Tag Archives: concom

Get Into the Guts of Convention Planning on Our Hotel Team

Have you ever thought about how crucial WisCon’s Hotel team is to the convention? Maybe you haven’t. Maybe you don’t know what the Hotel Department is or what they do. Would you like to learn? It just so happens we’re looking for a few understudies!

You might have already guessed that they interact with our hotel—it’s right there in the name. The Hotel team keeps in touch with the Madison Concourse Hotel, our venue, throughout the year (and not just because they get to be friends during the convention, though that’s true, too).

Details? The members of our Hotel team get the updates on remodeling and other changes happening at the Concourse, keep tabs on reservations in WisCon’s room block, and double-check that our programming will fit into the available space. They confirm which rooms will hold the Safer Spaces, the Quiet Space, the parties, papers, panels, and workshops, and sort out which rooms need what audio/visual equipment when. They work closely with the Concourse to put together the diagrams of how each program room will be set up, when those setups need to change, and whether or not we need to rent more chairs, tables, or microphones. They tell the hotel when to expect our deliveries, meet our moving truck, and make sure that everyone involved—volunteers, convention members, contractors, and hotel staff—is able to have a great time throughout Memorial Day weekend.

How crucial is the Hotel team? Without them we wouldn’t have rooms to sleep in during the convention. Or anywhere to have panels. And no one would be able to hear the panelists, since they wouldn’t have microphones. Or chairs. Or tables. And we couldn’t all chill in the Con Suite because all of our kitchen equipment would still be in storage.

Want to be part of making all of these practical details happen? We’re currently looking for at least two additional Hotel team members, no prior experience needed. We will teach you all of the mysteries of who gets a “lanyard of power,” what our contracts say, how to read BEOs, and, incidentally, what BEO stands for.

Members of the Hotel team do not need to be local to Madison, since we work via email, chatrooms, shared documents, and conference calls. Folks on the team are automatically eligible to opt for a WisCon membership rebate of 40% of your registration fee, meaning that if you register for WisCon as an adult, you can opt to receive $22 of your $55 membership back after the con ends.
To apply to join the Hotel team, please email personnel@sf3.org.

WisCon 41 Concom Opportunity — PWD Safer Space lead

WisCon Chairs
SF3 Personnel Committee

We’re looking for someone to run our Safer Space for people with disabilities as the prior lead may not be able to make it to WisCon this year. This is, of course, a role that’s reserved for a person with a disability.

The lead is responsible for the key to the room and determines the setup for the room. They will also have control over a small budget that they are free to use for refreshments, supplies, or whatever they determine is necessary for the space.

To fill this role you do not need to be local to Madison, but should be planning to attend WisCon 41. We particularly welcome volunteers from traditionally underrepresented or marginalized identities.

The PWD Safer Space lead is part of the WisCon Concom and is automatically eligible to opt for a WisCon membership rebate of 40% of the registration fee, meaning that if you register for WisCon as an adult, you can opt to receive $20 of your $50 membership back after the con ends.

If you are interested in joining our Registration team, please email: recruitment@wiscon.net

WisCon 41 Concom Opportunity — Registration co-lead and table captains

WisCon Chairs
SF3 Personnel Committee

WisCon’s Registration desk is the information hub of the convention, greeting every member as they arrive, selling and handing out name tags and dessert tickets, and answering questions. Registration is a vital space that’s open every day of the convention — it’s where lost & found is, where you can sign up to volunteer at the Art Show or Con Suite or anywhere else that needs a hand at the last minute, and where members go when they have questions.

Registration is a great place to contribute time to help WisCon go smoothly, especially if you love knowing things and meeting people.

We are looking for someone to join the Registration team as co-lead for WisCon 41 — a role that’s part of the Concom.  We’re also looking for folks willing to learn the Registration interface (it’s easy, don’t worry!) who can serve as table captains during short shifts throughout the convention.

To fill these roles you do not need to be local to Madison, but should be planning to attend WisCon 41. We particularly welcome volunteers from traditionally underrepresented or marginalized identities.

The Registration co-lead is part of the WisCon Concom and is automatically eligible to opt for a WisCon membership rebate of 40% of the registration fee, meaning that if you register for WisCon as an adult, you can opt to receive $20 of your $50 membership back after the con ends.  The table captains are not part of the Concom, but as volunteers are of course eligible for the membership rebate.

If you are interested in joining our Registration team, please email: recruitment@wiscon.net

WisCon 41 Concom Opportunity — Hotel Liaison team

WisCon Chairs
SF3 Personnel Committee

WisCon’s Hotel Liaison team works throughout the convention with the amazing staff of the Madison Concourse Hotel to ensure that every one of the ballrooms, conference rooms, and meeting rooms in the hotel is correctly set up for each of the 240+ programming sessions throughout the weekend, coordinates banquet orders for any events that include food or beverage service, responds to member inquiries about hotel availability, and monitors the status of WisCon’s room block to ensure that sufficient rooms are available in the hotel.

The Hotel Liaison team gets a crash course in the nuts and bolts of large-scale events, but with the safety net of working within a 41-year-old convention with a relationship with the hotel that’s lasted more than three decades.

To fill this role you do not need to be local to Madison, but should be planning to attend WisCon 41. We particularly welcome volunteers from traditionally underrepresented or marginalized identities.

The Hotel Liaison team is part of the WisCon Concom and is automatically eligible to opt for a WisCon membership rebate of 40% of the registration fee, meaning that if you register for WisCon as an adult, you can opt to receive $20 of your $50 membership back after the con ends.

If you are interested in joining our Hotel Liaison team, please email: recruitment@wiscon.net

WisCon 41 Con Suite — Seeking staff & at-con volunteers

WisCon Co-Chairs

Did you visit the Con Suite last year? Do you want to see WisCon’s Con Suite continue to be a place where people choose to eat and spend time?

Then we need you!

But there’s a catch.

Our intent is to specifically address the racist and misogynist abuse toward Con Suite staff and volunteers that we saw at last year’s con, so we are putting emphasis on recruiting Con Suite staff and volunteers who are white and male identified.*

What’s the difference between being Con Suite staff and a Con Suite volunteer?

Just a matter of scope and commitment.

Staff become part of our Concom prior to the convention, comprise a team under our Con Suite leads, are required to go through ServSafe training and certification (fees paid by WisCon) and to help to guide the work of volunteers, and will be asked to commit to a minimum of two three-hour shifts during the convention. Tasks will include setting and resetting the Con Suite space, preparing and portioning foods, maintaining and monitoring inventory, helping to order supplies, and unpacking and repacking equipment, among other things.

Volunteers are encouraged to go through ServSafe training and certification (fees paid by WisCon) though it isn’t required, must follow guidance from Con Suite staff and leads, don’t need to commit to any minimum number of hours, and are not part of the Concom. You can let us know that you intend to volunteer to help out in the Con Suite now or at any point before or during the convention. Tasks will include keeping the Con Suite clean and ready for visitors, directing foot traffic, assuring that everyone in the space is wearing shoes, helping staff to portion and set out food, helping staff to reset the space between mealtimes, and other things.

What will you get out of stepping up to become Con Suite staff, or volunteering?

The most crucial reward will be that we will continue to have a Con Suite where you will enjoy spending time and eating! We’ve had wonderful feedback — and very very high demand — for the Con Suite over the past two years. That means that the WisCon community loved what our Con Suite lead, Julia, created so much that she is no longer able to keep up with it. As a community we need to make sure that she and her successors lead a team that is both large enough that no one has to spend the entire convention working and capable enough that they can all rely on each other.

If pride in a popular Con Suite isn’t the reward you’re looking for, we’ve got more! All staff are automatically eligible to opt for a WisCon membership rebate of 40% of your registration fee, meaning that if you register for WisCon as an adult, you can opt to receive $20 of your $50 membership back after the con ends. Volunteering? You can get the same rebate deal as long as you volunteer at least six hours and ask the Con Suite lead to confirm those hours (ask how at the Registration Desk!).

To apply to join Con Suite staff, contact: recruitment@wiscon.net

To let us know you plan to volunteer in the Con Suite, contact: volunteers@wiscon.net

*Wait! You aren’t male identified, or you aren’t white, and you want to join the Con Suite team? Fantastic! We want to have you on the team as well, and we’ll work with you to make sure that your Con Suite experience is a good one. We are optimistic that we will not see a repeat of the poor behavior toward the Con Suite team last year, but we also assure you that behavior is a violation of our Code of Conduct, and will not be tolerated if we see it again.

WisCon 41 Concom opportunity — Dealers’ Room lead

WisCon Co-Chairs

The WisCon Dealers’ Room is a marketplace of books, toys, posters, artwork, magazines, cards, jewelry, and all sorts of other science fiction and fantasy related merchandise as well as items relevant to explorations of feminism, gender, race, class, and disability.

We are looking for someone to step into the role of lead for the Dealers’ Room for WisCon 41, as part of the Concom. To fill this role you do not need to be local to Madison, but should be planning to attend WisCon 41. We particularly welcome volunteers from traditionally underrepresented or marginalized identities.

The Dealers’ Room Lead role involves some planning prior to the convention, doable in a few hours a month during March, April, and May. During that time, you would review applications from vendors as they come in, determine the final list of vendors from the applications you receive, and maintain a waitlist if necessary. The Dealers’ Room lead is also responsible for answering questions from potential vendors, assigning them tables, and confirming that all table fees and memberships have been processed by the payment deadline.

During the convention, the lead also needs to be on hand while vendors are loading in to the space (Friday 10am-2pm), as well as for opening and closing the Dealers’ Room space every day, for checking in throughout opening hours, and for being on hand as vendors load out from the space on Monday (after 2pm).

The Dealers’ Room lead is part of the WisCon Concom and is automatically eligible to opt for a WisCon membership rebate of 40% of the registration fee, meaning that if you register for WisCon as an adult, you can opt to receive $20 of your $50 membership back after the con ends.

If you are interested in joining the concom as the Dealers’ Room lead, please contact recruitment@wiscon.net

WisCon 41 Concom opportunity — Gathering lead

WisCon Co-Chairs

For people new to WisCon, the Gathering is their very first look at what WisCon is like — and for folks who have been to WisCon before, it’s a welcome time to find people they haven’t seen in a year, to catch up, and to relax with one of the diversions that the Gathering has to offer!

Those experiences make the Gathering, the official start of the convention, an important event at every WisCon. A defining event, just as much as our Opening Ceremonies.

WisCon is a feminist convention, and we believe that means not just “diversity,” but inclusion and centering marginalized identities, including identities around race, gender, class, and ability. The Gathering must reflect that as well.

We are currently seeking a lead for the WisCon 41 Gathering. The Gathering lead is part of the WisCon Concom and is automatically eligible to opt for a WisCon membership rebate of 40% of the registration fee, meaning that if you register for WisCon as an adult, you can opt to receive $20 of your $50 membership back after the con ends.

You need not be local to Madison, but should be planning to attend WisCon 41. In particular, we are seeking applicants from traditionally underrepresented or marginalized identities.

Your role will include some planning prior to the convention, doable in a few hours a month during March, April, and May. You will determine what activities will be held from the applications you receive, communicate with the people running those activities, and solicit other activities as necessary. During the convention you will be on hand when the Gathering space is set up Friday morning and will be present during the event itself.

To apply to be Gathering lead, contact recruitment@wiscon.net