Thanks for your interest in getting involved at BayCon! We’d like to get to know you a little bit and see where you might fit in with our crew as well as provide a bit of basic information about our staffing procedures. Here you will find:
- Where You Can Help: BayCon Departments and Organization
- Staff Expectations and Benefits
- Attendance at Meetings
- Meeting Schedule
- How to Apply for a Staff Position
- Gofers/Volunteering Information
Thanks for reading this through. If you have an idea of how or where you’d like to help, find out more at How to Apply. If you’d like to help, but aren’t sure about the details, please contact us at firstname.lastname@example.org, and we will help you find your way. We look forward to hearing about your desire to help BayCon!
Questions? Please email email@example.com with any staff-related questions or concerns.
Where You Can Help: BayCon Departments
BayCon relies on the dedicated work of its staff and gofers. The following divisions and departments make up the staff and function of BayCon, a four-day event that is a year (or more) in the making. Though not all departments may be looking for help, it is a good idea to learn how our convention is run as you decide how you’d like to be involved.
- Chairman and Vice-Chair
- Gofers – short-term volunteers during the convention
- Activities and Events
- Logistics and Marketplace
- Outreach – includes social media and BayCon’s online presence
A rough outline of our staff structure is as follows:
The Chairman functions at the Executive level and, with the assistance of the Vice Chair, oversees the whole event. S/he directly manages the Vice Chair, the Division Heads and any other Committee level staff that may be in place, and reports directly to the Board of Directors of our parent company Artistic Solutions, Inc. The Chairman and his/her direct reports make up what we refer to as the “Committee”, which meets for a short session prior to each general staff meeting.
The Division Heads, with the assistance of their Division Seconds, manage focused divisions containing multiple departments and report to the Chairman. The Division Heads are part of the Committee.
The Department Heads, with the assistance of their Department Seconds, manage departments of anywhere from 3 to 25+ people and report directly to their respective Division Heads. The Department Heads, Department Seconds, and Staff make up the “Staff” level.
Staff Expectations and Benefits
It is expected that in addition to the prep work and meetings all volunteer staff will work an average of 8 hours a day over the course of the convention. While the convention runs from Friday through Monday, many positions require work during load in on Thursday and/or Load out on Tuesday.
Staff pay a $30 membership fee which includes a full weekend pass and room credit. It does not cover a staff t-shirt, in the event that one is produced. Staff shirts are an additional optional expense and usually run about $15 – they must be paid for in advance (we only order only the quantity and sizes that have been paid for).
Attendance at Meetings
Staff meetings are an excellent time to connect with & coordinate with other staffers as well as to hear about developments and contribute to the running of the convention.
Beginning in August, regular staff meetings (see below for schedule) occur throughout the year leading up to the next BayCon, with one wrap-up after the convention. Meetings generally occur on Sundays, or occasionally on Saturday, and are monthly through December, picking up in frequency as the convention approaches.
Division Heads & Seconds and Department Heads & Seconds are expected at all meetings if at all possible, and all other general staff are welcome. There is only one all-staff mandatory meeting—the last meeting before the convention. Staff are strongly encouraged to attend during the staff hiring deadline (in the event that you do not yet have a position) and the housing deadline (so that you can be sure your hotel arrangements are correct). BayCon has a recording secretary, and meeting notes are posted to the staff email list a few days after the meetings. So even if you miss a meeting, you can find out about important items.
Meetings for general staff are held at 1:00pm unless otherwise noted.
We generally have one meeting per month except in May, when meetings are weekly. All meeting dates and times are subject to change. Please check back each month.
|November 12, 2017||1:00 PM, Collaborate 3.|
|December 16, 2017||Holiday Party, Location TBD.|
|January 6, 2017||1:00 PM, Room TBD.|
|February 4, 2017||1:00 PM, Room TBD.|
|March 25, 2017||1:00 PM, Room TBD.|
|April 14, 2017||1:00 PM, Room TBD.|
|April 28, 2017||1:00 PM, Hosted by Chair, email firstname.lastname@example.org|
|May, 2017||1:00 PM, Rooms TBD.|
Enough about us – Apply Here to join the staff of BayCon 2018!
If you feel that this time commitment will impact/hinder your attendance and enjoyment of the convention, we encourage you to consider becoming a “gofer.”
Anyone who is interested in helping out during the convention should contact our Gofers Department. Gofers:
- Purchase a full membership at their convenience
- Sign up with our Volunteer/Gofer department to receive assignments and track hours
- After volunteering 16 hours over the course of the convention, become eligible for either a refund of the BayCon membership fee or a rollover to the next year
For more information about becoming a convention gofer, please contact us!