West Coast Writers Conferences has a team of advance planners and on-site managers, but we are always in need of experience qualified volunteers to help at events and ensure that the proceedings flow smoothly. Whether it’s a few hours helping unload (or pack up), a day staffing tables during the event, or seeing to the comfort of attendees, your help is invaluable in making each conference a success and positive experience for everyone.
Perks for Volunteers
Beyond our undying love and appreciation,
there are lots of perks for part-time volunteers:
Free admission to the keynote address
Free munchies and beverages in the Green Room
A free pass to attend any workshops
and/or panels that are a part of the conference --
are not on duty.
Free parking and easy access.
Other perks may be offered on an event-by-event basis.
This does NOT include participation in the
extra-fee workshops, boot camps, private consultations with
editors or agents, Pro Critiques, or pitch sessions. Otherwise, we want you to benefit from the event along with
the rest of us.
If you can help, email our Volunteer Coordinators: Lillian
Todaro or Carl
What We Expect From Volunteers
We expect the "Hospitality
Staff" Volunteers to be polite and courteous to
all attendees and fellow staffers, as if they were a guest in
your home. We want every attendee to have a great educational
and inspirational experience.
We have various needs at various times on various days.
The following is a list of departments and job descriptions where help is needed.
If you are "out-going" and enjoy being front-and-center,
you might volunteer at Registration. A First
count and we want everyone to feel welcome! Good energy and a
Positive Mental Attitude is essential. Plus, you get to know
the people at the convention better and feel like an integral
part of the action.
Duties include welcoming and checking in
the pre-registered attendees, selling at-the-door memberships
for the conference and for the Keynote Speaker Addresses, and
additional offerings, such as ProCritiques, and/or special
agenda Boot Camps.
It helps if you are familiar with Apple computers, including
the iMac and iBook.
We use Filemaker Pro to run operations, which is fully templated
with easy to use pages. You simply fill in the form and print
out the badges (for on-site
registrations). We use a double monitor (mirrored screen) system,
so that you can see from your side of the desk what someone is
typing on their side. Training is available.
You may be responsible to hand out badges/wristbands
and attendee packs, keeping a tally of paid attendees, and hanging
with cool people. We want every attendee to
get their credentials, and a free goodie bag with a
program, maps and promotional freebies -- but not more than one.
We want our faculty/speakers to receive the same swag bag,
a table tent (Stand-up signs with their name printed on the front)
and other faculty-related info (such as directions to the Green
Cash should be handled only by our treasurer,
or her designated assistant at registration. We use PayPal
iPhone and Android debit and credit card swipers, which makes
payment simple. Unless you have a felony record for grand theft,
we welcome your kind assistance and again the chance hang out with
If you arrive in a bad mood, we may assign
you elsewhere -- perhaps the parking lot.
Vendors / Exhibitors / Sponsors / Writer Club Tables
We need a few volunteers to help these resources move their
displays in and perhaps help them set up. It's not a big job,
but we want them to feel welcome and taken care of. We also need
someone to oversee the area each day to be sure everyone is happy during
the day and that their displays are secured overnight.
We do NOT recommend or insure that any valuables are left overnight.
Have people skills and a great smile? Be a greeter
and bag check helper! Have artistic skills? Help us display art
work during set-up. Have strong muscles? Help us set up and take
down the show, and handle the art flats! Want to be among the
first to see what wonders our artists have brought this year?
Help with set-up.
No handling money here. Just snack foods and chocolate. Duties
include: Keeping food tables clean, keeping snacks
stocked, icing down sodas, stocking sodas, counting people to
let Door Dragons know how many people to let in, letting
Con Op's host know of any problems, help sponsors set up, and
giving info to con members.
Only extra-courteous, helpful volunteers needed here to
help keep our faculty and Guests of Honor happy.
At WC2 events, people do need stinkin’ badges for access! The duty
of a Door
Dragon is to protect the entrances of programming rooms
and the Faculty/Talent Green Room and Staff Con Ops to be sure
that people entering have a valid badge and reason to be there.
If a badge is not visible, politely asking whether the person
has a one. If not, kindly direct them to Registration. You do
not need to stand your whole shift – you may sit.
Loaders/Unloaders (MOVERS & SHAKERS – Very Important):
We need the most help on Friday morning and Sunday
Exact times are determined at the Advanced
We need to unload everything for the event
and set up in various locations. We are practically a self-sufficient traveling
road show with our own sound system for the main room,
registration supplies, food, beverages, printers,digital projectors, green room
essentials, swag bags, plus signage to direct attendees around
place signage around the hotel or campus
set up sound systems
place signs on rooms
prep the goodie bags
all the usual last minute stuff
Friday, Saturday, Sunday:
Help with Registration each day at the front desk and on the second floor
- Staff the Green Room
Help our VIP Liaison Manger keep our speakers and guests informed and happy
- Help our Executive Director wherever needed
- Help setup the Keynote Lunch Sat & Sun
- Staff the GLAWS table for information and new membership
- Whatever we missed...:-)
On Sunday, the
process goes in reverse – moving everything out of the facility,
into transport vans, and back to the storage locations. The goal
is to leave the host facility in better shape than we found it, thank
must be able to lift at least 25 pounds without difficulty, and
have a safety-conscious focus.
We ask all volunteers to help keep
the facility and classrooms clean. Be aware of garbage and
quickly dispose of
it in the proper bin.
We typically don't have problems with unruly
or fights -- other than the usual healthy diversity of opinion on
any given topic. Should a security problem arise, please use the
WC2 walkie-talkies or call for help. Never put yourself
in harms way.
We do not tolerate rudeness, bullying, or disrespect
of anyone. Please
familiarize yourself with our Terms
of Conditions and Code
Advance Run-Through Meeting
Key volunteers and staff will be invited to attend our organizational
meeting/ brunch usually held one week before the event. Typically,
it is a Saturday morning or Sunday afternoon. Here, we perform
walk through" of the conference schedule, review the highlights,
assign volunteer positions and duties, have you sign up for preferred
If you can help, please email our Volunteer Coordinators: Lillian
Todaro or Carl
The meal is our treat. All volunteers are very much appreciated!