Organisational Charter

1. Purpose

The Death Unto Darkness Organisational Charter establishes the governance, responsibilities and delegated authorities for those entrusted with the management and operation of Death Unto Darkness.

The Charter exists to ensure that decisions are made consistently, authority is clearly defined, and responsibility is appropriately delegated, enabling the organisation to provide safe, engaging and professionally managed live roleplaying events.

Death Unto Darkness operates under the direction of the Head of System, who delegates authority to the Executive Committee and appointed Game Teams in accordance with this Charter.

2. Governance Principles

The governance of Death Unto Darkness is founded upon the following principles:

Responsibility is clearly assigned.

Authority is delegated rather than assumed.
Decisions should be made at the most appropriate level.
The safety and welfare of participants take precedence over gameplay.
The long-term health and integrity of the organisation take precedence over individual events.
Those entrusted with authority are expected to exercise it fairly, proportionately and in the best interests of the organisation.

3. The Head of System

The Head of System is responsible for the overall vision, stewardship and continued development of Death Unto Darkness.

The Head of System is the final authority on all matters concerning the organisation.

Their responsibilities include:

Stewardship of the shared setting and continuity.
Development and maintenance of the core rules.
Preserving the consistency and integrity of the game setting.
Appointing members of the Executive Committee.
Appointing or approving the Game Team for each event.
Financial management and budgeting.
Management and storage of the Kit.
Approving amendments to this Charter.
Acting as the final arbiter in disputes concerning governance, rules, operations or conduct.
Exercising reserved powers where necessary to protect the safety, continuity or integrity of Death Unto Darkness.

The Head of System may delegate any responsibility under this Charter except the responsibility for final arbitration. The decision of the Head of System shall be final.

4. The Executive Committee

The Executive Committee is responsible for the governance and administration of Death Unto Darkness between events. The Executive Committee acts under the authority delegated by the Head of System.

Its responsibilities include:

Organisational planning.
Development of organisational policies.
Appointment of volunteers to organisational roles where appropriate.
Consideration of conduct issues and the appropriate long term consequences of poor conduct at events.
Long-term planning for future events.
The managing of bookings and attendance for both Players and Crew.

The Executive Committee may establish internal procedures to assist with the discharge of its responsibilities.

5. The Game Team

A Game Team shall be appointed for each event.

The Game Team is responsible for the planning, preparation and operation of that specific event. Its responsibilities include:

Writing and preparing the event.
Producing encounters, NPCs and event-specific content.
Directing crew and volunteers.
Managing the timetable and delivery of the event.
Making operational decisions during the event.
Interpreting and applying the rules during the event.
Resolving gameplay disputes and matters of conduct at events.
Managing player welfare where applicable.
Removing individuals from play or from site where necessary for safety, welfare or the successful operation of the event.

The authority of a Game Team exists only for the event for which it has been appointed, saving for leading the production of pre and post-event material related to that event.

6. Delegated Authority

Authority within Death Unto Darkness is delegated by the Head of System.

The Executive Committee exercises governance authority over the organisation.

The Game Team exercises operational authority over the event to which it has been appointed.

Members of the Executive Committee may and often will, serve on the Game Team of an event, sharing both duties. Neither body shall routinely interfere with the responsibilities delegated to the other.

Where uncertainty exists regarding authority, the matter shall be referred to the Head of System.

7. Operational Authority

During the operation of an event, the appointed Game Team has full authority over the delivery of that event.

Members of the Executive Committee who are not serving as members of the appointed Game Team shall not interfere with operational decisions unless requested to do so by the Game Team or instructed by the Head of System.

Crew members, volunteers and players are expected to follow all reasonable instructions issued by the Game Team relating to:

Safety.
Welfare.
Gameplay.
Logistics.
Event operations.

Operational decisions made during an event are considered final for the duration of that event.

8. Strategic Authority

The Head of System and Executive Committee is responsible for decisions affecting Death Unto Darkness as an organisation.

These include:

Core rule changes (Head of System, advised by the Executive Committee)
Financial commitments (Head of System, advised by the Executive Committee)
Long-term setting development (Head of System, advised by the Executive Committee)
Organisational policy.
Future event planning.
Conduct matters.

The Game Team may not make permanent changes to these matters unless expressly authorised by the Executive Committee or the Head of System.

9. Decision Making

The Executive Committee may make decisions by discussion, consensus or vote as it considers appropriate. Unless otherwise specified, a simple majority shall determine the outcome of any formal vote. The Head of System may participate in any discussion or vote.

Where a vote results in a tie, or where the Head of System determines that a decision materially affects the long-term interests of Death Unto Darkness, the Head of System may determine the final outcome.

Nothing within this Charter limits the reserved authority of the Head of System.

10. Continuity of Governance

Should the Head of System be unable to act in their role due to sickness or injury or be out of communication for an extended period then they shall appoint an Acting Head of System to ensure continuity of governance.

Should their condition or situation render the Head of System unable to appoint one themselves then it shall be the responsibility of the Executive Committee to appoint an Acting Head of System.

A new Head of System may be appointed by the Head of System upon resignation from the role, or should this not be possible then it will fall to the Executive Committee to appoint a new Head of System.

11. Complaints Procedure

Death Unto Darkness reserves the right to refuse entry, remove individuals from an event, suspend participation or permanently exclude any individual whose conduct is considered detrimental to the safety, welfare or reputation of the organisation.

The Game Team may take immediate action during an event where necessary.

The Executive Committee shall consider any long-term action following the event.

The Head of System shall act as the final arbiter in all such matters.

If you wish to report unacceptable behaviour, please talk to a member of the Game Team or a member of the Executive Committee. These will be signposted to players before the event.

Alternatively, you can always email the System Lead; m41ben.dud@gmail.com.

When receiving a complaint, we expect the organiser concerned to be respectful, believe what the complainant has said and, unless explicit permission has been granted, to keep the identity of the complainant anonymous and the information confidential.

The organisers may take any of the following actions they deem appropriate towards the participant, up to and including a temporary ban or permanent expulsion from the event without warning . These actions may include, but are not limited to:

A warning to cease their behavior.
Removal from the event.
A ban from future events, for a period of time or indefinitely
Revocation of leadership roles related to DuD - temporarily or indefinitely
Reporting behavior to the applicable authorities

In general, participants will be given a warning when unacceptable behaviour has been identified but more serious cases will require immediate action.

12. Amendment of this Charter

This Charter may be amended by the Head of System following consultation with the Executive Committee.

The Head of System shall determine the date upon which any amendment takes effect.

13. Reserved Authority

Nothing contained within this Charter shall prevent the Head of System from exercising any authority necessary to safeguard the safety, continuity, reputation or creative integrity of Death Unto Darkness.

Where the exercise of delegated authority conflicts with the judgement of the Head of System, the decision of the Head of System shall prevail.

Appendices

Appendix A. Governance Structure

The Executive Committee governs the organisation.
The Game Team runs individual events.
The Head of System provides strategic direction, appoints both bodies, and serves as the final arbiter in all matters concerning Death Unto Darkness.

Appendix B. Sanctioned Events

Sanctioned Events are independently organised events officially recognised by Death Unto Darkness as forming part of the setting's ongoing canon.

Each Sanctioned Event shall appoint its own Game Team. This Game Team is separate from the Game Team appointed to run Campaign Events and exercises operational authority only for the planning and delivery of its own event.

The responsibilities and authority of a Sanctioned Event Game Team are determined by the nature and scale of the event.

Sanctioned Events may range from small, informal roleplaying gatherings through to events approaching the scale and complexity of a Campaign Event. The level of delegated authority, oversight and support shall be agreed with the organiser by the Executive Committee and Head of System during the sanctioning process.

A Sanctioned Event Game Team may make decisions necessary for the successful planning and operation of its event but may not make permanent changes to the core rules, organisational policies or the wider setting except where expressly authorised by the Executive Committee or Head of System.

Support for Sanctioned Events, including guidance on lore, rules, administration and event planning, shall be provided by the Executive Committee and Head of System where reasonably practical.