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Come Work With  US!

Are you passionate about anime, arts, and Asian culture? Do you want to be part of an incredible team that brings a convention to life? Join us as a volunteer or staff member at our upcoming convention!

 

We are seeking enthusiastic individuals like you to contribute their skills and energy in various departments. Whether you're interested in assisting with registration, programming, logistics, guest relations, or any other aspect of event management, we have a place for you. As a volunteer, you'll enjoy benefits such as a free convention badge, exclusive volunteer swag, and the chance to make lasting memories. Staff members receive even more perks, including access to the staff lounge, hotel accommodations, and custom staff merchandise.

 

Your commitment and dedication will play a vital role in creating an unforgettable experience for attendees. Don't miss this opportunity to be part of something extraordinary. Fill out our application today and join our team in making this convention a resounding success!

Staff

Join our convention staff and become an integral part of the behind-the-scenes team that brings the event to life! As a staff member, you'll have the opportunity to contribute your skills and expertise to help shape the convention experience from start to finish. Work alongside the organizers, take on specific roles and responsibilities, and play a crucial role in the planning and organization leading up to the event.

 

Staff must have availability before the convention and be able to attend at least 60% of Staff Meetings. While staff positions are unpaid, they offer a unique chance to gain valuable experience, make lasting connections within the industry, and have a greater influence on the convention's success. Join us as a staff member and become a driving force in creating an unforgettable event!

Staff Member Benefits Package:​

  • Complimentary access to the staff area a comfortable and exclusive area where you can unwind, connect with fellow staff members, and enjoy refreshments throughout the event.

  • Hotel room accommodation for staff members who meet specific travel criteria or work extended hours may request a room, providing a convenient and relaxing space during the convention.

  • Custom staff swag, including exclusive merchandise, such as t-shirts, badges, or tote bags, showcasing your status as a valued member of the convention team.

  • Priority access to guest signings, panels, or workshops allows you to interact up close with industry professionals and special guests and have unique experiences.

  • Special recognition and appreciation, such as being mentioned in the convention program guide or website, highlighting your valuable contributions to the event.

  • Networking opportunities with industry insiders, fellow staff members, and potential mentors, opening doors for future collaborations and career growth.

Day of Volunteer

Be a vital part of our convention as a volunteer and help us create an incredible experience for attendees! As a volunteer, you'll play a pivotal role during the convention itself, assisting in various tasks and providing support to ensure its smooth operation. From helping with registration and crowd management to providing assistance at panels and ensuring attendees have a memorable time, your dedication will be key to our success. While volunteering is unpaid, it offers a chance to immerse yourself in the vibrant convention atmosphere, meet fellow enthusiasts, and contribute to the community. In return for your time and effort, you'll receive benefits such as free admission to the event, exclusive merchandise, and the opportunity to make lasting memories. Join our volunteer team and be a part of something extraordinary!

Day of Volunteer Benefits Package:​

  • A complimentary convention badge, granting free access to all areas, events, and programming during your time off from volunteering, enabling you to fully immerse yourself in the convention experience.

  • Exclusive volunteer swag, such as branded t-shirts, lanyards, or pins, serving as tokens of appreciation for your hard work and dedication.

  • Volunteer appreciation events or gatherings, where you can connect with other volunteers and build lasting friendships within the convention community.

  • Valuable experience in event operations, customer service, and teamwork, providing practical skills and enhancing your resume for future opportunities.

  • The satisfaction of making a tangible impact on the convention's success and contributing to a memorable experience for all attendees.

Departments that Need Help:

Registration/Attendee Services Department:

  • Assistant Department Head(s): Assists the department head in managing registration operations and addressing attendee inquiries.

  • Volunteers: Assist with attendee registration, provide information and guidance, and facilitate smooth entry into the convention.

 

Staff and Volunteer Services:

  • Department Head: Oversees the recruitment, management of volunteers, schedules, and operations within the department. They are responsible for coordinating with other departments, addressing volunteer concerns, and ensuring the overall efficiency of staff services.

  • Assistant Department Head(s): Assists the department head in coordinating staff activities, managing schedules, and addressing staff inquiries and concerns.

  • Volunteers: Assist with various administrative tasks, including scheduling staff shifts, distributing materials, and providing support to staff members. They help ensure smooth operations within the staff services department.

 

Programming Department:

  • Assistant Department Head(s): Assists the department head in coordinating and organizing the programming schedule.

  • Volunteers: Assist with event coordination, room setup, and audio/visual support, as well as assist panelists and performers.

 

Exhibition Market Department:

  • Assistant Department Head(s): Assists the department head in managing exhibitor and vendor-related operations.

  • Volunteers: Assist with exhibitor setup, manage booth assignments, provide support to exhibitors and artists, and help maintain a vibrant marketplace.

 

Operations & Logistics Department:

  • Department Head: Manages overall convention operations, including coordination of staff, communication between departments, and addressing any on-site issues or emergencies.

  • Assistant Department Head(s): Assists the department head in overseeing logistics and coordinating operations.

  • Volunteers: Support various operational tasks, such as equipment setup, signage placement, crowd management, and general assistance during the convention.

 

Media Department:

  • Assistant Department Head(s): This position assists the department head in executing marketing and PR initiatives. It also assists with social media management, content creation, promotional material distribution, and liaising with media outlets.

 

Public Safety Department:

  • Department Head: Ensures the safety and security of attendees, staff, and guests. Coordinates with venue security and local authorities if needed.

  • Assistant Department Head(s): This person assists the department head in managing public safety and coordinating with the venue.

  • Volunteers: Support crowd control, assist with emergency response protocols, and ensure the overall safety and well-being of all participants.

 

Treasury and Finance Department:

  • Department Head: Manages the convention's finances, including budgeting, expense tracking, and financial reporting. Coordinates with the sponsorship and fundraising team and handles financial transactions.

 

Venue Liaison:

  • Department Head: Helps Negotiate Venue and Hotel Contracts, serves as the point person between staff and venues,  and coordinates onsite activities, meetings, and requirements with the venue.

  • Assistant Department: Assist the Department Head in managing the venue  before, during, and after the Convention

 

Sponsorship and Fundraiser Coordinator:

  • Department Head: Leads the sponsorship and fundraising efforts for HanaCon, including identifying potential sponsors, negotiating partnerships, and overseeing fundraising campaigns. They are responsible for developing strategies to secure financial support and resources for the convention.

  • Assistant Department Head(s): Assists the department head in managing sponsorship and fundraising activities, coordinating outreach efforts, and cultivating relationships with sponsors and donors.

 

Guest Services Department:

  • Department Head: Coordinates guest appearances, manages guest relations, and handles travel arrangements, accommodations, and special requests.

  • Assistant Department Head(s): Assists the department head in managing guest and staff services.

  • Volunteers: Assist with guest relations, coordinate guest activities, and provide information and assistance to staff members.

 

First Aid Department:

  • Department Head: Organizes medical services and first aid stations, ensures attendee and staff well-being during the convention, and coordinates with local medical professionals if needed.

  • Assistant Department Head(s): Assists the department head in managing medical services and first aid stations.

  • Staff: Provide essential first aid support, manage stations, and assist with any medical emergencies.

 

Maid Cafe Liaison:

  • Department Head: Oversees the planning, organization, and execution of the maid cafe experience, including recruitment and management of maid cafe staff. Assist with maid cafe setup, customer service,  reservations system, managing catering, and ensuring an enjoyable experience for attendees.

 

Accessibility Department:

  • Department Head: This person ensures that the convention is accessible and inclusive for attendees with disabilities, coordinates accommodations and translators for attendees and guests who need to communicate, and addresses accessibility concerns.

  • Assistant Department Head(s): Assists the department head in implementing accessibility measures and providing support to attendees with disabilities.

  • Volunteers: Assist with accessibility services, provide guidance to attendees, and address any accessibility-related issues.

 

Information Department:

  • Department Head: Manages information desks and provides accurate and up-to-date information to attendees.

  • Assistant Department Head(s): Assists the department head in managing information services and staff.

  • Volunteers: Staff information desks, answer attendee inquiries, provide directions, and distribute convention materials.

 

Gamer's Lounge (Video Game/Tabletop/Indie Gaming Departments):

  • Department Head: Oversees the video game, tabletop, and indie gaming areas, coordinates gaming tournaments and demonstrations, and ensures a fun and engaging gaming experience.

  • Assistant Department Head(s): Assists the department head in managing gaming operations, organizing tournaments, and coordinating with game developers and vendors.

  • Volunteers: Assist with game setup, tournament management, customer service, and maintaining a smooth gaming environment.

Video Room:

  • Department Head: Plans and schedules anime screenings, AMV contests, etc., in the video rooms, coordinates with distributors for content selection, and ensures a seamless viewing experience for attendees. (Operate popcorn machine?)

  • Assistant Department Head(s): Assists the department head in managing video room operations and coordinating screening schedules.

  • Volunteers: Oversee video room setup, manage screenings, provide technical support, and maintain a comfortable viewing environment.

 

Art Curation & Event Department:

  • Oversee the charity auction, including submissions, jury process, logistics, and sales records.

  • Develop and implement a comprehensive jury selection process for artwork submissions.

  • Manage the planning, organization, and execution of the gallery exhibition.

  • Build and lead a team/staff, delegating tasks and ensuring effective coordination.

  • Handle artist applications and sales procedures, as well as maintain accurate event records.

 

Hospitality Department:

  • Assistant Department Head(s): This position assists the department head in overseeing hospitality services and coordinating food and beverage arrangements. It also helps keep food and preparation areas clean, clearly labeled, with no cross-contamination, hygienic, and safe from hazards.

  • Volunteers: Support the staff and guests' lounge areas, maintain cleanliness, and assist with any hospitality-related needs.

Staff and Volunteer Terms and Conditions:

By applying to become a staff member or volunteer for HanaCon, you agree to the following terms and conditions:

 

1. Commitment: As a staff member or volunteer, you commit to fulfilling the duties assigned to you by the HanaCon organizing team. This may include assisting with event setup and breakdown, managing attendee registration, providing assistance to guests and exhibitors, and other tasks as required.

 

2. Convention Health and Safety Policies: You agree to abide by all health and safety policies outlined by HanaCon to ensure the well-being of all attendees, guests, staff, and volunteers. This includes compliance with COVID-19 /Illness safety protocols, such as the possible need to be wearing masks, practicing social distancing, and adhering to sanitation guidelines.

 

3. Convention Rules and Venue Regulations: You agree to adhere to all rules and regulations set forth by HanaCon and the venue hosting the event. This includes respecting the property of the venue, following designated pathways, and complying with any restrictions or guidelines provided by venue staff.

 

4. Legal Compliance: You agree to comply with all local, state, and national laws while volunteering or working at HanaCon. This includes but is not limited to laws regarding conduct, alcohol consumption, and the use of controlled substances.

 

5. Professional Conduct: You agree to conduct yourself in a professional manner at all times while representing HanaCon. This includes treating all attendees, guests, staff, and volunteers with respect and courtesy, refraining from engaging in discriminatory or harassing behavior, and adhering to the code of conduct outlined by HanaCon.

 

6. Confidentiality: You agree to maintain the confidentiality of any sensitive information shared with you as part of your role as a staff member or volunteer. This may include but is not limited to attendee information, internal communications, and proprietary business information.

 

7. Attendance and Punctuality: You agree to arrive on time for all scheduled shifts and activities and to fulfill your commitments for the duration of the event. If unable to fulfill your duties as scheduled, you agree to notify the appropriate supervisor or coordinator in advance.

 

8. Teamwork and Collaboration: You agree to work collaboratively with other staff members and volunteers to ensure the success of HanaCon. This includes communicating effectively, supporting your fellow team members, and contributing positively to the overall atmosphere of the event.

 

9. Training and Orientation: You agree to participate in any required training sessions or orientation programs provided by HanaCon prior to the event. This may include training on specific tasks, safety protocols, and emergency procedures.

 

10. Acknowledgment of Risk: You acknowledge that volunteering or working at a large-scale event like HanaCon may involve certain risks, including physical exertion, exposure to crowds, and potential hazards associated with event setup and breakdown. You agree to assume these risks and take necessary precautions to ensure your own safety and well-being.

 

11. Termination of Volunteer or Staff Status: HanaCon reserves the right to terminate your status as a volunteer or staff member at any time, with or without cause, at the discretion of the organizing team. Reasons for termination may include but are not limited to violation of these terms and conditions, failure to fulfill assigned duties, or conduct deemed detrimental to the event.

 

12. Emergency Procedures: In the event of an emergency, including but not limited to medical emergencies, fire, severe weather, or security incidents, you agree to follow the instructions provided by HanaCon staff and venue personnel. This may include evacuating the premises, assisting attendees to safety, or seeking medical attention as needed.

 

13. First Aid Training: If applicable to your role, you agree to undergo basic first aid training provided by HanaCon or obtain certification from a recognized organization prior to the event. This will enable you to assist in medical emergencies and provide initial care until professional help arrives.

By submitting your application to become a staff member or volunteer for HanaCon, you indicate that you have read, understood, and agree to abide by these terms and conditions.

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