(As if you need them)
A volunteer badge that gives you access to all places like a regular attendee.
Access to our convention suite for snacks and drinks (no longer prepping/serving hot meals due to health code concerns).
Crash space allocated for non-local volunteers. Requires a mininum of 24 hour of volunteering to qualify to stay in crash space.
Volunteer and staffing opportunities will be limited during the current convention. Current volunteers and staff are encouraged to reach out to their department heads for more information. We will be accepting General Volunteers.
Maid Cafe and Guest Relation positions are personally recruited by the department head. They do not accept outside general volunteer applications. Details about each position are listed in the volunteer application.
|What are the benefits of being a General Volunteer?||You receive the following benefits as a general volunteer: A volunteer badge that gives you access to all places like a regular attendee. Access to our convention suite for snacks and drinks (no longer prepping/serving hot meals due to health code concerns). Crash space allocated for non-local volunteers. We will no longer force general volunteers to pay an application fee we are removing the some prior benefits that they had up to 2017.|
|How many hours am I required to work for San Japan?|| |
Note: While Staffing and Department Heads may work with you to accommodate the above, the practice of allowing a 12-hour shift or more to do so is specifically prohibited.
|I was recruited to be a Ranger. Is the form linked on the San Japan Website where I sign up?||No. If already recruited for Ranger by a Department Head, then that Department Head should provide a link to the staff volunteer page, unless that Department Head has requested that Staffing provide that service.|
|How do I volunteer?|| |
|Where do I go to check-in as a volunteer? Who do I speak with?||Upon arrival at the Henry B. Gonzalez Convention Center, please report to the Staff Room (to be determined). The Staffing volunteers, including the Staffing Head, will be available to process your check-in and answer any questions.|
|Is filling out the form on the volunteer application the only way I can register to volunteer for San Japan?||Please review the question “How do I volunteer?”|
|I'm not sure about pre-registering, how will I know I was accepted as a volunteer?||You will be informed no later than August 5th before the Convention. Please see the answer to the question “I signed up and I haven't heard anything for a while, what's going on?” as to the process.|
|As a general volunteer does working on Thursday, prior to the beginning of the convention, go toward my required 12 hours?||If you are working a 12-hour requirement (General Volunteer, no Crash Space), this would not be considered toward your required hours during the Convention proper. This would be considered to enjoy those amenities and programming offered that day. |
Note: If you are working a 24-hour requirement (General Volunteer, Crash Space) then you are required to work for 6 hours that day, as you would be using Crash Space that night.
|Is there a minimum age you must be in order to volunteer for San Japan?|| |
|What about volunteer crash space?|| |
For General Volunteers:
Eligibility - A General Volunteer may only be eligible for Crash Space if that person is both 1) at least 18 years of age at the start of the Convention, and 2) resides at least 30 miles from the Convention Center at the time of the Convention.
Confirmation: Contact and confirmation will be issued no later than August 30th before the Convention. Please do not request confirmation before this date.
Note: For any other concerns before the deadline, or any such concerns after the deadline, you may email us at email@example.com. The Staffing Head or his assignee will respond within 48 hours. If the email is concerning this issue before the deadline, it will be summarily ignored
Volunteer Requirement - A General Volunteer who is eligible, requested, and confirmed for Crash Space is required to work for a total of 24 hours during the period of the Convention, including Thursday. Even if you do not appear for a day during the Convention, this 24-hour minimum is still required.
Definition: Crash Space is defined as sleeping, showering, and luggage amenities provided by the Convention, usually in the form of a hotel room. These are communal, with up to 5 persons per room. These rooms are gender-separated. Rules of conduct concerning Crash Space are outlined in the Volunteer Handbook.
Eligibility: A Ranger is always eligible, and confirmed by their status.
Requirement - A Ranger must work a minimum of 32 hours in 4 days.
Rules and Enforcement: At the Department Head’s discretion, subject to the rulings of the Board of Directors and applicable laws, statutes, and ordinances.
|Can I volunteer & cosplay at the same time?|| |
Cosplaying during your shift is ultimately a matter for the individual Department’s approval. The ruling from each Department Head will be provided as feasible from Staffing or that Head personally.
Even if permitted to cosplay on shift, this may be rescinded at any time by the appropriate Department Head or his/her/their assignee and would be likely in the event that the cosplay is interfering with volunteer duties.
The following Departments have generally banned cosplay during shift outright: Assets, Support, Events, and Events Safety. While all of these are physically demanding or otherwise require appropriate dress, Events Safety is unique in requiring that all members wear the assigned shirt of that Department.
|If I sign up to volunteer, do I have to also pre-register?||No.|
|What positions are available to volunteer at San Japan?|| |
Here is a list of the positions that will be available:
Artist Alley Helper
Convention Suite (Catering/Snack Suite) Helper
Craft Room Helper
Asset Control Helper
Staffing Department Helper
Dealer Room Helper
Info Desk / Merchandise Helper
Lines & Signs Helper
Registration Helper (NON-Cash Handling Position)
Event Safety Helper
TechOp Volunteer / Setup
Video Gaming Departments
Maid Cafe recruitment is handled by the contracted group only. Guest Relation positions are personally recruited by the Department Head. They do not accept outside general volunteer applications. E-mailing on this will be redirected back to this answer.
Details about each position are listed in the volunteer application.
|Is it possible to volunteer for the Maid Cafe?||Not through San Japan Staffing. The Maid Cafe is a separate contracted organization and recruits entirely separate from San Japan. We can only direct you to Maid Cafe as to this matter.|
|I'd rather be on San Japan Staff, are there any available positions there?|| |
If you are interested in a Staff position, please refer to the Open Staff Positions page, and use the form on that page to submit an inquiry.
These are skills which would be especially considered:
Note: It is highly recommended to apply and serve as a Ranger prior to this inquiry.
|I signed up and I haven't heard anything for a while, what's going on?|| |
For Rangers: Contact and confirmation of acceptance will be handled per Department, unless said Department requests Staffing’s services, in which case, see General Volunteers below.
General Volunteers: All prospective volunteers will be contacted by whichever means Staffing sees as appropriate (traditionally by email) no later than August 5th before the Convention. For the majority of prospective volunteers, this will be to confirm their status as a volunteer and to confirm the schedule for the Convention. Otherwise, this contact may be to request more information, or (rarely) to notify of rejection.Note: For any other concerns before the August 5th deadline, or any such concerns after the deadline, you may email us at firstname.lastname@example.org. The Staffing Head or his assignee will respond within 48 hours. If the email is concerning the status of a prospective volunteer before the confirmation has been issued, or before the deadline, it will be summarily ignored.
|Does San Japan cover any transportation costs, expenses or parking?||No.|
|I have completed my hours by Saturday evening, is my volunteer badge still valid?||The badge is valid until the end of the Convention on Sunday unless revoked by other means.|
|The volunteer deadline already passed, are you taking any additional volunteers?||Please review the question “How do I volunteer?”|
|What is the difference between a RANGER and a GENERAL volunteer|| |
Process: While the General Volunteer applies by our link at the top of this page, the Ranger is recruited by the appropriate Department Head and provided the link to the staff volunteer page.
Hours: While the General Volunteer must work either 12 hours in 3 days, or 24 hours in 4 days, based on whether Crash Space is being utilized; the Ranger must work a minimum of 32 hours in 4 days but is at the discretion of the Department Head as to total hours required as per need.
Amenities: While the General Volunteer is entitled to basic snacks during the shift, and Crash Space (subject to the 30-mile radius rule, and hours worked); the Ranger is entitled to full meals per day of the Convention, a t-shirt, Crash Space regardless of distance, and access to a post-Convention event. (Exception: A General Volunteer assigned to Events Safety is also entitled to a t-shirt).
|When looking over the application what are some things you'll be looking at?|| |
While San Japan will take as holistic a view as possible in reviewing an application, these are some factors that that will likely be reviewed specifically:
Customer Service skills will receive greater weight in relation to Departments requiring interaction with attendees, but a preference not to interact in that manner will not disqualify someone from volunteering, as many positions exist that do not require such interactions.
|Why the sudden change in policy to start allowing 17 and up volunteers? You use to only accept 18 and up.||Per policy, it has been determined that 17-year-old persons are capable of assisting in most functions. However, please note that the volunteer must be at least 18 years of age to receive Crash Space.|
|I want to help on Thursday of the convention during setup. What should I do?|| |
Please arrive at the Convention Center no later than 11:00 AM CST on the Thursday before the Convention. Please then proceed to the Staff Room (to be determined) to be checked in and assigned.
If you are a General Volunteer intending to use Crash Space on that day, you are required to
Please note that you may not presume that Crash Space is available on Thursday unless otherwise guaranteed.
|I keep seeing the phrase 'crash space'. What does that mean?||Crash Space is defined as sleeping, showering, and luggage amenities provided by the Convention, usually in the form of a hotel room. For General Volunteers: These are communal, with up to 5 persons per room. These rooms are gender-separated. Rules of conduct concerning Crash Space are outlined in the Volunteer Handbook.|
|I'm still a bit confused on your volunteer processes. Do I have to pre-register or purchase a badge in order to volunteer at San Japan?||No.|
|I volunteered for previous San Japan conventions, do I still have to register as a General Volunteer?|| |
Generally, no. If already recruited for Ranger by a Department Head, then that Department Head should provide a link to the staff volunteer page, unless that Department Head has requested that Staffing provide that service.
Per policy, we are to review upgrading perennial General Volunteers to Ranger status whenever feasible but must offer and strongly seek to upgrade to Ranger status all General Volunteers who have worked for 3 years or more and are otherwise qualified.
|When will I know if I'm accepted as a volunteer and when will I know if I have crash space.|| |
Confirmation of volunteer status - contact and confirmation will be issued no later than August 5th before the Convention.
Confirmation of crash space status - contact and confirmation will be issued no later than August 30th before the Convention.Note: For any other concerns before the respective deadline, or any such concerns after the respective deadline, you may email us at email@example.com. The Staffing Head or his assignee will respond within 48 hours. If the email is concerning either of these issues before the respective deadline, it will be summarily ignored.
|How will the Volunteer/Staffing Department keep track of my hours to ensure that I've worked enough hours for benefits?|| |
All General Volunteers are to report to the Staffing Room (to be determined) at least 10 minutes before the start of the shift. At this time, the volunteer will be checked in and will be directed to his/her/their area as determined by individual Department Heads. Upon the end of shift, the volunteer will report back to the Staffing Room (to be determined) to be checked out for his/her/their shift.
Note for Rangers: Your check-in/out and hours are determined by your Department Head. If said person wishes to use our services, then you would report to the Staffing Room (to be determined) in the same manner.
Note for those working after Staffing Room hours who otherwise would have hours tracked: The Staffing Head will see to accommodations for check-in/out. This may be done by a temporary Staffing Office, location determined by the Safety Events Head.
|Are there any restrictions for RANGERS or GENERAL VOLUNTEER Staff|| |
|Is there a dress code when on shift? Can I wear a previous year shirt as a volunteer at San Japan?|| |