Volunteering At Wellycon

INTRODUCTION TO WELLYCON

Wellycon is a 2-day board game convention which is held annually over Queen’s Birthday weekend in Wellington. 

It is run by a not-for-profit Committee of 5-9 volunteers whose roles are to organise and deliver the Biggest, Fun, Friendly board game event in New Zealand. In addition to this, we understand the event could not operate without the help and support of volunteers. And we need you!

WELLYCON VOLUNTEERS

The Wellycon volunteers play a vital part in the viability of the event. Without the volunteers, who fill a wide variety of roles on offer at Wellycon this community, not-for-profit event could not operate. They are the ambassadors for the event – the smiling face welcoming attendees, the knowledgeable game players that help create a unique atmosphere, and our champions helping spread the word of what Wellycon is all about. 

We know volunteers come from all walks of life and have varying levels of availability and interests. Some of you can only do one or two shifts throughout the weekend; others may choose to dedicate themselves to the whole event. It’s up to you! What everyone can agree on is that volunteering at Wellycon is a fantastic way to participate in and give back to the gaming community, meet like-minded people, and have a great time.

Expectations for All Volunteers

The volunteer is the face of the con and helps to make it special. As a volunteer, you are a friendly face, a patient teacher and a helpful resource.

The primary objective for the volunteer is to ensure everyone attending the con is as involved as they want to be and having fun. Familiarise yourself with the different areas and activities happening throughout Wellycon, in particular those during your shift as this may help to provide suggestions to people who may need ideas on how they can participate in our event.

All in all, though, just be yourself. Be friendly, don’t feel like you have to have all the answers or know all the games, and help people feel comfortable and involved. The last thing we want is someone to leave because they are too shy to get into a game.

 

WELLYCON VOLUNTEER REGISTRATION

Creating fun is serious business! Wellycon has always depended on volunteers, and we need heaps of friendly, committed ambassadors to ensure Wellycon 2020 is a success. A variety of roles are available, the minimum commitment we require is two hours. We’d like to recognise the awesome work you do depending on how much time you contribute. 

Length of volunteering Reward
<4 hours $5 wellybucks
4-7 hours 1 day free
8+ hours Free event

 All volunteers are invited to attend our Friday night event, and have the opportunity to buy the exclusive volunteer T-shirt.

Interested in being a Wellycon volunteer? Please register here

If you have any enquiries please get in contact with our Volunteer Coordinator at info@wellycon.org.nz


 

Wellycon Volunteer Roles and Descriptions

 

ALL VOLUNTEERS
DESCRIPTION

All volunteers are expected to keep an eye on things like:

  • Keep hall & corridors clean, pick up rubbish, help deal with spills etc.
  • People looking lost, confused or upset – check in with them to see if they need help, direct them to appropriate areas
  • Make sure you check in when your shift starts and check out before you leave your area with your area supervisor
  • Approach your area supervisor if you have any questions
  • Lost property and lost kids can be found at the registration desk
ROLE Front Desk and Registration Volunteer
RESPONSIBLE TO Adrianne
DESCRIPTION

You’ll be the first friendly face that attendees see as they come in the door, and giving a first impression to help set the atmosphere. You need to be OK with cash handling and EFT-POS, though help will be available – at worst just a phone-call away and we’ll pair more experienced people with you if this is your first time. 

We will have laptops or iPads on-hand for people to register, you will be expected to help attendees if required.

You’ll be involved with Prize Draws and Golden Tickets, including taking prize-winners photos

All children under the age of 14 are required to have a responsible adult on site – we’re not providing daycare.

You’ll also be doing an approximate survey of how many attendees are in the venue.

Please arrive 5 min early for your shift to allow smooth hand-over.

The primary objective for front desk volunteers is to ensure everyone attending the con feels welcome.  All in all though just be yourself. Be friendly, don’t feel like you have to have all the answers, just help people feel comfortable and involved. If you don’t know something, ask a committee member.

# VOLUNTEERS 6 volunteers 10am-10:30, 2 volunteers thereafter
Length of Shift 4 hrs
ROLE Welcome Area
RESPONSIBLE TO Adrianne – working with Julia from Cheeky Parrot
DESCRIPTION

In this role, you will:

  • Teach games
  • Find people looking lost and connect them
  • Direct people to the various options for playing
  • Provide guidance on game choices for people

Please approach people if they look a little hesitant. You will also direct people to the other areas of the con that are suitable (learn to play, designers, etc)

This position requires friendly, easygoing people, with a basic knowledge of a variety of games. You will be someone who enjoys meeting new people and making connections.

# VOLUNTEERS 2 – 4 every shift, but may need only 1 after 6pm
Length of Shift 4 hours
ROLE Game coordinator – Library support
RESPONSIBLE TO Adrianne
DESCRIPTION

In this role, you will:

  • Teach games
  • Find people looking lost and connect them
  • Direct people to the various options for playing
  • Provide guidance on game choices for people
  • Explain the flags to people if they are short on players, or unsure how to play a game
    • The ? is for needing help
    • The meeple is for needing more players
    • The star is a person needing a group
  • Someone has found a golden ticket in a game? Point them to the registration desk

Please approach people if they look a little hesitant. You will also direct people to the other areas of the con that are suitable (learn to play, designers, etc)

This position requires friendly, easygoing people, with a basic knowledge of a variety of games. You will be someone who enjoys meeting new people and making connections.

# VOLUNTEERS 2 – 6 every shift
Length of Shift 4 hours

ROLE

New Release Game Support

RESPONSIBLE TO

Pike

DESCRIPTION

Each game will be featured on 2 tables for the duration of Wellycon, and volunteers will be on hand to teach the new releases to as many attendees as possible. Volunteers will each be responsible for teaching one game title during the four-hour shift and for helping new players through their first game.

This volunteer position requires an outgoing personality and good game teaching skills. 

# VOLUNTEERS

1 per 4 hour shift per new release (10:00-14:00 and 14:00-18:00 daily)

Length of shift

4 hrs

 

ROLE

Play to Win Area

RESPONSIBLE TO

Timon and Pike

DESCRIPTION

In this role, you will:

  • Help register attendees onto the Play-and-Win system
  • Help attendees use the Play-and-Win system on their phones
  • Teach games being offered in the play-and-win (or help them find someone who can)
  • Answer questions about the games, describe what each game is about with enthusiasm, and direct attendees to the vendors so they can purchase their own copy

# VOLUNTEERS

2 every shift, but may need only 1 after 6pm

Length of Shift

4 hours

 

ROLE

Buy, sell, swap

RESPONSIBLE TO

Richard

DESCRIPTION

In this role, you will:

  • Facilitate the selling of second hand games

# VOLUNTEERS

1 each day – 10am – 12noon (responsibility will then revert to reception)

Length of Shift

2 hours

 

ROLE

Tournament Organiser

RESPONSIBLE TO

Adrianne

DESCRIPTION

Tournament planning

  • Identify game to be played (To qualify as a tournament, it needs to be different to ‘normal game play’)
  • Number of rounds 
  • Number of people who can participate
  • The format – instant death, or the winner from each game, or the highest scoring players from all games go through etc.
  • Please make sure you share the estimated end time
  • Make sure the prize structure is clear
  • Source sponsorship for prizes. (We can provide a prize if you’ve been unable to source sponsorship yourself)
  • You will be given 1 certificate for first place.  If you have a sponsor, please make sure we know about it so that we can put their logo on the certificate (for winners photos etc.)
  • Work with the committee to organise enough copies of the game.
  • Ensure you are familiar with the mechanics and rules of the game.
  • Plan how you are going to assign players to tables for each round.
  • Advise Adrianne of how many seats/tables you need, and how long you need the designated area (setup, play time and take down)

On the Day

  • Ensure your gaming area is set up, and you have all the copies you need.
  • Apply the rules evenly and fairly to all participants
  • Please take a photo of the winner with their certificate and prize using the iPad at the front desk
  • Feel free to participate in the tournament, unless there is an unfair advantage due to organising it, rather than due to your enthusiasm and skill in the game!

Guidelines

Entire tournament must take less than 4 hours

Minimum number of participants to be eligible for a prize = 8

Tournaments should be set and timetabled by the time tickets go on sale

You will be given support to advertise the tournament through the committee

# VOLUNTEERS

Tournaments are all run by volunteers – number we have determines tournaments

Length of Shift

However long the tournament runs (max 4hrs)

 

ROLE

Escape Mate support

RESPONSIBLE TO

Ceedee

DESCRIPTION

You will be supporting Escape Mate – this may involve setting up the room, taking photos and various tasks to support the smooth running of this activity.

# VOLUNTEERS

1 per shift

Length of Shift

4 hour shifts

 

ROLE

Roamer

RESPONSIBLE TO

Adrianne

DESCRIPTION

You will walk the floor of the convention, checking for ? and helping those who you can. You will identify people looking lost and suggest options for them.

Help with:

  • Returning flags to bases
  • Returning games to the library
  • Clearing tables
  • Check in with designers to see if they need a drink or a break
  • Step into other roles as required

This role would suit someone who enjoys finding things to do and is observant. 

# VOLUNTEERS

1 – 3 per shift

WHEN?

4 hour shifts

 

ROLE

Venue Setup 

RESPONSIBLE TO

Ceedee

DESCRIPTION

Help with:

  • Empty the van with boxes full of games and other things
  • Setting up of the tables, chairs and event areas
  • Putting up signage and information around the event
  • Tidy up the space and get everything ready

# VOLUNTEERS

6+

WHEN?

This role is helping on Friday 29 May from 10am onwards – whenever you are able to come. Aiming to be finished by 6pm

 

ROLE

Venue tear-down 

RESPONSIBLE TO

Ceedee

DESCRIPTION

Help with:

  • Stacking chairs
  • Dismantle tables and stack
  • Removing signage and displays
  • Packing games
  • Tidy up the space

# VOLUNTEERS

4+

WHEN?

This role is helping on Sunday 31 May from 9:30 onwards. Estimated finish time is approx 11pm.

 

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