Convention Staff Policies

The term “staff” includes all individuals serving as volunteers, Riot Squad members, leads, managers, and directors. The following policies outline the expectations for staff conduct in relation to colleagues, supervisors, attendees, and the organization as a whole. Repeated violation of these policies can result in removal from staff and/or expulsion from the convention. If additional clarification is needed, please communicate with your leadership in advance.

General Requirements

  • Staff must be 18 years of age or older.

  • All staff are expected to comply with local, state, and federal laws at all times.

  • Staff must adhere to all convention policies applicable to attendees, as outlined on the official convention website.

Professional Appearance

  • While on shift, staff must maintain a neat and clean appearance, including:

    • Combed or brushed hair

    • Personal hygiene (e.g., bathed, fresh-scented)

    • Clean, presentable clothing

  • The following attire is not permitted while on duty:

    • Clothing with rips, holes, or visible wear

    • Soiled, dirty, or odorous garments

    • Pajamas, nightgowns, or other sleepwear, including slippers/house shoes

    • Clothing with offensive language or inappropriate images

  • Footwear (shoes, boots, and most types of sandals) is required at all times while on duty. Slides and flip-flops are not allowed.

  • Full-face masks or vision-obstructing coverings are not allowed, except for documented medical reasons.

Conduct & Expectations

  • Staff must be punctual and arrive on time for all scheduled shifts.

    • If you are running late or unable to attend, notify your direct supervisor as soon as possible.

  • Staff may not accept gifts from attendees, sponsors, or partners that are intended to benefit themselves or any other party.

  • Staff and their immediate family members are not eligible to enter or win contests, giveaways, or prizes related to the convention.

  • All reimbursement requests must be pre-approved by the Chairman before any purchase is made.

  • Staff must treat all convention property—both physical and digital—with care and respect.

  • Negative or inappropriate comments about other staff members, sponsors, or partners must never be made in the presence of attendees.

  • Staff may not consume alcohol or smell of alcohol while on shift or when using crash space.

Communication & Conduct

  • Maintain professionalism at all times, both in-person and in digital communication (e.g., emails, Discord, group chats).

  • Use respectful and inclusive language. Harassment, discrimination, or bullying of any kind will not be tolerated.

  • Personal grievances should be reported through the appropriate chain of command, not discussed publicly or with attendees.

  • Confidential information (e.g., guest schedules, internal plans, security measures) must not be disclosed without authorization.

Social Media & Public Representation

  • Do not speak on behalf of the convention on social media unless you are an authorized spokesperson, unless specified in your job obligations. If you’re uncertain that you authorization, please confirm with your supervisor.

  • Avoid posting staff-only content, internal communications, or behind-the-scenes photos without prior approval.

  • While on shift, staff should not express personal opinions that could be construed as representing the convention.

Technology Use

  • Personal phone use should be limited during shifts, except for emergencies or job-related tasks.

  • Staff must not record or photograph attendees, guests, or staff without their consent.

  • Convention-owned equipment (e.g., radios, tablets) should be used only for work purposes and returned in proper condition.

Safety & Emergency Procedures

  • All staff must familiarize themselves with emergency procedures, including fire exits, medical stations, and contact numbers for security or first aid.

  • Report all accidents, injuries, or suspicious activity to the convention safety department or your supervisor immediately.

  • Staff must not leave their assigned post unless properly relieved or dismissed.

Conflict of Interest

  • Staff may not engage in business dealings or promotions for personal gain while on duty.

  • Staff working in guest relations or logistics may not request autographs, photos, or favors from guests while on shift.

Crash Space

  • Keep crash space and staff lounges clean, quiet, and respectful of others.

  • Staff must not invite non-staff individuals into designated staff-only areas.

  • No alcohol, drugs, or inappropriate behavior is allowed in crash space or staff only areas.