VOLUNTEER POSITIONS & ROLES

AWCS TABLE
Location: Merchant’s Room
Note: AWCS membership required
Volunteers will:

• Greet attendees and hand out freebies
• Share AWCS program information and benefits, volunteers should be familiar with AWCS programming and benefits
• Highlight and explain the bonus coupon

BLUE PENCIL / PITCH ROOM
Location: Boardroom
Volunteers will:

• Assist guests and track sessions
• Reset room between appointments

ROOM USHERS
Location: Various

• Welcome presenters and audiences, provide brief introductions, and share sponsor or housekeeping notes.
  
• Take attendance and reset the room between sessions
  
• Provide 10- and 5-minute time warnings to presenters
  
• Keep sessions running on time and maintain a tidy, welcoming environment.
• Mindset: Warm, organized, and attentive. You set the tone for each session—creating a welcoming space, keeping things on track, and ensuring presenters feel supported.

​DRIVERS
Note: Valid driver’s license and personal vehicle required
Volunteers will:

• Transport featured authors and special guests between the airport and hotel

GAMES ROOM
To Be Confirmed
Expected tasks include room reset and attendee support.

HOSPITALITY ROOMS

Volunteer Hospitality Room
Volunteers will:

• Keep snacks, water, coffee, and tea stocked
• Assist other volunteers with questions and directions
• Support general volunteer needs

Special Guest / Author / Panelist Room
Volunteers will:

• Stock snacks and beverages
• Assist special guests with directions and information
• Support the Artist Liaison (Sarah J) as needed with guest requests

INFORMATION DESKS
Two desks will be located in the conference centre.
Volunteers will:

• Provide directions and conference information
• Update a whiteboard with schedule changes and announcements
• Support the distribution and promotion of final attendee surveys
• Be familiar with the Sched App

MASTER CLASS CHECK-IN
Volunteers will:

• Arrive 15 minutes early to sign in attendees
• Prepare the room for any specific presenter requirements
• Monitor late arrivals and discreetly allow entry
• Submit attendance sheets once the session begins
• Reset the room as needed

MERCHANTS ROOM
Volunteers will:

• Maintain organization and flow within the space
• Support merchants as needed
• Oversee shared author table and assist with author signings

REGISTRATION DESK
Volunteers will:

• Register attendees and distribute swag bags and name tags
• Provide guidance on using the Sched App
• Direct attendees to key locations and information areas

SATURDAY NIGHT SHOWCASE
Location: Imperial Ballroom
Volunteers will:

• Support event set-up and logistics
• Help with ticket-taking
• Assist with other evening tasks as needed

SOCIAL MEDIA
We’re looking for a few dedicated social media volunteers to:

• Take and post photos throughout the weekend
• Actively update Instagram and other platforms with festival highlights

VOLUNTEER CHECK-IN
Location: Volunteer Check-In Booth (Main Level)
Volunteers will:

• Sign in volunteers for their shifts
• Distribute volunteer t-shirts and meal vouchers
• Monitor a small area for bag/coat storage during shifts (volunteers may use this space for storage)

Questions or need more info?
Email us at: [email protected]

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