Volunteer Instructions

General Instructions

Convention Opening Hours

• Thursday 10.30–19.00 (Registration open from 9.00)
• Friday 9.30–20.00
• Saturday 9.30–21.00
• Sunday 9.30–18.00

In case something happens

If you get sick, you’re late to your shift, etc., please let us know either via email volunteers@archipelacon.org or call (during convention opening hours) / text +358 40 362 1604.

Before your shift

Collect your badge from registration, then stop by the volunteer desk next to the merch table. You will get a special sticker to put on your badge.

Before each of your shifts, please swing by the volunteer desk to tell us you have arrived. You can also tell us how you’re feeling that day. 🙂 If your shift is not at Alandica or it is far away from the volunteer desk you can also text volunteers +358 40 362 1604.

Please be on time, we suggest you arrive 5–10 minutes before, so the earlier shift can fill you in on what’s going on.

During your shift

If you need a break, or need to go to the bathroom, please let someone know. If you work in a place that needs someone there at all times (Access control, Merch…) you can call and ask for someone to watch your spot while you take a break. Please be mindful of how long your breaks are – no one hour long breaks during your shift.

Task-specific instructions

Registration

Your task is to check the members’ memberships, and give them a badge (and mark it on the spreadsheet as received). There will be one of the organisers to instruct you on the technical specifics. Remember to keep a positive attitude during your shift!

Access control

Check that members coming in have their badge. The badges should be kept visible during the convention. If it isn’t visible coming in, you can kindly ask the member to show their badge before letting them in.

If you run into any problems you can always call for back up or ask for help from organisers.

Programme aid

Before the programme item starts, make sure that the presenter/panelists have everything they need (water, paper, pens etc.). Stay in the programme space, and keep track of time. Make sure the programme ends on time; you can use your fingers or paper to show how much time is left. (There should be signs for “10 minutes left”, “5 minutes left”, and “stop” in the programme rooms.

Count an estimate of how many people came to that specific programme item, and write it down. There will be a paper in each programme space that stays there until the end of the day.

After the programme item, make sure the space is clean and the next item can start.

Staff room

An important thing to keep in mind when working in the staff room is to wash your hands and your utensils frequently. When you have cut up vegetables or other foods, wash your hands and the cutting board.

There will be snacks and sandwich necessities. Keep one packet of margarine and one cheese gluten free! Do not touch these if you have just touched the regular bread! You can also cut specific gluten free vegetables etc. to keep them from cross contamination.

If you run out of something, reach out to Valo, +358 40 362 1604 or some other organizer.

Info

Members may come and ask you for help with for example lunch options around the area. We suggest you take a look at the surrounding area of Alandica to have some kind of hunch what there is. You will get access to the convention’s Info folder that has all the important information you will need.

Merch

Since you will be working with money, remember to stay sharp! Our organizers will help with the payment terminal during the convention.