I want to take the opportunity to dive into the world of furry conventions and exploring how we can enhance the way we manage and communicate with volunteers. By strengthening our communication strategies, we can create more inclusive, efficient, and enjoyable experiences for everyone involved.
Introduction
As I sit down to write this, I can’t help but reflect on my recent experiences volunteering for a 2025 convention. I was eager to contribute to our vibrant community, so I applied to be a volunteer, got onboarded, created an account on Slack, checked my emails religiously, and responded promptly to any staff inquiries. However, as the months wore on, I found myself increasingly disillusioned by the lack of communication from department leads. I had spent countless hours working on projects that seemed to disappear into the void, with no follow-through from other volunteers.
While I understand that volunteerism isn’t a paid position and shouldn’t be as demanding as a full-time job, I firmly believe that fostering a spirit of collaboration and teamwork can significantly enhance the chances of a furry convention being successful. With that in mind, I’d like to share some observations and tips on how we can strengthen communications and better manage volunteers at furry conventions.
The Current Landscape of Convention Volunteer Management
Furry conventions rely heavily on the dedication and passion of volunteers to bring our vibrant community to life. However, through my experiences and conversations with fellow furries, I’ve identified some common challenges in volunteer management and communication:
- Inconsistent communication: Many volunteers express feelings of being left in the dark about their roles, schedules, and updates.
- Lack of clear expectations: Volunteers often have unclear instructions and responsibilities, leading to confusion and inefficiency.
- Ineffective feedback mechanisms: Furry conventions struggle with providing timely, constructive feedback and recognizing volunteers’ hard work.
- Top-down hierarchy: Con leadership often struggles with communicating in a way that empowers volunteers and fosters a sense of community.
Strengthening Communications: Tips for Organizers
To address these challenges and create a more cohesive and enjoyable experience for volunteers, consider the following communication tips:
1. Establish Clear Communication Channels
Create a centralized hub for all volunteer-related information, such as a dedicated website, forum, or Discord or Slack server. Ensure all volunteers have easy access to this platform and are given the appropriate permissions for relevant channels once they’re onboarded. This helps keep everyone in the loop and prevents important information from slipping through the cracks.
Additionally, consider organizing Zoom meetings for department orientation at the start of the planning process. This allows everyone to get to know one another within the department, fosters a sense of team spirit, and ensures all volunteers are on the same page right from the start.
2. Define Roles and Expectations
Before the furry convention, provide each volunteer with a clear job description outlining their responsibilities, expected time commitment, and any required skills or training. To better equip newly onboarded volunteers, con leadership should offer the tools and resources necessary to understand their roles and expectations. This includes granting access to relevant documentations and drive materials from previous years. Additionally, sharing feedback reports from attendees can help volunteers identify areas for improvement and build upon the successes of the previous year.
By providing these resources, you’ll help volunteers feel more prepared and confident in their roles, ultimately leading to a more efficient and enjoyable experience for everyone involved.
3. Foster Two-Way Communication
Encourage open dialogue between volunteers and con leadership. Regularly solicit feedback and input from volunteers, and be receptive to their ideas and concerns. This fosters a sense of community and empowers volunteers to take ownership of their roles.
Why Social Media Information Matters
It’s crucial for volunteers to provide their social media information for several reasons:
- Alternative Communication Channels: If volunteers are struggling to respond to messages on Slack or other primary communication platforms, having their social media information allows con leadership to reach out to them on alternative platforms like Telegram, X/Twitter, or Facebook Messenger. This ensures that important messages and updates don’t go unnoticed.
- Accessibility and Comfort: Different volunteers have different preferences and comfort levels with various communication platforms. By asking for their social media information, you can gauge their availability and comfort level with discussing con activities or projects. This helps in tailoring communication strategies to better suit each volunteer’s needs.
- Timely Responses: If volunteers are having trouble responding at all, it’s important to ask them if there are any platforms they’re comfortable with for timely communication. This ensures that urgent matters can be addressed promptly, preventing any delays or miscommunications.
By fostering two-way communication and being flexible with communication channels, you create an environment where volunteers feel heard, valued, and supported.
4. Implement Effective Training and Onboarding
Develop a comprehensive onboarding process that familiarizes new volunteers with the furry convention’s policies, procedures, and culture. To accommodate volunteers who likely have part-time or full-time jobs, ensure that training sessions and workshops are short, fun, and engaging. Here are some tips for effective training:
- Keep Sessions Under an Hour: Respect volunteers’ time by keeping training sessions and workshops concise and focused. Aim for sessions that last under an hour to ensure volunteers can easily fit them into their schedules.
- Make It Engaging: Incorporate interactive elements, such as role-playing scenarios, group discussions, and hands-on activities, to keep volunteers engaged and excited about their roles.
- Provide Practical Tools: Offer practical tools and resources, such as checklists, templates, and guides, to help volunteers feel more prepared and confident in their roles.
- Encourage Questions and Feedback: Create a safe and supportive environment where volunteers feel comfortable asking questions and providing feedback. This helps ensure that everyone is on the same page and feels valued.
By implementing effective training and onboarding strategies, you’ll help volunteers feel more prepared, confident, and excited about their roles, ultimately leading to a more successful and enjoyable furry convention experience for everyone involved.
5. Recognize and Reward Volunteers
Establish a system for recognizing and rewarding volunteers’ hard work and dedication. This can include public acknowledgments, awards, or even small tokens of appreciation. By showing volunteers that their efforts are valued, you’ll foster a more positive and engaged community.
6. Encourage Collaboration and Teamwork
Promote a collaborative environment by facilitating team-building activities and encouraging volunteers to work together on projects and initiatives. This helps volunteers form strong bonds with one another and fosters a sense of camaraderie.
7. Be Approachable and Transparent
As a con leader, make yourself accessible to volunteers and maintain an open-door policy. Be transparent in your decision-making processes, and communicate changes and updates in a timely and clear manner. By fostering a culture of openness and approachability, you’ll create a more trusting and cohesive community.
Embracing Change: A Call to Action
It’s time for furry conventions to reevaluate their approach to volunteer management and communication. By implementing these tips and fostering a more inclusive, collaborative environment, we can create even more enriching and enjoyable experiences for our dedicated volunteers.
Together, let’s work towards strengthening our community and ensuring that furry conventions continue to thrive as spaces for creativity, self-expression, and camaraderie. If you’re a con organizer or volunteer with insights to share, I’d love to hear from you!
