Department Archive Report

OUTSIDE VENDORS

1. Did you work with any outside vendors, companies, people this year?
2. if so, please list the names of the companies, contact info, phone number and a contact person
3. if so, what did this vendor/company/person supply?
4. what were the costs associated?
5. What did you buy/rent?
6. Was it appropriate (right size, volume, color)?
7. Rate the vendor – would you use them again? Were they easy to work with? Was the price appropriate?

STAFF

1. How many people worked on your department throughout the year? What jobs did they perform? What were their names?
2. How many people worked on your department at the convention?
3. Do you think your department had enough heads/co-heads/sub-heads? How many would work best in your opinion?

DEPARTMENT OPERATIONS

1. What problems/challenges did you experience at the convention? Any suggestions for how to resolve those in the future?
2. What successes did you experience at the convention?
3. What problems/challenges did you experience during the year? How would you resolve those in the future?
4. What is a good schedule of when work happened during the year and at the convention? What kind of hours were worked?
5. What supplies does your department own? Where are they stored? What might you need in the future?
6. What was your budget? What do you want for the future? If it is an increase, what would you spend money on?
7. What other departments does yours interact with most frequently? Do any of your tasks directly affect another department, or are you directly affected by another department? How? How did this interaction go this year?

AT THE CONVENTION

1. Please provide an hour by hour of your convention schedule (when you set up, when you were open, prep times needed, etc.)
2. Hours of operation?
3. How many volunteers were needed at what times (and what did they do)? Don’t forget your badgers!
4. Describe the move in process. What supplies needed to be moved in? Where did they come from? Who moved them? Did it go well, and/or how could it be improved?
5. Describe the move out process.

INVENTORY

1. Where is your departmental equipment and supplies stored?
2. What is stored there? How much of it is there?

TIMELINE

1. Please provide a month-by-month, or week-by-week for busy times, overview of how the year works for your department. What are the busy times? When should vendors be contacted? How long do certain tasks take? How long does it typically take for an order to come in? At what point do you start communicating with other concom departments?