Chair

Team T1GZ

Team T1GZ

This is a specially designated position, those on this team WILL work more hours than any other staff member and will be held to the HIGHEST degrees of professionalism. Primarily your job will be assessing and triaging issues that come up around and during the show. This job is not for the faint of heart.

Events

Programming Lead

Programming Lead

  1. Create a panel/event submission form open for all to apply, as well as a deadline for submissions.
  2. Coordinate with panelists to confirm their involvement in the convention.
  3. Keep constant communication during the year with confirmed panelist and event hosts.
  4. Create a schedule of events that will happen at the convention.
  5. Reviews all panel/event submissions for time, appropriateness, response from past years (if a repeated event), dual submissions from multiple parties, etc.
  6. Coordinate panelists that have submitted similar events to combine the panels, ensuring mutual contact of panelists.
  7. Create schedule for Programming staff, to ensure proper staff presence at all hours.
  8. Monitors side-room panels at-con and ensures panelists have what they need, tallies side-room attendance.
  9. Revise and write Event descriptions as needed.
Programming Staff

Programming Staff

  1. Assist Panelists with needs at con, including answering questions and helping with set up when requested.
  2. Make sure Panelists are ready to begin at least 5-15 minutes prior to their event.
  3. Give time cues to Panelists for 10 and 5 minutes to panel time end.
  4. Assist Panel Productions Staff as needed.
Contests Lead

Contests Lead

  1. Organize PMV contest.
  2. Organize Ponegathon, a multi-session contest of various pony-themed games run throughout the weekend, which slowly eliminates players until a winner is crowned at closing ceremonies. (The Events Director ran Ponegathon last year and can help you with ideas and getting started.)
  3. Work with PR to ensure that contests are properly advertised.
  4. Set schedule for submissions and due dates for PMVs (pre-con)
  5. Ensure that all PMV submissions are vetted as family friendly.
  6. If PMV submissions exceed available at-con stage time, arrange for some kind of pre-judging to decide which ones will be shown.
  7. Aggregate all to-be-shown PMV submissions into an offline video file (or playlist) to be shown at-con.
  8. Recruit judges / hosts / MCs as needed for the contest events
  9. Ensure that there is audience participation in contests. (Audience should be able to vote on "fan favorite" PMV or similar, and some Ponegathon events should include audience participation.)
Escape Room Staff

Escape Room Staff

Help to build and run the My Little Pony themed escape room at Everfree Northwest 2017! 1. Help beta test escape room prior to con. (If local) 2. Attend training from Escape Room Lead. (Can be done remotely if not local.) 3. Help with some design work, if artistically inclined. (Optional) 4. Assist with setup / tare down of room at-con. 5. Help setup and then run / reset escape room sessions at-con.
Grand Galloping Gala Coordinator

Grand Galloping Gala Coordinator

1. Helps with preparations and decorations for the Grand Galloping Gala.
Contest Staff

Contest Staff

Assist contest lead with their duties. Helping to run contests throughout the convention such as Ponegathon and the PMV contest.
Cosplay Staff

Cosplay Staff

Help the cosplay lead in their duties.
  1. Arrange Cosplay Contest (including pre-judging and Mane Stage event).
  2. Recruit judges / hosts / MCs as needed for the Mane Stage event.
  3. Ensure the contest is family friendly and includes a Foals Division.
  4. Manage the Cosplay Photoshoot event.
  5. Plan any other cosplay-related events either you come up.
  6. Coordinate with Cosplay Repair Lead and Theater Lead as needed.
  7. Anything else you want to do to help make Everfree great for cosplayers.

Charity

Charity Lead

Charity Lead

  1. Coordinate Charity Auction and Silent Auction.
  2. Review Charity agreement form to be applicable/updated for current year.
  3. Create Charity page assets for website, including promotion of supported charity(s), pictures of past and current events/donations, and promotional advertisement text.
  4. Approach those that have previously donated to inquire if they would like to again.
  5. Approaches approved Vendors requesting donations.
  6. Approach creators in the community/fandom requesting donations.
  7. Document/catalog donations received throughout the year.
  8. Keep open and clear communication line with potential donors.
  9. Organize Charity Bin drive, including collecting and storing donations during the convention, as well as delivering when the convention is over.
  10. Work with Public Relations to advertise Charity Auctions, donations needed, and the Charity Bin drive.
  11. Create schedule for Charity staff, to ensure proper staff presence at all hours.
Charity Staff

Charity Staff

  1. Staff the Silent Auction.
  2. Assist with the Charity Donation Bins.

Collectible Card Game

CCG Lead

CCG Lead

  1. Communicate with Enterplay to gather exclusive prizes for tournaments.
  2. Communicate with Enterplay to ensure their attendance.
  3. Work with Vendor Hall Lead to set aside table for Enterplay to sell their wares.
  4. Create CCG tournament style and bracket.
  5. Determine judges, prizes, and age groups for tournaments.
  6. Set up MLP Trading Card Game times.
  7. Create schedule for CCG staff, to ensure proper staff presence at all hours.
CCG Staff

CCG Staff

  1. Works with CCG Lead to assist in the running and coordination of CCG events.

Electronic Gaming

Electronic Gaming Lead

Electronic Gaming Lead

  1. Coordinate with Vendor Hall Lead to set up gaming demos for games being sold/showcased in the Vendor Hall.
  2. Schedule gaming tournaments and events.
  3. Coordinate donation of prizes for tournament winners.
  4. Purchase or negotiates donation/lending of video games for attendees to check out.
  5. Create schedule for Electronic Gaming staff, to ensure proper staff presence at all hours (24 hours).
Electronic Gaming Staff

Electronic Gaming Staff

  1. Staff the Electronic Gaming Room at the con.

Foal Events

Foal Events Lead

Foal Events Lead

  1. Ensure family friendly and appropriate events for parents and children.
  2. Plan arts and crafts projects pertaining the Theme.
  3. Coordinate interactive events that will appeal to a widespread age group.
  4. Works with Programming lead to create all ages programming outside of the Foal Room.
  5. Coordinate with Guest Relations Director for appearances in Foal Room by VIP Guests.
  6. Create schedule for Foal Room staff, to ensure proper staff presence at all hours.
Foal Events Staff

Foal Events Staff

  1. Staff the Foal Room at the con.
  2. Assist with running Foal Programming Events at-con.

Music

Music Lead

Music Lead

  1. Represent the MLP fandom music community.
  2. Create Ponystock submission form open for all to apply, as well as a deadline for submissions.
  3. Coordinates with Programming Lead to create musician events
  4. Work with Guest Relations to coordinate budget needs for musicians.
  5. Create schedule for Friday and Saturday concert/formal events.
  6. Coordinate with Programming Lead to ensure buffer/sound check time and setup time in the Main Hall for concert events.
  7. Ensure all musicians keep family friendly speech and lyrics.
  8. Ensure musician gear is stored safely and securely.
Music Staff

Music Staff

Assist music lead with their duties. Helping with Ponystock and the Gala.

Tabletop Gaming

Tabletop Gaming Lead

Tabletop Gaming Lead

  1. Coordinate with Vendor Hall Lead to set up gaming demos for games being sold/showcased in the Vendor Hall.
  2. Schedule gaming tournaments and events.
  3. Coordinate donation of prizes for tournament winners.
  4. Purchase or negotiates donation/lending of tabletop games for attendees to check out.
  5. Create schedule for Tabletop Gaming staff, to ensure proper staff presence at all hours (24 hours).
Tabletop Gaming Staff

Tabletop Gaming Staff

  1. Staff the Tabletop Gaming Room at the con.

Theater

Theater Lead

Theater Lead

  1. Plan a schedule for creating scenery/props and writing skits, in order to meet reasonable deadlines.
  2. Work with Writing Lead to determine characters needed for skits.
  3. Hold auditions for Opening/Closing Ceremony skits.
  4. Make sure actors have scripts ahead of time and have rehearsed.
  5. Rehearse scripts with all actors.
  6. Make sure backup actors are available if necessary.
  7. Set schedule of events that actors must be present for.
  8. Ensure the theater troupe is a visible and active part of the con, both in walking around to meet / talk to / take photos with attendees and in specific events where it makes sense for them to attend.
Theater Actor

Theater Actor

  1. Rehearse and memorize scripts for convention events.
  2. Rehearse skits with Theater Lead.
  3. Works with Foals and Programming Leads to schedule cosplayer appearancesWorks with Gala Coordinator on any planned skits/appearances by staff cosplayers.
  4. Arrive early for scheduled events, prepared and in costume.

Art Track

Arts and Crafts Lead

Arts and Crafts Lead

  1. Keep room well stocked, ensuring that all attendees are having a great experience.
  2. Monitor the room for the safety of younger children and other attendees.
  3. Coordinate items needed to create Canterbox Fort.
  4. Create schedule for Arts and Crafts Room staff, to ensure proper staff presence at all hours (24 hours).
Arts and Crafts Staff

Arts and Crafts Staff

  1. Keep the Arts & Crafts room well stocked, ensuring that all of the attendees are having a great experience.
  2. Monitor the room for the safety of younger children and other attendees.
  3. Must be able to interact with children, as well as navigate tight spaces in a cluttered room.
  4. A friendly attitude and welcoming appearance are essential.

Writing Track

Writing Lead

Writing Lead

  1. Manages Events Writing Staff.
  2. Creates rules and deadline for Scribblefest.
  3. Creates rules for Iron Author.
Writing Staff

Writing Staff

  1. Read and judge Scribblefest contest pre-con.
  2. Read and judge Iron Author contest at-con.
  3. Moderate and help Programming Lead organize Writing Events.

Guest Relations

VIP Logistics Lead

VIP Logistics Lead

  1. Coordinate Guest schedules for daily transport and breaks with VIP chauffeurs to ensure that Guests are on time and receive meals in a reasonable timeframe.
  2. Coordinate Guest pick up and drop off at airport/train station.
  3. Communicate any deviations in schedule to GR/Events Directors/Leads.
Guest Chauffeur

Guest Chauffeur

  1. Transport talent to and from convention venue to their hotel.
  2. Transport talent to any restaurants they wish to visit.
  3. Communicate with Guest Relations director about pick ups and drop offs of Guests.
  4. Communicate with VIP Liaisons to schedule pick up and drop off times throughout the day.
  5. On time to retrieve Guests from their hotel.
  6. Must have a valid driver's license.
VIP Liaison

VIP Liaison

  1. Ensure each Special Guest is aware of the daily schedule in the morning.
  2. Set a pick up time for the morning and estimated departure time from the convention space at the end of the day.
  3. Ensure each Special Guest is provided with meals, coffee, water, and snacks as needed.
  4. Ensure each Special Guest arrives at their events 5-10 minutes prior to its beginning.

Autographs

Autograph Room Staff

Autograph Room Staff

  1. Ensure a safe environment for Guests operating within their contractual obligations for autograph and picture attendee interaction.
  2. Plan for and procure Autograph supplies and approved Guest signature cards, stocking to appropriate levels.
  3. Ensure that Autograph supplies are available and that Guests have their signature cards for each Autograph session.
  4. Collect and handle money in a manner consistent with proper business practices for accounting and fulfilling contractual obligations with convention Guests and attendees.
  5. Make an accurate accounting and reporting of all money collected and distributed through Autograph activities. (This is in addition to the further accounting done by the Con Chairs/Pegasi Board.)
  6. Be familiar with autograph and picture taking policies and enforce autograph and picture taking policies as set forth by the convention and Guest contracts.
  7. Be aware of and communicate, as appropriate, the terms and prices for each Guest.

Green Room

Green Room Staff

Green Room Staff

  1. Work with the Green Room Lead to ensure a safe environment, away from the convention attendees, for each group of convention Guests.
  2. Provide food, snacks, drinks, entertainment materials, and related items to guests during the con.
  3. Keep Green Rooms clean including removal of trash, upkeep of bathroom facilities, seating arrangements, and appearance of food presentation.
  4. Maintain a professional attitude and appearance when working with Guests and addressing their needs.

Hotel

Sponsorship Lead

Sponsorship Lead

  1. Coordinate table trades with other local conventions and MLP themed conventions around the country.
  2. Arrange con book advertisement swaps, both with other conventions (including those outside of pony cons), and with businesses.
  3. Solicit businesses to offer free promotion and/or free swag/items in exchange for advertising on our website (this can be done through email, calls, or in person if the business is local).
  4. Negotiate advertising/flyer promotion with local businesses.

Vendor Hall

Vendor Hall Staff

Vendor Hall Staff

  1. Provide support for Vendors at-con, including delivering water and taking food orders.
  2. Control traffic flow at entrance and exit.

Con Store

Con Store Staff

Con Store Staff

  1. Collect and handle money in a manner consistent with proper business practices.
  2. Maintain a professional attitude and appearance when working with attendees and addressing their questions and concerns.
  3. Move con store merchandise into Vendor Hall after closing each day.

Human Resources

Spare Board

Spare Board

Spare board volunteers are kept in reserve for when they are needed to help to fill positions within other departments to cover breaks and volunteers who are unable to make it to their shift. They are a buffer to make sure the convention runs smoothly. If you want to try out a bunch of positions throughout the convention then this is for you!

Hospitality

Hospitality Lead

Hospitality Lead

  1. Create list of food (including daily rationing) to purchase prior to convention.
  2. Organize storage of food and paper items, ensuring that Hospitality Staff are aware of the location of everything.
  3. Make sure Hospitality Lounge is set up each day of the convention.
  4. Make sure food/drinks do not leave the Hospitality Lounge.
  5. Ensure all staff are trained on proper sanitation and cleaning methods.
  6. Create schedule for Hospitality staff, to ensure proper staff presence at all hours.
Hospitality Staff

Hospitality Staff

  1. A very relaxed position wher eyou hang out with other staffers and help with the following things in the hospitality lounge
  2. 1. Help make sure Hospitality Lounge is set up and maintained during the convention.
  3. 2. Provide food/drinks to staff members during the convention.
  4. 3. Make sure food/drinks do not leave the Hospitality Lounge.
  5. Starting this year (2018) we will have more hours to cover the staff after party. It will be a nice opportunity to cover your hours and still be where the action is at once the convention is closing down.
Hospitality night manager

Hospitality night manager

The night time Hospitality manager is there to cover the evening shifts in the hospitality department. They help to manage the night team and make sure the department is clean and locked up at the end of each night. They will work the staff after party but that doesn't mean they can't have fun while doing it!

Information Technology

Registration

Registration Staff

Registration Staff

  1. Prepare badges prior to con.
  2. Assist with the processing of badge pick-up at con.
  3. Assist with successful delivery of perks to high tier badge holders.
  4. Assist with ADA badge distribution.

Operations

Driver Lead

Driver Lead

  1. Must have an up to date driver's license (CDL Preferred, Class B Interstate IDEAL).
  2. Solicit, confirm, and keep in contact with vehicles/drivers to transport supplies to the convention on Thursday and from the convention on Sunday and Monday.
  3. Coordinate Drivers to be sure equipment is moved from the storage space to the convention space in an organized manner during load-in and load out.
  4. Deploy Drivers to run errands to areas around the convention space to pick up supplies that may be needed, including food, water, and other emergency supply runs.
  5. Create schedule for Driver staff, to ensure proper staff presence at all hours.
Driver Staff

Driver Staff

  1. Run errands to areas around the convention space to pick up supplies that may be needed.
  2. Move equipment between the storage space and the convention space during load in and load out.
  3. Must have an up to date driver's license (CDL Preferred, Class B Interstate IDEAL).
Volunteer Hub Lead

Volunteer Hub Lead

  1. Manage Volunteer Hub.
  2. Answer questions from staff and attendees.
  3. Help coordinate message transfer between departments.
  4. Manage the radios at-con and make sure they are charged throughout the day.
  5. Take requests from other departments to pass on to Directors/Leads as needed.
  6. Create schedule for Volunteer Hub staff, to ensure proper staff presence at all hours.
Volunteer Hub Staff

Volunteer Hub Staff

  1. Manage Volunteer Hub
  2. Answer questions from staff and potentially attendees.
  3. Help coordinate message transfer between departments.
  4. Manage the radios at-con and make sure they are charged at the end of the day.
  5. Take requests from other departments to pass on to Directors/Leads as needed.

Logistics

Logistics Lead

Logistics Lead

  1. Inventory items in storage facility after the convention, comparing actual supplies with recorded inventories from departments before leaving the convention space.
  2. Receive order requests for equipment from departments during the year. Work with Con Chairs/Pegasi Board to order items not already owned by the convention.
  3. Maintain and update the Inventory database.
  4. Receive inventory list from Operations Director to collect only necessary items from storage for transport to the convention
  5. Organize transportation of all needed supplies from the storage to the venue, ensuring that all convention assets necessary for the con weekend get successfully transported to the Hotel.
  6. Keep in contact with Driver Lead to transport supplies to the convention on Thursday and from the convention on Sunday and Monday.
  7. Directs the volunteers from other departments to load, unload, and do general set-up on Thursday.
  8. Direct volunteers to pack and tear down on Sunday.
  9. Create schedule for Logistics staff, to ensure proper staff presence at all hours.
Logistics Staff

Logistics Staff

  1. Assist Logistics Lead.
  2. Aid with organizing and inventorying storage unit throughout the year.

Information Desk

Information Desk Lead

Information Desk Lead

  1. Run the Information Desk.
  2. Provide assistance to con goers, including books, lanyards, and general information. Expert in everything that has to do with the venue and history of the convention.
  3. Able to direct staff as well as attendees.
  4. Have phone numbers for each convention room in use during the con.
  5. Create schedule for Information Desk staff, to ensure proper staff presence at all hours.
Information Desk Staff

Information Desk Staff

  1. Run the Information Desk.
  2. Provide assistance to con goers, including books, lanyards, and general information. Experts in everything that has to do with the venue and history of the convention.
  3. Able to direct staff as well as attendees.
  4. Has phone numbers for each convention room in use during the con.

Productions

Mane Stage Staff

Mane Stage Staff

Works in the Mane Stage. Duties include Pre-con Setup and post con teardown. Working in the Mane Stage during the day moving stage pieces between and during panels and sets during concerts. Should be able to lift 50 pounds unassisted.

You should be available for either (but hopefully both) setup on Thursday (May 11) or teardown on Sunday Evening (May 14).

Side Panel Staff

Side Panel Staff

Works in the side panel rooms setting up and running sound and projectors.

You should be available for either (but hopefully both) setup on Thursday (May 11) or teardown on Sunday Evening (May 14).

Public Relations

Announcement Staff

Announcement Staff

  1. Check Public Relations Calendar for announcement requests from staff.
  2. Schedule/approve announcements, ensuring each has adequate time in the public view before the next.
  3. Stagger application and contests openings.
  4. Post announcements to all social media outlets simultaneously (DeviantArt, Facebook, MLPForums, Twitter, Tumblr).
  5. Contact social media sites outside of EFNW prior to the announcement going live (Equestria Daily, Horse News, etc.).
  6. Provide final proofing of announcements before posting.
Content Editing Lead

Content Editing Lead

  1. 1. Review and approve social media announcement content for spelling, grammar, punctuation and tone before being released to the public.
  2. 2. Ensures that all written works related to the event are canonically accurate to our branding and con mascots (including skit and comic(s)).
  3. 3. Provide proofing/editing support to other departments for writing tasks as requested.
  4. 4. Aid with the Ask Front Page and other mascot interactive social media accounts.
Social Media Staff

Social Media Staff

  1. 1. Manage and provide social media content.
  2. 2. Coordinate with Content Lead and Announcement Staff to ensure content for social media accounts is generated and proofed within the schedule.

    Photography

    Photographer Staff

    Photographer Staff

    1. Coordinate under the Photography Lead.
    2. Use high quality camera to photograph events (with focus on ticketed events) and attendees during the convention.
    3. Potentially assist with pre-con projects requiring a photographer.

    Street Team

    Street Team Staff

    Street Team Staff

    1. Made up of volunteer staff.
    2. Made up of volunteer attendees.
    3. Deployed by Street Team Lead to be most effective.

    Royal Guard

    Celestial Guard Lead

    Celestial Guard Lead

    1. Patrol the venue in the daytime to ensure people are having good, clean, fun and reduce opportunities for harmful shenanigans.
    2. Respond to any security threats or emergency situations while on duty.
    3. Create schedule for Celestial Guard staff, to ensure proper staff presence at all hours (8am-8pm).
    Celestial Guard Staff

    Celestial Guard Staff

    1. Represent the public face of EFNW.
    2. Interact with attendees, aiding them with directions and other questions.
    3. Patrol the venue during the day to ensure attendees are having good, clean, fun, and reduce opportunities for harmful shenanigans.
    4. Respond to any security threats or emergency situations while on duty.
    Lunar Guard Lead

    Lunar Guard Lead

    1. Patrol the venue at night to ensure people are having good, clean, fun and reduce opportunities for harmful shenanigans.
    2. Respond to any security threats or emergency situations while on duty.
    3. Check badges through convention areas, especially at fronts of doors leading to event areas.
    4. Create schedule for Lunar Guard staff, to ensure proper staff presence at all hours (8pm-8am).
    Lunar Guard Staff

    Lunar Guard Staff

    1. Represent the public face of EFNW.
    2. Interact with attendees, aiding them with directions and other questions.
    3. Patrol the venue at night to ensure attendees are having good, clean, fun, and reduce opportunities for harmful shenanigans.
    4. Respond to any security threats or emergency situations while on duty.
    Royal Guard Dispatch

    Royal Guard Dispatch

    You will be responsible for manning the desk at the Hub and making sure that volunteers know when to work and where they will be stationed. Must be able to answer general question about the con and layout. Verifying that staff have an appropriate way to contact you and relay information to
    1. the Hub. You will also be responsible for overseeing the collection and inventory of lost items that are turned in.

    Line Management

    Line Management Lead

    Line Management Lead

    1. Maintain clear, efficient line organization during the con.
    2. Ensure that lines are clearly delineated before con doors open (tape on floor, signage, etc).
    3. Ensure that attendees always know where to go or stand if they want to attend an event.
    4. Ensures Foals, ADA, and high tier badges all have fast pass/front of line access.
    5. Coordinate entertain for attendees as they wait.
    6. Create schedule for Line Management staff, to ensure proper staff presence at all hours.
    Line Management Staff

    Line Management Staff

    1. Maintain clear, efficient line organization during the con.
    2. Ensure that lines are clearly delineated before con doors open (tape on floor, signage, etc).
    3. Ensure that attendees always know where to go or stand if they want to attend an event.
    4. Ensure Foals, Special Needs, Sponsors, Patrons, and high tier badge holders all have fast pass/front of line access.
    5. Assuming lines are properly managed and all is well, entertain the guests as they wait!