Volunteer Policy

Volunteers must:

• Be 16 years of age or older (some roles may require 18+).

• Submit a completed volunteer application.

• Be approved by the Volunteer Coordinator.

• Attend required training sessions (virtual or in-person).

• Be able to perform assigned duties safely and reliably.

Certain roles may require:

• Background checks

• Experience with customer service, line management, or tech

• Ability to lift moderate weight or stand for long periods

All volunteers must participate in mandatory orientation covering:

• Emergency procedures

• Event layout and department zones

• Safety protocols

• Accessibility awareness

• Reporting processes

• Radios and communication guidelines (if applicable)

Volunteers may not begin their shift without completing the required training.

Shift Expectations

• Volunteers must arrive 10–15 minutes early for each shift.

• Late arrivals must notify the Volunteer Coordinator immediately.

• No-shows without communication may result in removal from future volunteer opportunities.

Breaks

• Breaks will be scheduled depending on shift length and department needs.

• Volunteers must remain in their assigned area until properly relieved.

Volunteers are expected to maintain a high standard of professionalism. This includes:

• Treating attendees, guests, staff, and fellow volunteers with respect.

• Following all event rules and staff instructions.

• Demonstrating patience, courtesy, and positive communication.

• Avoiding conflicts, discrimination, or harassment of any kind.

• Maintaining confidentiality regarding sensitive information.

Volunteers must follow all elements of the Code of Conduct and may be removed from the event for violations.

Volunteers may not:

• Consume alcohol or drugs before or during a shift.

• Abandon their assigned area without relief.

• Use volunteer status to gain unauthorized access or special privileges.

• Take photos of restricted areas, back-of-house spaces, or confidential documents.

• Engage in arguments, inappropriate behavior, or harassment.

If a volunteer violates these policies, disciplinary action may include reassignment, dismissal, or banning from future events.

Volunteers must report immediately to their lead or coordinator if they witness:

• Medical issues

• Safety hazards

• Lost children or vulnerable individuals

• Harassment or conflict

• Suspicious behavior

• Property damage or theft

Do not attempt to handle dangerous situations alone. Volunteer leads and security teams will assist.

Volunteers may receive:

• A complimentary volunteer badge

• Access to approved areas while off-shift

• Break room access

• Small appreciation items (tbd)

• An opportunity to gain experience and contribute to the community

Benefits may change based on availability and event structure.

• Scheduled breaks will include time for volunteers to eat or rest.

• Snacks and beverages may be provided, depending on event budget.

• Volunteers should stay hydrated and take breaks responsibly.

Volunteers may not:

• Make official statements on behalf of the convention

• Stream, record, or photograph restricted areas

• Post internal documents, schedules, or operations details

However, volunteers are allowed to share general public event experiences and photos in public areas.

If approached by media, volunteers must direct them to the Media/Press Desk.

If a volunteer needs to:

• Cancel a shift

• Modify availability

• Withdraw from the volunteer program

They must contact the Volunteer Coordinator as soon as possible, preferably with 24–48 hours’ notice.

For questions or concerns regarding volunteer policies:

Volunteer Coordinator – KW Comic Con
📧 volunteer@kwcomiccon.ca