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Volunteer Positions Descriptions

by Tolkien Moot Volunteer published Jun 23, 2015 11:45 AM, last modified Jul 11, 2015 05:23 AM
Here you will find descriptions of the various volunteer positions. This page was just created June 22nd, 2015. We are scrambling to fill in the information here as quickly as possible (another area where volunteers would be very helpful). If you have any questions, please feel free to contact Hawke by email: tolkienmoot at gmail dot com or on his cell: (509) 481-5437 (text is okay too).

 

Volunteer positions are available both remotely (Internet or phone), and locally. Though this is a completely volunteer-run and free event, we have not at this point formed a 501(c)3 or similar entity.

Tolkien Moot takes place on the third weekend of July each year in Spokane, Washington, USA.

The main registration & events begin Friday 4:00 pm, and end Sunday 6:00 pm (Pacific Time). Setup is typically the day before (Thursday) and first half of Friday.

Tear-down is the evening of Sunday, and that following day (Monday).

See the Tolkien Moot Schedule page for details on the sessions schedule as well as the pre-and-post-convention activities.

Numbers in parentheses of each title indicate the maximum number of people needed for this position. A plus sign (+) indicates no (theoretical) limit.

Volunteers may apply for as many roles as desired, and you may work on several roles at a time, though allocation of roles will be determined by skill set, time availability, prior volunteer experience, reliability track record (the most challenging issue for anyone relying on volunteers :-) ), etc.

 

Accommodations Outreach (3)

Location requirements: see description details
Minimum hours: 1 hour per week.
Maximum hours: flexible, no upper limit, though log of hours required.
Schedule: Flexible, but as far in advance of convention as possible.
Details
This position can be fulfilled either in-person locally (Spokane, Washington area), or remotely by phone calls (or both).
Activities:
  • Contact hotels, motels, bed & breakfasts, and other accommodations to inform them about Tolkien Moot. When contacted, most places will offer a discount if participants provide
  • some sort of reference information.
  • Negotiate the best discounts possible for attendees.
  • Document the conversation and the terms agreed, keep track of time spent calling, emailing, visiting in-person, drive-time, etc.
  • Provide this information to the Tolkien Moot staff.
  • Post this information in the Accommodations section of the www.tolkienmoot.org website.

 

Activity Facilitator, Game Master, Referee, and/or Narrator (+)

Location requirements: see description details
Minimum hours: 1 hour at convention.
Maximum hours: flexible, up to entire duration of convention (or event extended hours). See the Tolkien Moot Schedule Page
Schedule: Flexible, but as far in advance of convention as possible.
Details
If you would like to run a Tolkien-related activity during the convention, this would be the Volunteer Role to select.
Please provide information on what activities you would like to facilitate, the number of participants required (minimum & maximum), and the time slots you would prefer.
Here are some examples, though not limited to these if you have other ideas, though remember it must be in some way related to J.R.R. Tolkien and/or his works:
  • Tabletop RPG Game Master / Dungeon Master
  • Tabletop board game referee / facilitator
  • Tabletop card game referee / facilitator
  • Live-action Role-playing (LARP) Game Master / Referee / Facilitator
  • Improve Drama/comedy facilitator / director

Audio/Video/Photo assistant (2)

Location requirements: At site, just before, and during, convention.
Minimum hours: Just before, and during, the recorded event (3+ hours).
Maximum hours: duration before, during, and after full convention (3-4 days)
Schedule: See Tolkien Moot Schedule Page for listing of events.
Details
Setup, maintain, and run equipment to record events. Will work with broadcast volunteers, webmaster(s), systems & network administrators.
Will use provided audio, video, photographic, and related equipment.
Must have at least some technical experience using related equipment (SLR cameras, webcams, mixing boards (physical & virtual), microphones, etc.).
If only minimal experience, then must come to location at a scheduled time Thursday, the day before the convention begins, some initial training and guidance on how to use the equipment, and be available at least 2 hours before each recorded event.
Decorators (3)
Location requirements: At site, just before, and during, convention.
Minimum hours: The Day before, and first day of the convention (3+ hours).
Maximum hours: duration before, during, and after full convention (3-4 days)
Schedule: See Tolkien Moot Schedule Page for listing of events.
Details
Procure and setup decorations inside and outside of the house.
Setup Tolkien Moot signs.

Event(s) setup (+)

Location requirements: Act convention site, Thursday, Friday, Saturday, and/or Sunday (any combination thereof)
Minimum hours: 4 hours.
Maximum hours: up to 24 logged hours over 3-5 days.
Schedule: See Tolkien Moot Schedule Page for listing of events.
Details
Setup tables, chairs, wastebins, etc.
Setup direction signs to location(s).
Setup TolkienMoot Banners outside of facility.

Event(s) tear-down (+)

Location requirements: At convention site, Sunday, and/or Monday,
Minimum hours: 4 hours.
Maximum hours: up to 8 logged hours.
Schedule: See Tolkien Moot Schedule Page for listing of events.
Details
Put away tables, chairs, garbage, signs, etc.

Event(s) table management (+)

Location requirements: On location for duration of convention event(s).
Minimum hours: 8 hours.
Maximum hours: up to 32 logged hours over 3 days.
Schedule: See Tolkien Moot Schedule Page for listing of events.
Details
Run table with specific activities (board games, card games, role-playing games, drama games, live-action role-playing games, etc.).

Event(s) Registration booth/table (3)

Location requirements: At convention site during registration periods
Minimum hours: 3 hours.
Maximum hours: up to 9 logged hours over 3 days (maximum 3 hours per day).
Schedule: See Tolkien Moot Schedule Page for listing of registration times.
Details
Setup registration table and chair.
Prepare registration packets, pencils, name badges.
Sign in attendees as they arrive.
Provide basic directions to attendees as they arrive.

Food & Beverage acquisition, storage, & distribution (+)

Location requirements: Flexible
Minimum hours: 1 hour.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details
Acquire store, and distribute food, drinks, snacks, disposable plates, cups, eating utensils, etc.

Game Master / Dungeon Master, Referee, or Activities Facilitator (+)

Location requirements: At convention site for duration of event(s).
Minimum hours: 8 hours.
Maximum hours: up to 32 logged hours over 3+ days.
Schedule: See Tolkien Moot Schedule Page for listing of events.
Details
Run role-playing games for one or more sessions.

Game Master acquisition & management  (2)

Location requirements: Flexible
Minimum hours: 1 hour.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details
Track down, recruit, validate abilities, prepare GM supplies, adventure, allocate room, etc.

Guest Speaker (6)

Location requirements: Flexible
Minimum hours: 1 hour.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Guest Speaker / Performer Acquisition & Management (3)

Location requirements: Flexible
Minimum hours: 1 hour.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Internet Broadcast Administrator (1)

Location requirements: At convention site before, during, and shortly after convention.
Minimum hours: 20 hours.
Maximum hours: Up to 40 logged hours over 5+ days.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Internet Broadcast Administrator's assistant (2)

Location requirements: At convention site before, during, and shortly after convention.
Minimum hours: 4 hours.
Maximum hours: Up to 40 logged hours over 5+ days.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Local (offline) promotion (+)

Location requirements: Flexible, greater Spokane, Washington, USA area.
Minimum hours: 8 hours.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Online RSVP verification (2)

Location requirements: Remote/online.
Minimum hours: 4 hours.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Online & social media promotion (+)

Location requirements: Online/remote.
Minimum hours: 4 hours.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Safety & Compliance (physical) (2)

Location requirements: At convention site, duration prior to, during, and shortly after convention.
Minimum hours: 8 hours.
Maximum hours: Up to 32 logged hours.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Safety & Compliance (legal documents & disclaimers) (2)

Location requirements: Flexible
Minimum hours: 4 hours.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Systems & Networking assistant administration (2)

Location requirements: See description for details.
Minimum hours: 8 hours.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Visual, Musical, or Performance Arts Talent (+)

Location requirements: Flexible
Minimum hours: 1 hour.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Visual, Musical, or Performance Arts Talent Acquisition & Management (2)

Location requirements: Flexible
Minimum hours: 4 hours.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Vendor acquisition and management (3)

Location requirements: Flexible
Minimum hours: 4 hours.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Video game systems management (3)

Location requirements: At convention site before, during, and shortly after convention.
Minimum hours: 8 hours.
Maximum hours: Up to 40 logged hours over 5 days.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Volunteer Coordinator (Senior) (1)

Location requirements: Flexible
Minimum hours: 2 hours per week, 20 hours during week/weekend of convention.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Volunteer Coordinator (assistant) (2)

Location requirements: Flexible
Minimum hours: 1 hour per week, 4 hours during week/weekend of convention.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

Webmaster (1)

Location requirements: Flexible
Minimum hours:  20 hours.
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details

 

 

 

 

Webmaster's assistant (3)

Location requirements: Flexible
Minimum hours: 10
Maximum hours: Flexible.
Schedule: See Tolkien Moot Schedule Page for convention schedule overview.
Details