So you’re interested in volunteering? Great! Without leaders cons would NOT HAPPEN. Below is a list of what leadership positions are required to make a con happen, and descriptions of each one.
1. Dean(s) This leader(s) is in charge of the conference. They are the people who make sure the con runs smoothly through their vision of what the con should be. Conference events are prepared by deans ahead of time with the help of the Conference Coordinator and our leadership team. They make sure the leadership team is following their vision by planning beforehand, and hosting a few meetings throughout the event. They need to be able to listen to and consider others ideas and viewpoints, as well as to diffuse difficult situations. The ability to multitask and keep track of lots of little processes is key! In addition, their job is to make sure that the conference has a cohesive feel, not just a bunch of activities for the sake of being activities. The dean has control over the finances of the conference, but works with the registrar as funds come in.
2. Workshop Coordinator After the registrations start coming in, the registrar will have a list of people who have expressed interest in leading a workshop at the conference. It is the workshop coordinator’s job to contact these people, what supplies they will need, and what kind of space. With this information, the workshop coordinator organizes all workshops into 2 sessions by putting up a sign up sheet. In a perfect world the workshop coordinator’s job would be mostly done by the time they arrived at con, but because of cancellations and last minute changes, they generally end up doing a lot of work at con. If not enough people volunteer to lead workshops, it is the workshop coordinator’s duty to find more or ask for help finding more. This position requires some work before and some work at con. This position works well when combined with another position, especially touchgroups.
3. Worship Coordinator The worship coordinator(s) plan three worship services (or more if morning service is desired) for each night of the conference, and can reflect the theme if one exists. Worships should reflect the diverse spiritual styles of the community, giving opportunities for everyone to feel spiritually nourished.
4. Touchgroup Leaders are the heart of small group bonding at conferences. A Touchgroup leader guides a group of five to seven peers through various bonding exercises at different intervals throughout the conference. They come prepared with activities, games, and discussion topics that will provoke deep thought, silliness, or just plain fun! For more info, take a look at our touchgroup practice guide!
5. Food Coordinator (Cooks) The Food Coordinator plans the menu for the conference, 4-5 meals in all (Friday dinner or snack, which is optional, 3 meals on Saturday, and Sunday breakfast). They plan the menu, submit it to the Dean and Conference Coordinator, and estimate the cost so that the Dean can factor it into the budget (plan to spend between $10 and $12 per attendee). The Treasurer can then write them a check so food can be purchased in advance (generally from Costco or other bulk food store). Their menu should reflect the diverse eating habits of the general community, offering vegan, carnivore, and gluten free options (how much of each depends on information from the registrar gathered from registrations). Cooks facilitate cleaning but do not clean, just make sure cleaning gets done, along with help from the Registrar who organizes the Cleaning List.
6. Ride Coordinator The Ride Coordinator uses information from the Registrar to organize who needs rides and who has empty spots in their car. Start working on rides in the last 2-3 weeks before con, once the majority of people are registered. Make sure everyone registered has a ride to con! People have been known to have to cancel because they couldn’t find a ride, and drivers have been known to cancel at the last minute. It is important that you call the carpool drivers and ensure that they’ve spoken with the riders. You might even need to use a telephone (weird, I know) since people don’t always reliably check or respond to their email. Make sure everyone is in contact. This job can be a big headache, and is not for procrastinators, but it’s mostly over by the time con starts (unless people need to rearrange for the ride back).Can combine with Registrar if needed.
7. Chaplains The Chaplain’s responsibility is to be a neutral person to talk to throughout the weekend for everyone at the conference. The Chaplain does not give advice and they are not a counselor, they are simply a pair of understanding ears. It is important that the Chaplain have no other jobs throughout the conference so that they are available to talk at any time, including being woken up at night. If there are no available Chaplain-trained individuals attending the event, it would be useful to look into finding community ministers or DREs to be Chaplains on call throughout the weekend
8. Coffeehouse Coordinator Coffeehouse is our no-talent-required talent show. The Coffeehouse Coordinator’s job is to get people thinking about what talents (or non-talents) they would like to perform. They should do this both before the event (on Facebook, email, phone, etc.) and during the event. Because Coffeehouse is on Saturday night, they have all of Friday night and Saturday during the day to create some excitement about the event, and recruit some sign-ups. This person (or people) is also responsible for creating a sign-up sheet and balancing the amount of time we have for the event, with how long each act might take; this also means keeping the show moving along quickly by cutting laughter/applause short.
*this document was originally written by folx from PNWUUYA and re-written by us at PCUUYA, thanks!
Whew! Finally done with all those lengthy descriptions? Still interested in helping out? Awesome! Send us an email at firstname.lastname@example.org or a message here! Just make sure to leave your name along with the best way to contact you.