Join Our Team

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

The Operations Director ensures that the convention runs smoothly on all practical fronts. They coordinate logistics, handle on‐site operational tasks, and manage specialized support staff who document and facilitate the convention experience

Responsibilities:

1. Oversee day‐to‐day logistical operations before and during the event
2. Manage equipment procurement, transport, and storage
3. Build and maintain on-site software infrastructure
4. Lead on-site operational meetings to keep staff informed
5. Build and maintain communication channels during the event and ensure staff is trained on how to use those communication channels
6. Ensure all printed materials ready when needed
7. Ensure the Operations department is fully staffed and trained
8. Ensure the Operations department stays within the budget set by the Treasurer

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

Responsibilities:

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

The Panels Coordinator handles all aspects of event organization, including application review, scheduling, and room setup. They act as the main point of contact for panelists and entertainers to ensure each session is engaging, timely, and meets the convention’s quality standards.

Responsibilities:

1. Manage panel and event applications and evaluate content
2. Schedule events, balancing room availability and attendee interest
3. Provide panelists and hosts with guidelines and technical needs
4. Coordinate on‐site staff or volunteers for support where needed
5. Coordinate with tech (audio/visual) and stage crews
6. Communicate call times, rehearsals, and performance guidelines
7. Ensure safety protocols and crowd management procedures are in place
8. Collaborate with Promotions for event publicity

The Celebrity Guest Coordinator is responsible for bringing engaging celebrity guests to JAFAX that help promote the event, while staying within budget. They also facilitate all aspects of guest management, from travel and accommodations to scheduling signings and appearances. They act as the point person for communication between guests, their agents, and the convention staff.

Responsibilities:

1. Contact and book guests, managing contracts and rider requirements
2. Coordinate travel, lodging, and transport logistics
3. Create guest schedules for panels, signings, and photo ops
4. Serve as on‐site liaison to address guest needs or changes
5. Communicate appearance details to the Programming team