You asked a couple of questions and they are fair, given that this is a new model for running PSI events and a lot of people don't know how it all works You said:
at what point in contract negotiations is that role filled? Is it Steve unless otherwise noted / until further notice? Does the HCC have any say in who fills that role for the EC (don't read anything into that Steve, I'm just asking because I'm the inquisitive type)? The EvC role, if the "sides" are broken down, falls in with the ExC/psi camp and not the HCC camp... right?.
I am not on the EC so I can't tell you who will be the Event Coordinator, but I know it is not going to be Steve as a default. I can only speak from my experience, so here's my story. I was asked to be the Event Coordinator for WOWps before we had a host city, probably because I actually proposed the event to the EC. Sort of a "put your money where your mouth is" kind of thing. Of course I agreed. So at least in this instance it was very early in the negotiations, before the Host City was even chosen, thus they didn't have any say in who filled that role. I, however, was able to ask the women in Detroit that I knew were interested in organizing and who I thought could pull it off. I didn't know them very well, but I felt that they were dedicated and interested and I feel like it really worked. So well that we're doing it again in 2009. About the breakdown question that you ask about, it is important for everyone to understand that the Event Coordinator actually signs a contract with PSI and acts as a representative of the EC in dealing with the event. In Detroit, I don't think there will be a break down with WOWps, but if there is--it is my fiduciary responsibility to make sure that the event happens.
With Charlotte for iWPS, Inkera is the Event Coordinator and she was picked because she has both the EC experience and she's from the city. There's no reason for communication to break down because she's involved in both.
Hopefully we'll have an excellent choice for the Event Coordinator for NPS in Delray as well as an equally excellent Event Coordinator for the iWPS in Berekley. Remember it doesn't have to be a person in the EC. I'm not an EC member. I know that I'm perceived as one because of my previous role on the EC and my long history in organization with PSI, and probably because of my relationship with Steve, but I'm not. I'm just a person willing to give my time and energy to make WOWps a success and who is willing to put my name on a contract saying that I'll work with the Host City Committee to ensure the success of the event. Theoretically I would get paid for my job, but I agreed with the contract that I signed that if there were funds for me to profit share (based on the contract), I would donate the salary back to PSI. Not all Event Coordinators will likely make that same arrangement, but because of the contract there is financial motivation to work together.
Your second question or sort of statement is
Just one question i guess... and kind of an answer too.
Just as you may very likely be a part of the Host City Committee for the iWPS in Berkeley, if you don't live in Berkeley...
I am, and true, I live in Oakland not b-town - but I could (and have) literally walk(ed) to Berkeley. These two cities are physically closer than Manhattan is to Brooklyn and sit at the geographic center of sprawling a metro area (SF to the west, SJ to the south, Marin/Napa/Sanoma to the north & lots of cities no one outside of the Bay has ever heard of to the east)
I understand your comment about proximity. Detroit is about an hour away from my house by car and I don't think I would've felt comfortable being the Event Coordinator for my first time in a city with people I didn't know very well. If you recall, my first choice was to have it in Chicago, about 4 hours from my home, but when it was evident that the event was not going to happen in Chicago, I picked Detroit for its proximity. I felt that in a really short amount of time I could at least roll up my sleeves and get my hands dirty to help make the event work. However, regardless of the distance, and remember an Event Coordinator could live on the opposite coast, I think the key is to have a good working relationship between the Event Coordinator and the HCC. That includes regular communication by both sides and a shared goal to create the best PSI event ever. The Event Coordinator's biggest job is to make sure that the HCC is working on their part of the event based on the PSI time line and to work as a liaison between the EC and the HCC by giving regular updates and making sure all of the contracts are negotiated by the EC negotiator as well as all budgets approved by the EC. Since the EC is ultimately responsible for the event they must have the final say on details.
Finally, the most important aspect of the Event Coordinator job is to work with the HCC to create a shared vision of the event. It's that shared vision that makes the ability to uphold the contracts (the Event Coordinator's and the HCC Chair's) a possibility.