VOLUNTEER POSITIONS & ROLES

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GENERAL INFORMATION

We have so many ways to get involved!
There will be a zoom information session for all volunteers. Please read the list of descriptions to see where you'd most like to contribute!

What you get!

• Free When Words Collide volunteer t-shirt
• Festival souvenir program
• A chance to meet and network with other writers
• A thousand thanks
• All day snacks in the Volunteer Hospitality Room

Receive a free full festival pass

• Volunteer for a minimum of 8 hours (or two half-day) shifts.

Free masterclass

• Volunteer for one half day shift and receive a coupon code for a free masterclass! (Festival registration required)

ROLE DESCRIPTIONS

SET UP TEAM

TAKE DOWN TEAM

• Move boxes and other materials from the AWCS office to the Downtown Hyatt Hotel.
  
• Must have a vehicle which has capacity to move boxes, and must be physically able to lift and carry boxes up to 25 pounds

• Move boxes and other materials from the Downtown Hyatt Hotel back to the AWCS office at the end of the festival
  
• Must have a vehicle which has capacity to move boxes and must be physically able to lift and carry boxes up to 25 pounds.

REGISTRATION

INFORMATION DESK

Preparation

• At the AWCS Office, you will organize name tags, fill swag bags and otherwise help prepare materials for the festival

Registration and Pre-Purchase

• At the third level of the Hyatt Regency (Coat Check area), you’ll enthusiastically and efficiently register guests, hand out materials and pre-purchased merchandise
• You must be able to quickly flip through alphabetical listings, speak and read English fluently, and first and last shifts must be able to help set up / take down area, including lifting boxes

Supervisor: Louise Arnott

• Respond to questions and give directions
• Must be (or prepared to learn) the Sched App in order to assist guests
• Must understand the layout of the hotel and familiarity with When Words Collide festival
• Comfort with talking to people a must and previous experience in the role is an asset
• Clear communication skills required. Please advise if you have other communication skills (ASL, other languages)
• As this area may be noisy and congested, individuals with hearing impairment may find this difficult

Supervisor: Alexina Dalgetty

guest presenter check in

The Gallery Room - Level 2

• Guest/presenter check in

You are responsible to:

• Greet guest/presenters
  
• Check them in and provide registration package

Transportation

​Driver

• Volunteer will conduct pick-up / drop-off from airport or bus station
• MUST have drivers license and vehicle
• MUST assist with luggage, which may include boxes (of books)

Supervisor: Calvin Jim

HOSPITALITY ROOM HOST

​Location: The Gallery Room / Level 2
Volunteer lounge hosts; Guest/presenter lounge hosts.
​
You are responsible to:

• Ensure snacks and water are available in the break room designated for volunteers, guests, and panelists
• Assist with Volunteer Check-in
• Keep room welcoming and tidy
• Answer questions
• Check for lanyard (confirm identity)
• Coordinate with hotel staff as required

You must be:

• Comfortable engaging with people, dealing with some pressure when there are lineups, troubleshooting and answer questions, receiving (sometimes) negative feedback

Supervisor: Tracy Fox

NEW! ROOM CAPTAIN

BLUE PENCIL / PITCH ROOM

Each room captain will be in charge of one room during their shift (either an afternoon or a morning shift), during which you will have the opportunity to sit in on three presentations.

​You are responsible to:

• Greet the presenter and help them get set up / plugged in
• Give a BRIEF introduction to the audience before the session (script provided)
• Take attendance and brief notes, as necessary
• Be available to help, or get help, as needed
• Keep the sessions running on time
• Thank the presenter and ensure the room clears out fifteen minutes before the next presentatio
• Reset the room for the next presenter

Supervisor: Bonny Beswick

Location: McTavish Boardroom / Level 3
Volunteers will:

• Assist guests and track sessions
• Reset room between appointments

MASTER CLASS CHECK-IN

Location: Walker or Bannerman Room / Level 3
​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

MERCHANT ROOM / AUTHOR ALLEY

AWCS TABLE

Author Alley Attendant
Will help manage inventory and take sales at the shared author table.

• You do not have to have a book for sale in order to take this position.
• Ability to work a “Square” point of sale device would be handy but not required. Training will be provided
• Should be able to lift the occasional box of books

General Merchant Room Support
Will help at the When Words Collide merchandise table, the signing tables, and provide general room support.

• Ability to work a “Square” point of sale device would be handy but not required. Training will be provided
• Should be able to lift the occasional box of books or merchandise

Supervisor: Robert Bose and Sarah Anderson

Location: Just outside Merchant’s Room on Level 3
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

SOCIAL MEDIA/COMMUNICATIONS

A team of three will work over the weekend, rotating coverage across time blocks allowing for a more consistent and varied content capture.

Provide social media coverage including:

• Capturing photos and short videos across sessions, events and common areas
  
• Posting to WWC social channels in real time (primarily Instagram)
  
• Highlighting key moments, speakers, and overall festival atmosphere
  
• Coordinating with Communications Lead
  
• Work with other of the team to ensure broad, consistent coverage across the weekend

You should be:

• Comfortable using Instagram (posts and stories)
  
• Strong eye for photography and candid moments
  
• Able to write short, clear captions
  
• Self-directed and collaborative
  
• Friendly and professional when interacting with attendees
  
• MUST be able to move throughout the venue and be on your feet for extended periods of time
  
• MUST be fluent in written/spoken English

Supervisor: Nicole Roche

SATURDAY NIGHT SHOWCASE

​Room Flippers and Ticket Takers

• Assist with moving and arrangement of tables and chairs, and distribute table materials. Must be physically able to move chairs and tables (with help)
• Stand in entryways taking tickets and giving stamps

Actors and Clean up -- no professional acting experience is necessary, only enthusiasm and willingness to get into it and play the part!

• The Paparazzi go around the room being the paparazzi, snapping candid photos of the audientce. Cameras will be provided, although if you have your own camera that you are comfortable bringing, that would be fine, too
• The Interviewers go around the room with a prop microphone (provided) and ask people random questions (think celeb interviews on the red carpet).
• At the end of the evening, help take down props and decorations

Supervisor: Ashley Frerichs

BEYOND THE PAGE ART SHOW & SALE ATTENDANT

Assist artists with their displays, take payment from purchasers using Square POS devices.
Supervisor: Rebekah Raymond

GAMES ROOM, GOBLIN MARKET & CASINO

Games Room
Location: Stephen Rm A / Level 3

• Greeting people, signing them up for the TTRPG games / signing out board games that are leaving the room
• Playing board games with people who are along. Counting participants for each session

Supervisor: Kim Firmston

GOBLIN MARKET & CASINO

Goblin Casino
Loation: Thomson Room / Level 1

• Goblins: helping set up casino at beginning of evening, running games and handing out tickets, taking payments, helping clean up at the end of the casino
• Cops: helping set up casino at beginning of evening, shutting down casino at 8:50 pm helping clean up at end of casino

​Supervisor: Kim Firmston

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

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