Staffing
Staffing
Join the OffKai Team!
OffKai thrives on the dedication of passionate individuals like you! We offer two ways to get involved:
Staff
Become a key player in bringing OffKai to life! Staff members are responsible for the planning and execution of the convention. Roles include Event Coordinator, Marketing Lead, Volunteer Manager, and more.
Time commitment varies depending on the role. Staff may spend an average of 1-5 hours a week on tasks like attending meetings, communication, and project development. As we get closer to the convention, this may increase as we finalize event details and coordinate with partners.
Apply to be part of staff today!
For more information on the specific roles, please see below.
Questions? Email HR@offkaiexpo.com or ask in the public Discord server!
On-Site Volunteers:
Help us make OffKai run smoothly! On-site volunteers are essential for the operation of the convention during the event. Roles include assisting with registration, event setup/teardown, and supporting the artist alley.
Anyone over the age of 18 can sign up to volunteer. Volunteer for 8 hours and receive half off for your weekend badge, 16 hours for a full weekend badge!
For more information about being an On-Site Volunteer, see https://www.offkaiexpo.com/registration/volunteer/
OffKai General Staff Roles
OffKai General Staff Roles
This department oversees the visual identity and aesthetics of OffKai Expo and is responsible for the promotion of our events and engagement with our attendees through social media.
- Decorating: The Decorating team is responsible for transforming the convention space into an immersive and engaging environment. This includes brainstorming, planning, and creating unique photo opportunities in the months leading up to the convention, and then bringing those plans to life by constructing and setting up those photo spots at the event. The team will also contribute to the overall decoration of the convention space to enhance the attendee experience.
- Graphic Design Intern: We are seeking a talented Graphic Design Intern with experience working on zines or similar projects. The intern will play a crucial role in designing and producing our convention program book, ensuring it is visually appealing and informative for attendees. We are also always looking for people interested in creating easy to read and visually stunning graphics or in helping out with creating our social media announcements from a template.
- Promo: The Promo team is responsible for amplifying OffKai Expo’s visibility and attracting attendees. They achieve this by developing and executing dynamic marketing campaigns that include creating engaging content, identifying and connecting with target audiences, and producing eye-catching promotional materials. Their responsibilities extend to managing the creation, distribution, and scheduling of all promotional activities, as well as collaborating with promotional partners to broaden the convention’s reach and impact.
- Media Relations: The Media Relations team acts as the liaison between OffKai Expo and the press. They respond to media inquiries, manage applications from press and media partners, and ensure compliance with convention guidelines. During the event, they handle media badge distribution, assist with check-in, and serve as the main point of contact for media attendees.
- Photography/Videography: The Photography/Videography team captures the essence of OffKai Expo by documenting the event through high-quality photos and videos. They will capture various aspects of the convention, including panels, events, cosplay, and the overall atmosphere, preserving the memories and excitement for years to come.
- Signage: The Signage team plays a crucial role in ensuring attendees can easily navigate the convention space. They are responsible for the logistics of signage, including setup, teardown, and on-site printing of last-minute signs. This team ensures that all signage is displayed correctly and efficiently throughout the event.
Technical Production
This department manages all technical aspects of OffKai Expo, ensuring a seamless and technologically advanced experience for attendees and staff.
- AV (Audio Visual): The AV team provides crucial audio-visual support for all OffKai productions. This includes traditional AV support for panels and events (e.i. Audio, Video, Lighting), as well as computer-based AV support such as streaming, OBS operation, and signal routing. This position is only for masochists. You will constantly fix fires with limited resources. Please apply as we are desperate.
- IT: The IT team supports OffKai’s technical infrastructure, ensuring a reliable and secure network environment. This includes monitoring network health, communicating with the venue’s IT staff, and maintaining OffKai’s computer hardware.
- Website Dev: The Website Dev team maintains and updates the OffKai website, ensuring it remains current and informative. They collaborate with the Marketing team to release updates in line with the convention’s announcement timeline. HTML, CSS, and basic Git experience are required, and familiarity with non-technical website development tools like WordPress is recommended.
- Software Dev: We welcome open-source contributors to join our Software Dev team. This team works on projects that support technical production, focusing on video processing and streaming. We welcome individuals with any skill level and experience. Experience with NodeJS, Python, FFmpeg or Docker are a plus. Contributors who are familiar with Java and Atlassian products are welcomed to join as well.
Business
This department handles the financial and vendor-related operations of OffKai Expo.
- Business Staff: The Business Staff team is responsible for the financial administration of the convention. Their duties include managing the event’s budget, tracking all expenditures, and compiling comprehensive financial reports. They also play a key role in maintaining order and transparency by organizing financial information for various groups, managing receipts, and overseeing cash exchanges. During these exchanges, they act as an impartial third party, meticulously documenting transactions and collecting necessary signatures.
- Con Store: The Con Store team provides attendees with a fantastic shopping experience. They welcome attendees, answer inquiries about merchandise, operate the point-of-sale system, process payments, and maintain a presentable and organized store environment. They also assist with setting up and breaking down the Con Store, managing inventory, and fulfilling pre-orders.
- Vendors: The Vendors team collaborates with vendors, artists, and industry sponsors to ensure the smooth operation of the Vendor & Artist Alley, Yabai Market, and the Industry & Exhibitors Hall. They greet vendors, assist with setup, answer questions, monitor lines and traffic flow, and troubleshoot issues. Staff considering the Yabai Market position must be comfortable working around adult materials.
- Venue Relations: Online responsibilities include maintaining professional email communication with the Venue and/or Hotel, ensuring all questions are addressed accurately (consulting your lead when necessary), and forwarding requests to the appropriate Venue Lead. On-site responsibilities involve monitoring venue needs, ensuring proper room setup, facilitating communication between Tech and the Venue, and collaborating with Security, FLARE, and Marriott contacts to address incidents swiftly.
- Registration: Registration staff will be responsible for checking in attendees using the ConCat system. Staff will review attendee information against their ConCat registration to verify their identity and distribute badges and any other items at check-in, as well as helping address issues or inconsistencies appropriately. Individuals with strong personal skills who are used to working in fast-paced, detail-oriented positions will do well in this team. Prior convention registration experience is preferred, but not necessary.
- Pre-registration: Pre-registration staff will assist with registration related preparation and inquiries on the back end, such as helping resolve user issues with ConCat, usually via email. This role is more involved than at-con registration, as resolution of user issues will require a greater understanding of the ConCat system and closer communication with senior registration team staff. Individuals accustomed to formal email communication, troubleshooting problems, and basic research will excel in this role. Prior experience is preferred, but not necessary.
Security
This department is responsible for ensuring the safety and security of all attendees and staff at OffKai Expo.
- Crowd / Line Manager: The duties of crowd managers include conducting an inspection of their area of responsibility to identify and address any obstructions or barriers to exits and to direct and assist event attendees in evacuation during an emergency
- Security Dispatch Coordinator: responsible for receiving and responding to emergency and non-emergency calls from clients, assessing the situation, and dispatching the appropriate security personnel to the location by utilizing communication systems like radios, while maintaining clear and concise communication with both security officers and callers, ensuring proper incident reporting and maintaining awareness of security protocols.
Events
This department plans and executes the diverse range of events and activities that make OffKai Expo a unique and engaging experience.
- Events Staff: General Events Staff serve in the Department of Events, which encompasses Programming (Community Stage, Panels, Meet & Greets, etc.) and Activities (Maid Cafe, Gaming & Arcade, Ribbon Gate, Stamp Rally, Character Cards, etc.). Staff may be assigned to help with one or multiple specific sub-departments or help accomplish the department’s goals in general.
- Maid Cafe Butler: Butlers act as Auxiliary Cafe Staff in the Cafe but do not perform or interact with Patrons as Maids do. They perform jobs inside the Cafe such as: Line control, security, set up, tear down, A/V, photography, selling merch, and other jobs to promote the Cafe’s flow. Butlers are required to attend additional Cafe-specific training virtually before the convention and in-person at the convention along with wearing a Cafe-specific uniform.
- Bracket Runner: Bracket Runners assist Tournament Organizers in the efficient execution of console game tournaments within the OffKai Game Room. Duties include calling matches, managing the tournament operations table, and performing other tasks to ensure tournaments run smoothly. While prior experience with tournament management or sports bracket organization is beneficial, it is not required for this role.
- Tournament Organizer: Tournament Organizers are responsible for the end-to-end management of console game tournaments. This role requires approximately two years of experience leading or co-leading local or regional tournaments. Candidates should possess advanced knowledge of specific game titles and be familiar with relevant local or regional rulesets. Applicants may be required to provide evidence of prior community involvement to demonstrate their qualifications.
- Gaming Broadcast Ops: Gaming Broadcast Operations staff oversee the OffKai Gaming Stream for tournaments and other events. Responsibilities include managing the stream computer, coordinating the attendee viewing area, and broadcasting tournament matches. Ideal candidates will have experience with OBS or similar broadcasting software, particularly in gaming contexts, and a solid understanding of live tournament operations.
- Commentator: Commentators bring excitement and energy to console game tournaments streamed online, sharing insights and engaging with the audience. If you have experience in commentary and a portfolio of VODs that showcase your skills, we’d love to hear from you! Commentators should demonstrate excellent collaboration skills, working seamlessly with co-commentators, Gaming Broadcast Operations staff, attendees, and the online audience to ensure clear and engaging communication throughout the event. This is a great opportunity to showcase your passion for gaming and connect with a vibrant community!
Convention Operation
This department manages the core logistical operations of OffKai Expo.
- Logistics Staff: The Logistics Staff team ensures the smooth and accurate tracking of equipment and materials throughout the convention. They coordinate transportation, manage inventory, and oversee the setup and breakdown of various areas. Organizational skills to help re-organize the storage warehouse before, during, and post-convention is recommended.
- Staff Feed: The Staff Feed team provides essential nourishment and support to the hardworking staff and volunteers. They prepare and serve meals, manage food supplies, and ensure staff have the energy they need to keep the convention running smoothly.