Category Archives: volunteers

Posts related to WCSFA volunteer needs

Upcoming Con Organization Meetings

IT’S TIME TO GET ORGANIZED!

The WCSFA board has been working hard in the background on initial preparations towards hosting two, 2-day, mini-cons in 2017—Nothing But Games (NBG), in mid-June, and VCON Relaxicon 41½, in late October—and now it’s finally time to start getting the REAL work done.

We will be holding introductory organizational meetings to bring together people willing and able to volunteer their time and efforts towards each mini-con’s Con Organizing Committee (ConCom). Each ConCom will be responsible for managing the many moving parts needed to put on their event, requiring dedicated individuals with a variety of skills and experience. WCSFA-level appointees will have primary responsibility for coordinating volunteers, marketing, social media, sponsorships, and event financials, though, if possible they, will work in conjunction with others on the ConComs.

Introductory Organizational Meetings
NBG Meeting
WED 29 MAR @ 6:30 PM, 2 -3 hours

Relaxicon Meeting
SAT 01 APR @ 1:00 PM, 2 -3 hours

Meeting Location
7842 Express Street, Burnaby (Fired Up Events) [map]

Anyone with the interest and the availability to do so is welcome to come out to the meetings for, and work on, either or both committees. What matters most is that you have a genuine desire to participate, a willingness to do your best and dedication to seeing your commitments through to their end.

If you are interested in participating on either or both ConComs but will be unable to attend the initial meeting (or missed the meeting), please let us know by contacting us.

We have included some basic information about each of the mini-cons below. Click on a button to go directly to the relevant section.

Nothing But Games   VCON Relaxicon 41½

Chairpersons Needed
Committee Chairpersons Needed

Each committee will require a designated chairperson to take charge of the overall direction and delegation of the committee’s activities, to work with the WCSFA treasurer, and for making regular status reports to the WCSFA board. If you would be interested in taking on this role for either committee, whether individually or in conjunction with a co- or vice-chair, please consider letting us know prior to the meeting by contacting us.

Nothing But Games

Games, games and more games!
  • What: 2-Day, 24-Hour Gaming Convention
  • When: June 17, 2017 @ 10:00 AM to June 18, 2017 @ 6:00 PM
  • WhereTBA
  • Rates All Ages: TBA
NBG Introductory Organizational Meeting
WED 29 MAR @ 6:30 PM, 2 -3 hours
7842 Express Street, Burnaby (Fired Up Events) [map]

Imagine taking all the gaming from VCON, all the gaming from Northwest Fan Fest, and a dash of gaming you might not have seen before and smushing it all together into a 2-Day Gaming-Only extravaganza. That’s Nothing But Games.

The event will hopefully include as many of the following types of gaming as the volunteers on the NBG ConCom can support:

  • Tabletop Gaming
  • Modern and Retro Console Gaming
  • Retro LAN Gaming
  • Handheld Gaming
  • Participatory Gaming (e.g. Human Battleship, Fandom Feud, Kill Dr Lucky in the Flesh, etc.)

There will be space set aside for a small number of scheduled panel sessions (1 or 2 an hour); a select number of vendors (eight to ten booths); some fan organization tables; and a low-key hospitality room.

We have also arranged to bring in several cabinet arcade games, and a pair of custom designed starship bridge sets running the Artemis Star Trek Bridge Simulator.

To be successful, the NBG ConCom will need people who can coordinate hosts, schedules and tournaments in the different game areas; find gaming-related programming guests and schedule panels; manage vendor applications; run onsite registration; run con operations; and run hospitality.

VCON Relaxicon 41½

Costumes, Writers and Games. Oh My!
  • What: 2-Day “Relaxed” VCON (smaller footprint, just as friendly)
  • When: October 28, 2017 @ 10:00 AM to October 29, 2017 @ 6:00 PM
  • Where: Sheraton Vancouver Guildford Hotel (2nd Floor only)
  • Early Weekend Rates: Adult $35; Student/Senior $30; Teen/Youth $15
  • Summer Weekend Rates: Adult $40; Student/Senior $35; Teen/Youth $20
  • Full Weekend Rates: Adult $45; Student/Senior $40; Teen/Youth $25
  • One Day Rates: Adult $25; Student/Senior $20; Teen/Youth $15
Relaxicon Introductory Organizational Meeting
SAT 01 APR @ 1:00 PM, 2 -3 hours
7842 Express Street, Burnaby (Fired Up Events) [map]

VCON has always been a relaxed, friendly convention where we know that the pros are fans too; chatting up your favourite author or scriptwriter over a beer (or coffee) in hospitality is just the way we roll. This year will have most of what we’re known for, just scaled back a bit.

So we’ll have panels, readings, and even some workshops, just fewer running simultaneously than usual. We’ll have some space set aside for both console and tabletop gaming. We’d like to fit a little participatory gaming (e.g. Human Battleship, Fandom Feud, Kill Dr Lucky in the Flesh, etc.) into the schedule. We’d love to see an art show and a costume contest. It would be nice to have a cabaret dance as well. We will have a vendor hall and space for fan organizations. And, when you need a break, our (im)famous Hospitality Suite and Tap Room will be available, there will surely be Room Parties on Saturday evening, and there’s definitely gonna be a Dead Dog Party.

Exactly what will end up on the weekend’s “playlist” depends a great deal on who joins the ConCom. It will need people to find programming guests and schedule panels; coordinate the hosts and schedule for each gaming area; manage vendor applications; run registration; run con operations; run hospitality and the tap room; and manage fan organizations and room parties.

For participatory gaming, the ConCom needs someone who is interested in finding and coordinating individuals and groups interested in running such events and then working with programming to have them scheduled appropriately.

For an art show, the ConCom needs an Art Show Director who is capable of handling artist applications, coordinating the gallery setup, managing the gallery space, organizing GoH award selection, handling artwork sales and coordinating gallery take down.

For a costume contest, the ConCom needs a Costume Contest Director who can arrange for suitable judges, has a good sense for the rules for the event, can find (or be prepared to be) an MC for the event, and can obtain prizes for the winners.

For a cabaret dance requires someone able to find DJ’s willing to volunteer time to play dance music, decide what, if any, decorations will be set up, take applications for and schedule fan performers and find (or be prepared to be) an MC.

Seeking Individuals for WCSFA Volunteer Appointments

HELP WCSFA “DO ALL THE THINGS”!

The WCSFA board has a number of appointed volunteer positions at the top level of the organization that it is looking to fill. Each position is year-round and requires an individual willing to dedicate their time and efforts to getting the necessary work done on a regular basis.

At this time we are looking for people with previous experience and skills, no matter how obtained, that would allow them to pick up the job and run with it.

If this is you, and you are interested in helping WCSFA do more and better for our community of fans, please contact the WCSFA Secretary at secretary [at] wcsfa [dot] org with information about yourself and the skills and experience you have that would make you suitable for the role or roles for which you wish to be considered.

Must-Fill Positions

WCSFA Volunteer Coordinator

Responsible for connecting with and organizing people interested in helping out at WCSFA events and pre- and post- event activities, either on a short-term or long-term basis. Will round up and schedule volunteers when and as needed and will help organize WCSFA sponsored Volunteer Training sessions offered through Fired Up Events. Will coordinate with and may mentor Volunteer Coordinators on the committees dedicated to major events (VCON, Northwest Fan Fest)

WCSFA Social Media Coordinator

Responsible for owning and administering activity on all WCSFA owned social media properties including those for the organization itself and those dedicated to WCSFA’s major events (VCON and Northwest Fan Fest) and the WCSFA.org blog. Will work closely with the Marketing Coordinator to get marketing materials posted in appropriate locations. For event-related properties, will coordinate with and may mentor Social Media Coordinators on the committees dedicated to those events.

WCSFA Marketing Coordinator

Responsible for all marketing and public relations for WCSFA and WCSFA events such as crafting and distributing press releases, developing marketing campaign materials, and arranging all external advertising. Will work closely with the Social Media Coordinator and Sponsorship Coordinator. Will coordinate with and may mentor Marketing/PR Coordinators on the committees dedicated to major events (VCON, Northwest Fan Fest).

WCSFA Sponsorship Coordinator

Responsible for locating and bringing in both major and minor sponsors for all WCSFA events but especially our major ones, VCON and Northwest Fan Fest. Will be responsible for negotiating major sponsorship deals and for tracking the list of minor sponsors. Will work with the Marketing Coordinator to make sure marketing materials include all key sponsors. Will coordinate with and may mentor the Chair and Sponsorship Coordinators on the committees dedicated to major events (VCON, Northwest Fan Fest).

WCSFA Youth Committee Chair

Responsible for organizing and presiding over a committee of young WCSFA members (up to age 25) tasked with providing input, generating ideas and planning programming to help WCSFA attract and keep more of their peers as paid members preferably without drastically altering the core nature of individual events. The committee would initially focus their efforts on VCON, for which this is a particular concern.

Would-Like-To-Fill Positions

WCSFA Fundraising Coordinator

Responsible for planning ways to raise funds for WCSFA, for specific events, for designated charities, or other reasons. Methods may range from a silent auction – alone or in conjunction with an event – up to a ticketed dinner and dance event, and anything in between. The Fundraising Coordinator would also be responsible for obtaining donations to use as silent auction items or event door prizes and would work closely with the Sponsorship Coordinator on this front. Will coordinate with and may mentor the Chair and Fundraising Coordinators on the committees dedicated to major events (VCON, Northwest Fan Fest)

WCSFA Campus Committee Chair

Responsible for organizing and presiding over a committee of individuals currently attending local post-secondary institutions dedicated to promoting WCSFA itself and WCSFA events on local campuses. Will work closely with the Volunteer Coordinator, the Marketing Coordinator and the Youth Committee.  Ideally, this role will go to someone who attends or works at a post-secondary institution, although we will consider anyone who can show appropriate experience and networks with one or more local campuses.

WCSFA Website Content Coordinator

Responsible for the content on all WCSFA web properties (WCSFA.org, VCON.ca, NorthwestFanFest.com). Will create, update and delete content when and as necessary. Will work closely with the Marketing Coordinator and the Social Media Coordinator (who will be responsible for blog content on WCSFA.org and who will need to know about updated or new content). May appoint Website Content Assistants to work as copywriters and copy editors. For our event-related web properties, will coordinate with and may mentor Website Content Coordinators on the committees dedicated to those events.

Call for Bids to Run VCON 42 in 2017

Call for VCON 42 Bids

To: All Current WCSFA Members and Interested Parties
From: West Coast Science Fiction Association 2016 Board of Directors

The West Coast Science Fiction Association (WCSFA) is now accepting applications from groups of fans interested in becoming the core of the organizing committee (ConCom) for the VCON 42 convention, to be held in October 2017 at a venue still to be determined.

In order for a committee bidding to run VCON to be considered, the requirements and procedures noted here must be met.

Completed bid information must be submitted to the WCSFA Board Secretary (secretary [at] wcsfa [dot] org) no later than MON 31 OCT, 2016.

The WCSFA board highly recommends that anyone interested in being a VCON bid chair contact us to formally declare yourself much earlier than the bid deadline so that we may provide you with information and documentation that will be useful for developing your bid.

WCSFA exists to support fan-run events like VCON and is ready to provide any declared bid chair with assistance to help bring about a strong bid. Such assistance may include but is not limited to access to shared resources, forwarding names of potential ConCom volunteers who come forward during the course of the bid process, financial budget advice, and specifics for required and traditional event activities.

Yours,
Jenni Merrifield : secretary [at] wcsfa [dot] org
2016 Secretary, West Coast Science Fiction Association

PS: If you’re interested in helping to organize the event but don’t particularly wish to be a bid chair (and thus “in charge”), please let us know. We can then connect you with declared bid chairs and you can discuss where you would best fit in their organization.

Jump To:
[Committee Requirements] [Budget Requirements] [Programming Requirements] [Bidding Procedures] [Contact Us]

Committee Requirements

A committee list with the names of at least five people with appropriate previous experience who will assume responsibility for the convention. This list must include the Chair, at least one Vice Chair, and a Treasurer, plus at least two others from the provided list of department heads.

Required Positions

  • Chair
  • Treasurer
  • Vice Chair (at least one)
    • Vice Chair, Business (Finances, Registration, Public Relations & Publications)
    • Vice-Chair, Front of House (Events, Exhibits, Program, Tech/AV)
    • Vice-Chair, Back of House (Venue, Hospitality, Operations, Services)

Department Heads

  • Business Division
    • Registration
    • Public Relations (promotions & publicity)
    • Publications (program book content & ads)
  • Front of House Division
    • Programming
    • Art Show
    • Vendor Hall
  • Back of House Division
    • Venue
    • Hospitality
    • Operations
    • Volunteers
This list does not include all possible departments your committee might have, only the ones the WCSFA board considers to be the most important for a committee to successfully run VCON. WCSFA can provide interested parties with a complete list of recommended departments and their responsibilities on request.

If there are multiple bids it is acceptable for them to share some members – e.g. the same person could be the Art Show Director for more than one bid, or the Vice Chair, Front of house for one bid could be the Programming Division Head for another – with the following restrictions:

  • A bid CHAIR may serve on another bid committee, but NOT as CHAIR, TREASURER or any VICE CHAIR
  • A bid TREASURER may serve on another bid committee, but NOT as TREASURER or CHAIR
Budget Requirements

A realistic, written, preliminary budget for the convention.

Samples from previous years and assistance will be provided by WCSFA in advance if requested.
Programming Requirements

One or both of the following:

  1. Name(s) of prospective Guest(s) of Honour who have indicated they are willing to attend if formally invited, and estimated expenses of bringing them.
  2. A theme for the convention, and suggested programming to go with that theme.

WCSFA recommends planning for an Author Guest of Honour, an Artist Guest of Honor and up to two additional Guests of Honour from any appropriate fan area.

VCON’s standard policy is that guests ARE NOT PAID appearance fees. Guests of Honor expenses may thus only include the cost of travel, hotel accommodation and a daily honorarium (currently at $50/day) for each scheduled convention day the guest will be in attendance.

Bidding Procedures

WCSFA will provide copies of the bylaws and any other relevant documents to announced bid committees.

A vote of members of WCSFA who are in good standing will be taken at a general meeting to select a bid from among those that are brought forward. This meeting will be held no later than three weeks prior to the current year’s VCON, so as to provide time to generate publicity material in time to be distributed at that event.

Prior to this general membership meeting, the WCSFA Board will meet with the declared bid committee(s) to formulate a recommendation to take to the general membership. If the WCSFA executive feels that no acceptable VCON bid is forthcoming, they may recommend that no convention be held the next year unless an acceptable bid is presented within four months of the current year’s VCON. In the event of a late bid, another general membership meeting shall be called and vote taken.

Contact Us

For additional information about this Call for VCON 42 ConCom Bids, or anything else related to WCSFA, VCON or it’s other events, please feel free to contact any of the following: