Volunteers Timeline

***NOTE: These timelines are estimates, you may need to adjust for your specific convention date

Immediately after accepting the position

• Get access to your convention email.
• Read through the emails to get an idea of what sort of messages you should expect for the next year.
  • Contact helpdesk@digitalgrail.org if you are not able to get access/permission for your email and Google Drive or any other tech concerns
• Validate information on the convention’s website and notify webmaster@<convention email> of any changes or additions you would like.

6 months before the convention

• Work with Charity Auction to get donations from companies to use for minion compensation (i.e. swag).
  • This list may include contacts for gaming, egaming, books, toys, collectibles, anime, and local businesses. It’s important that you work with the charity contact to ensure companies are not contacted twice.
• Make a list of swag inventory.
• Ask the staff who needs dedicated volunteers.
• Ask the staff if they have camping chairs they will donate for the Smoker’s Tent.

5 months before the convention

• Request the convention off from work. It’s suggested you also take the Monday following the convention off as well.
• Work with Social Media to put out posts requesting volunteer help.

4 months before the convention

• Purchase Christmas lights if necessary for the Smoker’s Tent.
  • Work with the Treasurer or submit a budget request.

3 months before the convention

• Email past volunteers. Remind them of the convention dates and ask if they will be helping again.
• Set aside prizes for swag.

2 months before the convention

• Write a paragraph about the Volunteers. Send it to Publications and Scheduling before the end of the month.
• Contact Party Rooms/Fan Suites to ask what their at-con needs will be.
• Create a Google Drive spreadsheet or form for department heads to mark where they will need help. (Make sure to include which panels will need to be heralded throughout the convention.)

1 month before the convention

• Validate Volunteers SOP, and ensure any updates are complete before the end of the first week. This will include information about how Ops/Reg/Convention Heads should handle different things that may arise related to your position.
• Begin working with department heads to fill their schedules and find out where they need help.
• Work with Hotel to organize when pizza will arrive on the day before convention and Sunday for volunteers.
• Figure out the budget for pizza on the day before the convention and Sunday. Order pizza through the hotel or a restaurant if needed.

Month of the convention

• Work with the Treasurer for volunteer snacks and drinks at-con.
• Send anything you need announced during opening and closing ceremonies along with slide to Ceremonies within the first few days.
• Make sure all swag is packed and separated by department. Work with Logistics to make sure it makes it to the convention.

Responsibilities at the convention

• Day before the convention - Arrive at the convention by the time provided by the convention heads or Hotel (depending on when the hotel is going to let us set up) (unless approved by your convention head). Assign tasks to various teams and oversee the process to ensure everything gets done. Ensure pizza arrives on time. Give out schedules to volunteers regarding what their at-con jobs will be on the other days.
• Days of the convention - Find minions to assist with miscellaneous activities that weren’t previously scheduled.
• Sunday - Get volunteers to assist with tear down. Encourage them to join us at Dead Dog. Ensure pizza arrives on time. Thank volunteers. Give away prizes.