Crew Application
HanaCon exists only because so many people pitch in. Join our crew and help make the convention an unforgettable weekend.
From the stage to the café, from the entrance to the technical equipment: HanaCon brings together many tasks, and each of them needs people who enjoy getting involved. You do not need to be an expert. What matters is that you are reliable, friendly and keen to be part of the team.
Below you will find all areas you can apply for. You choose your preferred area in the application form.
HanaCon is organised by HanaCon e.V., a non-profit association. Everyone involved, from the Orga team and the area management to the crew, volunteers their time and is not paid for it. Please keep this in mind when you apply.
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Artist Alley
Support our artists: help with set-up, look after the tables and be the contact for exhibitors during the convention.
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Bring & Buy
Our second-hand market: accept and sort items, handle sales and settle up with the sellers.
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Stage
Help run the stage programme: look after performers, support the show flow backstage and keep the schedule on track.
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Café HanaBon
Service at our own café: take orders, serve guests and keep the room tidy and welcoming.
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Café HanaBon - Kitchen staff
Behind the scenes at Café HanaBon: prepare food and drinks and keep the kitchen running and clean.
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Crew coordination
The hub of our volunteers: plan shifts, be the contact for crew members and make sure every area has the people it needs.
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Crew catering
Look after our crew with food and drinks so that everyone stays fit throughout the long convention days.
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Special Guests
Take care of our guests of honour: welcome them, accompany them through the day and support autograph and photo sessions.
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Fashion
Support the Fashion Area and its shows: look after models and participants and help with backstage organisation.
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Cloakroom
Safe storage for jackets and bags: accept and tag items and hand them back to visitors.
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HanaAid (first-aid team)
Provide first aid and care for visitors and crew in case of injury or illness. Prior first-aid training is a plus.
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Info
The first point of contact for visitors: answer questions, give directions and help with whatever comes up.
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Cash desk
Admission and payments: check tickets, sell tickets at the box office and handle cash and card payments.
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Matsuri
Our Japanese festival area: help with stalls, activities and games and create the matsuri atmosphere.
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Public relations / Press
Spread the word about HanaCon: look after press and media representatives and support photo and social media coverage.
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Security
Keep the convention safe: entrance and cosplay checks, patrols and being the first contact in tense situations.
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Sponsoring
Work with our sponsors and partners: support the contact with them and present them at the convention.
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Technology
Sound, light, stage and event technology as well as network and IT: set up, run and dismantle the technical side of the convention.
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Workshops & talks
Support the workshop and talk rooms: welcome speakers and help with room set-up, technology and visitor flow.
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Other / special position
By invitation onlySpecial positions are only filled by invitation, in agreement with the Orga team. Please do not apply for this area on your own.
How the application works
The application form has several steps. Here is what to expect, so you can fill it in quickly and correctly.
Please have these ready:
- A photo of yourself. It will be used for your crew badge.
- Your full home address.
- The name and phone number of an emergency contact.
- Your T-shirt size.
About you
- Photo: Upload a clear photo of yourself. It will be used for your crew badge.
- Crew name (optional): If you do not want to be addressed by your real first name at HanaCon, enter a legible crew name or call sign. Please no fantasy names and no numbers.
- Discord name (optional): Enter your Discord account name (not your display name), so we can verify you on our Discord faster.
- Skills and experience: Tell us about earlier work as a crew member or volunteer and tick the skills you have, such as first-aid training, event technology or fluent languages. Some skills open a short follow-up question.
- Health certificate: Working with food requires an instruction under Section 43 of the German Infection Protection Act (IfSG). Tell us in the form if you would like to take it.
Availability and accommodation
- Days: The convention days are mandatory. Setup and teardown days are optional. Follow-up questions about arrival and departure times only need an answer if they apply to you.
- Crew hotel: You can stay in the crew hotel for a small own contribution. Amount, possible nights and payment deadline are stated in the form. If the contribution is not paid in time, the accommodation lapses.
- Teardown: If your stay includes the day after the convention, you have to help with teardown.
- Room partner (optional): Name someone you would like to share a room with. We will try to arrange this where possible.
Areas and team
- Preferred areas: Choose at least one and at most three areas. Please understand that we may not be able to fulfil any of your preferences.
- Fixed team (optional): If you have already been placed in a team, select it here. For a special position, describe it in the follow-up field.
Food, emergency contact and T-shirt
- Food: Tell us your diet and any allergies or medical concerns, so we can take them into account.
- Emergency contact: Required: name, phone number and relationship of a person we can contact if something happens to you. Please do not skip this.
- T-shirt: Choose your T-shirt size (unisex).
- Pizza: On the evenings of setup and teardown you can pick a pizza. Only answer if you take part in setup or teardown.
Final notes and privacy
- Anything else (optional): Space for everything that did not fit anywhere else in the form.
- Privacy: To submit the form you have to consent to your data being stored, so that we can process your application.
The application form will be available soon.
