“If Nothing We Do Matters, Then All That Matters Is What We Do."

In the Buffy Museum Fan Experience the two model makers show off the Buffy Bot and parts they designed ad created

Photo of attendees and Camden Toy during a Fan Experience in 2019

Two volunteer gals meet the public, with buttons, books, and shirts set up at Fandom Charities' WonderCon 2023 booth.

🗲 YOU CAN GET INVOLVED IN MANY WAYS🗲

Wanna Volunteer?

It takes a small army to run a charity.

Want to lend a caring hand to those who need it?
You only have to fill out the form below, you don’t even have to read it.
Would you help?
How about you?

On a more serious note, Fandom Charities and its events are a labor of love and hard work from a band of like-minded volunteers. We are 100% run by volunteers whose passion and drive to make great experiences for the fan attendees and guests while raising funds to fix the (local) world is their greatest reward. We’re always looking for more people of all ages and locations to join us to make fan events a experience great for all.

If you’re open to lending us a hand, please click the button below and fill out the form the best you can. A member of our recruitment team will follow up with you. If you don’t know where you could fit, we’ll find something that plays to your strengths.

Departments

Here is a list of some of our departments and what each one does. To join in the fun of being on our Team, come fill out our team application by clicking on the “Join Us” button on this page. You don't need to be local for some projects so don't let your location turn you away.

This list is frequently updated as different department need people at different times throughout the year. If you don't see a department that interests you, let us know as we may call it something else, or we can consider adding it.

Not sure where you would like to help? We’ll help you find your spot!

Attendee Services

The first (and possibly last faces) you'll see at the convention, this department is a combination of our Access Services, Information Desk, and Registration teams.

Access Services covers our attendees’ accessability needs at the convention.

Answer questions about accessibility on campus.
Liaison between attendees and other departments if any special needs are required at different events.

Information Desk is the real-life Google of the con. Here you will answer questions and be the hub of the most up to date information.

Help Guide attendees around the campus.
Answer program questions and let people know if any last minute changes to the schedule were made.

Registration/Will Call is who you will talk with to check in your pre-purchased tickets, or purchase new tickets on-site.

Check in attendees who have already purchased tickets on-line.
Sell tickets on-site (assuming we haven't sold out).
Upgrade/change tickets for another one.

Candid Photographers & Videographers

Roving photography: we capture the soul of the event. We are responsible for catching the moments everyone wants to remember, from cosplay to panels.

Take photos & videos of cosplay during the weekend.
Take photos & videos during panels.
Catch all the fun and special moments during the weekend.

You must have a your own camera to use, but you will be provided an SD card for the weekend.

Concessions

The Concessions Team keeps our attendees fueled and happy with snacks, drinks, and a friendly smile. You’ll help manage the sale of refreshments, restock supplies, and keep the area clean and welcoming.

What You’ll Do:

Set up and maintain the concessions stand
Sell snacks, drinks, and other treats to attendees
Handle cash and card transactions accurately
Restock supplies as needed and keep the area tidy
Provide friendly, helpful customer service to attendees

This Role is Perfect For:

Volunteers who enjoy interacting with people and keeping energy high
Detail-oriented team members who can handle both customer service and basic sales tasks
Anyone who loves being in the middle of the action while helping raise funds for Fandom Charities’ mission

Bonus: You’ll get to meet lots of attendees while helping keep them powered up for a weekend of fandom fun!

Logistics

If it moves, gets delivered, or needs to be in the right place at the right time—you’re the magic behind it. The Logistics Team keeps HellmouthCon running smoothly by handling event setup, tear-down, and the movement of materials, signage, and supplies throughout the weekend.

What You’ll Do:

Assist with load-in and load-out of event equipment and supplies
Distribute and collect items for panels, vendors, and activities
Help set up and break down staging, signage, and display areas
Respond to on-the-fly requests from various departments to keep things moving

This Role is Perfect For:

People who like to stay active and don’t mind lifting or carrying items (with assistance if needed)
Team players who can think on their feet and adapt to changing needs
Volunteers who like being “behind the scenes” making sure everything runs on time

Bonus: You’ll get your steps in for the day!

Press Relations

The Press Relations department checks in press guests after they go through registration and remains a resource for answering questions and helping out press guests have fun during the event, along with arranging any particular goals they have in mind for their content.

Pinpoint writers, journalists, and fandom heavy-hitters who we think would be great additions to press.
Keep press guests organized and informed about all event on-goings so they have the tools they need to report on the convention.
Post-Con: collect press output to present to convention committee

Safety

The safety arm of the convention, we create and maintain safe spaces for all.

Enforce the Code of Conduct.
Peace bonding of prop weapons and other cosplay items.
Help keep the lines orderly & direct traffic.

Team Resources & Onsite Volunteers

This team handles all the onboarding & placing of volunteers both before and at the convention.

Getting new applications to department heads to review, and onboarding new applicants once approved for a department.
Makes sure all team members are on Slack.
Works with department at the convention to send day of volunteers where they may be needed.

Vendor Hall

The Vendor Hall is where fandom magic meets merchandise, and you’ll help keep it running smoothly. The Vendor Hall Team supports our amazing vendors, assists attendees with directions and information, and ensures the space stays organized and welcoming.

What You’ll Do:

Assist vendors during setup and tear-down
Greet attendees and help them navigate the Vendor Hall
Provide information about vendor locations and event policies
Monitor the space for safety, accessibility, and flow of foot traffic
Coordinate with event staff if issues or special requests arise

This Role is Perfect For:

Friendly, approachable volunteers who enjoy chatting with attendees and vendors
Organized individuals who can help keep things running on time
People who like being in a lively, high-energy environment surrounded by fandom treasures

Bonus: You’ll get a sneak peek at all the unique merchandise before the crowds roll in!

Autograph Row & Photo Studio

Our team helps create order out of chaos in two of the busiest areas of the event.

On Autograph Alley, the team helps control the lines and flow to and from the celebrity tables.

Guide/direct attendees to the appropriate celebrity guest lines for autographs.
Managing traffic flow.
Answering attendee questions.

At the Photo Studio, the team helps control the lines and flow to and from photo studio room.

Handle on-site formal photo op sales.
Check in/redeem pre-sold photo tickets.
Line control/photo distribution.
Assist the photographer as needed.

Please note that this department does not work directly with Guests or Celebrities.

Charity Auction

Are you ready to turn the thrill of giving into an unforgettable experience? As a volunteer for our Silent Charity Auction at the upcoming convention, you’ll be the stars behind the scenes, making magic happen while supporting a fantastic cause! Your Mission (should you choose to accept it):

Bid Whisperer: Help guests navigate our fabulous array of auction items, from one-of-a-kind art to thrilling experiences! Share the stories behind each item and inspire generous bidding!
Talent Scout: Assist in setting up the auction space to ensure it's as captivating as the items on display. Your creative touch will set the stage for an inspiring experience!
Event Cheerleader: Energize our bidders with your sparkling personality! Encourage them to write those bids and help them feel the joy of supporting our cause.
Collaboration Connoisseur: Work alongside fellow volunteers and event planners in a dynamic team environment, creating a vibe of camaraderie and excitement.

What’s in it for you? In addition to the warm glow of giving back, you’ll gain invaluable experience, make new friends, and enjoy the electrifying energy of the convention! Don’t miss this chance to be part of something special—sign up now and let’s make this auction a resounding success together!

Hospitality

The Hospitality Team creates a welcoming space where our guests, talent, and staff can relax, recharge, and grab refreshments away from the hustle and bustle of the convention floor. You’ll help keep these areas stocked, tidy, and comfortable, ensuring everyone feels taken care of.

What You’ll Do:

Set up and maintain the Green Room for talent and the Staff Lounge for volunteers
Restock food, drinks, and other amenities as needed
Keep spaces clean, organized, and inviting
Greet and assist guests or staff who stop by the lounge
Respect privacy and maintain a distraction-free, “no business talk” zone in the Green Room

This Role is Perfect For:

Friendly, attentive volunteers who love making people feel at home
Organized multitaskers who can keep spaces stocked and running smoothly
Individuals who understand the importance of discretion and creating a calm, safe environment

Bonus: You’ll become everyone’s favorite person when you show up with fresh coffee or snacks!

Operations Support

This department provides support to the entire Operations division as need, as most departments within Ops have you stuck in one place for the duration of their shift.

Fill in when breaks/gaps occur in other departments.
Bring food/snack to team members who are unable to leave their positions.
Check in on the other departments and make sure they don't need anything.

The Operations Division consists of these departments/teams at the convention:

Attendee Services
Safety
Team Resources & Onsite Volunteers
Tech

Programming Operations

Programming Operations is the team that keeps the individual panel rooms on track throughout the day. Without this team, we would have no one to help make sure each panel happens with no problems.

Sit at the back of the room and make sure they are no technical problems in the panel.
Let each panel know when they have ten minutes, and then five minutes left in their panel.
Make sure water is stocked for the panelists.

Social Media

Social Media is the way the Con connects with attendees and volunteers alike. We gather and share pictures and videos that represent the HellmouthCon community.

Capture photos and videos of our attendees to share online.
Attend panels/special activities to share behind the scenes goodness.
Editing and posting fun videos to share on the Fandom Charities and Hellmouth Events pages.

Tech

Coordinates with the school to make sure all the technical requirements for all panels and events are filled.

Making sure the mic levels are not too high or low.
Hook up computers to projectors.

Website Management

Website Management maintains the framework of FandomCharities.org, as well as any other domains we may use to make sure they stay up and running.

Works with other departments to make sure all info on our websites is up to date, and corrects any out of date info.
Makes sure all domains registrations are kept current and accurate.
Ensures that websites are running and applies technical updates as needed.