The Gathering of the Fellowship Tolkien Fan Community



Committee

We are always looking for volunteers! As we get closer to the event, we find that our needs are very clear.
This "Bulletin Board" provides you with a list of volunteer positions that we need to fill:







Needed Committee Volunteers!

Please reply to ed.rodrigues@gatheringofthefellowship.org.

Position
Duties
Required Experience
You will receive...
Audio/Visual Specialist
Will look after all A/V needs before and during the event; will liaze with A/V contractor.
Technical experience preferred, good organizational skills.
Attending Registration, VIP Reception
Hospitality Coordinator
Will manage the Houses of Healing room (convention committee HQ) and the volunteers needed to man it; will handle information requests, special needs, etc.
Friendly, outgoing, local & knows the Toronto area, good manager, with excellent people skills.
Attending Registration, VIP Reception
Green Room Manager
Will manage the "Green Room", where guests and presenters will lounge and snack between programming sessions. While in the room can not enjoy much of the event.
Experience and references REQUIRED, hospitality skills necessary.
Attending Registration, VIP Reception, Mithrandir's Picnic, Gathering Banquet, Movie Marathon
Autographs Coordinator
Will manage the autograph table and queue system, cooperating with security and guest liaisons.
Experience and references REQUIRED, good organizational skills. Attending Registration, VIP Reception
Archivist
Will be responsible for video/audio recording of programming, and session transcripts as well. Official Event Photographer. Will manage a staff of volunteers to handle all of the programming. Will assist in  officially documenting event afterwards.
Videography and photography experience and references REQUIRED, good managerial skills.
Attending Registration, VIP Reception, Mithrandir's Picnic, Gathering Banquet, Movie Marathon
Prizes Coordinator
Will be responsible for managing donated items and distributing them as necessary to programming sessions to be given away as prizes.
No experience required; good organizational skills. Attending Registration, VIP Reception
Logistics Coordinator
Will be in charge of Set-up (all day Friday, June 30) and Tear-down (evening and night of Monday, July 3); will manage the set-up and tear-down volunteer crew. Will not be able to attend the Banquet.
Management experience required, must be able to work within a strict timetable.
Attending Registration, VIP Reception, Mithrandir's Picnic, Movie Marathon
On-site Registration Coordinator
Will look after on-site registration, coordinating a team of volunteers; will work with Registration Coordinator. Will be responsible for handing out pre-registration packages and selling same-day tickets.
Experience and references REQUIRED, good managerial and  organizational skills, excellent customer service skills, sales experience.
Attending Registration, VIP Reception, Mithrandir's Picnic, Movie Marathon
Program Book Editor
Will produce the Program Book, editing articles, handling layout, liaising with printers as necessary.
Experience and references REQUIRED, good organizational skills. Attending Registration, VIP Reception
Vendor Coordinator
Will manage/liaison with vendors. Some pre-event selling of booths/tables may be required.
Experience preferred dealing with vendors/exhibitors, local person preferred, some experience with Canada Customs preferred, references required.
Attending Registration, VIP Reception
Gathering Store Manager
Will manage the Gathering's merchandise store/booth, making sales, keeping track of inventory.
Experience and references REQUIRED, good managerial and  organizational skills, excellent customer service skills, sales experience. Attending Registration, VIP Reception, Mithrandir's Picnic, Movie Marathon









Needed Volunteers!

Please reply to volunteers@gatheringofthefellowship.org.

Job
Duties
Required Experience
You will receive...
Room Managers
Will look after individual programming rooms on a shift basis, dealing with queues, preparing room for sessions, clean-up, managing attendees, liaising with A/V coordinator and guest liaisons as necessary. Experience and references REQUIRED, good organizational skills. Reimbursement for Attending Registration based on hours worked.
Guest Liaisons
Will accompany assigned guest(s) and lead them to scheduled programming, will make guest(s) comfortable, may be required to attend programming in line with guest preferences. Experience and references REQUIRED.
Attending Registration, VIP Reception, Mithrandir's Picnic, Gathering Banquet, Movie Marathon
Airport Drivers
Will pick-up and drop-off guests at Toronto's Pearson airport and drop-off at the Sheraton Centre Hotel. Driver's license, local driving knowledge required, responsible, references REQUIRED.
Reimbursement for Attending Registration based on hours worked, and minimal fuel allowance.
Security Volunteers
Will assist hired security with event security; will handle check-points (checking badges), art gallery security, vendor room, orderly conduct at autograph line and other queues, will enforce session recording rules, and will ensure security of guests. Will take direction from Security chief, and project a friendly but firm force during the event. Previous convention security experience, and/or professional security experience and/or law enforcement experience and references REQUIRED.
Reimbursement for Attending Registration based on hours worked.
General Set-up and Tear-down Crew
Will set-up and tear-down convention decorations, etc. Must be available for Friday set-up and Monday night tear-down (perhaps during and following banquet). May be required to do some heavy lifting, climbing ladders, hanging decorations, etc. No experience necessary.
Reimbursement for Attending Registration based on hours worked.
Registration Crew
Will handle registration duties - handing out pre-registration packets, taking payments, answering questions, filing, etc., on a shift basis.
Cashier experience, administrative experience, good customer service skills.
Reimbursement for Attending Registration based on hours worked.
Miscellaneous Volunteers
Will handle various duties, filling in where needed. Previous convention volunteer experience required.
Reimbursement for Attending Registration based on hours worked.















TBA = "To Be Announced"
Please note: Committee positions shown without names are not necessarily unfilled.
2006 Convention Planning Committee

Head
Edward Rodrigues
ed.rodrigues@gatheringofthefellowship.org
Finance/Budget Manager
Edward Rodrigues
ed.rodrigues@gatheringofthefellowship.org
Registration Subcommittee

Head, Pre-registration
Edward Rodrigues
registration@gatheringofthefellowship.org
On-site Registration
TBA

Volunteer Coordinator
Alexandra Saunders
volunteers@gatheringofthefellowship.org
Programming Subcommittee

Head
Anthony S. Burdge & Jessica Burke
programming@gatheringofthefellowship.org
Guests Hospitality
Donna Maloney
guest-relations@gatheringofthefellowship.org
Green Room Manager
TBA

Audio/Visual Specialist
TBA

Autograph Coordinator
TBA

Archivist
TBA

Charity Auction
Susan M. Raybourne
auction@gatheringofthefellowship.org
Prizes Coordinator
TBA

Master of Ceremonies
Cliff Broadway

Security Chief
TBA

Hospitality Coordinator TBA

Vendor Coordinator
TBA
vendors@gatheringofthefellowship.org
Logisitics Coordinator
TBA

Galleries Coordinator
Chuck and Cathleen Thayer galleries@gatheringofthefellowship.org
Sponsorships and Advertising Subcommittee

Head
Edward Rodrigues
sponsorship@gatheringofthefellowship.org
Program Book
TBA

Advertising Manager
Edward Rodrigues
advertising@gatheringofthefellowship.org
Promotions & Media
Diane Rooney publicity@gatheringofthefellowship.org
Webmaster
Edward Rodrigues
webmaster@gatheringofthefellowship.org
Message Board
Colleen Nyssen
cnyssen@execulink.com
Decoration Coordinator
TBA

Banquet & Mithrandir's Picnic Subcommittee

Head
Polly Grabecki & Nancy Grandison

Picnic Coordinator
Kathy Main

Masquerade Coordinator
Daniel Gauthier
masquerade@gatheringofthefellowship.org
Weapons Master
TBA

LOTR on Stage Liaison Melanie Bolen
melanie.bolen@yahoo.com
Movie Marathon
Burgess Marskell


Would you like to volunteer for the Gathering of the Fellowship?
If you volunteer, you will receive the following:

General Volunteer

General volunteers will receive, as an incentive, a discount on their Convention Registration for the number of hours they work, according to the following rules:
  • Any time volunteered during Set-up or Tear-down = 20% off
  • 1 to 5 hours volunteered on Event days = 30% off
  • 5 to 8 hours volunteered on Event days = 50% off
  • 8 to 12 hours volunteered on Event days = 75% off
  • More than 12 hours volunteered on Event days = 100% off + a commemorative gift
  • All volunteers will receive a GOTF Staff t-shirt
  • All volunteers must sign a GOTF Volunteer Agreement letter prior to putting in their hours; unfortunately, volunteer work done before the Event days will not qualify for Registration discounts.
Registration Credits will be paid to each volunteer following the Convention, based on confirmed hours volunteered. In other words, all volunteers must initially purchase their full Attending Registrations to be reimbursed following the event.

Special event tickets (i.e. the Banquet, the LOTR on Stage, the Movie Marathon, Mithrandir's Picnic) must be purchased at their regular price in order to volunteer at these specific events; however, hours put in by volunteers at these special events will also qualify for Registration discounts.

If you would like to volunteer, please fill out the following information and then press SUBMIT.
Fields marked with an asterisk (*) are required.


Name
*
Email Address
*
Location (City, State/Province, Country)

Telephone
*
GOTF Registration Number
Please list some of your skills
and previous experience.


Please tell us what area you would prefer to volunteer for.
On which days will you be in Toronto and available?





If you have any questions, please contact Alexandra Saunders, the Volunteer Coordinator
at volunteers@gatheringofthefellowship.org.

You may also join the gotf_volunteers Yahoo Group!



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