BAY AREA KEI

Want to help out with Ursa Major and earn a badge reimbursement in the process? Consider applying to be a volunteer!

Volunteers are a crucial part of running Ursa Major. We need helpers to handle day-of con tasks ranging from checking badges at doors, making supply runs, facilitating social activities, and more. Volunteers do not need specialized skills, only an eagerness to learn and help. Shifts will be assigned around your requested schedule so that you may still attend events that you are interested in.

Volunteers are required to work a total of six (6) hours in order to receive reimbursement.They will also be asked to attend one virtual onboarding meeting pre-con (45 minutes, held on Discord). Volunteers are required to follow our Code of Conduct and be respectful of all attendees, vendors, and staff at this event.

To apply for a volunteering position, you must have already purchased a full weekend badge. Badges will be reimbursed AFTER the event. We will prioritize selecting volunteers who are able to attend the event for at least 2 days.

VIP shopping and Swap Meet tables are not eligible for reimbursement.

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Volunteer sign-ups will be live until October 10th or until we have reached capacity. If you are selected to volunteer, you will be contacted via email by October 24th.

GENERAL / BADGES

Do I have to purchase a badge in order to volunteer?

Yes, all volunteers must have already purchased a full weekend badge in order to be eligible.

Are volunteers eligible for a badge refund?

Yes. Volunteers must work six (6) hours total for reimbursement. After the event, volunteers will need to complete a badge reimbursement submission form.

Is there a minimum age requirement?

Volunteers must be at least 18 years old at the time of the event.

I am planning on buying a single-day badge at the door. Can I volunteer?

No, we are not accepting single-day badge volunteers.

If I volunteer more than six hours, can my refund be applied to someone else's badge?

No. Volunteers may only apply the refund to their own badge.

I have purchased a full weekend badge, but only want to volunteer for one day/less than 6 hours. Can I receive partial reimbursement?

No. We are only able to accept volunteers who are able to work six (6) hours.

SCHEDULING & SHIFTS

I purchased a VIP Shopping Ticket and a Swap Meet table. Will I still be able to participate in VIP Shopping or the Swap Meet?

Yes. We will schedule shopping time into volunteer schedules, including VIP hour for those with tickets and the Swap Meet if you purchased a table.

I want to attend a specific panel or activity. Is this still possible if I’m volunteering?

Yes. After our selections, we will be contacting volunteers with additional scheduling questions to account for any activities or shopping hours, as well as any real-life obligations.

Do I get any special privileges if I volunteer? For example, can I show up before opening hours to shop early?

No. Volunteers will not get special privileges. With regard to shopping, unless you have purchased VIP Shopping, you will not be able to view vendor merchandise or shop earlier than Ursa Major’s designated shopping times for badged attendees.

Will I get a break?

Of course! Volunteers and staff who will be working for more than 4 consecutive hours will be allotted a minimum 30 minute break that will be scheduled into their day. Volunteers are also expected to ask staff for help if they need to take any short needed breaks.

Can I pick my own volunteer hours?

No. Shift scheduling will be done by staff. We will do our best to schedule any needs or requests you may have into shifts as needed.

What happens if I am selected to volunteer and I have to cancel?

Please contact us at bayareakei@gmail.com ASAP. Volunteers who cancel their participation are not eligible for badge reimbursement.

BADGE REIMBURSEMENT

Will my refund cover a VIP Shopping Ticket or Swap Meet table?

No. We are not reimbursing volunteers for VIP Shopping Hour tickets or Swap Meet tables.

Can I receive reimbursement for travel, lodging, and food?

No. Ursa Major is unable to reimburse volunteers for any travel, lodging, or food.

When will I receive my reimbursement?

The deadline to submit the reimbursement form for Ursa Major 2025 on December 21st, 11:59 PM Pacific. All badge reimbursements will be processed by December 27th. If you do not receive your reimbursement by December 27th, please contact us at bayareakei@gmail.com.