said items in their budget. Signage and other class advertising must be clearly posted on site in advance of classes occurring.
  • The Head of Weapons Check must fulfill the following obligations by the dates specified:
    • Appoint a Second within one week of election
    • Submit a full budget of expected expenses by April 1st. If this is not done, reimbursement for supplies will not be guaranteed.
    • Submit a schedule of all classes for the Survival Guide by April 15th. This must include the names of individuals instructing each class.
    • Take written inventory (in triplicate) of all Ragnarok University supplies owned by Ragnarok before leaving the site the year of service. One copy should be held, one copy given to the next Head of Ragnarok University and one copy given to the Accountant. Failure to do so will preclude an individual from holding this position (or being a Second) in the future.

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