· Volunteers have the right to expect fair and honest treatment from Tulsa Pop – 2019 executive staff, personnel, and fellow volunteers.
· Volunteers are expected to be flexible, and if they are asked to serve in an area that was not requested, they are expected to do their best in working that location. We are a unique team of individuals who need to always think of the ‘big picture’.
· Communication at the Convention will occur either through:
-Person to Person
Cell phones/text messages from convention staff are important as these will be the primary means of conveying important messages to select volunteers. Cell phones are not to be used for personal calls while volunteers are on duty.
· CONDUCT: Think hospitality always! Volunteers, guests and staff must be treated with respect, dignity and politeness. All issues that cannot be adequately solved should be directed to your Area Lead for solutions.
· For your own safety, guests/celebrities are not to be touched for any reason.
· Volunteers must not make any promises to guests for any reason. If a guest is unhappy and is requesting some type of compensation, please direct them to your Area Lead.
· Harassment of any kind will not be tolerated. If a volunteer feels that they have been harassed, your Area Lead is to be contacted immediately.
· Volunteers can be asked to end their service for improper conduct, harassment, insubordination or illegal activity, or other behaviors which are dangerous or deemed inappropriate.
· Tulsa Pop will not be held responsible for damage or loss of personal property. Valuables at should be left at home and/or secured in the trunk of your vehicle.
· DRESS CODE: All volunteers will wear the official Comic Con shirt that will be given to them. Pants/jeans and shorts are acceptable. The waist of pants or similar bottoms must fit at the waist, and shorts must be mid-thigh or longer. The wearing of comfortable shoes is required, Athletic shoes are acceptable if they are in good condition. YOU MUST Wear your official Convention shirt at all times while working at the con. If you are on break or there for enjoyment, please cover, or change your shirt. (or turn it inside out)
· Volunteers are responsible for presenting a positive image to everyone with whom they connect. No costumes, real or facsimile weapons may be carried while on a volunteer assignment. (Unless we have a specific area for Cosplay volunteers)
· The practice of clean personal hygiene is required. We know you will get sweaty and will need to freshen up. We have a hygiene kit for both genders available to you in hospitality.
· Volunteers will return their badges to the Volunteer Desk at the end of their shifts when they sign out. Once your service is complete, you will be allowed access into the event on that day. We will not be issuing badges beforehand, please do not ask. You must pick it up the day of assignment.
· Anyone known or reasonably suspected to be under the influence of intoxicating liquor, narcotics or illegal substances shall not be allowed to volunteer while in that condition and will be asked to leave.
· Take good care of yourself: Please do not lift or attempt to lift or push excessive loads. Observe the correct position for lifting (stand with feet slightly apart, assume a squatting position with knees bent and chin tucked in. Tilt head forward, grasp the load with both hands and gradually push up with your legs, keeping your back straight. Avoid any abrupt movement. Do not try to lift an item which is too heavy or bulky to be handled by one person. Ask for help.
· Falling equipment: there are many signs, drapes, booths, lights, and other equipment throughout the event site. There is a very slight possibility that this equipment might fall over or off the walls or ceiling. All of this equipment has been set up by professionals and is properly secured to prevent injury. Please assist by not leaning/sitting on the ends of tables and hanging/pulling on drape poles or light stands. Also, use caution when sitting in folding chairs as they can easily fold or tip over.
· Electrical shock/burns: Be careful when plugging/unplugging in equipment like computers, cash registers, printers, etc. Do not stick fingers inside the working parts of a cash register, computer or printer. As supervisors for help with changing tape rolls, ribbon, etc. Parts of these machines can get very hot and could cause burns.
· First Aid: If you are injured in any way, or if you witness someone who is injured, notify your Area Lead. If the Area Lead is not available, contact Convention Center Security.
· Social Media: Volunteers are not authorized to speak on behalf of the event. Volunteers are permitted and encouraged to advertise the events on social media, but are not permitted to answer binding questions about the event.
· Medical Conditions: If a volunteer has any medical condition(s) that could hinder their service as a volunteer, please inform the Area Lead overseeing the area. All information is confidential.
· TULSA POP CULTURE EXPO IS DEDICATED TO PROVIDING A HARASSMENT-FREE CONVENTION FOR EVERYONE, REGARDLESS OF GENDER, SEXUAL ORIENTATION, DISABILITY, PHYSICAL APPEARANCE, BODY SIZE, RACE, RELIGION, CULTURE OR AFFILIATION.
· COSPLAY IS NOT CONSENT:
Please keep your hands to yourself. If you would like to take a picture with or of another Tulsa Pop fan, always ask first and respect that person’s right to say no. When at Tulsa Pop Events, be respectful, be nice, be cool and be kind to each other.
· Harassment Policy:
- The following constitute grounds for immediate expulsion from the convention without refund:
a. violating any federal, state, or local laws, facility rules or convention policies.
b. failure to comply with the instructions of Tulsa Pop Culture Expo staff or security personnel.
c. using anything in a threatening or destructive manner against person or property.
d. endangering the safety of oneself or others.
e. threatening, stealing, cheating or harassing others.
- If a volunteer experiences or witnesses any of the above it should be reported to a Manager, Volunteer Coordinator or Security Personnel.
- Harassment includes offensive verbal comments (related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion, culture, affiliation), sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact and unwelcomed sexual attention.
- Persons asked to stop any harassing behavior are expected to comply immediately.
- Exhibitors, sponsors, vendor booths, or similar activities are also subject to the anti-harassment policy.
- The policy also extends to any sanctioned convention event that occurs outside of normal convention hours or venues.
· Volunteers must be 18 years of age or older, unless part of a Tulsa Pop approved group
· Convention Chain of Command for volunteers:
- Assistant Volunteer Coordinator
· Appropriate breaks and meals will be provided for all volunteers. Breaks and meal breaks will be assigned by each Area Lead.
§ Due to the complexity of some positions, certain shifts will be longer than others. For example, those working in the registration area will have a longer shift, and celebrity assistants may only be needed for the length of the celebrity’s appearance time. Flexibility in scheduling is important for all volunteers.
· Volunteers are required to attend a general orientation meeting. Depending on the assignment/area, a volunteer may be asked to attend additional training meetings.
· Volunteers may not engage in unprofessional, unethical or disrespectful conduct, including:
· Celebrities are not to be photographed at any time. If photos of celebrities are wanted, the volunteer must pay for and schedule an approved photo-op.
· Once a volunteer has reported for duty, volunteers must remain in place until they are relieved by a replacement (whether for a break, meal, or special need). Each Area Lead will coordinate this. If you do not show for your scheduled time and area, you will be replaced for all your scheduled times. Some exceptions may apply.
· When a volunteer is released for a break or meal, volunteers must return to their position on time. Tardiness will prevent the replacement to take his/her break or meal on time.
· Volunteers must not photograph, copy or post images of any type of credential (e.g., badges, wristbands, giveaway tickets, comp codes, etc.) issued by Tulsa Pop by email, texting, or on a blog, web page or social media site.
· Water will be available in the Volunteer Lounge at all times or a water bottle will be provided.
· Volunteers need to keep all areas in the facility clean and neat. Projecting a positive image at all times is paramount. All event staff and volunteers are responsible to keep the event venue as clean as possible at all times.
· Tulsa Pop will not provide any lodging for its volunteers. Lunch will be provided at appropriate times of the day in the Volunteer Lounge.
· Prior to beginning a shift, it is important to be familiar with the location of:
- VOLUNTEER CHECK IN
- PANEL ROOMS
Tulsa Pop Culture Expo is a melding of two local pop culture organizations: Tulsa Pop Kids and OKPOP Museum.
Tulsa Pop Kids will bring a comic con atmosphere with exciting guest appearances, great vendors, and a fun Kids Zone. Microsoft is excited to host a Minecraft community event where kids of all ages can experience Minecraft together with friends and family on Xbox and PC; and also participate in Hour of Code learning with Minecraft! OKPOP museum will be there to provide an historical perspective on how our neck of the woods became so pivotal in what pop culture looks like around the globe. It will be an exciting and fun experience that you won’t want to miss.
Times may still change but for now were looking at 4:00 - 9:00 PM Friday Nov. 1st, 10:00 AM - 7:00 pm Saturday Nov. 2nd, and 10:00 am - 5:00 PM on Sunday Nov. 3rd.
Woodland Hills Mall (Sears location)
7021 South Memorial Drive
Southern Hills Marriott