Volunteer Registration Form

VOLUNTEER MEDICAL WAIVER AND INDEMNITY AGREEMENT

Thank you for volunteering for Pensacon 2026. Our volunteers are critical in making this event run smoothly and be an entertaining, safe, and memorable experience for all who participate in Pensacon. As a volunteer, you are expected to adhere to the following policies: 

Scope:

All volunteers of Pensacon

Policy:

1. Maintain a professional and helpful attitude in all dealings with attendees, guests, vendors, and fellow volunteers. As a volunteer, you are acting as a representative of Pensacon and may be one of the few Pensacon volunteers and staff members our attendees or guests interact with during the weekend. Make their attendance a positive experience by being professional and helpful.
2. Be knowledgeable of the convention. Acquaint yourself with as much of the convention as possible, such as hours of operation, locations of key areas, and the schedule of our programming. Information about the convention can be found at Pensacon.com, on the online schedule program and mobile app that will be publicized once they are open, and in the program book handed out to attendees.
3. Perform your duties to the best of your abilities and show up a little early for your shift/duties. The running of a convention is a team effort, so talk to your team lead or a staff member if you are unable or unclear on how to perform a certain duty.
4. Dress casually and appropriately. While we do not enforce any formal dress code, we ask that you not wear offensive t-shirts, short-shorts, or clothing that might offend guests or convention members. You will be provided with a volunteer T-shirt and are expected to wear it at all times while on duty. Please do not wear it while off duty.
5. Be sober and clear headed. No drinking or use of illegal substances is permitted while you are performing your volunteer duties. If you become intoxicated while on duty or report for work while intoxicated or under the influence of an illegal substance, you will be removed from your team and ejected from the convention.
6. Be humble and modest in your position. While you're volunteering at the convention, you do not have special privileges; for instance, you do not get priority access in autograph lines. If you are not on duty, you have exactly the same privileges as any other convention attendee. Also, respect certain areas that are restricted to volunteers, such as the celebrity “green room,” which is their place to relax while taking breaks. The volunteer break area at the Bay Center is on the second-floor west concourse.
7. Get plenty of sleep, eat well, stay hydrated, and remain clean. Please get plenty of sleep during the convention weekend. There are a lot of after-hours activities, so if you are expected to report for duty early in the morning, be responsible the night before. Eat well balanced meals, drink plenty of water, and maintain good personal hygiene.

SAFE ENVIRONMENT POLICY: As Pensacon strives to create a safe environment where all are welcome, the following will not be tolerated: 

1. Any form of intimidation, threats, or violence towards others, whether verbal, physical, or electronic.
2. Any form of sexual harassment, including inappropriate or unwanted touching, unwanted sexual language or gestures, covert or inappropriate photography, and inappropriate use of nudity and/or sexual images in public spaces.
3. Any form of hate speech, including any slur or remark intended to disparage, intimidate or harm any race, gender, sexual identity, age, race, color, ethnicity, nationality, religion, disability, physical appearance, veteran status, or interest in any specific fandom.
4. Disruptive, destructive, or unsafe behavior that disturbs or endangers staff, attendees, guests, sponsors, vendors, or venue.
5. Any illegal activity or act. Pensacon will establish Safe Havens that will be located throughout each venue that Pensacon takes place, including Pensacon information booths, merchandise booths, ticket booths, and vendor booths. If you witness or become aware of anyone being subjected to unacceptable behavior, contact a team lead, a staff member, or security.

AT WILL VOLUNTEER:

• Your volunteer status is at-will. Pensacon is free to release volunteers from their positions for good cause, bad cause, or no cause at all.
• You serve as a volunteer at your pleasure and are equally free to quit with no liability except as noted below under Badges.
• When you complete your shift, check out with your Team Manager, Captain, or Lead.

CONFIDENTIALITY:

• As a volunteer you are expected to maintain confidentiality with information received from Pensacon.
• We strive to share as much information on the inner workings of our convention with our volunteers as possible, with the knowledge that much of this information is proprietary to Pensacon.
• Certain information may be embargoed until a set time frame, such as guest announcements, and we ask that you respect our requests for confidentiality, as the release of said information will impact other aspects of the convention, such as marketing plans.
• You may also be privy to information and conversations between and with guests during the convention and you are expected to maintain the privacy and confidentiality of our guests as well.
• Should we find that information is being shared in a way that is detrimental to Pensacon, we will cease to share said information with volunteers.

BADGES:

For volunteering for Pensacon, you will be giving a weekend volunteer badge that gives you the rights and privileges as attendees with paid admission while off duty. If you take possession of a badge and then fail to report to your scheduled duty or leave your duty without notifying your team lead or staff members, you will be responsible for the amount equal to the cost of a weekend badge. DO NOT PHOTOGRAPH YOUR BADGE OR SHARE THE IMAGE ON SOCIAL MEDIA UNTIL AFTER THE CONVENTION HAS CLOSED.

MEDICAL OR PHYSICAL RESTRICTIONS:

Volunteering at Pensacon can be demanding, both physically and mentally. Please let us know if you have any physical, medical, or movement restrictions that need to be accommodated. We will make every effort to take care of and accommodate everyone, but please be aware that volunteers are expected to manage their own well- being while they are serving on the volunteer team.