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Gen Con Indy 2014

Mentorship Program


What is Mentorship?

Mentorship provides a fantastic opportunity for those interested in becoming a more integrated part of the Gen Con family. In this program, volunteers go behind the scenes and work directly with Gen Con Staff on show management, both pre-show and onsite, giving them a unique inside view of how the show is produced. Each of the Mentorship levels (Apprentice, Deputy and Captain) is scheduled for one specified area and required to put in a minimum of 36-40 hours during the show (Wednesday - Sunday). Most positions are easy to learn and do not require any previous experience in order to qualify for the assignment; however, anyone applying for the Mentorship Program must be at least 18 years of age. If Mentorship is a path you wish to pursue, the benefits and experiences are invaluable!




Where do I begin?

The first level of Mentorship is "Apprentice" and requires a minimum of 36 hours of work during the course of the show. Apprentices are assigned to a department or Captain to learn the ins and outs of departmental positions. It may be necessary to move a new Apprentice from one area to another year to year to find the perfect fit for each person's distinct skills and personality. We encourage volunteers to work as a 32-Hour Page for at least a year before applying for Apprenticeship, in order to get a sense of the show and decide if this truly is the route you wish to take. Apprentices must work a minimum of two consecutive years before being considered for promotion to the next level, "Deputy".

Deputies are given more leadership responsibilities at the show and are often placed in charge of certain areas if Captains are not available. They are part of the Gen Con Event Team and must be knowledgeable in their particular department as well as Gen Con's Show Policies and Volunteer Policies. Deputies often work more than the required minimum of 40 hours the week of Gen Con Indy. After a minimum of two shows, Deputies who prove themselves to be self-motivated, trustworthy, responsible and hard-working will be assigned to a specific department and promoted to "Captain", based on available positions, performance and recommendation.

We view our Captains like a second family. They are our onsite leaders, have authority over their specific areas, and report directly to the Gen Con department head. All Captains must be knowledgeable in their specific areas as well as Gen Con's Show Policies and Volunteer Policies. Captains also work more than the required minimum of 40 hours the week of Gen Con Indy, sometimes starting as early as Monday afternoon, and we encourage our leaders to take a year "off" once in a while to recharge and perhaps join us as an attendee.

Due to the high level of interest, we cannot guarantee admittance into the Mentorship Program, but as Apprentices are promoted, spaces will open up for new entries. Each year, preference will be given to those Apprentices who have volunteered for us before. Please keep in mind Mentorship is for volunteers who are serious about dedicating their time and talents to making Gen Con Indy successful and are willing and able to work 40+ hours during the week of Gen Con Indy. If you're interested in becoming an Apprentice, review how it all works and get your application in as soon as possible!




What are the Benefits?

APPRENTICE

  • One Volunteer T-shirt
  • Access to the Volunteer HQ Lounge
  • Flexible daily schedule, determined with the rest of your team
  • A full refund of your 4-Day badge purchase
  • Hotel reimbursement (based on 4-person occupancy, see Volunteer Policies for details)
  • Six (6) Generic Event Tickets

DEPUTY

  • Hotel accommodations to be shared with one or two other Deputies or Captains (or 1/2 of your hotel room if shared with a non-Captain or Deputy, up to $55 per night)
  • One complimentary "Event Team" badge
  • Flexible daily schedule, determined with the rest of your team
  • $25 a day meal per diem (applicable for days worked only)
  • Access to the Staff Lounge in the Show Office
  • Three "Event Staff" shirts *
  • $10 system credit to your Gen Con account (system credit can be used to purchase event tickets or badges for your friends and does not expire)

* Deputies will be given three Event Staff shirts that will need to be returned at the end of the show.

CAPTAIN

  • Airfare or travel accommodations to and from convention +
  • If driving, mileage reimbursement to and from convention and parking fees if arranged with your department head before the show +
  • Hotel accommodations to be shared with one other Captain or Deputy (or 1/2 of your hotel room if shared with a non-Captain/Deputy, up to $55 per night)
  • One Complimentary "Event Team" badge
  • Flexible daily schedule, determined with the rest of your team
  • $50 a day meal per diem (applicable for days worked only)
  • $25 travel per diem to and from convention (if flying)
  • Access to the Staff Lounge in the Show Office
  • Three "Event Staff" shirts **
  • $20 system credit to your Gen Con account (system credit can be used to purchase event tickets or badges for your friends and does not expire)
  • Gen Con swag

+ Travel reimbursements exceeding budgeted amounts will be the responsibility of the Captain.
** Event Team shirts are to be retained by the volunteer and used at consecutive shows unless otherwise notified.




How Does it Work for Apprentices?

PRE- SHOW: Review our Volunteer Policies and submit your volunteer application prior to the June 1 deadline. To access the application, log into your Gen Con account by clicking “Log In” in the upper right of the page, hover your mouse over the “Volunteer” header, and click “Volunteer Application”. Fill in the appropriate information, update your contact information (which will also update your Profile page), review the volunteer policies and medical waiver, and check the appropriate boxes in order to complete your application. Once your application has been reviewed, you will receive an email as to whether or not you have been accepted into the program. Keep in mind this program has a limited number of positions available, and it may take some time for us to review your information and respond. You will also need to purchase a 4-Day badge to Gen Con Indy either through our online registration system or onsite before you begin your volunteer shift.

ONSITE: Report to the Volunteer HQ kiosk at least 15 minutes prior to your pre-determined start time. The Volunteer HQ staff will place you in an area where you will be shadowing the mentoring Captain or Deputy. At the end of each shift, have the Captain or Deputy in charge sign your time card. When you have completed your required number of hours, submit your timecard and hotel receipt, if applicable, to the Volunteer HQ staff. Specifics regarding submitting hotel receipts can be found in our Volunteer Policies and Volunteer FAQ pages.

POST-SHOW: If you are unable to turn in your timecard and hotel receipt to Volunteer HQ before the convention has ended, you may mail them to Gen Con LLC, Attn: Customer Service & Volunteer Manager, 120 Lakeside Ave, Suite 100, Seattle, WA 98122.

If there is any discrepancy on your timecard or hotel receipt, you will be notified via the email address or phone number provided on your timecard. It is very important that you provide us with clearly written contact information to prevent any delays in receiving your reimbursement. If we do not receive a completed, signed timecard with your hours within four (4) weeks after the show, you will not receive credit for the hours you worked or any reimbursement.

How Does it Work for Deputies and Captains?

PRE-SHOW: All volunteers must be familiar with our Volunteer Policies and Show Policies, so be sure to make that your first order of business. All Deputies and Captains are required to provide current contact and medical information using the online Volunteer Application and agree to the Volunteer Policies andNon-Disclosure Agreement. The Customer Service & Volunteer Manager or your Gen Con department head will contact you to verify your availability and send you instructions on how to fill out your application for the upcoming show. If you have a specific request regarding hotel or roommate placement, be sure to list that on your form and turn it in ASAP so we can include your request on the housing list.

PLACEMENT: When your job placement and hotel accommodations have been arranged, a confirmation email will be sent with a brief description of your job duties, including the area in which you are assigned, the name of your department head, the dates you are required to work the show, hotel information and confirmation number.

CONFIRMATION: Captains will need to confirm travel dates as soon as possible so we may confirm hotel arrangements. Those traveling by air will receive an email from our Travel Coordinator describing how to arrange for your travel.

Those driving to the show will be reimbursed the IRS standard issued mileage rate for the amount of miles driven from the home to the convention center and back (miles are determined by our Travel Coordinator). Tolls, fuel and other expenses incurred by the driver are not covered by Gen Con and reimbursements will only be paid to the driver of the vehicle (passengers do not receive any mileage allowance from Gen Con). Whether driving or traveling by air, reimbursements exceeding budgeted amounts will be the responsibility of the Captain unless otherwise arranged with your department head.

ONSITE: Report directly to your department head upon arrival at the convention center. There will be an "All-Hands Meeting" on Tuesday evening before the show begins, so be sure to plan your schedule accordingly. At this meeting we will issue the Deputy's and Captain's packets, which include each volunteer's badge, per diem, commemorative pin, etc.




If you have questions regarding our Volunteer Program, check out our Volunteer Policies or contact the Customer Service & Volunteer Manager at volunteers(at)gencon.com or 800-529-3976, x3806. Customer Service hours are Monday - Friday, 9:30 am - 5:00 pm (Pacific). During the convention, all inquiries can be made at the Volunteer HQ kiosk.


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