Volunteering at OrcaCon
The OrcaCon volunteers are the soul of the convention. We believe that a feeling of warmth, welcome, and inclusion starts with our volunteers. This is a team who are passionate about games, care about conventions, and love improving someone’s days as they go.
As an OrcaCon volunteer, you could be:
- • Lending a hand with Registration
- • Answering questions at Info Desk
- • Coordinating the Games room as a Games Admin
- • Teaching your favorite games as a Game Host
- • And more!
All volunteers create that welcoming environment for all!
Make an account on Tabletop.Events site. Just choose ‘Set Up” to get your application in. Our volunteer coordinator will work with you on scheduling once you’ve applied. Got Volunteer questions? Email Shannon at firstname.lastname@example.org
OrcaCon Pre-Convention Volunteers
We also have a few year-round planning needs, with more coming as we figure out our needs for 2025. Have an idea of a way to make OrcaCon even better? Volunteer and help us make it happen!
Games Department Needs:
Games Demo Coordinator ( Reports to Games Department Head )
- –Evaluate and edit Game Demo submissions
- –Monitor submissions when the Demo Table application goes live.
- –Cull inappropriate submissions.
- –Notify chosen Demo Table companies.
- –Schedule Demo Tables
- –Seek out other demo table opportunities.
- –Print out schedules for each demo table in the main game room.
Game Tournaments Coordinator ( Reports to Games Department Head )
- –Timeline: Game Submissions go live in June. Tournament Submissions close in September. Scheduling begins in October.
- –Work with Games Scheduling Coordinator to identify which submissions fall under Tournaments.
- –Reach out to game companies who might be interested in running tournaments
- –Is available onsite during setup to answer questions for tournament hosts & players
- –Enter blurbs for demo slots into Sched, our planning software
Marketing & Promotions Needs:
Public Relations Coordinator (Reports to Public Relations Director )
- –Press releases: Initial and follow up press release to media about OrcaCon a few months before convention. Initial release conducted if warranted
- –Email reporters and influencers about convention.
- –Provide link to media badge request form and follow up with registration
- –Provide and update as needed media policy.
- –Accept/reject request for media badges.
- –Assist and support the media when visiting con.
- –Schedule interviews for media if requested.
- –Conduct media events or media tours as needed.
- –Skills needed: Good grasp of English language (grammar, spelling, format), knowledge of AP style of writing, good public and interpersonal communication skills, experience with writing press releases and initial releases, relationships with media, knowledge and experience with grants.
- –Time: Only a few hours a quarter with increased hours closer to the convention. Must be on site and available during con to be on call for media requests and support.
Marketing Department Lead (Reports to Con Chair)
- –Represents OrcaCon in the community by dealing with enquiries from the public through social media and marketing efforts.
- –Develops and oversees the marketing and communications plan to implement tactics
- –Oversees the Newsletter Coordinator, who publishes OrcaCon’s quarterly and monthly newsletter in Mailchimp.
- –Tracks marketing efforts and monitor results
- –Assists in developing marketing materials with OrcaCon’s Graphic Designer
- –Ensure new communication campaigns and programs are aimed at reaching recruitment and fundraising targets
- –Build and manage the communications activities, timeline and budget
- –Oversees the OrcaCon Street Team
- –Orders marketing materials and act as the liaison to our designer and printer
- –Create content such as blogs for OrcaCon’s website
Street Team Coordinator (Reports to Marketing Department Lead)
- –Research and coordinate other cons and events where OrcaCon would have a table, such as PAX, Pride Events, Charity Events
- –Coordinates with the Marketing Lead to get printed materials for the events and for the table or booth
- –Coordinates with the Volunteer Lead to staff our booths at events and train them to speak for OrcaCon
Social Media Coordinator (Reports to Marketing Department Lead)
- –Develop and implement a social media strategy
- –Create content for OrcaCon’s social media (Twitter, Facebook, Instagram)
- –Monitor online activity to ensure following established guidelines
- –Encourage greater social media participation
- –Identify opportunities to influence public perception through audience engagement
- –Create assets from convention such as videos and images for social media engagement during and after the convention
- –Capture images and video at the convention to share on social media during OrcaCon
- –Reach out to local businesses for sponsorship opportunities
- –Respond to sponsorship inquiries via the application form
- –Coordinate Sponsor assets with web/program/social media teams
- –Evaluate and Sponsorship documentation
- –Web Pages (coordinate with web team)
- –Application Forms
- –Setup Information if Sponsor will be onsite for OrcaCon