The administrative arm of YOUtopia is the Admin hub. In this hub, we maintain the flow of information, resources, and data as it applies to the event. The cogs of this hub that make the machine work are 6 departments: Communication, Media, Please Department, Volunteers, Schwag, and Liquidity.
1. Communication (led by Nicole, Peichieh and David) controls the flow of information to the public about the event via social channels. These channels include social media, events, and the website. Communication is the public face of YOUtopia and strives to reach out to the public with knowledge and information not only about the event, but our culture as a whole. They get the word out, but stay true to the teachings of the Ten Principles in doing so. Additionally, the Communications department helps other departments with creating and distributing information to the public about various topics including ticket sales information, applications, deadlines, events, et all.
2. Media (led by Elise and Brigid) is the visual documentation arm of the event. Their job is to document, through photos and the occasional video, the event as it’s happening. They capture the magic around us from the behind the scenes building of the city by our amazing volunteers, to the participants and the camps that have brought their gifts for all to enjoy. They also spread and foster the idea of a consent based photographic history to engender choice and responsibility within our community, as well as in the public as a whole.
3. Please department (led by Kara and Ally) is a team of volunteers whose sole purpose is to take care of our hard working staff and department volunteers. They make sure that we are all fed, hydrated, and in general good health and spirits while we work hard to keep the event running. They are a roving and welcome sight to those of us on shift volunteering. Their positive attitudes and want to keep us all jolly and happy make working this event a real joy.
4. Volunteer department (also led by Kara and Ally) is responsible for recruiting, wrangling, scheduling, and maintaining our large list of volunteers that are needed for the event every year. Without them, we couldn’t make this wonderful event happen. They make sure that every department is manned with all the volunteers they need, as well as handing all communication, and ticketing issuance for the departments. They also keep track of volunteer attendance and hours.
5. Schwag (led by Elain) is the graphics, art and design arm of YOUtopia. The Schwag department creates graphics for use at the request of departments for gifts for their staff, and volunteers. This can include patches, t-shirts, dog tags, and whatever other gifts that each department comes up with every year. Additionally, they create the credential, wristband, and parking pass art used for the event.
6. Liquidity (led by unnamed) is the on site accounting for the event. They are responsible for the collection and distribution of all petty cash on the mountain.
What did we do incredibly well this year?
Admin hub was fortunate to have been staffed by an amazing group of people who were on the ball and on task for the entire year. They were knowledgeable, eager, and wanting to do their jobs to the best of their abilities. They had no problems coming to their hub lead when assistance was needed, but overall had things handled to the point of not needing to ask them to complete any outstanding tasks. They communicated well, and stayed focused. As Hub Lead, I couldn’t have asked for a better team.
What could we have done better this year?
The biggest challenges within our hub this year were luckily few and far between. We unfortunately had a shortage of volunteers as a whole this year. Some departments ended up short. However, we created a general volunteer pool this year, and it worked out amazingly well. Departments that ended up in need were able to pull from that pool and have their last minute staffing needs met on a moments notice.
Media ended up losing their transportation due to cart shortages, however, they made the best of it and found other ways to get around the event to document what was needed.
Communication was having some issues with departments creating content for informational posts, but reminders at meetings and in email seemed to help.
Schwag was having problems with departments getting art requests in at the last minute, but reminders at the meetings and in our facebook group seemed to help relieve some of that.