Convergence Volunteer Opportunities
There are three basic ways to volunteer.
1] Everyone at the convergence is asked to volunteer for 2 hours. Usually, volunteer sign up takes place at registration.
2] Take on a coordinating role. This requires some time and skills. See below. *
3] Work trade. This is making arrangements to do 8 hours of work in exchange for full admission to the convergence or 4 hours in exchange for half the cost of admission. Here is more work trade info.
* Becoming a coordinator requires taking on responsibility. Note - there are mentors available to explain how to take on these tasks. Being a coordinator is a great chance to learn new skills. Much of this work requires working with a computer - nothing complicated, but also being able to manage information such as spread sheet. And communicating effectively with people. Again, a mentor can explain these tasks. None of them are difficult but do require some people management skills and/or managing information.
If you would like to know more about a coordinator position, please contact Pat.
Volunteer coordinator - Stipend $500
*** All attendees are asked to volunteer for at least 2 hours. This info is made clear on the website so people will know what’s expected and some people might volunteer online.
In the past, the volunteer coordinator has posted themselves [a helper could do this, too] at registration with the schedule organized by time, need, where, what's the task, how many volunteers are needed. Each volunteer receives a sticker to put on their bracelet to remind themselves of when, what, where they volunteer.
*** Works with the registrar to set up a system for people to volunteer online before the event.
*** Makes a list of volunteer numbers needed at which times by consulting with the kitchen team and other teams that will need volunteers like set up, registration, on going help.
*** Sets up volunteer sign-up sheets at on-site registration.
*** Manages the volunteer scene during the event, especially welcoming people into their kitchen shifts.
- Note - Whats the difference between volunteer and work trade?
Volunteer time is short, 2 hours. Everyone at the convergence is asked to volunteer. It's just part of the experience. There is no price break for simple volunteer tasks.
Work trade is work in exchange for cost of registration. In the past, 4 or 8 hours. - 4 hours work for half cost of registration, 8 hours work for full registration. Work trade persons fill out a form and are asked several questions including what skills they may have useful to the convergence and when they want to work.
Work trade coordinator
***The work trade coordinator manages people doing a work trade.
***Work trade is work in exchange for cost of registration. In the past, 4 or 8 hours - 4 hours work for half cost of registration, 8 hours work for full registration.
***Event coordinator and site coordinator with input from other coordinators decides how many work traders are needed and where they will go. This info is shared with the Work Trade Coordinator (WTC) so the WTC can make a chart of when, where and how many work traders go.
***The work trade coordinator receives requests [via the website] from potential work traders. The WTC sends a form to potential work traders and asks for various information to best place the work trader. Most but not all WTs are accepted, best for them to apply early. The WTC along with advice from the site coordinator decide which work trade applications are accepted.
***By registration time, the WTC has provided the Registrar with a “will call” list of work traders so she is expecting them.
***Also by registration time, the WTC should contact the work traders where and when they do their work trade.
***Work traders send the WTC a check for registration costs. At the end of the convergence, the work trader asks the coordinator[s] they worked with for a voucher saying the work trader did their tasks. This voucher is taken to the WTC and if all is in order, the work trader’s check is returned.
Trade show/vendor coordinator - Ideally a person local to Portland
*** Works to recruit, organize, and facilitate the needs of potential vendors for the vendor site.
*** Stays in close contact with the design team to develop the design and layout of vendor facilities and signage.
*** Determines fees and siting for trade show vendors, solicits & registers them.
*** Arranges logistics for tables/chairs, electricity, unloading, etc.
*** Makes the rounds periodically to see if anyone needs help.
*** Works with Site Coordinator, Sponsor Coordinator, and Outreach Team.
Sign Making
***Lots of signs to be made. A few painted but many can be made as a word doc, sent to a printer and enlarged. Convergence covers the cost of printing.
***Sign maker works with the site coordinator.
Audio Visual
***Can you trouble shoot digital projectors and keep several rooms with projectors moving smoothly? Maybe do this with another person?
Ask us about being an assistant to the site, Expo and program coordinators.
1] Everyone at the convergence is asked to volunteer for 2 hours. Usually, volunteer sign up takes place at registration.
2] Take on a coordinating role. This requires some time and skills. See below. *
3] Work trade. This is making arrangements to do 8 hours of work in exchange for full admission to the convergence or 4 hours in exchange for half the cost of admission. Here is more work trade info.
* Becoming a coordinator requires taking on responsibility. Note - there are mentors available to explain how to take on these tasks. Being a coordinator is a great chance to learn new skills. Much of this work requires working with a computer - nothing complicated, but also being able to manage information such as spread sheet. And communicating effectively with people. Again, a mentor can explain these tasks. None of them are difficult but do require some people management skills and/or managing information.
If you would like to know more about a coordinator position, please contact Pat.
Volunteer coordinator - Stipend $500
*** All attendees are asked to volunteer for at least 2 hours. This info is made clear on the website so people will know what’s expected and some people might volunteer online.
In the past, the volunteer coordinator has posted themselves [a helper could do this, too] at registration with the schedule organized by time, need, where, what's the task, how many volunteers are needed. Each volunteer receives a sticker to put on their bracelet to remind themselves of when, what, where they volunteer.
*** Works with the registrar to set up a system for people to volunteer online before the event.
*** Makes a list of volunteer numbers needed at which times by consulting with the kitchen team and other teams that will need volunteers like set up, registration, on going help.
*** Sets up volunteer sign-up sheets at on-site registration.
*** Manages the volunteer scene during the event, especially welcoming people into their kitchen shifts.
- Note - Whats the difference between volunteer and work trade?
Volunteer time is short, 2 hours. Everyone at the convergence is asked to volunteer. It's just part of the experience. There is no price break for simple volunteer tasks.
Work trade is work in exchange for cost of registration. In the past, 4 or 8 hours. - 4 hours work for half cost of registration, 8 hours work for full registration. Work trade persons fill out a form and are asked several questions including what skills they may have useful to the convergence and when they want to work.
Work trade coordinator
***The work trade coordinator manages people doing a work trade.
***Work trade is work in exchange for cost of registration. In the past, 4 or 8 hours - 4 hours work for half cost of registration, 8 hours work for full registration.
***Event coordinator and site coordinator with input from other coordinators decides how many work traders are needed and where they will go. This info is shared with the Work Trade Coordinator (WTC) so the WTC can make a chart of when, where and how many work traders go.
***The work trade coordinator receives requests [via the website] from potential work traders. The WTC sends a form to potential work traders and asks for various information to best place the work trader. Most but not all WTs are accepted, best for them to apply early. The WTC along with advice from the site coordinator decide which work trade applications are accepted.
***By registration time, the WTC has provided the Registrar with a “will call” list of work traders so she is expecting them.
***Also by registration time, the WTC should contact the work traders where and when they do their work trade.
***Work traders send the WTC a check for registration costs. At the end of the convergence, the work trader asks the coordinator[s] they worked with for a voucher saying the work trader did their tasks. This voucher is taken to the WTC and if all is in order, the work trader’s check is returned.
Trade show/vendor coordinator - Ideally a person local to Portland
*** Works to recruit, organize, and facilitate the needs of potential vendors for the vendor site.
*** Stays in close contact with the design team to develop the design and layout of vendor facilities and signage.
*** Determines fees and siting for trade show vendors, solicits & registers them.
*** Arranges logistics for tables/chairs, electricity, unloading, etc.
*** Makes the rounds periodically to see if anyone needs help.
*** Works with Site Coordinator, Sponsor Coordinator, and Outreach Team.
Sign Making
***Lots of signs to be made. A few painted but many can be made as a word doc, sent to a printer and enlarged. Convergence covers the cost of printing.
***Sign maker works with the site coordinator.
Audio Visual
***Can you trouble shoot digital projectors and keep several rooms with projectors moving smoothly? Maybe do this with another person?
Ask us about being an assistant to the site, Expo and program coordinators.