Animaritime Needs Your Help!
Are you interested in helping Animaritime?
If the answer is yes then the best way to do this is by volunteering your time and helping out at the convention itself. Put in volunteer hours in the department you are interested in, learn some of the details about running the convention and see firsthand what it takes to make Animaritime a success.
Animaritime needs your help with running the convention and the ways that you can do that are many! But why should you volunteer? Well, because like with staff, volunteers help to make this convention a success and allows for experience in Customer Service and Event Management and, of course, the Volunteer Rewards.
To become a volunteer you must meet the following eligibility requirements:
- Volunteers must be 16 years of age or older in order to volunteer at the convention. Volunteers between the ages of 16-17 must have parental approval (via this consent form) in order to volunteer. Note that Panelist and Gaming Volunteers (demos/tournaments) have a minimum age requirement of 18 years of age.
- Volunteers must fill out and complete the appropriate Volunteer Application.
- Volunteers must be pre-registered for the convention prior to submitting an application. Application deadlines are: May 1, 2017.
- Volunteers must agree to adhere to the Convention Code of Conduct and Staff Rules and Regulations.
- Volunteers must be willing to undergo training and attend at least one orientation meeting.
- Volunteers must be willing to work a minimum of 4 hours. Excluding volunteers wishing to become panelist or perform game demos.
While working as a volunteer at the convention there are a number of things expected of you. These include: volunteer training, being on time for shifts, knowing what your responsibilities are and what it you can and cannot do.
Please note that volunteers are expected to respond to emails from the Volunteer Coordinator (firstname.lastname@example.org) within two business days.
Volunteers are asked to attend at least one meeting/training session (which will take place both online and at-con) to familiarize themselves with the layout of the convention area, staff and staff hierarchy, roles, expectations and training (roles and customer service).
All volunteers must attend one, of two, Orientation Meetings, either Thursday, June 30th, 2017 from 3:30pm to 4:30pm or Friday, July 1st, 2017 from 9:00am to 10:00am. This training is mandatory and you will only be exempt from attending if you have participated in the online training.
Volunteers can also choose to attend an optional training meeting which will be performed online one month prior to the convention. While the online training is not mandatory we strongly encourage you to participate in this training if you are unable to make the other meeting/training sessions.
All volunteers are expected to be on time or early for their shift. Unexplained late or no show volunteers may be removed as a volunteer and in extreme cases may be blacklisted from the program.
In the event that you cannot make your shift contact the Volunteer Coordinator at least a half hour (30 minutes) before your shift is set to start in order for us to either find a replacement or notify the supervising staff that you will not be attending or will be late.
It is recommended to volunteers to show up to their shift at least 5 minutes prior to its start. This will give you adequate time to familiarize yourself with the space and ensure you are in the correct area.
While all staff and volunteers must adhere to the Codes of Conduct and Staff Rules and Regulations, there are a few restrictions to being a volunteer:
- Volunteers will not be allowed to handle convention funds. This includes, but is not limited to, cash intake (Registration and Information Desk), making change, and cash transportation.
- Volunteers will not be allowed to secure an area in the event of an emergency, be asked to fill in for security or medical personnel, or be asked to perform any duties outside of their respected roles.
- Volunteers who are under 18 years old will not be allowed to assist or control the entry of 18+ events/panels.
There are a number of roles which can be assigned to Volunteers which can also include pre-convention set up. Don’t be afraid to volunteer for more than one of the roles. The more the better!
Below are the roles you can pick and what it entails.
- Information Desk Assistant - Assists the staff at the Info Desk in directing attendees to the proper location of a panel/event, organizing line up for ticket sales (Café Rouge), receiving application forms for contests, assisting in convention game management and maintaining the sign in/out sheet for staff and volunteers.
- Registration Desk Assistant - Assists the staff at the Registration Desk in checking in attendees to the convention, ensuring all attendees have the correct forms and have filled them out correctly and ensuring all attendees have the right and correct identification.
- Exhibition Room Attendant - Assist the Exhibition Room staff in ensuring the comfort of the vendors and artist, to keep walkways and fire exits clear and to notify staff of any prohibited material being shown/sold to minors.
- Staff Table Assistant - Assist the staff at the staff merchandise table in selling convention merchandise.
- Line Control Attendant - Assist the staff at the Registration Desk in controlling the lines of attendees waiting to register. This position will also, at times, hand out registration form and reiterate items (valid photo ID and parental consent form) needed for registration.
- Showing Room Attendant - Assist the staff by manning the Showings Room and ensuring that the equipment is not tampered with or stolen, that the showing runs smoothly and that all attendees who attend the showing are adhering to convention policies.
- Gaming Room Attendant - Assist the staff in the Gaming Room and ensuring that the equipment is not tampered with or stolen, that the games are returned to the holding area and stored correctly and that all attendees who attend adhere to convention policies.
- Staff Assistant - Assists staff at the convention with odd duties including but not limited to set-up and teardown, assisting with special events, and helping backstage at the masquerade. This is also a pre-convention role which includes but is not limited to moving equipment, assisting with the creation of items for events and stuffing/sorting swag.
- Panel Assistant - Assists staff at the convention with ensuring that rooms are ready for panels and events and that all equipment needed within is available and functional. This includes but is not limited to moving equipment and/or supplies and assisting with set-up and teardown as needed.
The volunteer can also choose to assist with pre-convention work on the Thursday prior to the start of the convention which will count towards their hours served.
Volunteers, unlike staff, are only required to work a small number of hours to assist the staff with their duties.
The number of hours worked by a volunteer will correspond with reimbursement size and reward scheme. A volunteer must work a minimum of 4 hours and not exceed a maximum of 20 hours.
The reimbursement and reward scheme are as follows:
- 4 hours - No reward or refund
- 6 hours - Animaritime T-Shirt and 25% refund
- 8 hours - Animaritime T-Shirt, Animaritime bag, and 50% refund
- 10 hours - Animaritime T-Shirt, Animaritime bag plus swag, and 75% refund
- 12+ hours - Animaritime T-shirt, Animaritime bag plus swag, and 100% refund
Refunds can be done either on the Sunday at the convention or within 30 days after the convention. Refunds will either be a cash payment (done at the convention) or via PayPal. Make note of this within the Volunteer Application.
At the end of the convention volunteers will be asked to give an evaluation of the convention and the staff with whom they worked. Feedback and recommendations are welcome and any complaints against members of staff or other volunteers will be held with the strictest of confidence.
Volunteers will also receive an evaluation from the staff who worked with them. Therefore please be sure to introduce yourself to the staff member who you are assisting. It is not only helpful to the staff to know who they are talking to but also it's a good way to start off on the right foot.
Dealing with Complaints and Issues
Working at the convention is sometimes a high stress zone where people who are tired or hungry can become angry or irritated with staff and volunteers. Please do not take it personally and work with the attendee to solve their problem. If you need assistance speak to the nearest staff member and see if they can assist.
If you are having problems, are being harassed, or bullied by an attendee, another volunteer or member of staff please contact the Volunteer Coordinator immediately. The convention takes all complaints seriously and will work to resolve any issues of harassment or problems quickly.
If you have any questions please contact the Volunteer Coordinator at: email@example.com.
These volunteers are those interested in running a gaming event at Animaritime. This can be anything from tabletop, video game, RPG, or miniature games. They can be tournaments, demonstrations, or general gatherings. If you have any questions about the application process, or have any questions pertaining to your event, please contact the Gaming Coordinator at: firstname.lastname@example.org.
- Volunteers must be at least 18 years of age.
- Each individual that plans to help coordinate the gaming event must also submit an application. In your application, please indicate which event you are applying with.
- Applicants MUST be pre-registered for Animaritime 2017 before their application can be processed. We will confirm your pre-registration status through our EventBrite registration software.
- All applicants must be able to respond to emails from Animaritime staff within 4 days.
- Applicants cannot choose the time of their event, however they may be consulted on which times work best for them.
- If your application does not meet the needs set forth on this page, your event application will be declined. You will be given sufficient feedback and you may reapply, provided your next application meets our criteria.
- If you would like to run multiple events, please fill out a separate application for each event.
- Please read the application form carefully to ensure you provide all the details our gaming team needs to properly schedule your event.
- Animaritime staff are not responsible for providing materials for your event such as controllers, board games, prizes, etc. We do have several TVs available, but we cannot guarantee the type or size.
Gaming Event Application
Panelists are individuals who volunteer their time to run panels or other type of events. These individuals are able to host a wide number of events however they must first be cleared by Animaritime's Programming Department. Applications will open February 10, 2017.
Please contact our programming department at email@example.com if you have any questions about the application process.
- The lead panelist, must be 18 years of age. Assistant panelist/host must be no younger than 16 years of age. The lead panelists must ensure that the content of the panel is rated appropriately for the youngest attendee.
- Each individual that plans to participate in the panel must also submit an application. In your application, please indicate which event you are applying with.
- Panelists MUST be pre-registered for Animaritime 2017 upon application. You will be asked to present your registration Order Number in the application. An example will be shown in the application.
- If panelists are interested in hosting multiple events, they must fill out a separate panel application form for each event.
- A portfolio may be required for any creative panel (art, cosplay, etc.). A portfolio in this case means a collection (5-10) samples of your best work (prints, photos, etc.) as email attachments or website link (DeviantArt, etc.). The Programming Team will request this information from you if your application is considered.
- Some panelists may be asked to do an online interview to help clarify the event details.
- If your application does not meet the needs set forth on this page, your panel application will be declined. You will be given sufficient feedback and you may reapply, provided your next application meets our criteria.
- Panelist must ensure that all materials required to run their panel is noted within the application. Computers should be supplied by the panelist but can be supplied by the convention for a fee and be made available on a priority bases only. Connection cables (VGA
and HDMI) will be provided by the convention however loss of these items may result in fee so please leave them in the room. If you require a specialized cable please bring it with you.
- Panelists will be asked to attend at least one meeting, either online or at-con.
- All panelists must be able to respond to emails from Animaritime staff within 4 days.
- Panelists cannot choose the time of their event, however they may be consulted on which times work best for them.
- Animaritime staff reserve the right to deny any event.
- Failure to comply to any of these rules could result in your application being denied, or your confirmed event canceled.
Tips for submitting panels:
- Provide as much information pertaining to your panel as you can. If you are planning on using a slideshow, please forward it along to firstname.lastname@example.org. This could include a point-by-point synopsis, slideshow, outlines, etc. Unsure of what to provide? Contact us and we'd be happy to help.
- Panels are more likely to be accepted if they are well thought out and are sure to be well attended.
- If your event involves multiple people, keep in mind each person will need to apply and may need to go through an interview. Please try to limit the number of people involved.
- In terms of creative panels, please consider organizing an event pertaining to a specific type or process (Digital Illustration, How to Draw Monsters, etc.) rather than applying to host general "Drawing 101" panels.