Worldcon 75

The 75th World Science Fiction Convention, 9-13 August 2017, Messukeskus, Helsinki, Finland

Staff Recruitment

Worldcon 75 needs you!

All worldcons are organised and put on by volunteer legions of dedicated fans and convention-runners. Worldcon 75 is no different and in addition to the wonderful staff we have now, there are many other positions that need good people to do them! Please take a look below at the list, and if you find a slot you are interested in, e-mail the corresponding divisional e-mail address and we will get back to you from there.

Volunteer benefits are being finalised but what we can promise up front is a wonderful sense of pride and accomplishment from being part of the team that put on the first Nordic Worldcon!


Available Staff Positions


Staff Services

Staff Services takes care of the well-being and coordination of our staff, and includes Code of Conduct staff, Listeners (people who can be approached during the convention in case something inappropriate happens), Staff Onboarding (what the Staff need to Know about our organisation, tools etc. in order to work efficiently), and Volunteer/Staff Coordinator both prior to and at con. Staff Services also organises and coordinates the Staff Weekends prior to the Convention.

Staff Services Deputy Division Head

  • Description: Assist in leading and managing the Staff Services Division, including Volunteers & Listener Area Heads, and coordination for the staff weekends.
  • Desired experience: Previous convention leadership/management experience and/or previous Listeners / Volunteers experience.
  • E-mail staffservices@worldcon.fi if you are interested in this position.

Listener Area Head

  • Recruit and lead/manage the team of Listeners who will respond to reported incidences at the convention.
  • Desired experience: Previous Listener (or equivalent) experience.
  • E-mail staffservices@worldcon.fi if you are interested in this position.

Staff Newsletter Editor

  • Description: Know what’s going on – collate and publish a fortnightly newsletter to staff.
  • Desired Skills: Fluent in English, Finnish a bonus.
  • E-mail staffservices@worldcon.fi if you are interested in this position.

Worldcon 75 Volunteer

  • Worldcon 75 will need many volunteers for many different roles in the lead up to and at the convention. If you would like to volunteer and are not sure what you would like to do, or who to contact about something you would like to do, drop us a line!
  • Desired experience: Any or none!
  • Email volunteers@worldcon.fi to express your interest in volunteering.

Exhibits Roles and Responsibilities

Ideally most of the people volunteering for most of these roles will also be available in person at Messukeskus for a few days before and after the convention (Tuesday and Monday) to oversee the physical set-up and take-down of the displays and oversee setup in the hall, but if you are really interested in a role and cannot do that then talk to us anyway as we may be able to find someone else to coordinate that bit. Contact Clare and Terry at exhibits@worldcon.fi for more information or if you are interested in a position. We are happy to have a person do more than one of these roles if they would like! E-mail exhibits@worldcon.fi if you are interested in any of these positions.

Remote Shipping Coordinator

  • Coordinates with various Exhibits Area Heads on shipping – both through the Messukeskus shippers and to our off-site storage.
  • Coordinates with Logistics on use of off-site storage.
  • Coordinates with Turva on moving Exhibits shipments from off-site storage to Messukeskus.
  • Coordinates with Logistics and Turva on returning any shipments.
  • Works with Exhibits DH and DDH on budget.
  • Works with Exhibits DH and DDH on information to be sent regarding shipping.

English-speaking sales staff

  • Works with the Dealers Hall coordinator to recruit North American, European and other countries dealers.
  • Liaise between Non-Finnish Dealers and the Dealers Hall staff.

Exhibits Map producer

  • Coordinates with Exhibits DH and DDH, various Exhibits Area Heads, Art Show Layout Map producer, and Logistics to produce a map of Exhibit Halls 4 and 5 including where each Creator and Merchant are located.

Craft Corner / Chaos Costuming

  • The main point of contact for crafters and costumers wanting to create in our space. The main tasks for this role are:
    • Recruits people to donate supplies and lend equipment.
    • Organise a volunteer rota as appropriate.
    • Works with Exhibits DH and DDH on space and furniture requirements.
    • Works with Exhibits DH and DDH on budget.
    • Works with Exhibits DH and DDH and Program on hours, workshops and the information to go into the Programme guide.

Fanzine Lounge Coordinator

  • Recruits organisations to donate or lend fanzines or books.
  • Coordinates with organisations and Shipping Coordinator on shipping.
  • Works with Exhibits DH and DDH on budget.
  • Works with Exhibits DH and DDH and Program on hours and the information to go into the Programme guide.

Costume display coordinator

  • Identify potential costume displayers and give info to the Displays Coordinator. (Familiarity with Finnish costuming fandom would help here! And/or European fandoms.)
  • Coordinate with costume displayers for size of space required, shipping, types of display furniture needed.
  • Coordinate with Displays Coordinator and Turva for security on displays.

Displays Deputy

  • Assists the Displays Coordinator to recruit volunteers and acts as a backup and point of contact for displays in the Exhibits hall. The main tasks for this role are:
    • Identify potential displayers and give info to the Displays Coordinator.
    • Answer queries from displayers as deputised by the Displays AH.
    • Negotiate with displayers about display size, needs, any costs, convention passes, etc. as deputised by the Displays AH.
    • Keep track of display needs.

Exhibits logistics

  • Coordinates with Exhibits DH and DDH, various Exhibits Area Heads, Turva, Convention Logistics and the Messukeskus, to coordinate all the placing of furniture, exhibit cases and stands, signage, benches, flooring, electricity, walls, hangings etc.
  • Coordinates with Artist Show Coordinator, Creators Alley and Dealers Coordinators for unloading and loading into the exhibit halls.

Freebies Coordinator

  • The main point of contact for organisations and people offering freebies to convention Members.
  • Recruits organisations to donate freebies.
  • Coordinates with organisations and Shipping Coordinator on shipping.
  • Works with Exhibits DH and DDH on budget.

Print Shop Coordinator

  • Works with the Art Show Coordinator to identify artists wishing to sell prints.
  • Works with the Art Show Coordinator, Facilities and Logistics to determine space and furniture needs.
  • Works with the Art Show Coordinator on software for print sales.
  • Works with the Art Show Coordinator and Finance on logging sales and handling money.
  • Works with Art Show Coordinator and Exhibits DH and DDH on pricing and budget.

Print Shop Onsite Staff

  • Print Shop Volunteers.

Digital Gallery Coordinator

  • Works with the Art Show Coordinator and Tech to determine equipment necessary for display.
  • Works with Logistics, Exhibits DH and Art Show Coordinator to determine on what the work will be displayed/projected.
  • Works with Art Show Coordinator and Exhibits DH and DDH on budget.

Digital Art Gallery Sponsor Coordinator

  • Recruits sponsors for equipment, tech and money to run the digital displays.

Dealers Hall Deputy

  • Assists the Dealers Hall Coordinator with all tasks:
    • Recruits Dealers for the Dealers Hall.
    • Works with Facilities and Logistics to plan the Dealers Hall set up and set it up at the con.
    • Coordinate with Facilities and Assembly Convention to find sufficient furniture for the Dealers Hall.
    • Works with DevOps Division for Dealers Hall registration check-in, check-out and payment/taxes/etc. software.
    • Works with Finance for payment/money handling, etc.
    • Works with other Divisions and Exhibits DH and DDH on theme, signage and decoration.

Turva Liaison

  • Works with the Dealers Hall Coordinator to liaise between dealers and Turva. The Dealers Hall is open to the public.

Signage Placement Coordinator

  • Coordinates with Exhibits DH and DDH and various Exhibits Area Heads on what sorts of signs will be needed where in Exhibit Halls 4 and 5.
  • Works with Design to ensure signs conform to standards.
  • Works with Logistics for hanging signs as needed.
  • Procure sign posts.
  • Works with Exhibits DH and DDH on budget.

Exhibits Info Desk Coordinator

  • Coordinates with Exhibits DH and DDH and various Exhibits Area Heads on what sorts of information will be necessary for Members (opening and closing times, where to go for various information on Exhibits responsibilities, sign up sheets, Craft demos, Docent tours, maps, etc.).
  • Info Desk volunteers will also restock the Freebies table.
  • Works with Exhibits DH and DDH on budget.

Exhibits Info Desk Onsite Staff

  • Info Desk volunteers.

Exhibits Guide coordinator

  • Coordinates with Exhibits DH and DDH and various Exhibits Area Heads on what information will go into the exhibits guide (Dealers, Artists, Creators, maps, Schedule, rules, etc.).
  • Works with Exhibits DH and DDH on budget.

Docent Tours Organiser

  • Coordinates with the Art Show and Displays Coordinators to recruit Docents to provide tours through the Art Show and Displays.
  • Coordinates with Programme to schedule times and provide descriptions of the tours.

Sponsor a Bench Organiser

  • Recruits organisations to sponsor benches.
  • Either lives in or near Helsinki or coordinates with Facilities to find a good place to purchase or rent benches.
  • Supervises setting up benches and park or lounge spaces at the convention.

Finnish procurement coordinator

  • Organises procurement of items that Exhibits needs from Finnish websites/shops.
  • Ability to understand Finnish an advantage.
  • Local to Helsinki an advantage.
  • Works with Logistics to arrange delivery and storage of items.

Independent Author Table Liaison

  • Works with the Dealers Hall Coordinator and Creators Alley Coordinator to liaise with independent authors wishing to sell no a small number of books or CDs at a shared table.
  • Communicates with authors etc.
  • Manages table staffing rota.

Turva Division

Turva is a Finnish word and it means security, the feeling of being safe. The Turva division includes OPS (Operations), security and safety, logistics, MIMO (Move In Move Out), off site storage and supplies. E-mail turva@worldcon.fi if you are interested in any of these positions.

Supplies Area Head

  • Description: Coordinating collecting the supply needs from each area. Making sure the supplies are acquired and distributed, together with Move In Move Out.
  • Preferably Helsinki or capital city based person with a car.
  • Driver’s Licence essential.

Programme

Programme Division makes sure the convention has interesting programming for all age groups. E-mail program@worldcon.fi if you are interested in any of these positions.

Music Area Head

  • Coordinate and organise music programme together with the Music team. Collaboration with Events essential.
  • Desired experience: Would be great to have contacts to the filk-community, Worldcon-music programme experience appreciated but not required.

Strolls with the Stars Coordinator

  • Coordinate Strolls with the Stars with the Programme Division.
  • Desired experience: Preferably some previous convention organising experience, does not have to be Worldcon-specific. Knowledge of Helsinki city center & sights is a must!

Children’s programming staff

  • Help organise children’s programming on-site, assist the programme item leaders, possibly lead some items, and manage the family rooms.
  • Desired experience: working with kids in groups.
  • Language skills are very valuable.

At-convention staff

  • Help Programme run smoothly at the convention, working under ProgrammeOPS. Making sure programme items run on time, help to contact Tech if required etc.
  • Desired experience: no prior experience required.

Outreach

Outreach Division is responsible for promoting and marketing Worldcon 75, as well as coordinating public contact to our members. E-mail outreach@worldcon.fi if you are interested in any of these positions.

Social Media – East Coast US Coordinator

  • Social Media Team is in charge of Worldcon 75 presence in Facebook, Twitter, Instagram and Tumblr.
  • SoMe Team handles scheduling posts, creating/finding content, posting, responding to comments and questions, sharing, liking, etc. in social media channels used by Worldcon 75.
  • SoMe Team coordinates with other Divisions about their posting needs.
  • SoMe Area Head is in charge of scheduling the work and making sure the team performs their tasks.

Merchandise Coordinator

  • Merchandise Coordinator is in charge of deciding (together with DH/DDH) what merchandise Worldcon 75 sells, procuring said merchandise, figuring out where and how to sell it and selling it.
  • Merchandise Coordinator also procures the freebie fun stuff ie. promotional items that are given out to potential customers.
  • Merchandise Coordinator coordinates selling our Merchandise online.

Sponsorship Coordinator

  • Sponsorship Coordinator is in charge of finding sponsors for Worldcon 75, negotiating deals and coordinating with different Divisions about Sponsorship Packages and deals made.
  • Sponsorship Coordinator coordinates with Outreach, Design, Dealers Hall Area Head, Finance and possibly other staff as well.

Events

The Events Division is responsible for organising all the larger events at Worldcon – this includes the opening and closing ceremonies, the dances, the Masquerade and the Hugo Awards ceremony. Events also organises the Hugo reception (before the Hugo Awards ceremony). If it is big and fancy and people will talk about it for years to come, it is probably an Event. E-mail events@worldcon.fi if you are interested in any of these positions.

Closing Ceremony Director

  • The closing ceremony will be one of the final events of Worldcon 75 and will be a chance to look back at some of the highlights of the event. The Closing Ceremony Director will be responsible for designing the look and feel of this event.
  • A lot of the planning can be done before the convention, but as the Closing Ceremony will include highlights from the con, there will be a fair amount of work at the convention as well.
  • Desirable skills/experience: Experience of organising stage events. Experience of working at or attending SF conventions.

First Night Coordinator

  • The First Night Coordinator will work with the Opening Ceremony and Dances Directors, as well as the Programme, Exhibits and Hospitality Divisions to help decide what big activities we will be running on the first night of the convention to get our members in the mood for the rest of Worldcon 75.
  • Most of the planning will be done before the convention, but the First Night Coordinator will be required to be present on the night to supervise events as well.
  • This is a position with relatively light responsibilities, as it mainly involves coordinating with other people, who will be the ones to plan the events themselves.
  • Desirable skills/experience: Experience of team leadership. Experience of working at or attending SF conventions.

Media Events Area Head

  • The Media Events Area Head will organise the large concerts and other media tie-in events at Worldcon.
  • Most of the planning will be done before the convention, but the Area Head will be required to be present at Worldcon to supervise events as well.
  • Desirable skills/experience: Experience of team leadership. Experience of working at or attending SF conventions.

Member Services

Member Services is here to assist the members of Worldcon 75 so they enjoy themselves at the convention and throughout their stay in Helsinki! E-mail memberservices@worldcon.fi if you are interested in any of these positions.

Access Area Head

  • Responding to the emails that come in to access@worldcon.fi.
  • Tracking the requests for rooms at the Holiday Inn Messukeskus.
  • Tracking requests for fully accessible rooms.
  • Tracking requests for mobility scooters.
  • Liaising with Facilities to contract with a scooter hire company and arrange for scooters/chairs to be available at con.
  • Liaise with Hotels and Finance to allocate the rooms in the Holiday Inn as well as the nearby accessible rooms.
  • Recruit volunteers for the convention.
  • Create and manage staff/volunteer rota to staff the access desk at con.
  • Liaise with Tech/Programme to set up the programme rooms for access at con.
  • Manage quiet rooms with Facilities.

Info Desk Co-Area Head

  • Help Run the combined Alien Info/Info Desk area.
  • Respond to info@ emails.
  • Contribute to blog posts.
  • Contribute to web pages for member info.
  • Recruit volunteers to staff the info desk.
  • Create and maintain a rota for staffing the desk during the convention.

Childcare coordinator

  • Liaise with Messukeskus and local childcare providers to provide a service at the convention.
  • Be the main point of contact for contract negotiations.
  • Handle pre-con and at con bookings for childcare.

Trips and Tour coordinator

  • Liaise with external providers to set up possible excursions/tours for the members.
  • Coordinate sign up sheets and booking details.
  • Coordinate with Outreach Team to publicise the offerings.

Info Desk Volunteers – many needed

  • Work shifts at the info desk which will entail:
    • Managing sign-ups for tours, Kaffee Klatches, Literary Beers etc.
    • Providing information on the general area for members.
    • Providing information on where things are at the convention centre.
    • And more!

Access Volunteers – many needed

  • Help set up programme rooms for programme items.
  • Work access desk shifts:
    • Answering access questions.
    • Giving out access ribbons.
    • First contact for access issues members are experiencing.

Design Resources

Design Resources is responsible for visual representation of Worldcon 75 and related merchandise, the design and layout as well as making the visual impact to the venue and to main events. We are a team of illustrators, graphic designers, proofreaders, translators, photographers. E-mail designresources@worldcon.fi if you are interested in any of these positions.

3D Modeler/s

  • Building 3D models in cooperation with our illustrator for the venue and main Events. The elements can be for example the northern lights, our mascot Major Ursa the space-exploring polar bear, a space rocket.
  • At this moment, facial expressions or detailed clothing, hair/fur movement is not necessary.
  • Earlier experience required, preferably in space and/or nature-related areas.

Printing coordinator

  • A person responsible for tendering a printing press for the future printable products (Progress Report 4, Programme Book, Restaurant Guide, and others, as well and posters).
  • Liaising with the person doing layout and the printing press, if needed.
  • Agreeing on time tables with the printing press (we will be printing a lot in July/August).
  • Prior experience of the printing process and the details printing presses need, is required.

Registration

Registration is an area situated under the Finance division. We maintain the membership database in cooperation with DevOps and answer questions related to memberships. The database will allow members to check and edit their own data, nominate in the Hugos as well as register for the art show.

Registration Deputy Area Head

  • Description: Assisting in leading and managing the Registration. Answering emails and keeping the registry as up to date as possible. Co-operating with other divisions. Pre-con we are a small team that does not actually need much managing. Right before the con you will be coordinating shifts and such. During the convention you will be managing the registration desk and introducing volunteers to their duties.
  • Desired experience: Previous convention leadership/management experience and/or previous registration experience. Previous experience on customer service might help.
  • E-mail registration@worldcon.fi if you are interested in this position.