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Executive Board

Executive Treasurer
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Department: Executive Board · Reports to: Executive Board

The Executive Treasurer manages the convention’s finances by creating and overseeing budgets, monitoring revenue and expenditures, and ensuring all accounting and reporting practices comply with legal and organizational standards. They work with directors and coordinators to allocate resources effectively and maintain financial stability

Responsibilities:

  1. Develop and manage the annual convention budget
  2. Track all income (e.g., badge sales, vendor fees) and expenses (e.g., venue costs)
  3. Maintain accurate financial records and produce regular reports
  4. Coordinate with external vendors for payment and invoicing
  5. Seek cost‐cutting measures and revenue‐enhancement strategies
  6. Audit cash transactions at the event
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General

Photography Coordinator
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Reports to: Promotions Director

The Photography Coordinator ensures that moments throughout the convention (guest meet‐and‐greets, cosplay showcases, panels, and more) are photographed. They set guidelines for photo coverage and maintain digital archives

Responsibilities:

  1. Develop a shot list for critical events and areas
  2. Manage and maintain photography equipment
  3. Oversee photo editing or coordinate editors
  4. Organize and archive final images for promotional or archival use


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Security Coordinator
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Reports to: Operations Director

The Security Coordinator manages on‐site safety and protection protocols for the convention. They collaborate with the venue’s security personnel, and volunteers to maintain crowd control, enforce convention policies, and respond quickly to incidents or emergencies, ensuring a safe environment for all attendees, guests, and staff

  1. Develop and implement a comprehensive security plan in collaboration with venue staff
  2. Train security volunteers or staff on crowd control, conflict resolution, and emergency procedures
  3. Oversee badge checks, bag inspections, ensure cosplay props are "peace-bonded' and enforcement of convention rules
  4. Coordinate with the Operations Director and Venue Liaison to address safety concerns
  5. Coordinate with the Executive Secretary to create and maintain an incident-report form and ensure this form is filled out for any incidents that arise during the event
  6. Maintain emergency contact lists and lead rapid response in case of medical or security incidents
  7. Investigate any incidents (including theft) that occurs at the event
  8. Maintain and operate independent security camera equipment
  9. Coordinate safety protocols and emergency procedures
  10. Conduct post‐event evaluations to improve security measures for future conventions
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Hospitality Coordinator
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Reports to: Operations Director

The Hospitality Coordinator aims to make JAFAX a comfortable event for our staff, venue staff, guests and vendors. They oversee the backstage hospitality space where guests, performers, and staff can take a break, socialize, and enjoy complimentary refreshments. They coordinate food and beverage providers, organize VIP Lounge and Green Room seating and supplies, and ensure the hospitality spaces are secure, comfortable environments that stay well‐stocked and tidy throughout the convention

  1. Create list of hospitality items needed before the event and who will purchase them
  2. Work within the convention’s food budget
  3. Create and execute stocking schedule
  4. Setup and maintain cleanliness, order, and a welcoming atmosphere in the Green rooms and meeting spaces
  5. Ensure only authorized personnel have access to Green rooms and meeting spaces
  6. Ensure no individual is abusing provided resources and address any that are
  7. Communicate with the staff about guest dietary needs or special requests
  8. Arrange comfortable seating and workspaces for staff/guests to relax or prepare


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Registration Coordinator
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Reports to: Exhibitions Director

The Registration Coordinator is responsible for the attendee check‐in process, overseeing both online and on‐site badge sales. They lead a team to ensure that badge systems are user‐friendly, payment processes are secure, and attendee data is properly managed. By streamlining badge pick‐up and troubleshooting registration issues, they aim to deliver a positive, efficient first impression for all convention guests

  1. Set up and maintain online registration platforms and databases
  2. Establish attendee badge types, prices, artwork and pre‐registration timelines
  3. Start, build and maintain relationships with retailers to sell badges
  4. Train and schedule registration staff or volunteers
  5. Handle on‐site registration logistics, including point‐of‐sale systems and crowd flow
  6. Resolve badge/payment issues promptly
  7. Report attendance numbers to the Executive Secretary regularly
  8. Report income and expenses to the Executive Treasurer regularly
PDF, DOC, DOCX, TXT, or RTF — max 5MB
What is 8 + 9?