Volunteer Coordinator

The volunteer coordinator has the following responsibilities:

• Work with each department to determine staffing needs.
• Create and post volunteer task slips.
• Ensure the volunteer table is staffed during the convention.
• Respond to volunteer email messages, typically prior to the convention.
• Price volunteer prizes.
• Recruit volunteers from:
  • previous volunteers
  • other conventions
  • Mindbridge foundation
  • convention attendees
  • social media posts requesting volunteers
• Have ConBucks printed prior to the convention.
• Have dealer ConBuck table tents printed (describing ConBuck usage) prior to the convention.
• Distribute dealer ConBuck table tents at convention.
• Work with treasury and convention committee (ConCom) to implement desired volunteer perks. Typical volunteer prizes:
  • speculative fiction books
  • t-shirts
  • games
  • toys
• Distribute ConBucks to volunteers in exchange for hours worked, typically based on task slips.
• Track volunteer hours worked.
• Notify next year's ConCom and registration about any volunteers who will be comped. (As an alternative, have the volunteer register on Sunday using their 20 hours.)
• Report to ConCom (post-convention) on number of volunteers and hours recorded.

If possible, have volunteers fill out a volunteer information sheet with at least their name and badge number.

Let the volunteer fill out the top portion of the sheet. The bottom portion is used by the Volunteer table to track hours and ConBucks paid out.

The columns are:

• Hours – The hours reported by the volunteer. For double hours, write down the doubled hours, e.g., the actual hours worked times two.
• Area – The area where the volunteer worked, e.g., Art Show, MIMO, ConSuite.
• ConBucks – The number of ConBucks given out to the volunteer. If the volunteer is working to be comped for next year, this can be zero.
• Init. – The initials of the volunteer table person who accepted the hours and paid out ConBucks (if any).

This process may be used to advertise volunteer tasks. The idea is to write tasks on volunteer task slips and post them at the volunteer desk. Potential volunteers can then review and select tasks as they wish.

The basic process is:

1. A department tells the volunteer table where and when a volunteer is needed.
2. The request is put on a volunteer task slip and posted at the volunteer table.
3. A volunteer reviews the list of tasks, grabs one or more slips, and reports to the department.
4. When the volunteer task is completed, the department head signs the slip and notes the hours.
5. The volunteer returns the slip to the volunteer table, where it is recorded and exchanged for ConBucks.

Volunteers that work at the volunteer table should know these basic things to assist convention attendees and other volunteers.

• convention rules
• Code of Conduct/Harassment Policy
• Costumes are not Consent
• How to contact Security
• How to contact the Con Medic
• Location of medical tote
• How to find program information
• How to locate rooms
• The volunteer task slip process
• The volunteer prize process

The following items are typically at the volunteer table:

• ConBucks (monitor these as they are like money)
• volunteer prizes
• volunteer task slips (for posting work tasks)
• volunteer data sheets (for collecting volunteer info and hours)
• pens
• paper
• painter's tape (low adhesive)

ICON is a completely volunteer run convention. To encourage people to volunteer, volunteers earn one ConBuck per hour of volunteer time. During move-in/move-out (MIMO) and Friday registration, volunteers earn two ConBucks per hour.

Conbucks may be exchanged for volunteer prizes at the volunteer table, used in the dealer room for full or partial payment (no change given), or applied toward the next convention's registration.

A certain number of hours (it's been 20 for some time), allows a volunteer to be comped for the next year.

Actors in TICC earn 6 volunteer hours. The actor’s name should be in the program book. If not, the actor may be verified with the TICC coordinator.

Panelists and moderators earn 1 volunteer hour per panel.

Department heads typically do not earn ConBucks. They get our love and admiration instead.

The Volunteer Coordinator is responsible for handling the ConBucks each year. This includes:

• Working with the appropriate person (currently Terri LeBlanc) to get the ConBucks and dealer table tents designed.
• Ensuring the ConBucks and table tents are printed. (Request reimbursement from the Treasurer.)
• Initialing each ConBuck that is distributed to a volunteer in exchange for hours worked.

The ConBuck design is similar each year, but should mention the current and next convention numbers. The color should be changed each year to avoid confusion.

Suggested ConBuck colors:

• light yellow
• light red (used at: ICON 44)
• light blue
• light green

These are some of the common departments and time periods where volunteers may be needed. The departments and time periods may change, depending on the convention. Check the program book for the correct times.

Logistics

• move-in/move-out (MIMO) (double hours)
• at-convention as needed

Registration: Friday 2-7PM, 8-10PM; Saturday 9AM-7PM; Sunday 9AM-noon (3PM for ICON 45 registration)

• Requires signing a cash handling form to handle money at registration.
• bag-stuffing party to create registration bags

ConSuite: Friday 9AM-2AM; Saturday 8AM-2AM; Sunday 8AM-2PM

• move-in/move-out (MIMO) (double hours)
• stocking food
• washing dishes
• bringing out soda pop
• coverage so staff can have a break

Art Show: Friday 2-6PM; Saturday 8AM-6PM; Sunday 8AM-noon

• move-in/move-out (MIMO) (double hours)
• sit table, monitor the art, check bags, answer questions

Dealer's Room: Friday 2-6PM, Saturday 10AM-6PM, Sunday 10AM-2PM

• direct vendors to their tables
• direct vendors to parking.
• vendor table temporary staffing for breaks and/or panels. (Advance notice very helpful, particularly for covering panel participation.)

Gaming (RPGs and board games): 3PM Friday - Sunday 2PM

Gaming (video games): Friday noon-midnight; Saturday 9AM-midnight; Sunday 10AM-noon

Karaoke: Friday 7PM-2AM; Saturday 8PM-2AM

Masquerade:

• green room assistant

Security:

• badging stations, if required

Tech and AV:

• wranglers

Volunteer table:

• answer attendee questions
• recruit and signup volunteers
• distribute Conbucks based on hours worked
• exchange Conbucks for volunteer prizes
• assist Registration when needed
• accept and price donations

Once the Volunteer Coordinator for a convention is known, the web site email address (volunteerdept@iowa-icon.com) should be updated to forward email to that person or persons.

In addition, the Volunteer Coordinator should become a delegate for the Google Gmail account (ia.icon.volunteer@gmail.com). (This requires having a Gmail account.)

Email that comes in should be replied to promptly, typically as the ia.icon.volunteer@gmail.com user.

Below are some sample messages that can be used to communicate with volunteers.

When a volunteer signs up, you might write like something below. (The first volunteer category can be eliminated or changed based on department staffing needs.)

Thanks for your interest in volunteering at ICON! Being an all volunteer run convention, ICON only works through the had work of its volunteers, so we are exited that you contacted us.

Volunteers typically fall into these categories:

1. Volunteer staff who take on a longer term role of managing an ICON department. These folks typically have attended multiple ICON conventions; have previous experience in the area, perhaps with other conventions; or, sometimes when well motivated, jump into areas were there is significant need. Currently needed: Volunteer, Publicity
2. Move-in and move-out (MIMO) volunteers who assist during the critical time periods just before (typically Thursday and Friday morning evening before ICON) and just after the convention (typically Sunday afternoon and evening after ICON). I can't say enough about these invisible folks who typically make the magic happen. Details will be sent closer to the convention.
3. Day of convention volunteers who assist by filling in holes, as runners, as table sitters, as attendee guides, etc. Visit the volunteer table when you arrive.

Notes:

• Volunteers who attend ICON need to register like everyone.
• All ICON attendees are welcome to submit panel suggestions. These can be things you'd like to attend, or even better, panels you'd like to moderate or organize.
• For every hour you volunteer, you earn one ConBuck. These can then be exchanged for volunteer prizes, at participating dealers, or applied toward next year's registration costs.
• Department heads do not earn ConBucks.
• Move-in/move-out (MIMO) volunteers earn double ConBucks.
• Move-in/move-out (MIMO) volunteers don't have to be registered for the convention, but are limited to visiting the dealers room and art show during the convention.
• We also accept donations of gently used SF/F books or related items as volunteer prizes.

If you have any questions, or want to discuss anything in more detail, just let us know. See you at ICON!

It can be helpful to create a Facebook event for move-in/move-out (MIMO). The following text can be used as a basis for the event. The dates and locations will need to be updated as appropriate.

ICON needs volunteers to help with convention move-in.

LOADING THE TRUCK (Coralville)

Starting at 4:30 PM, meet at storage locker (Quality Care Storage Company, 761 Camp Cardinal Blvd, Coralville, IA) across from the Hy-Vee on Hwy. 6).

Directions: The storage locker is behind the main office. Turn down CAMP CARDINAL BLVD and then turn LEFT at JAMES STREET. Go about a block and find Entrance 2 on the RIGHT with a pavement arrow pointing inward. Turn in there and go up to the automatic gate. If we are already there, you will be able to see the truck by the building. Honk and we'll let you in; otherwise, wait by the gate and we'll arrive shortly.

CONVENTION MOVE-IN (Cedar Rapids)

If you can't help load the truck, meet at the hotel (Cedar Rapids Marriott, 1200 Collins Rd NE, Cedar Rapids, IA) around 6 PM to help with move-in. Volunteers and staff will unload the truck and set up the various venues.

NOTES

• Volunteers earn DOUBLE ConBucks for helping with MIMO (move-in/move-out) and Friday registration.
• Food is provided for those helping with MIMO.

Thank you for your help!