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VOLUNTEERING GUIDELINES
- To become a volunteer you must have a valid
paid/deferred ApolloCon membership/registration
badge.
- Signing on as a volunteer member, for the purposes
of running a Conference, is a contract with all the
members of the Conference Committee, and as such you
represent this event and its continued success.
Abiding by the rules and regulations guiding the
volunteer office, your appointed department, and the
Conference itself safeguards its reputation, and the
safety of all concerned.
- Personal conduct is a given. Failing to report for
shifts (Always report 5 minutes before start time, for
any duty related notes and news), shirking of duties
(Not working shift the entire length until replaced),
and/or remarks/actions of an offensive nature, or
reporting to work under the influence (alcohol or
illegal drugs) will be grounds for immediate
departmental reprimand, which may result in expulsion
from either volunteer duty, along with all its
entitlements, and/or Conference membership.
ALL volunteers, departments, and committee
members are being passively OBSERVED by both
ApolloCon members, and the hotel staff. Be aware
the conference and others may hear about
unprofessional or inappropriate behavior during or
after the conference through idle conversation,
official complaints, or casually posted comments.
- Departments and/or con chair must authorize all
tasks, assigned to, or initiated by the committee
members, before being put into action.
- We hope all those who volunteer are as
enthusiastically helpful as we are, and will do their
best to keep things running smoothly. From picking up
copious trash to redirecting a lost guest.
- Terms such as "but, that's not my job." Can be
better phrased as "I'll have to check with my department
on that", or "let me see who I can contact about that,
and thanks for the head's up!"
- Numerous attendees and other Conference staff may
need assistance, or questions answered. 90% of you will
be the first smiling face they see, so keep in mind: We
never turn anyone away without an answer!
- Everyone will be assigned to a department or detail.
Those who are assigned to a specific department or task
will be given a job packet at the Volunteer check-in.
**Some departments may opt to have a volunteer member
orally verify that he or she will be able to complete
the various job duties ahead of time.
- After check-in. Please follow your department's
instructions on any meetings or briefings, which may
occur before you start your shift. The volunteer
office does not track or monitor core department
personnel, only the skilled and/or highly
enthusiastically helpful volunteers we provide
them. Each of our volunteers will be tracked by
signed time forms. These must be signed and turned
in BEFORE 4PM Sunday, unless working Logistics, then
by 5PM Tuesday).
- Running late? Please utilize your department's
contact list, send someone with a note/message, or
find an official radioed ApolloCon member/station.
It is up to you/them to find someone to cover your
shift or to give you further instructions.
- If you are an overachiever and have signed up
with more than one department, please coordinate
times and conflicting duties with both. **Those who
wish apply for higher status and/or run a
department/event must do so through the Conference
Committee.
- While on a graveyard duty
9PM-9AM. Socializing and doing menial things
(reading/writing/studying) are acceptable if you are
in an inactive position. Remember you ARE on duty and
responsible for carrying out your assigned duties
along with ensuring both the safety of our members,
the hotel space, and our reputation with said members
and hotel. Try not to be out of the function space or
off rounds for more than 10 minutes. Duties may
include cleaning up or rearranging function space for
the morning. As we run 24 hours Friday night - Sunday
afternoon please do not make "everyone should leave
now" noises, to try to get to bed/off shift
earlier.
- A few late night duties may include assisting our
members in understanding ApolloCon's alcohol and
smoking policies. Private room parties may serve
alcoholic beverages but ApolloCon's Con Suite does
not (per hotel contract). Please keep a relaxed,
easygoing attitude, while ensuring members dispose
discreetly of any alcoholic containers, which may have
become too visible to the public. Our hotel and the
city of Houston are non smoking as of September 1,
2007.
Immediately report disruptive behavior by our
members (under the influence or not) to ApolloCon
Operations, as procedures are in place
to handle such situations. DO NOT confront them
yourself. Refer any questions or concerns members
may have to the ApolloCon Operations department.
I have read the above and agree to work in a voluntary
capacity at ApolloCon. I understand that I am responsible
for my own actions while working and that ApolloCon cannot
be held liable for them. I agree to abide by the rules of
duty outlined by my supervisor and ApolloCon. That
violation of those rules could result in my ejection from
position and possibly revoked ApolloCon
membership.
Decline
Accept
You MUST accept these guidelines to be considered for a position at ApolloCon!
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