Join DerpyCon Staff!

 

Just like many other nonprofit fan run conventions, we are volunteers and are not paid. We are 100% volunteers, including our general, department heads, directors and board of directors. No staff member are paid.

Working around the year of DerpyCon can be one of the most rewarding experiences! Our staff plan out all facets of our convention, working before, during, and after con. It may seem like a lot of work, but it is such a rewarding and exciting experience, unlike any other. Check out below for more information on what the staffing requirements are, our staff code of contact, and of course what the awesome perks you receive for staffing are.

Our staffing system is split into two groups – Committee Staff, which are those that help out throughout the year or for extensive hours during the convention weekend, and Volunteer Staff, which are weekend-of staffers who are expected to work minimal hours in important, but easy, roles.

 Before applying, please make sure to review the updated Perks, Requirements, and Rules for 2025, as they have changed.

 

Staff Perks

Our Staff Perks System is made up of rewards that our Staff get as a thank you for all their work THROUGHOUT THE YEAR.

Here are the rewards that can be earned by working as a Staffer, which are expected to work 24 hours onsite during the convention weekend:

• One (1) Staff Badge
• One (1) Hotel Room Space in Shared Room (Up to 5 Nights) for when you commit to 8-10 hours a month of pre-convention work. If unable to meet the pre-convention hours requirement, you can stay in our hotel room block at a room night cost of $50 for each night – must sign up prior to Sept 30th to be eligible (staff will be invoiced and payment must be made two weeks before the convention)
• Behind the Scenes Experience – gain valuable first-hand experience in the event organization and get a behind-the-scenes look at how the convention operates
• Access to Staff Only Spaces
• Interact with our staff on our NextCloud Talk platform, our internal messaging and collaboration system
• Access to Staff After-Party
• Get a job recommendation for your future career
• Learn open source software such as WordPress and NextCloud
• Access to snacks and drinks throughout the weekend
• Experience volunteering for a nonprofit convention

As a member of our Staff, you will also need to commit to 8-10 hours each month before the convention (February-September).

• Stay Engaged: answer emails, direct messages, and other forms of communication through DerpyCon’s internal platforms (NextCloud).
• DerpyCon Appreciation: Recognition of your contributions.
• Training and Development: Opportunities to participate in workshops, training sessions, or webinars related to event management, communication, or other relevant skills.
• Letter of Recommendation: Upon request and after fulfilling a certain number of volunteer hours, a letter of recommendation highlighting your skills and contributions.
• Community Impact: Be a part of a vibrant community and contribute to the success of an event that brings joy and excitement to many.

Not sure if the perks apply to you or have any questions regarding our Staff Perks System? Contact our Personnel Department via our Help Desk.

 

Staff Requirements

• You understand that this is a volunteer role; this is not a paid position.
• Must be 18 years or older by the start date of the convention (certain positions may require staffers to be 21 years or older).
• Must be available to work at least a total of 24 hours for the duration of the convention.
• Must commit to 8-10 hour/month by:
  • attend monthly calls or meetings
  • being involved with your department pre-convention tasks and/or committees

 

• actively engage and communicate on DerpyCon’s internal platforms (i.e. NextCloud, Talk, etc.)
• Must adhere to our entire Staff Rules and Staff FAQ.

• Must attend a Staff Orientation before the convention.
• If unable to attend the convention, you must notify your Department Head (or Staff Services) prior to the convention. Failure to do so may result in future staff applications being rejected.

Staff Rules

Code of Conduct:

• All Staff must follow all venue and convention rules. This includes following the Chain of Command.
• Staff must show up to their shifts on time and work the entirety of their shifts.
• By signing up to staff DerpyCon, Staffers are representing DerpyCon and should act appropriately. Any misconduct that violates venue, staff, or attendee rules/regulations may result in loss of incentives, staffing privileges, and possible removal from the venue. In addition, Staff may not return as Staff the following year. Decisions regarding violations and disciplinary actions will be determined by a Staffer’s Department Head or Command Staff, the Public Safety Chiefs, and the Chief of Staff.
• Any arguments or disputes should be moved to a closed room with both the appropriate Department Head or Public Safety Chief, and an approved moderator (Chief of Staff or a Command Staffer).
• All Staff should maintain a positive and professional attitude, both around attendees and more importantly, convention guests. Should a Staffer need to vent/fan over a guest/become angry/express any big or negative emotion, Staffers should go to the Staff Lounge and/or a personal hotel room.
• Staff should not leave their posts during their shift. If an emergency or outstanding situation arises, Staff must inform their Department Head or Command Staff and have their leave approved.
• Staff shall not assist with equipment or inventory of contractors, vendors and other third party organizations outside of DerpyCon.

Social Media/Publicity Conduct:

• Anything that DerpyCon does not have the rights to play (e.g. anime, TV Shows, music, etc.) CANNOT be played in the convention space.
• Do NOT post private staff information or criticisms on the DerpyCon official social media outlets. Such information should be confined to e-mails, in person discussions, and to the DerPortal.
• Do NOT use personal emails, social media, or text messages to discuss DerpyCon business. Please only use official DerpyCon emails, approved e-mail addresses, NextCloud, and/or the DerPortal.
• All Staff are encouraged to join the Street Team and assist with in-person and digital advertising.
• You must abide the membership data policy and data management policy

• You must not contact members, potiential members, vendors, contractors or any third party in regards to DerpyCon by using your own personal communication platforms (social media, personal phone number, personal email) being involved with your department pre-convention tasks and/or committees

Hotel & Venue Conduct:

• All Staff must assist with Load In/Load Out, as per the Storage Master’s directions.
• All Staff must fill out the Staff Hotel Form if they wish to stay in the Staff Hotel Room Block, All Staff must complete any payments prior to the event (if applicable). Failure to do so will result in loss of space in the Staff Hotel Room Block.
• All Staff must agree and follow all Hotel Room & Staff Hotel policies.
• Staff need to inform their Department Head or Command Staff if they are going off-site.
• Staff have up to one (1) hour of off-site time for every six (6) hours worked.

DerpyCon may make modifications to this agreement at anytime. You will be notified of any modifications or additions to the above.

Working at the Convention

All staff members are expected to work at the convention (unless they cannot attend due to unforeseen circumstances, or a position has been clearly identified as purely off-site/pre-convention).

DerpyCon relies on all of its staff to make the convention a success. Failure to show up to work at the convention without notification to one’s Department Head will result in a minimum one year suspension from DerpyCon Staff status. (Exceptions due to severe extenuating circumstances will be evaluated on a case-by-case basis.)

Follow directions given by DerpyCon Directors and your Department Head.

Familiarize yourself with other staff members, staff protocols, convention rules, scheduled events and the convention floor layout.

Be on time for your shifts.

Do not leave an assigned post without alerting your Department Head or Shift Supervisor.

Enforcing the Rules

If you notice a convention attendee breaking a rule, ask courteously that they cease the behavior.

If the member/attendee does not cooperate, alert Public Safety immediately and provide a detailed description of the offenders and their offenses.

    When dealing with extremely uncooperative people, do not physically touch them or any items in their possession. Alert Convention Safety immediately and provide a detailed description of the offenders and their offenses.

 

Behavior Toward Guests of Honor

• Behave politely and in a friendly manner towards guests.
• Be helpful to guests or direct them to who can help them if you are unable to assist them.
• Help make sure attendees behave respectfully towards guests.
• Staff do not get any preferential treatment in regards to time with Guests or Guest events. This includes autograph lines or panels. Please schedule time for Guest panels and autographs when you are off shift.
• DerpyCon staff member will not:
  1. Give drugs or alcohol to a guest.
  2. Participate in any conduct with a guest that would give the convention and its staff a bad reputation (i.e. nudity, law-breaking, or other behaviors like it)
  3. Be rude, unhelpful, or physically harm a guest.

Professionalism

• Uphold a positive, mature and professional image of DerpyCon at all times.
• Be respectful and courteous to venue staff, convention attendees, guests, vendors, artists, and other DerpyCon staff members.
• Work with other volunteer staff as a team, while having the flexibility to work independently.
• Be willing to receive constructive criticism and incorporate approved changes.
• Quickly resolve departmental problems, seeking help from other staff members when necessary. Grievances that cannot be resolved within the department may be brought to your division head, the con chair, or Staff Services.
• Grievances should be handled through direct communication with the affected person and never in any public forum.

Confidentiality

Treat any information heard in meetings or received via email, and any other DerpyCon staff only forums, as confidential, unless convention senior leadership has evaluated and cleared it for public consumption.

Participation

• Provide all hotel preference information on your application. Failure to provide this information or respond to any hotel info requests by September 30 may result in loss of hotel space.
• Check e-mail regularly and reply to all inquiries promptly.
• Actively participate in online staff discussions via the staff Discord and Facebook groups.
• Regularly attend staff meetings, minimum 1 per year – online, on the phone, or in-person.

Department Head Responsibilities

In addition to the responsibilities described above, Department Heads are also asked to fulfill the following:

• Check e-mails at least 3 times a week and reply to all inquiries within 3 days of receipt. Closer to the convention, emails may require shorter response times
• Pass a post-convention evaluation. All Departments Heads will be given an annual evaluation after each convention has concluded and may be terminated or re-assigned if they are not fulfilling their duties.
• Provide non-confidential information/updates to Division Head for staff meeting slides.
• Submit updated content regarding your department for publishing on the web on a timely basis.

 

Director Responsibilities

In addition to the responsibilities described above, Division Directors are also asked to fulfill the following:

• Meet on a monthly basis with convention leadership to give regular division updates
• Meet with the Treasurer and convention leadership to determine divisional budgets
• Meet with their respective department heads on a regular basis for department updates, budgetary actions, and overall guidance
• Keep the Timeline document up-to-date by adding action items and deadlines as needed and marking off when an item is completed

Onboarding Process

 

All applicants will be considered initially as General Staff Member. After being selected as a General Staff member, your application will be passed on to any departments you’ve requested for consideration.

Please note we cannot guarantee placement with your preferred department but we will work to place you in a role based on your interests and experience.

Please allow 7-14 business days (Monday-Friday) for processing, response and/or interview scheduling.

 

Staff Positions

As said, DerpyCon has staffing positions for a variety of departments and areas of the convention. You can find below information regarding our what departments we have and where we are seeking staff. It is important to read the description, responsibilities and skillset requirements for your desired department.