Organisation, Roles & Responsibilities

Org Chart

This page shows the PD organisational structure with details on what each team does and how to contact them at the event

Operations (Matt Pennington, Clare Evans)

Primarily backstage departments relating to the operation of the event

Coach Team

HoDs - Elwyn York
Radio Channel - Spare 1
Responsibilities:

1. Planning and managing the the PD coach between site and Station.
2. Helping players with their luggage & relevant site information.
3. Liaising with GOD for the management of the Sunday list to ensure people get offsite
4. Managing any relevant signage in the area including temporary barriers for player & coach safety
5. Managing traffic around the coach area

Gate

HoDs -
Radio Channel -
Responsibilities:

God

HoDs - Adam Dinwoodie, Erin Knott, plus Alex Brett as deputy head
Radio Channel - 3 Thursday - Sunday eve
Responsibilities:

1. (Along with Gate) managing bookings and ticket payments at the event
2. Creating and distributing character packs
3. Lost property
4. Player PC provision
5. Resource hand-in and swapping
6. Potion brewing
7. (Along with refs) recording and processing rituals, spells and ceremonies
8. (Along with, variously, PW, PX, refs, egregores, …) assisting with game, system, character, &c. queries
9. Default point of contact and signposting for other teams e.g. most commonly Participant Welfare, Refs, Game Team , Hygiene, Tents, Infrastructure

IT

HoDs -
Radio Channel -
Responsibilities:

Moderators

HoDs - Miranda Brennan
Radio Channel - none, mainly active outside of events
Responsibilities:

1. Moderation on PD’s official Facebook groups and page, plus the PD forums. There are 14 FB areas total (10 nations, main group, ads group, new player group, main page).
2. Occasional comms work/advising/proofing for PD although this is more ad hoc.
3. Liaise with Game Team on rules rules directives etc when required.
4. Occasional refreshing of online game materials e.g kit brief overhauls

Participant Welfare

HoDs - Kerrie Hill
Radio Channel - 16 from Thursday pm to Sunday afternoon
Responsibilities:

1. Core purpose - to supports all Empire participants, players, and crew who experience unexpected practical, emotional difficulties, or often a mixture of both during an event.
2. Support when someone’s usual coping strategies or plans fail due to circumstances outside their control.
3. Can also support other departments if they are concerned about participant distress for any reason.
4. Practical support — PW helps with immediate practical problems such as missing, damaged, or inadequate camping equipment, organising to get off site (security/ site crew/ traffic do the escorting off site)
5. Emotional support — PW provides short term emotional support for people in distress, helping them stabilise and feel safe.
6. In exceptional circumstances or if uncertain please talk to Kerrie Hill HoD
7. Available to everyone — PW is equally available to crew, players, and participants. Crew welfare matters just as much as player welfare

Photography

HoDs - Tom Garnett
Radio Channel - TBC
Responsibilities:

1. Providing the system with photographic images, on spec, and to order.
2. Being a point of contact and coordination for all other event attendees who engage in photography.
3. Liasing with external organisations who wish to take, or receive, photographs, as required.
4. Coordinating safety provisions and PD permission for fire dancing and other fire-based performances.

Campaign & Plot (Andy Raff, Matt Pennington)

Departments and teams involved in the plot and campaign writing plus plot execution processes

Battles

HoDs - Tom Hancocks
Radio Channel - 11 during time in
Responsibilities:

1. Creating battle opportunities and managing the plot elements of them
2. Recording monster and player numbers for battles
3. The War Scout which is a player facing role to advise players on IC details relating to skirmishes and battles
4. Red/Black "Battle Support" team that assist with briefing monsters and plot elements of battles and skirmishes
5. Battle prep from the monster side, and managing respawn points.

Plot Writers

HoDs - Michael Crotch-Harvey
Radio Channel - 7 during time in
Responsibilities:

1. Responsible for coordinating with Head of NPC, Skirmish & Plot Production to deliver field plot during events
2. Coordinates planning & use of plot resources such as encounter tents & skirmish slots with relevant teams
3. Controls budget available to Plot Writers
4. Manages volunteer plot writers in between and at events in conjunction with Matt, Andy and Steve
5. Available as a point of escalation for plot writers and other teams when necessary when dealing with plot matters, both between and during events

Skirmish Team

HoDs - Chira Roberts, Faith Lilley
Radio Channel - 11 during time in
Responsibilities:

1. Responsible for the whole team both at events and between events
2. Communication with Matt and other teams to ensure Skirmish are delivering the best possible experience while having everything they need to be happy and successful.

Setup & Takedown

Team Lead - Gary Smith, Michael Brown
Radio Channel - not on radio
Responsibilities:

1. Managing unpacking and repacking of the Skirmish ISO
2. Organising Skirmish section of the monster room
3. Skirmish crew check-in and meal ticket distribution

Team Plot & Team War

Team Lead - Bronwyn Flower-Bond & Sophie Williams
Radio Channel - not on radio
Responsibilities:

1. Responsible for mobilising the Skirmish team out onto skirmishes on time, in the right kit
2. Liasing with the plot writer and battle team to ensure that the Skirmish portrays the intended plot

Plot Production (tbc)

HoDs -
Radio Channel -
Responsibilities:

Costume

HoDs -
Radio Channel -
Responsibilities:

Encounter Tents

HoDs -
Radio Channel -
Responsibilities:

Makeup

HoDs -
Radio Channel -
Responsibilities:

Plot NPCs

Team Lead - Beth Charlton
Radio Channel - 7 during time in
Responsibilities:

1. The team is responsible for the all plot NPCs that appear on the field, and in tents. We are not Civil Service or Egregores or anything like that, and we don't do battles!
2. Working with Head of Plot Writers and Head of Plot Production in the field
3. Between events, talking with Clare about new recruits and crew turn over.
4. In the field activities include, people management, answering some plot related radio calls, and generally acting as a point of contact for the monster tent.

Props

HoDs -
Radio Channel -
Responsibilities:

Set-up

HoDs -
Radio Channel -
Responsibilities:

SFX

HoDs -
Radio Channel -
Responsibilities:

Workshop

HoDs -
Radio Channel -
Responsibilities:

Field NPCs (Clare Evans)

Various NPCs teams on the Anvil field

Academy

HoDs -
Radio Channel -
Responsibilities:

Civil Service

HoDs - Jonathan Kidger
Radio Channel - 14 during time in
Responsibilities:

1. Administration of various in-character processes
2. Running of each of the bodies of state
3. Managing use of IC spaces: Hub, Senate, Military Council, Hall of Worlds, Sodality, Arena

Egregores

HoDs -
Radio Channel -
Responsibilities:

Magistrate

HoDs -
Radio Channel -
Responsibilities:

Refs (Graeme Jamieson)

Teams responsible for rules and combat safety

Referee team (Anvil, skirmish & battle)

HoDs - Emma Woods, James Crollie, Sue Whittaker
Radio Channels - 5 (Anvil during time ine), 12 & 13 (skirmish and battles from Friday evening to Sunday lunchtime)
Responsibilities:

1. Adjudicating and enforcing rules both within Anvil and on battles and skirmishes
2. Managing LARP combat safety, both participant actions and environment e.g. checking for terrain issue, managing light levels etc
3. Process rituals of all complexities and the majority of recorded character transactions (barring those restricted to GOD)
4. Managing the logistics of getting players to skirmishes or battles e.g transit from Sentinel gate to receiving stones
5. Visible point of contact for player queries
6. Providing one or more static points of contact in Anvil (at a minimum a presence by the Regio), plus a mobile accessibility service on request.

Weapons Check

HoDs -
Radio Channel -
Responsibilities:

• Team leads - David Henderson
• Responsibilities -

Site (Ali Pennington, Ethan Monk, Steve Thomason)

Teams responsible for the setup, takedown and physical maintenance of the site and infrastructure

Camp Planner

HoDs -
Radio Channel -
Responsibilities:

Crew Welfare

HoDs -
Radio Channel -
Responsibilities:

Hygiene

HoDs - Tim Knight, Athena Wride
Radio channel - 1 from Fri pm - Sun eve
Responsibilities:

1. Ensuring toilets remain stocked with Toilet Paper and Hand Sanitiser
2. Ensuring Sanitary Bins are deployed to Toilets (we do not handle emptying them, that is provided by the certified waste disposal company)
3. Triaging issues with toilets, raising with PD's contractor where relevant
4. Tidying and re-stocking the toilets on Saturday and Sunday mornings
5. Providing cleaning materials for Showers (though we don't actively clean them ourselves, nor are we responsible for the temperature of Water in them - the latter is Infrastructure)
6. Providing PPE (disposable gloves, disposable aprons) to teams that need it

Infrastructure

HoDs -
Radio Channel -
Responsibilities:

Litter Picking

HoDs -
Radio Channel -
Responsibilities:

Security

HoDs - Sandy Wragg
Radio Channel - 16 from Thursday evening to Sunday evening
Responsibilities:

1. Escort (cars on/off site, intoxicated/injured people, ambulance, etc.)
2. Dealing with illicit substances and users thereof (e.g. reports of someone is smoking cannabis etc)
3. Dealing with trespassers
4. Securing valuable property (e.g. someone left a car open with keys and wallet on the front seat)
5. Criminal behaviour (violence, theft, etc.)
6. Finding lost people
7. Point of contact for off duty teams, typically at night where participants call the PD phone or come to the God tent looking for a crew member

Set Dressing

HoDs -
Radio Channel -
Responsibilities:

Sparky

HoDs - Ian Roper
Radio Channel - 1 Wednesday to Monday
Responsibilities:

1. Design, deployment & teardown of temporary electrical installation for the event.
2. Provision of power to facilities (toilets, bar, etc)
3. Provision of non-fx lighting
4. Provision of power for accessibility requirements
5. Build & repair of electrical equipment
6. Maintenance of electrical system during the event
7. General electrical safety

Tavern

HoDs -
Radio Channel -
Responsibilities:

Tent Team

HoDs - Morgan Wilkinson
Radio Channel - 1 from Weds - Monday
'Responsibilities:

1. Setting up and taking down PD tents
2. Maintaining those tents
3. Allocating and distributing tents based on requests from other departments e.g. Tent team will decide what tent is for what purpose and therefore roughly what area it goes in, camp planners and individual departments map out exactly where they want it, the final location and configuration of the erected tent plus its box can be jointly negotiated
4. Bench allocation and distribution
5. Advising on player tent safety and suitability e.g. checking player frame tents are securely storm lashed and giving them storm lashings if not
6. Ad hoc generic Infrastructure tasks that require manual labour or tools e.g. digging drainage ditches - to be negotiated outside of core Tent duties on a case by case basis

Accessibility Team

Team Lead - Ambrose Mccullough (Reporting to Margan Wilkinson)
Radio Channel - 1 from Weds - Monday
'Responsibilities:

1. Build ramps to allow access to raised areas on site (Crew Welfare and Tavern)
2. Ensure entrances and exits of the IC and OOC areas are accessible to all site users. (By digging in water pipes and similar.)
3. Respond to radio calls for Accessibility (site users with accessibility needs needing assistance, and accessibility issues have occurred like a ramp needing repair.)
4. Maintain and monitor level of accessibility of the site
5. Liaise with other departments regarding accessibility, i.e sparkies, site and welfare.

Trader Liaison

HoDs -
Radio Channel -
Responsibilities:

Traffic

HoDs - Em Bairstow, Wayne Newton
Radio Channel - 4 from Thursday to Sunday evening
Responsibilities:

1. Management of traffic Thursday 1-10, Friday 10-8, Sun 3-7~ (full team)
2. Overseeing of traffic Saturday and Sunday 9-10.30 (skeleton crew)
3. Directing players and helping to find suitable parking/pitching locations
4. Radio calling for access power hookups, vehicles to be moved, and other issues such as stranded vehicles
5. Crew camp pitcher (new role under traffic team)
   • Organising the pitching in crew camp
   • Maintaining emergency access and preventing incorrect pitching and parking