Volunteers Wanted for Team Arisia

Positions Available for Arisia 2018

Last updated: September 25, 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.
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 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

  • 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: @email

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 and 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

  • LARPs (Live Action Role-Playing games)
  • Tabletop Games
  • Video Games

Contact: @email

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

  • IT Support
  • Logistics
  • Operations Desk
  • Sign Shop
  • Radio Wrangler

Contact: @email

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. Flexible shifts at con, training provided

Skills needed: Comfortable with money handling, customer service, punctuality and reliability, sitting for long periods of time, using a laptop.

Contact: @email

Assistant Innkeeper Pre-Con

Responsibilities: The Innkeeper team manages the sleeping rooms at the hotels where Arisia has signed a contract. We manage all special requests and reservation changes for attendees. Pre-Con assistants help manage 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 from September 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.

Contact: @email

Assistant Innkeeper At-Con

Responsibilities: The Innkeeper team manages the sleeping rooms at the hotels where Arisia has signed a contract. We manage all 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. For these positions we are looking for assistant innkeepers to spend a few hours at the Arisia Innkeeper help desk and answer questions about rooming. Usually this is facilitating basic che/pbr />

Contact: @email

At-con Guest of Honor Liaisons

Responsibilities: Accompany one of the guests of honor during the convention to make sure 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, patience, and being well-organized.

Contact: @email

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: @email

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 Arisia'18. Each publication has one or more persons responsible for the content and production of the individual publication; the Coordinator job involves assisting 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: @email

(Co)Assistant Banquet and Event Order (BEO) Wranglers

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 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: @email

Food & Beverage Wranglers

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 hors d'oeuvres at the Art Show Reception and hot tea for late night folk. The BEO team members are the ones who take all 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 that 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 Division. No prior experience with hotels is necessary.

Contact: @email

Events Liaison

Responsibilities: Join our Events team and make the Events run smoothly. Personable liaisons work with the scheduled events pre-con to gather information needed for registration, publications, tech, and events. At Arisia, you will meet your event organizers and make sure the event happens as planned. You must like to work with different types of artistic talent and be able to get them to submit forms on time, arrive to convention on time, and perform in their allotted time slot. We need both morning and night people. This job is split between pre-con and at-con work. Training pre-con will happen either in person or via Skype. Skills good to have: communication, organization, persuasion.

Pre-con

  • Be the single point of contact for up to 6 events. You’ll be in charge of communicating such things as newsletter blurbs, social media announcements, Coming Attractions publication, etc. to other parts of Arisia.
  • For each event in your charge, you will be responsible for:

    • Making sure the Event Organizer submits all required paperwork, including the Tech Needs form — even if they do not need any tech — on time.
    • Getting lists of Event Participants, including e-mail, badge name and badge ID (if known) and working with the Events Division Head team on entering this information into Zambia. We have an early deadline this year so some persuasion skills will be very helpful!
    • Answering questions the Event Organizers have. These may range from "How do I get my badge?" to "Where do I leave my gear when I am not performing?" and "Where can I get a cup of coffee or a snack?"
    • Make sure all participants allow for Boston traffic and arrive on time.

At Con

  • Meet with your Event Organizer when they arrive for their event (one hour before the scheduled start time). Make sure the room set-up and any other special orders for this event are correct. Work with the Arisia Tech and Hotel teams to fix things as necessary. Remind the Event Organizer that the stage must be cleared, even of chatting, immediately after the event.
  • Get at least one room count, preferably part-way through the event. Fill out the Arisia ‘18 Events Liaisons Events Counts form.
  • Make sure the event clears the stage in a timely manner so the next event can start on time. Be sure to move any post-event chatter from the stage to outside the room immediately.
  • Meet with the Event Organizer after the event to get feedback. Use the Event Organizer's Feedback Form to find out what went well, what didn’t go so well, and what suggestions Event Organizers have for next year.

Contact: @email

Marketing Coordinator

Responsibilities: Arisia's Marketing Coordinator is responsible for overseeing advertisements in all print publications (Souvenir Book, Pocket Program, Restaurant Guide, etc.) and for proposing new marketing efforts to get the convention's identity and message known to potential new staff and new attendees. Arisia ads are both exchanged and sold - part of this job is expanding our traditional ad sales to new relevant venues. The Marketing Manager is also responsible for coordinating with other parts of the Arisia team on marketing efforts, including supplying giveaways such as bookmarks and flyers for Arisia 2018 presence at other conventions. Finally, the Marketing Manager enacts directives from the Convention Chair (or designee) to place or enhance Arisia 2018's online presence in online venues such as Events Guides (e.g. Boston city & tourism), Convention lists, and similar. This includes possibly arranging for approved ad material that the Web team will put on the Arisia'18 Web site.

We'd like someone who knows the Con attendees well and who is comfortable calling or emailing people outside the fan community to ask them for things. For example, reaching out to local restaurants to solicit advertising for our Restaurant Guide.

This Area Head-level position reports to the Communications ADH for Publications and will have one or more Ad Sales volunteers working for it. This is a position for someone 18 years of age or older.

Contact: @email

Web Content Team Member

Responsibilities: Updates Arisia website content pages with new information, photos, and corrections. The Arisia site uses Drupal 8, but no prior knowledge is required; we will teach you. Knowledge of HTML and CSS would be helpful but are not required. Having a good command of English and an eye for spotting errors and typos is also beneficial.

This position works heavily on the site pre-con and as needed during the convention. Typing skills are required, as is reliable access to the Internet. This is a position for someone 18 years of age or older.

Contact: @email

At-Con Web Area Head

Responsibilities: The Web area head is responsible for creation and updating of Web content; this job involves doing these updates during the Arisia '18 convention. You will be taking over for the current Web AH who will be doing other work during the Con. This position coordinates closely with the Social Media and Arisia News Desk areas to get real-time updates, as well as with other divisions such as Programming and Events that need the site updated during Arisia. This position also assist the Photos Area Head in getting images uploaded and placed on the site as needed during the con. This position also posts the online versions of the at-con Clear Ether newsletter to the Web site when each edition of the newsletter is ready.

The Arisia site runs in Drupal 8. No prior knowledge is required - we will train you - but it will be useful if you understand how a CMS is used to control and generate website content. Knowledge of HTML and CSS will be extremely helpful in this job.

This position oversees one or more Web Content Team Members who perform update tasks delegated by you for site updates and maintenance.

This position requires typing skills and an eye for color, text, and detail. It requires access to the Internet before and throughout the convention, either via a laptop you will bring or via a laptop that Arisia will arrange to have available for you. This is a position for someone 18 years of age or older.

Contact: @email

Blog Editor

Responsibilities: The Blog Editor is responsible for the creation and updating of content on the official Arisia blog. Blog posts occur monthly (3-4 weeks) and content comes from the staff of various areas within Arisia. The Blog Editor is be responsible for soliciting content from those areas and getting approved content posted.

The Arisia blog runs in Wordpress. No prior knowledge is required - we will train you. Knowledge of HTML and CSS will be helpful in this job. Blog content is often first created in shared storage such as Google Documents - access to this will be helpful. This position requires typing skills and access to the Internet before the convention. This is a position for someone 18 years of age or older.

Contact: @email

News Desk Staff

Responsibilities: News Desk Staff members are 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 candidates would be trustworthy and creative communicators who are comfortable working with 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 and edit compelling copy, and maintain a high level of communication with our staff. At con they will be responsible for creating Arisia'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 an at-con position, and reports to the News Desk Lead.

Contact: @email

Restaurant Guide Manager

Responsibilities: This position involves creating the layout of the Arisia 2018 Restaurant Guide. This includes working with the Communications division to ensure all the restaurant information is correct and up to date, as well as the actual design of the Guide itself. The position is entirely pre-con, as the Guide is printed in December. Experience with document layout is preferred. This is pre-con position for someone 18 years of age or older.

Contact: @email