Exhibitor Relations

Organization Details
Organization Name: Ai-Kon
Address: 703-177 Lombard Ave
7th Floor
Winnipeg MB  R3B 0W5
Website: http://www.ai-kon.org
Organizational Description: Ai-Kon is a registered non-profit organization that hosts Manitoba's premier and largest anime convention. It is also one of the largest conventions of its kind in Western Canada.

Our main event entails a three day celebration of video gaming, animation, and Japanese culture held annually at the Winnipeg RBC Convention Centre. We also hold a 1 day convention in February, Winterfest, with all the excitement and main events into 12 hours.

The convention is a family friendly event suitable to all ages.
Volunteer Opportunity Details
Description of Duties: This position handles outreach for exhibitors at Ai-Kon a non-profit anime convention in Winnipeg.

Canvasses exhibitors both inside and outside the city for convention participation and answer exhibitor table inquiries and relay convention policies
Clubs, social groups, conventions, dance groups, etc. that directly relate to Ai-Kon's mandate and or tie into related programming to be exhibitors at the conventions.
Where in exhibitors overlap, such as Video-game relations and Conventions, works with staff members to ensure that information is being shared (in these cases, Exhibitor Relations may not be the primary point of contact)
In the case of inquiries from organizations/ businesses that are outside of mandate, determines if there is common ground that may bring additional relevant content to the convention E.g. Shaw Cable, screening room, and Canadian Blood Services Japanese blood type profiling.
Maintains a spreadsheet of all potential exhibitors and contact information
Updates online exhibitors registration form, website page, and policies and investigates online payment options.
when the exhibitor is confirmed posts description, link, and graphics. Provides a map for guidebook and website.
Works with communications department to ensure all exhibitors receive the advertising packages. Solicits and arranges for registration bag advertisements materials before the convention.
Request invoices from Treasurer and ensures all payments are collected before the convention unless otherwise arranged and approved.
Establishes a process for payment and badge tracking with the Marketplace Relations staff for any last minute on-site badge purchases by exhibitors
Works with the Corp. Rel. Coord. if an exhibitor is requesting to using merchandise as a form of badge payment.
Creates layouts for exhibitors tables/rooms and relays resources request to the Venue Liaison. Follows up on site to ensure layout to correct.
Before convention prepares on-site signage, sign-in/ tracking sheets, maps, and ingress dock schedule.
To be available during the Marketplace hours to assist with exhibitors.
Distributes exhibitor badges on-site; ensure that badge list and badges are created and assembled in advance.
Ensure that convention policies and laws are enforced on-site (including exhibitor raffles)
Contacts partners/sponsors after the convention with a follow-up overview email of the event
Skills Required: Ability to build strong relationships with new people and organizations.
Detail-oriented with time management skills
Knowledge of Microsoft Office Suite and or Google Office applications
Excellent writing skills are a requirement.
A familiarity with different organizations/clubs/conventions in the community, an asset.
Excellent writing skills are a requirement.
Previous sales, public relations, marketing or external outreach experiences an asset.
Skills Gained/Related Careers: Ability to build a portfolio in Promotions, Corporate Relations, and Marketing industry.
Age: 18-30, 31-54, 55+
Time Commitment: Evening, Weekend
Evening, Weekend General meetings typically occur on Sundays in the afternoons Sept to Apr - Once a month Apr to June - Twice a month June to July - Every week Event Dates Winterfest: February 22, 2020 Ai-Kon: July 24-26, 2019
Location of volunteer opportunity: Winnipeg
Does opportunity require a criminal record check? No
Does opportunity require a child abuse registry check? No
Opportunity is available to candidates that: Are fulfilling volunteer hours for credit
Organization will provide: A letter of reference
How to Apply: Online: ai-kon.org/information/getting-involved/staff-applications/
Closing Date: Aug 30, 2019