Staffing & Volunteering

Logistics Material Handler supports the inventory management, load-in, and load-out procedures of Offkai Expo’s equipment and materials.

Responsibilities include managing our inventory of event materials and equipment, assisting with deliveries, and ensuring items are properly staged and readily accessible during the event. This role requires attention to detail, and the ability to safely handle and move event equipment and supplies. During load-in and load-out, the Logistics Material Handler works closely with the event team, vendors, and venue staff to move equipment and materials while adhering to schedules and procedures.

The work requires that the candidate be physically capable of carrying event materials and comfortable working in a fast-paced environment.

Responsibilities

• Organize and document all OffKai Expo equipment and materials
• Communicate and assist other departments in meeting their needs for OffKai Expo equipment and materials
• Maintain documentation of all incoming and outgoing OffKai Expo equipment and materials
• Work with event teams, vendors, and union staff to move materials to and from various OffKai Expo events
• Handle ad hoc pull requests made by OffKai Expo Staff
• Ensure items are safely delivered to the necessary stakeholders
• Help identify potential problems before the convention and work with Logistics leadership to develop solutions

Essential Skills

• Able to lift and carry 50 lb items with assistance
• Proficient in Spreadsheets and word processing software (Google Sheets, Google Docs)
• Able to commute to the warehouse in San Jose on a regular basis (Recommended <1 Hour driving distance)
• Engage in Team-Oriented Communication

The Lost & Found Lead is expected to be the point of contact for all matters related to Lost & Found within OffKai Expo during pre-planning and At-Con procedures. As part of the pre-planning activities, the Lost & Found Lead is to maintain documented Lost & Found procedures, plan operations for Lost & Found Intake and Inventory. During the convention, they will be expected to maintain the Lost & Found workstation, document and inventory any lost items planned in the procedure – adapt as deemed necessary, and mentor Lost & Found Associates and Volunteer.

This position requires organization, communication, flexibility, and a willingness to assist wherever needed both before and during OffKai Expo.

Essential Skills

• Effective Communication
• Project Management
• Digital Literacy
• Critical Thinking
• Familiarity with Google Drive, Sheets, Forms, and Docs
• Inventory Management

OffKai Expo’s Operators’ Desk assists the organization behind the scenes by responding to inquiries within the At-Con OKE Discord Server. They are expected to direct inquiries to the proper channels, connect people to the appropriate stakeholder, and answer questions in a timely manner during the fast-paced convention weekend.

Operators’ Desk members are expected to familiarize themselves with Confluence, and the Organization Chart as tools to help them answer questions or re-direct them to the appropriate channels or stakeholders.

This is a hands-on position suited to someone who enjoys working as part of a team, staying active during busy service periods, can work under pressure, and can sit for long periods of time.

Essential Skills

• Effective Communication
• Technical Literacy
• Familiarity with Google Drive, Sheets, Docs, and Discord
• Critical Thinking
• Troubleshooting

The Prize Distribution Staff role is a Hybrid support position responsible for helping the Prize Distribution Lead maintain prize inventory for a wide variety of OffKai Expo events and activities.

During the pre-planning phase of OffKai Expo, the Prize Distribution Staff will be responsible for collecting information about events/activities, prize needs from other departments, collaborating with Prize Distribution Lead, and documenting & updating prize inventory. At-Con, they will be responsible for helping set up the Prize Distribution area 1-2 days before OKE, operate delivery of prizes, and maintain prize inventory & related documents.

This is a hands-on and documentation-centric position suited to someone who enjoys working as part of a team, capable of communicating with other staff, staying active, and being adaptable.

Essential Skills

• Effective Communication
• Organization
• Ability to pick up 5-20 lbs with/without assistance
• Familiarity with Google Drive, Sheets, and Docs

The Staff Feed Supervisor will assist with menu planning, food-service logistics, signage, staffing coordination, space setup, and on-site supervision throughout the convention. This role is particularly important in helping the Staff Feed team prepare for and successfully operate Lunch and Dinner service on Day 1, Day 2, and Day 3.

This position requires organization, communication, flexibility, and a willingness to assist wherever needed both before and during OffKai Expo.

Responsibilities

• Assist Staff Feed Lead with planning and preparation for convention food service.
• Help develop and organize meal menus for each scheduled Staff Feed service.
• Assist with determining menu items, side dishes, beverages, serving supplies, and other food-service needs.
• Help review menus for practicality, variety, dietary considerations, and ease of service.
• Assist with creating food labels, menu displays, directional signs, and other Staff Feed signage.
• Help identify potential problems before the convention and work with Staff Feed leadership to develop solutions.
• Help develop checklists, preparation plans, service procedures, and other operational materials.

Essential Skills

• Team-Oriented
• Adaptable
• Communicative
• Proactive
• Critical Thinking
• Not afraid of hands-on work

OffKai Expo’s Sustainability Team provides support to the organization with the goal of reducing burnout by collaborating with various departments and assisting with documentation and/or development of operational procedures or other technical writing tasks as necessary.

PAPR Team members will work during the pre-planning & post-convention phase of OffKai Expo 2027 alongside department stakeholders across the organization with the goal of creating sustainable procedures and staff practices. All PAPR Team members are expected to communicate effectively with stakeholders, identify stakeholder needs, and be comfortable working with multiple teams.

Essential Skills

• Effective Communication
• Digital Literacy
• Critical Thinking
• Familiarity with Google Drive, Sheets, and Docs
• Technical Writing
• Research Literacy

Info Desk Lead is expected to be the point of contact for all matters related to Attendee Services, such as the Room, Info Desk, and Lost & Found. As part of the pre-planning activities, the Attendee Services Lead is expected to develop the room charter for the Attendee Service Area, and coordinate workspace with participating departments. During the convention, they will be expected to maintain the Attendee Services Area and its operations.

This position requires organization, communication, flexibility, and a willingness to assist wherever needed both before and during OffKai Expo.

Essential Skills

• Effective Communication
• Project Management
• Digital Literacy
• Critical Thinking
• Troubleshooting
• Familiarity with Google Drive, Sheets, and Docs

The Operations Secretary position is a support position responsible for assisting the Operations Department by providing secretarial support. They will work in tandem with the Operations Division Coordinator, providing administrative & clerical support whenever needed. This may look like taking meeting minutes, checking in with Operations Leads, and keeping up with secretaries in other departments.

This position requires organization, communication, and flexibility to assist wherever needed both before and during OffKai Expo.

Essential Skills

• Effective Communication
• Time Management
• Comprehensive Note-Taking
• Familiarity with Google Drive, Sheets, Docs, and Confluence

OffKai Expo’s Info Desk assists attendees by sourcing and providing the appropriate answers to address their questions or concerns that are brought up or could be brought up over the course of the convention.

All Info Desk team members are expected to provide excellent customer service to all OKE attendees and display respect and consideration towards everyone they interact with. As part of the pre-planning activities, team members are expected to participate in researching and further developing the organization’s FAQ documents.

Essential Skills

• Effective Communication
• Active Listening
• Digital Literacy
• Critical Thinking
• Familiarity with Google Drive, Sheets, and Docs
• Troubleshooting

The Lost & Found Associate is expected to assist the Lost & Found Lead with all matters related to Lost & Found. As part of the pre-planning activities, the work requires becoming familiar with Lost & Found procedures & assisting the Lost & Found Lead. During the convention, they will be expected to maintain the Lost & Found workstation, documentation, and inventory of any lost items as planned in the procedures – adapt as deemed necessary.

This position is suited for anyone who enjoys working as part of a team, is able to sit for long periods of time, likes inventory management/data entry, and comfortable with communicating with attendees.

Essential Skills

• Effective Communication
• Digital Literacy
• Critical Thinking
• Familiarity with Google Drive, Sheets, Forms, and Docs
• Data Entry
• Troubleshooting
• Customer Service Skills
• Inventory Management

OffKai Expo’s Radio Ops provide support to the organization by tracking, inspecting, labelling, and reporting radio equipment over the course of the convention.

Radio Ops team members will check-in & check-out radio equipment by logging updates within the Radio Ops Master Spreadsheet and checking inventory for discrepancies. At the end of every convention day, Radio Ops team members will be expected to plug Radios into the Charging Station. Upon the convention’s conclusion, Radio Ops team members will help sort and prepare radios to be returned to the distributor.

This is a hands-on position suited to someone who enjoys working as part of a team, staying organized, and being adaptable under extenuating circumstances.

Essential Skills

• Effective Communication
• Organization Skills
• Familiarity with Google Drive, Sheets, and Docs
• Attention to Detail

The Staff Feed Service Associate is an on-site support position responsible for helping operate the convention’s Staff Feed during scheduled lunch and dinner meal services.

Working alongside the Staff Feed Supervisor and Staff Feed Lead, this position focuses on meal-service setup, food-line operations, order fulfillment, restocking, and food delivery. Staff Feed Associates will help prepare the Staff Feed area for Lunch and/or Dinner service during the convention, ensuring that food, drinks, snacks, supplies, and service stations are ready before meal service begins. During service, Associates may assist with fulfilling digital pre-orders and walk-in orders, maintaining the serving area, restocking supplies, and delivering food orders to designated OffKai teams throughout the convention center.

This position is suited for anyone who enjoys working as part of a team, staying active, and helping make sure convention staff are fed and supported!

Responsibilities

• Ensuring the Staff Feed area is set up and maintained.
• Maintaining stock of food, drinks, snacks, and supplies.
• Fulfilling digital and walk-in orders
• Food deliveries reach the correct OffKai teams.
• Problems are communicated promptly to the Staff Feed Supervisor.
• The Staff Feed team can work together effectively during busy meal periods.
• Able to utilize good communication skills to deliver kind customer service.

Essential Skills

• Team-Oriented
• Organized
• Adaptable
• Communicative
• Capable of prolonged physical activity
• Good Attitude
• Excellent Customer Service skills

Breaker team members will work during OffKai Expo 2027 alongside stakeholders across the organization with the goal of ensuring all staff and associates have opportunities for breaks as well as needs for refreshments. Breaker team members should be flexible and comfortable taking on a variety of tasks. Training for potential tasks will be provided ahead of time as part of the required pre-planning activities.

OffKai Expo’s Breaker Team provides support to the organization in the service of reducing burnout by providing flexible relief and job support to staff throughout the con, filling a variety of jobs for various departments.

Essential Skills

• Effective Communication
• Taking Direction
• Critical Thinking
• Flexibility