The M.E.C. Board Invites You to Volunteer
Each ConVocation is intricately woven with the dedication of our volunteers, infusing life into every facet of the event. Whether you're guiding participants through Registration, Hospitality, Market Place, or a very valuable Guardian, all roles are as diverse as they are essential. The truth is, there's always more to be done than there are hands to do it.
As a heartfelt gesture of gratitude, your service as a Volunteer will also earn you credits that contribute towards the reimbursement of your registration fee. It's a beautiful exchange, where your generous contribution not only enriches the ConVocation experience but also brings you closer to the heart of this remarkable community.
Simply Click The Volunteer Link and fill out the form and Submit. A staff member will get back to you.
Here's what we need:
Volunteer Responsibilities
All Volunteers are responsible to:
BE POLITE. While volunteering at ConVocation, you represent ConVocation and the ConVocation staff .
Know when and where they are supposed to sign in for each shift.
Sign in with the Volunteers’ desk at least 5 minutes before each shift
Show up on time for every shift able to work, unimpeded by child care, sober, and able to stay until the completion of the shift.
Notify the Volunteers Department if you cannot perform specific duties.
Perform, to the best of their ability, all duties listed below as well as any duty their department head may assign.
Encourage guests to honor ConVocation rules. Volunteers should notify their Department Head for support if the rules are not honored.
Make sure their timesheet is completed and signed by their Department Head at the end of each shift.
Turn in their timesheet to the Volunteers Table for refund during the hours listed on the Volunteer Agreement.
Notify their Department Head of critical information as it becomes available and of completion of tasks.
Must remain in the designated work areas and inform their Department Head of completed work, pending tasks and any needs prior to leaving their shift.
Departmental Duties
All volunteers are responsible for the duties listed below as well as any duty their department head may assign.
Registration Volunteers
May need to direct guests to the correct line for registration.
Will need to be able to find items sorted in alphabetical order.
May be asked to assist other attendees with registration.
May be asked to cut badges.
May be asked to assist with navigating the schedule app.
Hospitality Volunteers
Must keep the suite clean, including washing surfaces and dishes, taking out the trash, and vacuuming.
Must prepare and set out food, beverages, and supplies for a given time at the direction of the Department Staff. This includes keeping hot coffee and hot water for tea available at all times.
Must be able to use sharp knives and possibly to lift up to 20 lbs.
May need to follow simple recipes to prepare food.
May prepare refreshments as directed by Department Staff for transport.
Must wear solid, closed toe shoes during your shift.
Loading Crew Volunteers
Must be able to lift and/or carry heavy loads (up to and including 50 lbs).
Must be available on the Wednesday before Con and on Sunday after the closing ceremony, exact times to be determined.
Must be willing to travel to another location (storage unit) outside of the hotel to load/unload the truck.
Own transportation is helpful but not necessary.
Guardian Volunteers
You are the eyes and ears for the Guardian staff. Your primary responsibilities will be to check badges at assigned areas and to bring any potential issues to the attention of a Guardian Staff Member.
Must be approved by the Head of Guardians.
Must be able to stay at their assigned post for the two-hour shift block.
Must be able to identify the different color badges and what they are for.
Must be able to be gentle but firm in ensuring everyone follows the rules, including the visibility of badges at all times. Badges are required to enter any ConVocation space except the Merchant room and Art Show.
Must report all incidents to a Guardian Staff or ConVocation Staff Member as soon as possible based on the urgency of the situation.
Operations Packing Volunteers
Must be able to bend over and/or sit on the ground.
Must be able to count and sort items into correct storage tubs.
Marketplace Volunteers
The market place is comprised of 3 separate areas, Art Show, Book Sales, and Raffle
Can help people check in.
Can double check the itemized list for sign and date.
Must be able to move about the area.
Must be able to count tickets for the raffle.
Check in shift is 12pm - 3pm Thursday
Check out shift is 12pm -3pm on Sunday
During Raffle Load in and time of Raffle must be able to lift up to 40lbs.
Divination Den
Must be able to greet guests at the table.
Must be able to explain the process to guests.
Staff Food
Must keep the suite clean, including washing surfaces and dishes, taking out the trash, and vacuuming.
Must prepare and set out food, beverages, and supplies for a given time at the direction of the Department Staff.
Must be able to use sharp knives and possibly to lift up to 20 lbs.
May prepare refreshments as directed by Department Staff for transport.
Must wear solid, closed toe shoes during your shift.
Sponsorship
Must be able to climb ladders and hang banners simultaneously.
Must be able to lift +10lbs
Volunteer Dept. Volunteers
Should be able to answer simple questions about the volunteer program.
May be asked to be a courier, carrying information, food, photocopies, etc. to various points in the hotel.
May be asked to relieve other volunteers for restroom breaks.
May be reassigned to another department if needed.