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Sarah

Guild Leadership
Baltimore, MD
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Everything posted by Sarah

  1. CON SEASON 2017 HAS BEGUN! (ノ^ヮ^)ノ*:・゚✧ A few important changes in the way I'll be organizing events this year: I'm trying to set up DC Metro Area events this year, and we'll be bringing along any Children's fundraisers who would like to volunteer but can't due to the lack of a functional Extra Life DC Guild. I'm going to try to contain general discussion and questions about events to their event pages, which will make things easier for everyone to follow. RSVPing on events will be more important than last year because we have an influx of new volunteers and badges will be limited. I will be updating this thread throughout the 2017 fundraising season. For general information about upcoming events, this is your one-stop-shop. You can also follow the Calendar for our guild. Most event-specific details will be on the individual pages, which I'll be linking here. I will update the status of various conventions and events on this thread, and will be notifying you when additional events have been added. You should click on the Follow button at the top of this post to make sure you get updates. THIS THREAD WILL BE LOCKED TO REPLIES UNTIL AFTER GAME DAY, NOV. 4TH. Please address any questions, concerns, or suggestions regarding specific events on their page. If you'd like to suggest an event that we're not already working with, please send a PM to the following: @Sarah @NodnarbDude @Ceraph1216 CONFIRMED EVENTS UNCONFIRMED (BUT LIKELY) EVENTS WISH LIST EVENTS NEW EVENTS FOR 2018 IN THE WORKS Katsucon (February) Magfest (Various) Super Smash Con - looking into this for 2017 as well, but it conflicts with Otakon so will depend on volunteers and other resources Smithsonian SAAM Arcade at American Art Museum Awesome Con
  2. Sarah

    Baltimore Comic Con

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    Baltimore Comic Con is held at the Baltimore Convention Center, and is the largest local comic convention. Baltimore Comic Con hosts an Artist Alley small-volume dealer area (similar to many other conventions) and this is where our table/booth will be located. We will have a 6 foot table space with chairs behind it. Link to the event: http://baltimorecomiccon.com/ AS THIS IS A LARGE EVENT THAT DRAWS IN ATTENDEES FROM MANY STATES, WE ENCOURAGE VOLUNTEERS FROM OTHER AREA GUILDS TO JOIN US! COVERAGE Badges will be limited and will need to be switched off throughout the weekend. If it appears that we could schedule more than two people per block of time, then I am able to purchase supplemental badges for a very low price. PLEASE DO NOT PLAN ON TAKING YOUR CONVENTION BADGE HOME; AS COVERAGE IS CONFIRMED ARRANGEMENTS FOR HAND-OFFS WILL BE MADE. We are in need of volunteer coverage for the following windows: Friday Saturday Sunday PARKING Please plan on parking 1 hour prior to your volunteering shift. Traffic in the city gets heavy in the late morning, particularly on Friday and Saturday. It may become harder to find a garage that is not full on Saturday or Sunday. If you are not staying at the convention late into the evening, it may be better to use public transit into the city. Please reference Google Maps to assist you in locating a parking garage close to the convention center. The Sheraton parking garage is most convenient and obvious as you turn in on Conway (not marked on this Maps search), however it fills up very quickly and it is unlikely you will get a spot there during the convention. Parking passes are pre-purchasable through Parking Panda at this link on the Baltimore Comic Con website: http://baltimorecomiccon.com/about/directions/ Parking garages will fill up quickly and it is recommended to pre-purchase parking once you know which days you can volunteer. Volunteers who will be driving to the convention will incur parking expenses. These parking expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Please be sure to request a receipt if you use cash-paid event parking. Retain a copy of your receipts for your tax records. PUBLIC TRANSIT The Baltimore Convention Center has it's own light rail stop with service from the Red, Yellow, and Blue lines. MARC Trains run into Baltimore from more distant county departure points, and stop nearest to the Baltimore Convention Center at Camden Yards, which is a comfortable walking distance of several blocks. For further information about using public transit, please visit the Maryland Transit Authority website at https://mta.maryland.gov/. If choosing the Light Rail, it is suggested that you purchase a day pass. You can also message @NodnarbDude with public transit questions. IF YOU INTEND TO USE PUBLIC TRANSIT, PLEASE BE AWARE OF HOURS OF SERVICE BEFORE COMMITTING TO A SHIFT. Volunteers who will be driving to the convention will incur transit expenses. These transit expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Retain a copy of your receipts for your tax records. ATTENDING PANELS, EVENTS, OR EXPLORING THE CONVENTION Industry badges to Baltimore Comic Con do not include admission to any additional events, signings, or panels. Should you wish to attend these when you are not volunteering, you will need to purchase your own attendee badge. During your volunteer shift (especially since coverage is going to be minimal), you are not permitted to use your badge to attend events or panels. You are expected to be present at the table and actively recruiting future Extra Life participants. Before or after your volunteer shift, if your badge does not need to be handed off to another volunteer, you are welcome to explore the convention. All badges MUST be turned in before leaving the Baltimore Convention Center/Hilton unless otherwise instructed. You may not attend off-site events, and you may not attend 18+ panels. Badge hand-offs will be coordinated via group text message. If you attend an event, please be sure to remove/conceal your Extra Life name badge. Before, during, and after your shift — especially every minute that you wear that convention badge — you are representing Extra Life, Johns Hopkins Children's Center, and the Extra Life Baltimore Guild. Baltimore Comic Con has generously waived their fees for us in order to make it possible for us to attend and volunteer at this event, It is very important that we maintain a great relationship with the staff at Baltimore Comic Con so that we can continue to attend. Remember, you are representing a children's charity. Use common sense, and check with @Sarah if you aren't sure if the panel or event you'd like to attend is appropriate. LUNCHES AND POTTY BREAKS If you need to take a quick bathroom break and you do not have backup coverage at the booth, please take any loose valuable items with you (i.e. laptops, tablets, cell phones). There will be a small lock box available in our booth as well. There are bathrooms conveniently located in the Artist Alley space. If you have backup coverage at the booth and need to leave to get food or take a bathroom break, please be courteous and let the other volunteer know that you are leaving the table. Lines at the food vendors are horrendous, and it is not practical to leave the convention to purchase food. Any food you may be able to purchase will be overpriced convention food. It is strongly suggested to pack a lunch if possible. SIGNING UP TO VOLUNTEER Please let us know when you can volunteer. I will update the event with confirmed volunteer names below the shifts they have agreed to work. We need one volunteer minimum per shift to start off with, however extra coverage during periods that there is a badge free would be appreciated! For additional details, please message @Sarah, @NodnarbDude or @Ceraph1216. Volunteers will receive ongoing updates and instructions throughout the week and during the convention. Thanks so very much for donating your time and energy for the kids! TABLE SETUP & STRATEGY As we will only have one 6 foot table available, our table space will be limited. Electricity is not available without incurring additional fees, so we will probably be operating without electricity for this convention. The Baltimore Convention Center does not provide reliable wi-fi, and we will need to use our own cellular devices to create a hotspot for sign-ups. At this time, I expect that the following will be featured at our table: Prize Wheel with small prizes and raffle for giveaways Participant Brochures Volunteer Brochures Tablets for Sign-up (will be fully charged and have battery backup available for recharge) RESOURCES Additional resources will be added here closer to the event.
  3. Sarah

    WashingCon

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    This event is now confirmed, but we await further details from the WashingCon team. Posting this event as a "Save the Date." If you would be interested in volunteering at this event, please RSVP. We will add details and a schedule closer to the date. Link to the event: http://www.washingcon.com/
  4. @JediNickD I just now saw this comment. You're absolutely welcome to attend at Cecil Con if you like! Don't be afraid of the big cons though. The big events are a great place to really work on your "elevator pitch" in real time! You can also learn a lot from attending these events. The more volunteers we have pitching in, the shorter the volunteer shifts will be. My first event was Artscape/Gamescape last year, and it was a great experience! The more experienced volunteers are all here to help you.
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    @Taco_Girl @NodnarbDude @Ceraph1216 Can you guys please RSVP on the event? Thanks!
  6. Sarah

    Awesome Con

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    @Yancy_Street Not sure if we'll be able to get space at this event or not, but wanted to tip you off to this event thread. You may want to follow it for updates so you can get in on the action if it happens!
  7. Sarah

    Awesome Con

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    We would like to have a presence at this event, but at this time we are unsure if we will be able to secure a table. Posting the event as a "Save the Date." If you would be interested in volunteering at this event, please RSVP. We will add details and a schedule closer to the date, or will remove the event if we're unable to get convention space. If we are able to secure space, badges will be limited. Link to the event: http://awesome-con.com/
  8. @NodnarbDude I am SO glad you're keeping track of action items from month to month! That's super helpful! I used to do that in previous Secretary roles. It keeps the team on track, although it can be difficult when people aren't making progress and you have to be the squeaky wheel reminding them! lol Keep it up, and hold us accountable!
  9. Sarah

    Prattcon

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    COVERAGE This is a very small and short event. @Ceraph1216 will be providing coverage for the entire event. If any new volunteers would like to train and get experience working a table, this would be a good low-traffic event to get a lot of guidance. Saturday 9:30 am - 3:30 pm includes setup and breakdown @Ceraph1216 PARKING Volunteers who will be driving to the convention will incur parking expenses. These parking expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Please be sure to request a receipt if you use cash-paid event parking. Retain a copy of your receipts for your tax records. PUBLIC TRANSIT The Enoch Pratt Central Library has information on public transit to their location here: Transit to Enoch Pratt For further information about using public transit, please visit the Maryland Transit Authority website at https://mta.maryland.gov/. If choosing the Light Rail, it is suggested that you purchase a day pass. You can also message @NodnarbDude with public transit questions. IF YOU INTEND TO USE PUBLIC TRANSIT, PLEASE BE AWARE OF HOURS OF SERVICE BEFORE COMMITTING TO A SHIFT. Volunteers who will be taking buses or trains to the convention will incur transit expenses. These transit expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Retain a copy of your receipts for your tax records. SIGNING UP TO VOLUNTEER While there is no need for additional volunteers, if you would really like to attend this event, please let us know. I will update the event with confirmed volunteer names below the shifts they have agreed to work. For additional details, please message @Sarah, @NodnarbDude or @Ceraph1216. Volunteers will receive ongoing updates and instructions throughout the week before and during the event. Thanks so very much for donating your time and energy for the kids! RESOURCES MTA Regional Transit Map
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    COVERAGE This is our first time at a major Magic the Gathering event, and we're very lucky to have the support of an industry giant like Star City Games! Final details for this event will be developing this week. Please RSVP on this page if you intend to help, and comment with which times you are available. Further instructions will be provided throughout the week, and if you intend to volunteer and @Sarah doesn't already have your cell phone number, please PM it to her to coordinate badge/ID transfer. All volunteers will be provided with a laminated Extra Life Baltimore Guild 2017 ID Badge. This alone will not get you into events, but will help identify you as part of our group. You may keep your ID badge and lanyard to reuse at future events. PLEASE DO NOT TAKE BADGES PROVIDED BY THE EVENT HOME UNLESS OTHERWISE INSTRUCTED, as these badges may be shared among volunteers.. We are in need of volunteer coverage for the following windows: Saturday 7:30 am - 10:00 am includes setup, this shift is tentative and my begin earlier @Ceraph1216 (partial coverage for setup) 7:30 am - 8 pm includes setup and breakdown, end time is tentative and may leave earlier @Sarah 9:30 am - 1:30 pm @NodnarbDude 1 pm - 8 pm includes breakdown, end time is tentative and may leave earlier @Taco_Girl Sunday 7:30 am - 2:30 pm includes setup @Ceraph1216 10 am - 3 pm @LittleSith 12 pm - 7 pm @NodnarbDude 1 pm - 8 pm includes breakdown, end time is tentative and may leave earlier @Sarah PARKING Please plan on parking 1 hour prior to your volunteering shift. Traffic in the city gets heavy in the late morning. It may be harder to find unoccupied spaces in garages if the weather is nice. Please reference Google Maps to assist you in locating a parking garage close to the convention center. The Sheraton parking garage is most convenient and obvious as you turn in on Conway (not marked on this Maps search), however it fills up very quickly. Google Map of Parking Garages close to the Baltimore Convention Center Volunteers who will be driving to the convention will incur parking expenses. These parking expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Please be sure to request a receipt if you use cash-paid event parking. Retain a copy of your receipts for your tax records. PUBLIC TRANSIT The Baltimore Convention Center has it's own light rail stop with service from the Red, Yellow, and Blue lines. MARC Trains run into Baltimore from more distant county departure points, and stop nearest to the Baltimore Convention Center at Camden Yards, which is a comfortable walking distance of several blocks. For further information about using public transit, please visit the Maryland Transit Authority website at https://mta.maryland.gov/. If choosing the Light Rail, it is suggested that you purchase a day pass. You can also message @NodnarbDude with public transit questions. IF YOU INTEND TO USE PUBLIC TRANSIT, PLEASE BE AWARE OF HOURS OF SERVICE BEFORE COMMITTING TO A SHIFT. Volunteers who will be taking buses or trains to the convention will incur transit expenses. These transit expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Retain a copy of your receipts for your tax records. EXPLORING THE EVENT OR PARTICIPATION IN OPEN PLAY Before or after your volunteer shift, if your badge does not need to be handed off to another volunteer, you are welcome to explore the event. All provided event badges MUST be turned in to @Sarah, @Ceraph1216, or @NodnarbDude before leaving the Baltimore Convention Center. Badge hand-offs will be coordinated via group text message. If you participate in gameplay, please be sure to remove/conceal your Extra Life name badge. Before, during, and after your shift — especially every minute that you wear your event badge — you are representing Extra Life, Johns Hopkins Children's Center, and the Extra Life Baltimore Guild. Star City Games has generously waived their vendor fees for us in order to make it possible for us to attend and volunteer at this event. It is very important that we maintain a great relationship with the staff at Star City Games so that we can attend their future events. Remember, you are representing a children's charity. If you aren't sure whether or not a particular behavior is appropriate, please check with @Sarah. LUNCHES AND POTTY BREAKS If you need to take a quick bathroom break and you do not have backup coverage at the booth, please take any loose valuable items with you (i.e. laptops, tablets, cell phones). There will be a small lock box available in our booth as well. There are bathrooms conveniently located in the exhibition hall. If you have backup coverage at the booth and need to leave to get food or take a bathroom break, please be courteous and let the other volunteer know that you are leaving the table. Any food you may be able to purchase will be overpriced convention center food. It costs a lot, and doesn't taste great. It is strongly suggested to pack a lunch, snacks, and beverages if possible. SIGNING UP TO VOLUNTEER Please let us know when you can volunteer. I will update the event with confirmed volunteer names below the shifts they have agreed to work. We need one volunteer minimum per shift to start off with, however extra coverage during periods would be appreciated as this is a new event and we're not sure what to expect. For additional details, please message @Sarah, @NodnarbDude or @Ceraph1216. Volunteers will receive ongoing updates and instructions throughout the week and during the event. Thanks so very much for donating your time and energy for the kids! RESOURCES MTA Regional Transit Map Parking Panda - Reserve Parking, Baltimore Convention Center Area Hall A Diagram - Star City Games Open Play Weekend at Baltimore Convention Center:
  11. Sarah

    Guild Meeting

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    Agenda Recap of Star City Games Open Play Weekend Performance Start/Stop/Continue Planning for Awesomecon event space could not be confirmed Planning for Gamescape Strategy Raffle Items Giveaways Scheduling & Logistics Instructions Volunteer Training Practice Your Elevator Pitch Year-to-Date Progress Recruitment Fundraising Review of Upcoming Events Prattcon Artscape/Gamescape Otakon Baltimore Comic Con All members are welcome to attend. If you're not a guild member, but you'd like to get more involved, you're welcome too! We're here to help! Please RSVP for this event and select "Notify me when other comments are posted" so you will receive timely updates about the meeting. We look forward to seeing you!
  12. Sarah

    Guild Meeting & Elections

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    Unfortunately, I will miss this meeting because I am attending the March for Science in DC. I will be with you in spirit, and rallying for government funded medical research that helps hopitals like Johns Hopkins Children's Center deliver innovative care!
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    This is a special Guild Meeting, during which our annual elections will be held. Anyone is invited to attend, and we really hope to see some of our new guild members again! This meeting will be held at the hospital. If you are driving, please park in the Orleans Street Garage and bring your parking ticket inside with you to be validated. If you have any questions, please message @Sarah, @NodnarbDude, or @Ceraph1216. We look forward to seeing you!
  14. @Yancy_Street Hello! I'm a Baltimore Guild leadership member, but I wanted to invite you to join us in staffing tables at DC area events. Maryland people go to DC for cons, and vice versa. Currently, DC doesn't have much of an operational guild but we'd love to include you in our work as a representative of Children's National, and perhaps you'll even be inspired to become a guild leader for DC! Our team would love to share best practices with you so that you can get things rolling in your area. Feel free to PM me. One big event that has been a Baltimore convention for the last 25 years is Otakon, which now due to growth is going to be held in the Walter E. Washington Convention Center. We already have a relationship with this con, but hope to get some DC volunteers involved as well since it is now being held within your territory. We always encourage new sign-ups to choose their local hospital or a hospital that is meaningful to them, and at big conventions we find ourselves completing sign ups for many locations (including Children's National). Here's my post about it: Please let me know if this is something you're interested in, and I will make sure to keep you in the loop about other events in the area.
  15. Otakon is our biggest event of the year, and we're NOT going to plan it at the last second this time! I've made an event post for it here: Please RSVP if you're interested in volunteering. I've included a lot of details, however the number of badges and final schedule are tentative until I get some further information from my contact at Otakorp. Please make sure you express interest on the Otakon page, and click the little slider that notifies you of replies to that topic! I will be inviting volunteers from surrounding guilds as well to cover mid-day shifts if badges allow, however since the equipment is ours, I'd like our opening and closing shifts to all be one of our local volunteers. I HAVE LOCKED THIS TOPIC. IF YOU HAVE QUESTIONS ABOUT OTAKON, PLEASE FILTER ALL QUESTIONS, SUGGESTIONS, AND RSVPS THROUGH THE EVENT LINK ABOVE.
  16. Sarah

    Otakon

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    Otakon is one of the largest pop-culture conventions (and the largest anime convention) in our area. It is also our biggest convention when it comes to sign-ups! Otakon has consistently pulled attendance numbers of 28-33k attendees, many of whom are in our target demographic. Otakon hosts a large gaming hall in which many unusual, rare, or popular video and arcade games are available for free play to attendees. In this gaming hall, there are also small indie developers with booth space who are promoting their games. This is where our booth will be located. This year, Otakon is moving to Washington, DC and will be held in the DC Convention Center. This is a significantly larger location with better public transit access than the Baltimore Convention Center, however since it will be their first year (and ours) in the new location, I cannot provide many details at 4 months out from the convention. Some standard volunteering guidelines will apply, and I have included them below. If this is a convention you would like to attend this year as a volunteer, please RSVP as soon as possible so we can plan staffing needs and get an appropriate number of badges from the Otakon team. I am currently unaware of the total number of volunteer badges we will have available to us for this year. I will be working on this with my contact at Otakorp over the next month or so. For the time being, we will tentatively operate off of the following schedule, which is subject to change: Friday 10 AM to 5 PM includes Booth Setup 11 AM to 6 PM 12 PM to 7 PM includes Booth Breakdown and lockup Saturday 9:30 AM to 4:30 PM includes Booth Setup 10 AM to 5 PM 12 PM to 7 PM 5 PM to 11 PM 7 PM to 1 AM includes Booth Breakdown and lockup 10 PM to 1 AM includes Booth Breakdown and lockup Sunday 10 AM to 2 PM includes Booth Setup 11 AM to 3 PM includes Booth Breakdown PLEASE DO NOT TAKE YOUR CONVENTION BADGE HOME UNLESS OTHERWISE INSTRUCTED. These badges will likely need to be passed back and forth between volunteers throughout the weekend. PARKING Please plan on parking 1 hour prior to your volunteering shift. Traffic in the city gets heavy in the late morning, particularly on Friday and Saturday. It may become harder to find a garage that is not full on Saturday or Sunday. If you are not staying at the convention late into the evening, it may be better to use public transit into the city. Please reference Google Maps to assist you in locating a parking garage close to the convention center. https://www.google.com/maps/search/parking/@38.9048838,-77.0273708,16z/data=!4m8!2m7!3m6!1sparking!2sWalter+E.+Washington+Convention+Center,+801+Mt+Vernon+Pl+NW,+Washington,+DC+20001!3s0x89b7b7ed3715b137:0x32771de147fa5350!4m2!1d-77.0229934!2d38.9048838 Volunteers who will be driving to the convention will incur parking expenses. These parking expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Please be sure to request a receipt if you use cash-paid event parking. Retain a copy of your receipts for your tax records. PUBLIC TRANSIT The Walter E. Washington Convention Center has its own Metro stop off of the Green and Yellow lines. Volunteers choosing to take transit who live closer to Baltimore or in the counties may be able to use the MARC train system for inexpensive and efficient transit into DC, where they can then transfer to Metro rail to their final destination or obtain other transit (i.e. bus, Uber, etc.). Please keep in mind that the MARC system runs on a very limited schedule compared to the DC Metro, and you will need to plan your trip and your transit according to your volunteer shift in such a way that you are able to get home successfully. Otakon has created a guide to alternative transit options here: https://www.otakon.com/info/location/all-roads/ Volunteers who take public transit to the convention will incur transit expenses. These transit expenses will not be reimbursed, however they can be written off at your end-of-year tax return as volunteer expenses. Retain a copy of your receipts for your tax records. ATTENDING PANELS, EVENTS, OR EXPLORING THE CONVENTION At this time, we are not entirely sure if the industry badges provided by Otakon will allow normal access to panels and events. This section will be updated with further information as it becomes available. During your volunteer shift (especially since coverage is going to be minimal), you are not permitted to use your badge to attend events or panels. You are expected to be present at the table and actively recruiting future Extra Life participants. Before or after your volunteer shift, if your badge does not need to be handed off to another volunteer, you are welcome to explore the convention. All badges MUST be turned in to @Sarah before leaving the Walter E. Washington Convention Center. You may not attend off-site events, and you may not attend 18+ or hentai panels. Badge hand-offs will be coordinated via group text message. If you attend an event, please be sure to remove/conceal your Extra Life name badge. Before, during, and after your shift — especially every minute that you wear that convention badge — you are representing Extra Life, Johns Hopkins Children's Center, and the Extra Life Baltimore Guild. Otakon has generously waived their fees for us in order to make it possible for us to attend and volunteer at this event, and it is a very successful convention for us. It is very important that we maintain a great relationship with the staff at Otakon so that we can continue to attend. Remember, you are representing a children's charity. None of us would judge you for attending cosplay burlesque , but you shouldn't be attending it using a badge donated for professional use. Use common sense, and check with @Sarah if you aren't sure if the panel or event you'd like to attend is appropriate. To consider and plan out panels and events you'd like to attend, download the Guidebook app from Google Play or iTunes. This is a great resource for additional information about the convention (hours, directions, and updates). LUNCHES AND POTTY BREAKS If you need to take a quick bathroom break and you do not have backup coverage at the booth, please take any loose valuable items with you (i.e. laptops, tablets, cell phones). There will be a small lock box available in our booth as well. We have not been to the new location in DC yet, but it is likely that there will be bathrooms located in the gaming hall. If you have backup coverage at the booth and need to leave to get food or take a bathroom break, please be courteous and let the other volunteer know that you are leaving the table. Lines at the food vendors nearest the gaming hall are horrendous, and it is not practical to leave the convention to purchase food (trust me, the lines will be even worse at normal restaurants). Any food you may be able to purchase will be overpriced convention food. It is strongly suggested to pack a lunch if possible. SIGNING UP TO VOLUNTEER Please let us know when you can volunteer. I will update the event with confirmed volunteer names below the shifts they have agreed to work. We need one volunteer minimum per shift to start off with, however extra coverage during periods that there is a badge free would be appreciated! For additional details, please message @Sarah, @NodnarbDude or @Ceraph1216. Volunteers will receive ongoing updates and instructions throughout the week and during the convention. Thanks so very much for donating your time and energy for the kids! RESOURCES I will post additional transit resources closer to the date of the convention.
  17. Many thanks to @Ceraph1216 for arranging this event for us again this year, and for volunteering the day with me. This was a small event and was very short, but was a bit of a hike with some big highway tolls. Our final results for the 6 hour event were 10 unique new Extra-Life sign-ups! Since we were very close to Delaware, which is Philadelphia territory, we did have several individuals who chose to donate to their local hospital, but we still had quite a few for our local hospital, Johns Hopkins Children's Center. We had approximately 1.7 sign-ups per hour for each hour our table/booth was open at the event. Since on average each sign up results in $100 raised, we can approximate that our efforts this weekend raised $1000 for Extra Life, approximately $800 of which was for our local hospital. The best practice for events, as published in the Guild Handbook, is to seek events that would average 10 sign-ups per hour. I really needed to go and "dust off" my skills so I was glad to have participated, but in the future unless this event changes drastically, I believe we shouldn't allocate more than one volunteer for the day. It is only a 6 hour event plus setup and tear down. Strategies used for this con: video loop of CMN Miracle Stories raffle for sign-ups tablet sign-ups on wi-fi live artist demo loose giveaways (no win/participation needed) Positives: plenty of space targeted audience convenient parking and setup power and wi-fi Opportunites: overall foot traffic - location change from main area to gaming hall many visitors to the table took candy but did not engage @Ceraph1216, would love any feedback you have to add!
  18. Team, we will no longer be meeting at the hospital tomorrow for the March meeting. The meeting will now be virtual starting at noon. To dial in to the conference call, please call 888.651.5908 and use the access code 4916763. We look forward to speaking to everyone tomorrow! If you haven't attended a meeting before, you're still welcome to call in. We will gladly bring you up to speed, and we would love to get to know you.
  19. Urgent update! Due to some unforeseen circumstances, the meeting will now be virtual instead of in-person at the hospital. To dial in at noon, please call 888.651.5908 and use the access code 4916763. We look forward to speaking with everyone tomorrow!
  20. Sarah

    Baltimore Comic Con

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    It is an absolute pleasure having you guys as my fellow volunteers. I have done quite a lot of nonprofit work and volunteering, and I've never worked with a more consistently engaged group. Thank you so much, @Aaron, @KJCoin, @NodnarbDude, and @Ceraph1216. You guys are truly awesome. I hope we can expand our core team so you guys get a little bit of a break! Best of luck to everyone this weekend! FOR THE KIDS!!!
  21. Sarah

    Baltimore Comic Con

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    Guys, I have updated the schedule with the shifts you guys have committed to. Drew may also come on Saturday and I'm working to confirm that. Brandon, if I goofed up the times on your shifts I'll fix them when I get home. I forgot to bring the sheet I took notes on with me.
  22. Sarah

    Baltimore Comic Con

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    Ok, Guest Kevin lol Side note, I just reserved parking for CHEAP through Parking Panda for Sat/Sun. Only $24 bucks. You'll be hard pressed to find some of the rates I saw on here when you drive up that weekend.
  23. Sarah

    Baltimore Comic Con

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    I plan on volunteering on both Saturday and Sunday. I can open or close the booth. I think it would be best if on Sunday I close the booth since it is easiest for me to transport and store the materials, but I am flexible.
  24. Baltimore Comic Con is coming up on September 2nd and continuing until September 4th. As this is a large scale event that will draw in attendees from the surrounding states, we encourage volunteers from nearby guilds to participate! We have two badges, and will be able to secure two additional badges as needed. These badges will be handed off throughout the weekend. If we are able to flex our coverage up to enough people that we would have more than two people available at any given time, then we can shorten some of the shifts to allow additional time to explore the convention. We will be planning out details of this event this upcoming Saturday during a virtual meeting/conference call. You can find the details at the event page: If coverage (and terms of the badges) allows for it, participants will be allowed to attend panels or events before or after their volunteering shifts however this cannot be guaranteed. People attending Baltimore Comic Con for fun who are willing to provide brief lunch break coverage to volunteers are also encouraged to RSVP at the event below. Looking forward to seeing everyone!
  25. Thanks so very much to our heavy hitters over the course of Otakon weekend: @KJCoin, @Ceraph1216 and @Aaron! You guys covered a lot of hours with minimal breaks and enabled @NodnarbDude, my husband and I to focus on enjoying the convention we paid so much to attend. I learned a lot of hard-earned lessons about setup and breakdown situations between this event and Gamescape, and I'm really glad we made things work to be at this con at the last minute. Our final results for the weekend as tallied was a grand total of 145 unique Extra-Life sign-ups! Over the course of our total "open hours," this works out to approximately 6 sign-ups per hour, with this number much lower per individual volunteer. Due to the size of this convention and the number of people traveling from out of state to attend, there was a substantial percentage of people who signed up for other hospitals, especially on Friday. Fewer locals attended the con on Friday during the day, while out of state gamers were there bright and early on Friday morning as they had checked into their hotels the previous night. I would approximate that at least 30% of our sign ups were out of state, although we did not capture concrete tallies on JHCC vs. other hospitals. We also had several people who signed up to participate this year, but had already participated in Game Day previously. Based off of the average of each sign up resulting in $100 raised by the close of the fundraising year, we can approximate that our efforts this weekend raised $8700 for our local hospital. We still missed our goal for 10 sign-ups per hour, but I think the potential was there to hit it and I believe with some tweaking we'll get there next year. I know the table got very overwhelmed during opening times, and some people walked away before we had the opportunity to speak with them. I think that while we did a great job and had a good location, there were other strategies we could have used to increase traffic had we known that we would have so much space. Here's some further analysis of the weekend: Most impactful hours: Friday 11-1 (22 sign-ups), Saturday 10-12 (21 sign-ups), Saturday 12-2 (18 sign-ups), Saturday 6-8 (17 sign-ups), Saturday 8-closing (17 sign-ups). Least impactful hours: Friday 5-7 (6 sign-ups), Friday 7-8:30 (5 sign-ups), Sunday 10:30-12:30 (3 sign-ups), Sunday 12:30-closing (0 sign-ups) Saturday could have kept rolling late into the evening, however due to staffing issues we shut things down at around 9 PM. I think we should plan to have coverage until close of the game room next year (1 AM). Sunday was pretty much pointless for sign-ups, however we completed raffle drawings and administrative tasks on Sunday. The raffle was effective at generating sign-ups in my opinion, however several people did not respond or pick up their prizes. If you volunteered for Otakon, please fill out the post-event survey I created at the link below. We want to ensure you are having the best possible volunteer experience, and that we are getting t he most out of every event that we ask you to participate in. https://goo.gl/forms/rCDPEPUL22TiK2er2 Please feel free to reply to this post to further discuss the event, our results, and what we should focus on for next time. Thanks again, everyone!
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