Job Descriptions

Storyteller Job Description

What is a Storyteller: The Storyteller (ST) is the player who creates the story, generates the setting, and builds a supporting cast of Non Player Characters (NPCs). The Storyteller describes what happens in the world as a result of what the players say and do, as well as arbitrating rules in accordance with the house rules and chosen source books.

The main duty of the Storyteller is that the buck stops with them. They shape the core aspects of the game both in and out of character in the event that there is no volunteer for the position of Administrator. This is a position with a lot of authority, responsibility and duty of care over the sustainability of the game community as a whole.

Time commitment & General duties:

The time commitment will vary according to the size of the player base but in general the game requires a bare minimum of the following breakdown but will often exceed:

Monthly regular attendance at the game. Lone STs must have a named AST to run games in the event of an absence.

5 hours per week on general communications across discord, facebook and email.

5 hours of general administration to read and approve backgrounds, organise inboxes, managing player folders and other documents within the ST drive and delegation to the AST team.

Each set of orders averages out at 3 hours per set. There is a wide discrepancy between players who submit short simple 1 page orders and those who submit large complex 10 page orders so this average is an estimation to allow for the additional time spent on the larger orders. There are the additional tasks of compiling the Orders Document from the received emails, time spent researching and referencing old orders when relevant and updating character sheets included in this estimate. At the time of writing, the game receives around 30+ sets of orders per month based on a 46 person active membership.

Ad hoc time will also be needed to:

  • Plan special events
  • Address player concerns as they come up
  • To manage additional projects requested by the player base at AGM.
  • Induct new players
  • Run linears
  • Develop and maintain NPC summary sheets
  • General website content updates

This list does not include time dedicated to projects proposed in a manifesto by the incoming ST or maintenance of the game resources such as the world map and guidance documents.

In particular November, December and January are exceptionally busy periods, as currently the Winter Ball takes place in November, the Election for ST is held in December meaning that many plots come to a head around this time to prepare for potential handover and the ST must be prepared to handover whether the current ST is standing for re-election or not. In January the AGM is held and both the incoming and outgoing ST will often have plans to present motions to improve the game at this time.

It is up to the ST how they choose to delegate tasks using available volunteers within the ST Team.

When someone becomes ST, their character becomes a temporary NPC which enters stasis which means that no changes can be made to the character sheet. STs continue to receive a set 5 xp per month.

Handover:

The incoming ST will need to spend time getting to know the Website Administrator, new Player Liaisons, Administrator and any other elected persons.

The outgoing ST must commit to giving and the Incoming ST must commit to receiving training regarding orders, how to manage the shared drive, any implemented organisation systems or policies for the social medias and emails.

The incoming ST must also receive training from the website administrator on how to use the website and from the Administrator on any financial matters (e.g. how to pay for the room and what constitutes appropriate spending of the game funds) and any ongoing disciplinary actions.

Once handover is complete the incoming ST will change all passwords for the shared drive, emails and social medias to maintain game integrity.

Expectations of the role:

  • GVLarp is big, complex game with a long history. Storytellers must have organisational skills as well as very well-developed time management skills.
  • Storytelling can at times be stressful. Players get really invested in the game and sometimes emotions run high, so compassion and tact is beneficial. Conflict resolution skills are a must.
  • GVLarp evolves according to the player base so project management skills are also beneficial
  • Storytellers play a pivotal role in shaping the narrative experience, creating a rich tapestry of stories, characters, and plotlines that immerse players in the game’s universe. Creativity and imagination are a must.
  • A basic level of digital skills are necessary including but not limited to:
    • Microsoft Office
    • WordPress
    • Social medias such as Facebook and Discord.
    • Emails

Training may be provided in these areas at handover but incoming STs must have at least a basic level of IT literacy.

  • With such a varied platform for communication across the game sphere, STs should have well developed communication skills
  • The workload for GV is a large one and as such STs are not encouraged to run alone. This has often lead to burnout and it is expected that STs will have at least 1 Assistant Storyteller to help with the workload and to run the game in their absence. There is also a degree of team work needed between all elected and volunteer positions within GV so teamwork & team management skills are important.

Mandated duties:

1) I, as a Storyteller or Assistant Storyteller, will aim to cultivate a welcoming and safe community, including but not limited to:

  • Recognising that real-life commitments may mean that players have different levels of engagement with the game and ensuring that all players have equal opportunity to my time and to plots in the game.
  • Taking steps to accommodate health concerns where possible.
  • Listening to, and considering all player concerns presented by the Player Liaisons
  • Ensuring that all new players have a copy of the Code of Conduct and that they have read and understood it before beginning play.

2) I, as a Storyteller or Assistant Storyteller will ensure the sustainability and integrity of the game by:

  • Being consistent and unbiased in all rulings I make.
  • By keeping the other storytellers informed of plots, character interactions I have witnessed and any other information that might be useful to them.
  • I will aim to process experience awards, experience spends, player queries and downtime orders in a timely manner. If I am unable to meet a specific deadline then I will inform players of the delay, in advance if possible.
  • I will complete a handover as laid out above to the best of my ability at the end of my term.
  • I will not abuse my power by editing my character sheet. This will be checked by the administrator at the start and end of the term. AST sheets may only be edited by the ST in line with orders and changes incurred through plot.

3) I, as a Storyteller, will communicate all house rules to the players in a format that can be viewed on the webpage.

  • Unless so specified, players can assume that the rules are as per the V20 Vampire: the Masquerade sourcebook. The Storytellers role includes adjusting rules where the content is unclear, contradictory in the source material or does not function within the context of the Larp.

4) I as a volunteer, in the case of a medical emergency, will seek immediate medical help by alerting venue staff or calling 999 where appropriate.

  • We should aim to ensure the players belongings stay with them or keep them with the GV kit to be returned at a later date.

5) I, as a Storyteller, understand that I do not have the authority to overturn a decision made, through correct procedure, by a majority vote of the Player base.

Admin Job Description

What is an Administrator: The administrator helps to prevent ST burn out by handling out of character concerns, helps to manage game finances and maintain the Code of Conduct.

Time Management & general duties:

This commitment can differ from month to month, with some issues needing a large amount of time dedicated to them and most months having no issues at all. Generally, the time needed is between 0-10 hrs a week and some extreme situations can need around 15-25hrs a week.

The administrator has a varied portfolio with duties agreed with the current ST. There may be some fluctuation based on what the administrator takes on, but these duties remain limited to out of character factors of running the society. Although within the context of conducting their duties, Administrators may be privy to in character information with the expectation, as laid out in the code of conduct that this will be kept as confidential as possible.

Duties include but are not limited to:

Financial:

  • Maintaining the bank account and ensuring that there is always a minimum of 2 people with access to it.
  • Ensuring the funds held by the game are used only for game needs, collecting proof of purchase and providing updates regarding the financial wellbeing of the game to the player base a minimum of once a year. Should any ST fail to produce proof of their expenditure of game funds or that the spend is in the interest of the game, the admin will call an EGM to discuss the issue.
  • Booking the room for the game each month and ensuring proof of purchase is given.

Player related duties:

  • Aiding in inducting new players by informing them of the relevant procedures regarding out of character details such as which parties are responsible for which parts of GV, what health and safety measures are in place, obtaining verbal consent that all parties have read and understood the Player Handbook and the Code of Conduct.
  • Maintaining the integrity of the game by ensuring that the code of conduct is respected, conducting investigations and deciding upon fair and appropriate disciplinary measures when necessary.
  • Moderating content on the Discord and Facebook group to ensure that the Code of Conduct is being maintained.

Annual General Meetings and Emergency General meetings:

The Administrator organises the yearly AGM and any necessary EGMs in a timely manner and with the aim to support participation of all voting members of the community. This includes these associated duties:

  • Running elections of all positions except for my own which will be run by the STs
  • Collating and drafting the agenda
  • Organising the time and date
  • Ensuring discussions are fair, open to all and on topic.

Storyteller Elections:

The Administrator organises and runs the storyteller elections in line with the fair and sporting attitude expected by the code of conduct. This means that they will organise:

  • A deadline for potential ST notice of intent to run for election
  • A deadline for candidates to present a manifesto to the player base and that the manifestos contain appropriate (i.e in line with the code of conduct) and achievable goals.
  • A platform for Q&A, not held on game night
  • Provide a platform for proxy/online votes for accessibility.
  • Host the vote and have the results ratified by the current Player Laisons.

Complaints:

The Administrator handles investigations in line with the procedure detailed below. You will be as fair and unbiased as possible, holding the overall health of the game as a priority above individual need.

Procedure:

Players can submit a complaint to the Storytellers, Administrator or through the Player Liaison if you do not feel comfortable going to the ST or Admin.

Complaints will be responded to within 30 days of being reported and if you are comfortable with it, a chat will be arranged in order to discuss the complaint and get a fuller picture.

While there is the option to submit complaints anonymously through the Player Liaison, it would be appreciated if players were open to a mediated discussion between the players involved to help clarify any potential misunderstandings.

Investigations will take the following format:

All involved parties will have a discussion with the ST team that will be recorded (with due consent).

Once discussions have concluded the ST team will contact the complainant to see if a compromise can be reached based on the information provided and a decision will be made based on this discussion. The PL will help to mediate by advocating for the player.

If the player is unsatisfied with the results, they may request a Player Panel to be held to further discuss the issue. This will involve 5 players being selected at random who will be given access to all of the information with names removed with a month to come to a decision by vote. The decision that they make will be final.

Any issues that take longer than 6 months to resolve will automatically be sent to a Player Panel.

Removed posts from the website or forums related to GVLarp will be recorded with a copy of the information being kept in the Shared Drive.

Any behaviours that break the law will instantly be referred to the police.

  • Warnings:

Warnings if received will be made public knowledge with player anonymity upheld. Consequences as decided by the ST or Admin such as temporary removal from court or removal of XP will be put in place.

  • Banning:

This step will only have be taken after a full investigation by the ST team which will have been reviewed and ratified by a Player Panel.

The length of the ban will be announced at the time of banning and be dependent on the severity of the issue at hand.

Expectations of the role:

The main role of the Administrator is conflict resolution. Excellent communication skills and a dedication to impartiality are a must.

Mediation is a common feature of the role and so tact is important.

Organising AGM/EGM and the ST election means that good organisational skills and a familiarity with meeting procedures is beneficial.

This role involves moderating content posted on the discord and facebook group and various digital skills, so a degree of IT literacy is necessary.

Mandatory duties:

Due to the sensitivity of the duties handled by the Administrator, many of the duties above are mandatory for the Administrator to ensure these are adequately managed even if delegated to the ST in times of absence.

I, as Administrator, I will ensure the game funds are managed according to the specification laid out in this document in particular:

  • Ensuring that 2 people have oversight of the bank account at all times.
  • Ensuring game funds ar ebeing spent appropriately and that expenditures are proven.
  • Ensuring the venue is booked each month.

I, as Administrator, understand that false reports of inappropriate conduct or harassment are rare and will act on good faith on any report submitted to me.  I will follow investigative procedure as outlined in this document as necessary.

If I, as Administrator, am considered to be too close to the issue at hand, for example personally involved with a complainant, I will temporarily stand down and a temporary replacement will be drawn via ballot from the Player Base.

I, as Administrator, will maintain the disciplinary records to ensure that future Admins and Storytellers are aware of any penalties or restrictions placed on members of the GVLarp community.

General Volunteer Job Description

What is a General Volunteer: a general volunteer is a player who does not hold a position of authority in the game who approaches the ST team to volunteer in a specific capacity which can include but is not limited to:

  • Dark Times editor and contributors
  • NPC players
  • Proof readers

Time commitment & general duties:

This is flexible and agreed with the ST at the time of volunteering.

For Dark Times Editor: this involves time spent maintaining the Dark Times email inbox, collating and editing the dark times in an accessible format, communicating preferred deadlines to the player base every month and uploading the document to the discord in a timely manner ahead of each game.

For Dark Time contributors: This is flexible and dependent on the needs of the game at the time. The game does not need NPC articles every month but when it does these can vary in length and complexity based on the relevant plot.

For NPC Player: This will require a minimum of half an hour attendance at game and time spent familiarising yourself with the relevant plot and clan. NPC players will be supplied with a character summary outlining the NPC that the player will be expected to learn. They will be able to choose their own costume but there is the expectation that it will appropriate for the NPC and differ from your PC’s costume. NPC players are given privileged information regarding plots and player characters that they are expected to keep confidential.

Proof Readers: This is flexible and to be agreed with the ST. STs may approach players to request that they proofread documents such as guidance documents and it is expected that these documents will be kept confidential until the time of release to the general player base so as to prevent the spread of false or partial information out of context before all of the information is available.

Mandatory duties:

  • I, as a volunteer, will uphold the volunteer section of the Code of Conduct.
  • I, as a volunteer will aim to inform the ST team if I need to make changes to any agreed commitments, with as much notice as possible.