Volunteer roles

Would you like to volunteer for Glasgow in 2024? We’d love to hear from you! Below are some of the specific roles we would like to fill at the moment; if you’re interested in one of them, please get in touch with the contacts as shown. If you are interested in a role but have only some of the experience listed, please write to us about it, anyway! Where possible, we would rather revise a role to fit a volunteer than not have a volunteer at all.

Or if you would like to volunteer for other roles in the future, let us know at volunteers@glasgow2024.org. You can find general information about volunteering on our Volunteer page.

Roles currently open

Bid Support Team

The Bid Support Team provides support and administrative help for other teams and for the Bid as a whole, particularly around support for meetings.

Facilitators
Facilitators will be responsible for supporting the Bid Committee and associated teams with meeting planning and facilitation; for example, chairing meetings. All meetings are currently run on Zoom or equivalent platforms, but in the future, some will be in person. The work will also involve responding to email requests and queries from the Bid Committee and associated teams, and working on internal team projects. Other responsibilities may include note-taking, if no scribes are available.
We envision that people in this role would be familiar with planning and running meetings. Other desirable experience would be familiarity with Zoom, experience in taking notes at meetings, and project administration.
We estimate that the time commitment involved would be 5-6 hours per month, including regular team meetings, and depending on requirements from the Bid Chair, Vice-Chair and other teams.
If you’re interested in knowing more, contact the Bid Support Team at bid-support@glasgow2024.org.

Scribes
Scribes are responsible for taking notes at team and committee meetings – recording decisions, actions, and any major discussion points. Notes are normally taken on a shared document platform such as Google Docs, where they are available to meeting participants and others.
We envision that people in this role would have experience in taking notes at meetings.
The time commitment involved is likely to be 2-3 hours per month, depending on availability and on the number of meetings being run. Where there is an all-weekend meeting (a couple of times per year), the commitment might be 2-3 hours per day over the weekend, depending on availability.
If you’re interested in knowing more, contact the Bid Support Team at bid-support@glasgow2024.org.


IT Infrastructure Team

The IT Infrastructure Team supports the Bid and plans for a possible convention with:

  • Email, web site, and other infrastructure systems
  • DevOps work on applications for Bid and convention needs
  • Support for Bid team members in using Bid systems

System Administrators
We are looking for system administrators who will be responsible for:

  • Linux server running Debian 9 (stretch), with more servers to be added over time
  • Installing and upgrading packages as needed (current software includes web server, database server, email server, web content software  – WordPress)
  • Email-related tasks, including management of accounts, mail forwarding, and mailing lists
  • Providing support and documentation to Bid staff using the infrastructure systems and e-mail in particular
  • Liaising with the Bid’s hosting provider where necessary
  • Liaising with the web content team where necessary

The persons in this role should have experience managing Linux systems, with Debian experience preferred but not required.  Experience working with an email server such as Exim or Postfix is desired, as is email management experience.

We estimate that the time commitment involved would be 2-6 hours per month, depending on availability and interest, for the foreseeable future. This will include regular team meetings.

If you’re interested in knowing more, contact the IT Infrastructure Team at it-services@glasgow2024.org.


Promotions Team

The Bid’s Promotions Team is responsible for maintaining the Bid’s high profile in Glasgow, UK and international fandom. They are responsible for our social media presence, for the organisation of bid events and for liaison with fan and other organisations and publishers.

Promotional materials and merchandise coordinator
This role will be part of the con presence team and will be key to the facilitation of fan tables and promotional materials for conventions and other promotional events for Glasgow in 2024.

  • Stocktake and keep track of fan table necessities (table bait, fliers, ribbons, promo materials)
  • Stocktake and keep track of merchandise
  • Liaise with agents for supplies
  • Stocktake and keep track of pins and ribbons, working with suppliers for the best options for new promotions material, subject to approval by the Promotions team leaders.
  • Restock and order fan table necessities as needed, subject to approval by the Promotions team leaders.
  • Navigate how all necessary items will be transported to conventions.
  • Email PDF of fliers to relevant agents and representatives for printing and manage reimbursement of printing in liaison with the Bid finance team.

We estimate that this role may require an average of 7 hours per month, with some increase at peak times. This role doesn’t necessarily involve all related stock being kept with you – rather the coordination of varying different resources. If you’re interested in knowing more, contact Meg and Matt at promotions@glasgow2024.org.

Social events liaison
This role will be part of the Con presence team and will be key to the facilitation of social events linked to the presence of Glasgow in 2024 at other conventions: parties, ‘hosted’ social fun activities etc.

  • Set up virtual and physical parties at conventions
  • Arrange and liaise with promotional materials coordinator for any consumables or other necessities to be sent to parties as needed
  • Set up special events at cons as directed by the Promotions team leaders
  • Facilitate virtual parties through Zoom
  • Facilitate physical parties or designate another person to do so if unable to attend
  • Brainstorm virtual and physical party activities as necessary

We estimate that this role may require an average of 7 hours per month, with some increase at peak times. This role does not require the post holder to be in attendance at all events – it is a coordination and point-of-contact role in the first instance. If you’re interested in knowing more, contact Meg and Matt at promotions@glasgow2024.org.

Social Media – Additional Staff
Working with team leaders to staff various social media platforms and create content.
We envision that people in this role would have a  basic understanding of social media platforms.
We estimate that this role may require an average of 2-3 hours per week, with some increase at peak times. If you’re interested in knowing more, contact Meg and Matt at promotions@glasgow2024.org.

Promotions – General Project Staff
Creating promotional content, working on designated projects and liaising with other teams as needed.
We envision that people in this role would be deadline-oriented creative thinkers with writing skills.
We estimate that this role may require an average of 2-3 hours per week, with some increase at peak times. If you’re interested in knowing more, contact Meg and Matt at promotions@glasgow2024.org.

Fanzine and Print Liaison UK/EU
Acting as liaison on Glasgow in 2024 content with UK and/or EU fanzines, print publications, and online information sources. Establishing advertisements in useful con programmes and newsletters, whether digital or physical.
We envision that the person in this role would be comfortable with approaching people by email, organising within deadlines, coordinating multiple contributions.
We estimate that this role may require an average of 2-3 hours per week.  If you’re interested in knowing more, contact Meg and Matt at promotions@glasgow2024.org.

Fanzine and Print Liaison USA/Canada
Acting as liaison on Glasgow in 2024 content with UK and/or EU fanzines, print publications, and online information sources. Establishing advertisements in useful con programmes and newsletters, whether digital or physical.
We envision that people in this role would be comfortable with approaching people by email, organising within deadlines, coordinating multiple contributions.
We estimate that this role may require an average of 2-3 hours per week. If you’re interested in knowing more, contact Meg and Matt at promotions@glasgow2024.org.

Agent Liaison
Working with the bid’s globally located agents to make sure they stay updated and have the materials they need in order to promote the bid locally in their area.
We envision that people in this role would have good organisational and administration skills.
We estimate that this role may require an average of 7 hrs per month. If you’re interested in knowing more, contact Meg and Matt at promotions@glasgow2024.org.

Scots Language Ambassador
Advising on the use of Scots language in social media posts, emails, and press releases. Helping to coordinate Scots language events and cultural events as part of the bid.
We envision that the person in this role would be fluent in Scots (speaking and writing).
We estimate that this role may require an average of 2-3 hours per week. If you’re interested in knowing more, contact Meg and Matt at promotions@glasgow2024.org.


Registration Team

The Bid’s Registration Team is responsible for managing our supporter records, and for helping people to join us as supporters or to upgrade their support level.

Registration Help Desk
Registration would like one or two people to staff the Registration Help Desk. They will check for and respond to enquiries coming in to the Registration Help Desk and to queries forwarded from other teams in the bid. Many queries can be answered by the Help Desk staff, and a series of template responses will be provided; other queries will need to be escalated to the head of the Registration team. Guidelines will be provided on when escalation is required.

People in this role will have good written communication skills and tact, and will be able to check and respond to queries at least every other day. The time commitment at this point is quite low, but we anticipate that the volume of enquiries will increase around the 2021 and 2022 Worldcons, so availability during those times (December 2021 and August/September 2022) would be very helpful.

If you’re interested in knowing more, contact the Registration Team at registration@glasgow2024.org.

 


Publications Team

Publications will be working on materials pre con which include the Progress Reports, Souvenir Book, Convention Guide, Artist Showcase (pictures and bios of artists in the art show) and other con publications such as playbills and Hugo booklets. We will also be handling the post con Art and Artistry book that is released after con.

Joining the publications team offers a great opportunity to learn book design just for fun!

Publications Editors

Publications Editors will solicit and gather content for our publications whether it be the Progress Reports, Souvenir Book, Pocket Program, Art related publications or At-Con materials. The editors will work with the various convention departments to provide guidelines and deadlines for the publications and will be working closely with the Publications Designers to make sure the piece gets out on time and fits in with the convention’s branding guidelines.

Will also work with advertising if the publications requires it. Not all publications do.

The great thing about Publications is that it is all done pre-con! Get your work in and enjoy your at con experience!

Pubs uses spreadsheets (google suite) to manage the schedules and content for all the publications. The editor will need to make sure they are keeping the content up to date and also keeping files organized for the designer. Copy editing skills are a nice to have but not necessary, we will have copy-editors checking articles as well.

This role is online-only, and has a public-facing element.

Depending on the publication that the editor is working on affects the time commitment. Progress Report editors will work to produce up to 5 progress reports in the run up to the convention after we are seated. Souvenir book has a lot of work two – three months before con. Pocket Program is similar timelines as souvenir book with a bit more planning meetings about 6 months from con. At con publications are typically a month and a half pre con work. We have long range projects and more focused projects depending on the time people have.

There are two to three meetings with the team, but most of our work is done by email.

The following editor roles are available:

  • Souvenir Book Editor
  • Pocket Program Editor
  • Progress Report Editor
  • Art and Artistry Editor
  • At-Con Materials Editor (Hugo ceremony booklet, Events booklets, etc)

If you are interested in this role, contact publications-dh@glasgow2024.org

Publications Designer

Publications Designers will layout content for our publications whether it be the Progress Reports, Souvenir Book, Pocket Program, Art related publications or At-Con materials. The Designers will work with the Editors and will help create deadlines for the publications for the Editors to convey to all parties involved. They will also make sure the piece gets out on time and fits in with the convention’s branding guidelines.

Will also work with advertising if the publications requires it to make sure ads coming in fit the necessary specifications. Not all publications have advertising.

The great thing about Publications is that it is all done pre-con! Get your work in and enjoy your at con experience!

Pubs uses spreadsheets (google suite) to manage the schedules and content for all the publications. We use Adobe Creative Suite for layout but if someone prefers Affinity products that works as well.

This role is online-only.

Depending on the publication that the designer is working on affects the time commitment. Progress Report designers will work to produce up to 5 progress reports in the run up to the convention after we are seated. Souvenir book has a lot of work two – three months before con and about two weeks of layout time. Pocket Program is similar timelines as souvenir book with a bit more planning meetings about 6 months from con. At con publications are typically a month and a half pre con work with about two weeks layout as well.

There are two to three meetings with the team, but most of our work is done by email.

The following designer roles are available:

  • Souvenir Book Designer
  • Pocket Program Designer
  • Progress Report Designer
  • Art and Artistry Designer
  • At Con Materials Designer (Hugo ceremony booklet, Events booklets, etc)

If you are interested in this role, contact publications-dh@glasgow2024.org

Style Guide Content Manager

The Style Guide manager would be responsible for keeping the convention’s assets organized and also will send out files when people request assets for the convention. They will work with the publications team as well as the artists to make sure the con assets (logos, art, etc) are all cataloged and available for Publications as well as Promotions.

The great thing about Publications is that it is all done pre-con! Get your work in and enjoy your at con experience!

Good with google drive and WordPress for the staff website. Helpful to understand file types and what art types people need for convention materials.

Good at keeping track and organizing files of different types.

This role is online-only.

There are two to three meetings with the team, but most of our work is done by email.

This would be a low time commitment but will be until the convention starts. Requests typically come in a few a month, with new logos every quarter or so. There will be more request 3 months pre-con.

If you are interested in this role, contact publications-dh@glasgow2024.org


Volunteers/MSS team

Staff Discord host(s)

Discord host(s) will be responsible for ensuring that the Glasgow in 2024 staff Discord is lively and engaging.

As we are a remote team, it’s important to find ways to connect and get to know each other. This is where the Discord host(s) come in – we’re looking for people who can create imaginative ways to engage the bid/con team on Discord through online video events, games or other activities. While we’re working together to make Glasgow in 2024 a reality, the Discord host(s) will ensure that we take time to relax and have fun together as well, whether it’s through online craft-a-long events, quizzes or challenges.

The Discord host(s) will be supported by the Member and Staff Services team.

Experience in using Discord is essential. Experience in managing online communities (discussion fora or similar) is ideal but not essential.

This is an online-only role. It will be entirely pre-con (meaning the role will be finished by the time of the convention). Ideally, the Discord host(s) would be available for the entire pre-con phase (until August 2024).

It is envisaged that the host(s) would arrange one Discord event/game/activity every couple of months where possible.

The Discord host(s) are welcome to arrange a meeting schedule with the Member and Staff Services team that suits their needs.

If you are interested in discussing this role, please contact volunteers@glasgow2024.org