WORK TRADE & VOLUNTEERING

Hi-Fi, like many events, relies on community support and help to make our event operations possible. In order to best support that for an event of this scale, we are using some specific methods, language delineations, and planning methods.

What’s the difference between Work Trade and Volunteering?

The main difference is in ticket payment and prior commitment. 

“Work Trade” refers to folks who are helping out in exchange for a discounted ticket. To put it literally, it is trading work for part or all of your ticket cost. This also involves a prior commitment to a certain amount of labor and “credits” (Credits explained below).  

“Volunteer” refers to folks who have purchased any kind of ticket without a work commitment and also want to help out at the event. There is not a hard prior commitment to a certain amount of time but we will ask for your preferences in order to ensure assigned teams have enough help (Teams explained below). 

The actual tasks on site will be the same. WT will be given some scheduling and team assignment priority over volunteering due to their prior commitment.

“The Crew” is what we are calling this combined grouping of folks who are putting their time and effort into making this event run. 

The actual tasks on site will be the same. WT will be given some scheduling and team assignment priority over volunteering due to their prior commitment. 

Get on the Roster:

Volunteers! This is where you sign up to help.

Work Traders! This is info we need for your team assignment.

How do I get approved for Work Trade?

You already are! Work Trade at Hi-Fi is non-barrier at a baseline. All you have to do is select a “WT” Ticket that corresponds to the amount of discount to work ratio that fits your financial accessibility needs the most. 

There are, however, a limited quantity of Work Trade Tickets. We ask that attendees that want to help out but can afford full tickets defer to volunteering.

Work Trade

Work Trade is trading labor for part or all of your ticket cost. How much time/work you sign up for roughly correlates to the amount of ticket discount. Work Trade Tickets have no application or pre-approval barrier. The type of tasks you do will be assigned based on a survey sent after you register.

Credits

Instead of a set hourly commitment, we are using WT Credits, as we are calling them. 

Each shift will have a specific credit value ascribed based on activity, time, and other factors but roughly 10 credits translates to about an hour of at-event work time. Shifts during "prime time" dance hours or that interact with the event in a less standard way like on-call shifts will have credits distributed a little differently.

We are doing this instead of a set number of hours to account for the fact that many different types of work trade might interact with the event to different degrees, require different commitment and attention, or have a different impact on your overall participation in the event.

Responsibilities

WT are responsible for ensuring they sign up for enough shifts. Some shift types and times may vary in credits. It will be up to you to make sure you’ve signed up for shifts in a way that meets your WT credit commitment. 

WT are responsible for following through on your chosen credit amount. If unable to, you are responsible for notifying the WT & Volunteer Coordinator ahead of time, as this can significantly impact the event and your team.

WT and Team assignments are not transferable or tradeable. For ticket refunds or transfers, see the Hi-Fi Refund Policy. Teams are based on needs and skill. Placements can not be traded to another person without direct staff involvement.

WT may only be used towards tickets and is not applicable to merch or other purchasable items at Hi-Fi.

Volunteering

A volunteer is someone who wants to give their time and effort on its own with no exchange. (That’s why it’s “voluntary”). Volunteers will do the same type of work that work traders do and will effectively be treated the same besides having a little more wiggle room on how many shifts they sign up for. 

By signing up to volunteer you are agreeing to take on a minimum of one shift.

Volunteers are still expected to follow through on any and all shifts they commit to.

Teams

We are trying something a little differently with scheduling, shifts, and task delegation. WT and Volunteers will be assigned to teams based on availability, accessibility, skills, and preferences communicated in the Work-Trade/Volunteer Survey. 

Teams will have a specific area of focus in the event. For example: Check-In Team will handle all tasks relating to event entry points, checking registration, and greeting attendees. 

The purpose of having teams is to concentrate applicable and specific training as well as allow you to have a cohort you can work with, lean on, and get to know. Teams will be assigned, not chosen, to best apply and distribute skills to where they suit the event as well as to ensure accessibility needs are best met and accounted for. (Preferences will be taken into account as well!)

Each team will have a designated lead, team communication channel, and at least one group training/info session prior to Hi-Fi. Training will be mostly virtual.

Team leads will be the point people for in team communication, shift scheduling, task questions, training, and on site delegation. The WT & Volunteer coordinator will be the point person for assignments, general volunteer plan, WT system and ticket questions, schedule creation, and managing the larger scope. We encourage you to go to the WT & Volunteer Coordinator for any concerns about your team or change requests.

Survey:

After you get your ticket, give us a little more information on you so we can make the best match in team assignments. This Survey is for Work Trade Pass holders and Weekend and Nocturnal Pass holders who want to volunteer. 

**As we have reached the 1 month mark, some team assignments will have to be made more based on event need than perfect fit. We will still avoid placing anyone in a team that will not meet their accessibility needs but may not be able to apply preferences as much.

Scheduling

Shifts will be self chosen within Teams. Teams will be assigned based on a survey that follows your registration. Team assignments will consider WT Credit needs, specific skills, availability, and accommodation needs. You will have the chance to negotiate shift preferences within teams but if there is a type of shift time that will not work for you, note it in the survey so the WT & Volunteer Coordinator can take it into account with assignments. 

Team assignments are not transferable or tradeable between attendees.  For concerns about assignments please speak with the WT & Volunteer Coordinator directly.

Expectations:

All Work Trade and Volunteers are expected to… 

• Show up to and complete any shifts and tasks they have committed to. If unable to, they are expected to communicate to their team, team leader, or the WT & Volunteer Coordinator as promptly as possible. 

• Interact with all tasks responsibly, respectfully, and safely. This includes maintaining a level of sobriety for shifts that allow a coherent state of mind and clarity in judgment. 

• Attend or seek out all necessary training and information related to their assigned team or role. This includes asking questions proactively and following set systems.