Volunteer FAQ

VOLUNTEERING: A STEP BY STEP

Please note that we cannot accept all volunteer applications, as space is limited (we DO appreciate your desire to help us make Otakuthon as successful as possible, though). When volunteer shifts are allocated, preference will be given to applicants who have requested at least 12 hours of volunteering.

1. Why should I volunteer for Otakuthon?
2. What can I do as a volunteer?
3. What are the requirements?
4. Useful information
5. How and where do I apply?
6. More useful information

1. Why should I volunteer for Otakuthon?

We have different levels of perks, based on the number of hours volunteered. Check out our Volunteer Rewards page for more information! Volunteering is also a great way to meet new people with similar interests!

2.  What can I do as a volunteer?

We have many tasks available. Visit the tasks page for additional information.

3.  What are the requirements?

Do I have to pay the convention's entrance fee even if I'm a volunteer?

Yes. However, a reimbursement system is available for volunteers.

I'm 14 years old but turning 15 right after Otakuthon, may I still volunteer?

No. All volunteers must be 15 years of age or older (no exceptions). If you're turning 15 just before the convention starts, please provide us with an identification card with your birth date (e.g. health insurance card, student opus card).

Do I have to pre-register in order to volunteer?

Yes, pre-registration is mandatory to become a volunteer. It is important that you provide your 5-digit pre-registration badge number on your volunteer application form (e.g. 23934). Your badge can be picked-up starting on Thursday, August 21st, 2014 at 3pm.

I got accepted as a volunteer, but it says I should be present at the volunteer orientation session. Do I need to attend?

Yes. All volunteers (both returning and new recruits) must attend at least one volunteer orientation session to get up-to-date with the latest information. Should you miss the orientation session, please send us an email to volunteers@otakuthon.com with your justification.

4. Useful information

How many hours do I need to volunteer for a full refund?

20 hours are required for a full refund. You may also choose to complete 4, 8, 12, 16 or 24+ hours. Please refer to the Volunteer Rewards program for more details on the advantages of volunteering for more hours.

My personal information is private and I do not wish to share them with Otakuthon, is that okay?

The application form will be treated as an incomplete application and may be rejected.  The information you provide will not be disclosed to the public and will be used only internally (ie: in the event of an emergency).

What benefits do I get for volunteering during the night shift?

For each hour volunteered during the night shifts (12am to 8am) , it will be counted as 1.5 volunteer hours (e.g. if you volunteer for 4 hours between 12am to 8am, they will count as 6 hours).

NOTE: You must be 18 years of age or older to volunteer during the night shift.

Do I get any breaks on my shifts?

Otakuthon appreciates the help and acknowledges the hard work of its volunteers. Rest assured, you will get breaks during your shifts. More details will be offered during the volunteers' training session.

May I take pictures while I volunteer?

It is not recommended to carry cameras or other valuables while you're carrying out your tasks as you might lose them.  Taking pictures of the events is okay when you're not in the middle of doing work.

May I cosplay while I volunteer? Can I stop and pose for a photo if someone asks during my shift?

Feel free to cosplay when you're volunteering; however, please refrain from posing too long for pictures.  When volunteering, your priority is to carry out your assigned tasks and help the convention run smoothly.  Be sure that your cosplay does not obstruct the path (too large or bulky) or hinder your ability to complete your tasks.

How do I get reimbursed as a volunteer? What if I can't pick up my reimbursement in person?

Reimbursements will take place during the convention (time and location will be announced during the volunteer orientation sessions).  If you are not able to pick up your reimbursement, please contact volunteers@otakuthon.com as soon as possible as unclaimed reimbursements will not be carried over into future years.

Is there a warnings system this year? How does it work?

We use the "three strikes" system. Depending on the severity of a mistake/error, a warning may be issued. Here are some of the reasons where warnings are issued: harassment, abuse, laziness, disrespect, theft, late arrivals, not showing up for your assigned shift, poor performance, disregarding rules, unacceptable behaviour, etc. On the third warning, you will be banned from volunteering at Otakuthon. Please be aware of your attitude and actions toward participants and staff.

5. How and where do I apply?

How do I sign up to be a volunteer?

1. You must first complete the volunteer application.
2. Once your application has been approved, you will receive an email with an attached document (waiver form).  This form needs to filled out and handed in at the orientation session in order to confirm your application.
3. The orientation session will take place in June or July. When the date is set, an email will be sent out to all volunteers who must attend the session. Please confirm your presence. Note that anyone who did not apply to be a volunteer for Otakuthon 2014 will not be allowed to attend.
4. During the orientation session, volunteers will be invited to create an account on a specific website. You will be permitted to choose your own schedules and modify it if you choose. However, note that modifications will no longer be allowed starting from August 7th, 2014. To reserve a shift, contact us by email as soon as possible: volunteers@otakuthon.com.

If I want to apply for a specific volunteer position, what do I need to do?

The best way is to apply as early as you can and to attend the volunteer orientation session. In the application form, we will ask you to give out your 1st, 2nd and 3rd choice of position so that if ever you don't get your first choice, you would get your second, and so on.

Do our availabilities in the application form act as our shifts?

No. Your shifts and schedule will be given to you after the attended orientation session.

I have not received a reply from the Otakuthon volunteers department since I applied.

Please allow up to two weeks to process your request and reply. After that, you may follow up with your request by emailing volunteers@otakuthon.com.

6. More useful information

Office hours (location to be determined)

Thursday : 9:00 am - 10:00 pm (in the setup room).
Friday & Saturday: 8:00 am - 12:00 am.
Sunday: 8:00 am - 10:00 pm.
Monday: 9:00 am - 5:00 pm (in the teardown room).

PDC tours times (Thursday only)

11:00 am, 2:00 pm and 5:00 pm.

Volunteers Bag Check Hours

Friday: 12:00 pm - 12:00 am
Saturday: 8:00 am - 12:00 am
Sunday: 8:00 am - 10:00 pm

We are not responsible for any thefts or damages. Please avoid bringing valuables.

Reimbursement & Rewards Hours

Saturday: 3:00 pm - 10:00 pm
Sunday: 12:00 pm - 10:00 pm

If you need additional information, do not hesitate to ask any questions relevant to volunteering for Otakuthon by e-mail to volunteers@otakuthon.com.