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West Coast Writers Conferences Logo and Type

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 buffet and beverages at the keynote address
  • Free munchies and beverages in the Green Room
  • A free pass for the day to attend any workshops and/or panels that are a part of the main conference -- when you are not on duty.
  • Free parking and easy access.
  • Other perks may be offered on an event-by-event basis.

panelThis 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 Nelson.

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 ...

Registration:

If you are "out-going" and enjoy being front-and-center, you might consider volunteering at Registration. A First impressions 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 entail welcoming and checking in the pre-registered attendees, selling at-the-door memberships for the conference and for the Keynote Speaker Addresses, and any 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. Some 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, which includes 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 Room)

Cash should be handled only by our treasurer , or her designated assistants 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 cool people!

If you arrive in a bad mood, we may assign you elsewhere -- perhaps the parking lot.

Vendors / Exhibitors / Sponsors / Writer Club Tables (Resource Row):

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.

Green Room:

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.

Door/Badge Checks:

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 down.

Loaders/Unloaders (MOVERS & SHAKERS – Very Important):

We need the most help on Friday afternoon and Sunday afternoon. Exact times are determined at the Advanced Run-through Meeting.

On Thursday 3:00 pm we need to unload everything in for the event and set up in various locations. We are practically a traveling road show, which includes our own sound system for the main room, registration supplies, food, beverages, printers, green room essentials, swag bags, plus signage to direct attendees around the facility.

Set-up includes:

  • place signage around Los Angeles Valley Campus
  • set up sound system in the Fireside room
  • 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 (Toni and Carl Nelson)
  • Help Leslie Ann Moore keep our speakers and guests informed and happy
    Help Tony wherever needed
    Help setup the Keynote Lunch in the Fireside Room 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 you.

You must be able to lift at least 25 pounds without difficulty, and have a safety-conscious focus.

General Maintenance

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.

Security

We don't have problems with unruly attendees 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. At Los Angeles Valley College, there is a sheriffs station on premises and we welcome their capable assistance should the need arise.

Attitude

We do not tolerate rudeness, bullying, or disrespect of anyone. Please familiarize yourself with our Terms of Conditions and Code of Conduct

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 a "paper walk through" of the conference schedule, review the highlights, assign volunteer positions and duties, have you sign up for preferred time slots.

The meal is our treat. All volunteers are very much appreciated!

If you can help, please email our Volunteer Coordinators: Lillian Todaro or Carl Nelson.
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