VOLUNTEERS WANTED FOR TEAM ARISIA

POSITIONS AVAILABLE for Arisia 2018

Last updated: August 14, 2017

If you don't see a position you like, take a look at the Org Chart. A position without a name might be open. Also you could submit a volunteer form, and we'll try to find a position for you.





Communications Division Head
Responsibilities:The Communications Division Head is responsible for responding to needs expressed by other Convention divisions in a timely manner, keeping the Con Chair team and Division Head groups aware of how the convention is communicating on important issues, and developing and implementing Communications plan with Assistant Division Heads. Additional responsibilities include offering ongoing support and guidance to the area heads in your division, interfacing with other areas of the convention as needed, and attending and participating at Arisia Division Head meetings (as needed) and Arisia Corporate meetings relevant to your division. This is a position for people 18 years of age or older. Note: Arisia Division Heads are required to be members of the Arisia Corporation. For details on how to join the Corporation see: http://corp.arisia.org/membership. If you have questions or concerns regarding this please let us know.

Tasks and Duties:
  • Staff recruiting and retention
  • Creating internal (staff/volunteers) and external (attendees) division timeline and communication plan in cooperation with the ADHs, other Division Heads, and the Assistant Con Chair team
  • Assigning schedule slots for being Division Head On Call at the convention with the Assistant Division Heads
  • In the event of an emergency or staff departure, finding a replacement for the staff member or taking over the running of an area under their supervision if necessary.
  • Troubleshooting problems pre-con and at-con
  • Producing of convention materials as needed
  • Scheduling regular division coordination through email, the Slack application, and planned meetings
  • Processing Feedback - Post-Con
  • Creating division debrief report with Assistant Division Heads

Positions in this division under your supervision will include:
  • Web (direct report)
  • Publications Assistant Division Head, which includes Marketing/Ads, Print publications, Mobile Publications, Blog, and Progress Reports
  • Media Assistant Division Head, which includes News Desk, Social Media, Clear Ether (at-con newsletter), Photography, and Press
Contact: conchair@arisia.org


Gaming Assistant Division Head
Responsibilities:The Gaming Assistant Division Head is responsible for responding to needs expressed by your Division Head and other Convention divisions in a timely manner, keeping the Con Chair team and Division Head group aware of Gaming Division statuses and issues (especially those that impact other areas/divisions of the convention), offering ongoing support and guidance to the area heads in your division, and interfacing with other areas of the convention as needed. The Gaming Assistant Division Head will also be expected to attend and participate at Arisia Division Head meetings (as needed) and Arisia Corporate meetings relevant to your division. This is a position for people 18 years of age or older.

Tasks and Duties:
  • Staff recruiting and retention
  • Creating internal (staff/volunteers) and external (attendees) division timeline and communication plan in cooperation with the ADHs, other Division Heads, and the Assistant Con Chair team
  • Assigning schedule slots for being Division Head On Call at the convention with the Gaming Division Head
  • In the event of an emergency or staff departure, finding a replacement for the staff member or taking over the running of an area under their supervision if necessary
  • Troubleshooting problems pre-con and at-con
  • Producing of convention materials as needed
  • Escalating issues to the Gaming Division Head as necessary
  • Scheduling regular division coordination through email, the Slack application, and planned meetings
  • Processing Feedback - Post-Con
  • Creating division debrief report with Assistant Division Heads

Positions in this division under your supervision will include:
  • LARPs (Live Action Role-Playing games)
  • Tabletop Games
  • Video Games
Contact: gaming@arisia.org


Operations Assistant Division Head
Responsibilities:The Operations Assistant Division Head is responsible for responding to needs expressed by your Division Head and other Convention divisions in a timely manner, keeping the Con Chair team and Division Head group aware of Operations Division statuses and issues (especially those that impact other areas/divisions of the convention), offering ongoing support and guidance to the area heads in your division, and interfacing with other areas of the convention as needed. The Gaming Assistant Division Head will also be expected to attend and participate at Arisia Division Head meetings (as needed) and Arisia Corporate meetings relevant to your division. This is a position for people 18 years of age or older.

Tasks and Duties:
  • Staff recruiting and retention
  • Creating internal (staff/volunteers) and external (attendees) division timeline and communication plan in cooperation with the ADHs, other Division Heads, and the Assistant Con Chair team
  • Assigning schedule slots for being Division Head On Call at the convention with the Operations Division Head
  • In the event of an emergency or staff departure, finding a replacement for the staff member or taking over the running of an area under their supervision if necessary
  • Troubleshooting problems pre-con and at-con
  • Producing of convention materials as needed
  • Escalating issues to the Operations Division Head as necessary
  • Scheduling regular division coordination through email, the Slack application, and planned meetings
  • Processing Feedback - Post-Con
  • Creating division debrief report with Assistant Division Heads

Positions in this division under your supervision will include:
  • IT Support
  • Logistics
  • Operations Desk
  • Sign Shop
  • Radio Wrangler
Contact: ops@arisia.org


Newsdesk Lead
Responsibilities:Newsdesk Lead is responsible for creating timely on-topic posts at the request of our convention staff for promoting aspects of the convention to our members and the public. The ideal candidate would be a trustworthy and creative communicator who is comfortable working with and leading a small team of people, or working independently and in a timely manner. They have social media savvy and can do basic manipulation of web images, write/edit compelling copy, and maintain a high level of communication with our staff. The Newsdesk Lead will also be managing Arisia 2018’s at-con Newsletter, Clear Ether, which is printed daily, and working alongside a small staff of reporters.
  • This is a position for someone 18 years of age or older.
  • This position is both pre-con and at-con, and reports to the Assistant Division Head of Communications.
Contact: comms@arisia.org


Registration Staff
Responsibilities:Come join the friendly, welcoming people of Registration! As the first faces attendees see when they arrive at the convention, Registration volunteers are an incredibly important part of the Con. Reg Staff must be comfortable working in a fast-paced environment, and enjoy helping people.
  • Skills/requirements needed: Comfortable with money handling, customer service, punctuality and reliability, sitting for long periods of time, using a laptop.
  • Time: Flexible shifts at con, training provided
Contact: reg@arisia.org


Assistant Innkeeper At-Con or Pre-Con
Responsibilities:The Innkeeper team manages the sleeping rooms at the various hotels where Arisia has signed a contract. We manage all the special requests and reservation changes for attendees. There is a strong customer focus on our team; this is a great place for being able to make connections directly with members and having a positive face on the convention. The team is looking for assistant innkeepers to help with pre-con and at-con tasks. Pre-Con assistants help with managing spreadsheets with people's reservation information making sure that changes have been processed correctly and sending confirmation emails out to attendees. This can take up to 10 hours/week starting in November up until the convention. We've been working to partially automate some of our tasks, so if you have a particular love of Javascript and spreadsheets, we'd love your help. This could be a solely IT-type position for the right volunteer. At Con, we are looking for assistant innkeepers to spend a few hours at the innkeeper help desk and answer questions about rooming. Usually this is facilitating basic check-in questions.
Contact: innkeeper@arisia.org


At-con Guest of Honor Liaisons
Number of people needed: 2-3
Responsibilities:Accompany one of the guests of honor during the convention in order to make sure that they make it to their panels and events in a timely fashion. The at-con guest of honor liaisons will also make sure that the guests of honor get answers to any questions they may have and look after their incidental needs. At-con liaisons will need to work at least one half day shift during the con. At con liaisons will be supported by the GOH liaison and assistant GOH liaison during the con. Good qualities for an at-con liaison: diplomacy, good communication skills, patient, and well-organized.
Contact: goh@arisia.org


General Tech Staff
Responsibilities:Arisia Tech supports the panels, performances, presentations, and media that make up the convention. We build theaters into ballrooms to create performance spaces; we provide sound reinforcement and projection for panels; we run sound, lights, cameras, and backstage work for Arisia events like the Masquerade; and we welcome new people to join us. We are particularly looking for people with theatrical tech and production experience, and/or with AV experience.There are pre-con positions available, as well as at-con.
Contact: tech@arisia.org


Publications Coordinator
Responsibilities:The Publications Coordinator is an Area Head-level position overseeing all of the printed publications Arisia produces prior to the convention. This includes Souvenir Book, Pocket Program, Restaurant Guide, Family Friendly Guide, Grid Sheet, and any new publications planned for A'18. Each publication has one or more persons responsible for the content and production of the individual publication; this job involves assisting and coordinating across the publications to ensure consistency, timeliness, and good communication of pubs needs to other divisions within Arisia that supply content for the publications. This job requires someone with good attention to detail and organizational skills who is comfortable asking people for things in a timely manner. This job is entirely done pre-convention with a heavy workload in November and December when most of the publications are produced
  • This is a position for someone 18 years of age or older.
Contact: comms@arisia.org


Programming Track Manager
Responsibilities:Track Managers are the members of Arisia Programming Staff who are responsible for the creation and assignment of panels for all four days of the convention. Potential track managers should be able to make decisions in a timely manner, communicate comfortably via email, real-time chat, slack, etc., multitask with relative ease and work well within a team structure. It would also be extremely helpful to be at the convention for all four days if possible. Because this kind of work can get complex, having two co-managers, or a manager with an assistant, is an option.
Panel Creation and Execution Duties
  • Sort through suggestions submitted to the Brainstorming forums, panel submission form, and social media outlets, such as Facebook and LiveJournal, for new ideas for panels. This also includes coming up with your own ideas.
  • Writing descriptions of the panels to be viewed by potential panelists.
  • Assigning panelists based on the submission statements, the 1 to 5 rating system and general availability.
  • Schedule the panels using the Grid Scheduler in Zambia.
  • Work with staffing to resolve scheduling conflicts and changes as needed.
Staff Duties
  • Work with Programming Management Staff to select potential panelists from the general panelist pool as well as recruit new panelists and/or staff to participate in the convention.
  • Use Zambia for panel creation, assignment and scheduling.
  • Updating reports and notes about panelists including incoming or outgoing panelists. Spotting potential problems to prevent any conflicts during the convention.
  • All Programming Staff members are required to volunteer to work in The Nexus during convention hours.
  • Communicate openly with other Programming Staff and Programming Management about changes or any potential issues that may arise before and during the convention itself.
Tracks Available:
Meetups Track Head
Contact: programming@arisia.org


(Co)Assistant BEO Wrangler(s)
Responsibilities: Everything you see in Arisia function space that has been provided or set up by the hotel has been facilitated by our BEO team. A Banquet and Event Order (BEO) is how we communicate to the hotel everything from where water stations should be when to move dance floors and rearrange chairs. The BEO team members are the ones who take all of the requests from Arisia's various areas and provide them in one master communication to the hotel. Arisia has a BEO system that takes the information we need from staffers for function space hotel request, and this role uses this tool.
  • This is a pre-con only position for 1-2 people. Necessary skills include excellent ability to organize and sanity check information. Good communication skills are useful to reach out to disambiguate request information and facilitate resolution between stakeholders, but you would have support available if this sort of task came up.
  • This position is being designed as a mentored growth position, with the hope to train future BEO Wranglers. No prior experience with hotels is necessary.
Contact: hotel@arisia.org


F&B Wrangler(s)
Responsibilities: The Food & Beverage Wrangler is part of our fabulous and ninja-like BEO team. A Banquet and Event Order (BEO) is how we communicate to the hotel everything from where water stations should be when to move dance floors and rearrange chairs. This role organizes all of Arisia's food and beverage (F&B) requests make important thing happen like hor d'oeuvres at the Art Show Reception and hot tea for late night folk. The BEO team members are the ones who take all of the requests from Arisia's various areas and provide them in one master communication to the hotel. Arisia has a BEO system that takes the information we need from staffers for function space hotel request, and this role uses this tool.
  • This is a pre-con only position for 1-2 people. Necessary skills include excellent ability to organize and sanity check information. Good communication skills are useful to reach out to disambiguate request information and facilitate resolution between stakeholders, but you would have support available if this sort of task came up.
  • This position is a relatively small-in-scope but important role that is only pre-con. It is a good way to break into the mysterious world of Hotel Div. No prior experience with hotels is necessary.
Contact: hotel@arisia.org