Volunteer Information

Do you have a group that would like to help with Aurora’s Harry Potter Festival on June 8-9, 2018? This year, we are introducing the Adopt-An-Area program for recruiting volunteers. Clubs, teams, businesses, and other groups are invited to take ownership of a particular area or activity, providing all necessary volunteers for that area/activity for an entire day of the festival. Groups who claim both Saturday and Sunday for their selected activity will be given preference.

 

Frequently Asked Questions

What are my group’s responsibilities?

The times, number of volunteers needed, and job descriptions are listed below for each area. If your group adopts an area, you agree to have the minimum number of volunteers on duty throughout the times listed. Your group can arrange shifts in the manner that works best for you. If a volunteer from your group cancels, you are responsible for replacing that group member.

Do all volunteers need to be members of our club/team/church/company?

No. You can recruit friends, coworkers, family members, etc. to help fill the volunteer spots. 

What are the age requirements for volunteers?

Volunteers must be at least 14 years old. Middle school-aged volunteers may work with your group with prior permission from the festival organizers. You may contact us () at any time to discuss having younger volunteers. 

Will the Festival provide training so we know what to do?

We will run training/orientation sessions in May for each group’s leader and at least one other person from the group. All members of your group are welcome to attend.  

Do we have to wear costumes?

Costumes are not required. If that’s your thing, go for it. If that’s not your thing, your group members may wear whatever they deem suitable for the jobs they are doing. 

Does my group need to sponsor an area in order to adopt it? Are there costs associated with volunteering?

No! Your contributions of time and skill are all we need and are greatly appreciated. Organizations that sponsor an activity and also want to send volunteers will get dibs on that activity, but sponsorships/donations are not required. 

How do we adopt an area?

Please fill out the application and designate a group leader to be our primary contact for your group. Be sure to tell us which areas/days you would prefer by ranking your top choices from the list below. We’d like to start assigning volunteers mid-April, so please submit your application by April 16th in order to have the best selection of available jobs. 

Apply to Adopt a Volunteer Area

List of Areas For Adoption / Volunteering

Alchemy and Magical Plants Classes

Requires 6 volunteers

Prepare ingredients for professors, setup and cleanup of stage between sessions, monitor lines and safe ingress/egress from the theater, other duties as assigned.

  • Saturday Hours: 10 a.m. - 6 p.m.

Bookmark crafting station

Requires 10 volunteers

Manage line, assist guests with assembling bookmarks, setting up/cleaning up materials.

  • Saturday Hours: 10 a.m. - 6 p.m.

Box Fort

Requires 4 volunteers

Help guests build our very own cardboard castle, restock and clean up materials.

  • Saturday Hours: 10 a.m. - 7 p.m.

Costume Contest

Requires 4 volunteers

Register contestants, assist judges, help run the runway and awards ceremony.

  • Saturday Hours: 10:30 a.m. - 4 p.m.

Crossing Guards

Requires 6 volunteers

Help pedestrians cross streets without traffic lights.

  • Saturday Hours: 10:00 a.m. - 6 p.m.

Dueling Wizards

Requires 12 volunteers

Manage lines, teach spells, square off against guests, and lose in dramatic fashion. This gig calls for volunteers with dramatic flair! 

  • Sunday Hours: 10:15 - 5:45

Festival Prep Workday #1 - May 6th at 2 p.m.

Requires 8 volunteers

Assist with craft booth prep - cutting, sorting, folding, etc. If you have paper cutters that provide precise, straight lines, please bring them!

  • Saturday Hours: tbd

Festival Prep Workday #2 - Sunday, June 3rd, 1:00 - 6:00 p.m.

Requires 8 volunteers

Prep materials for the festival, assemble materials for staging, and other duties as assigned.

Festival Prep Workday #3 - Friday, June 8th, 1:00 p.m. - 6:00 p.m.

Requires 8 volunteers

Festival staging - load items into truck, move items to staging areas, pick up supplies, prep wristbands and merchandise, finish any work that needs to be completed.

Gaming Garden

Requires 4-6 volunteers

Set up BYO game tent and tables, oversee games (and maybe play a few to get people started!), assist with Trivia rounds as needed.

  • Saturday Hours: 10 a.m. - 7 p.m.

Greeters

Requires 10 volunteers

Hand out maps, answer questions, help direct foot traffic

  • Saturday Hours: 10 a.m. - 5 p.m.

Main Stage

Requires 6 volunteers

Assist with finding seating/spaces for attendees, assist performers and programs with setup/strikedown, check tickets if the area becomes overcrowded, monitor and facilitate the costume contests, other duties as needed.

  • Saturday Hours: 10 a.m. - 7 p.m.

Merchandise/Info Booths/Concessions - Fest

Requires 8 volunteers

Scan tickets, sell festival merchandise, distribute maps, answer questions, manage lost and found

  • Saturday Hours: 10 a.m. - 6 p.m.

Merchandise/Info Booths/Concessions - Sorcerer Stumble

Requires 4 volunteers

Scan tickets, sell festival merchandise, distribute maps, answer questions, manage lost and found

  • Friday Hours: 4:30 p.m. - 10:00 p.m.

Mundy Park Entertainment/Classes

Requires 3 volunteers

Help entertainers/teachers set up and clean up, manage crowds/lines.

  • Saturday Hours: 10 a.m. - 6 p.m.

Pet Adoption Event

Requires 5 volunteers

Monitor the pet adoption area, ensure that animals have water and that the area is clean, keep an eye on crowds.

  • Saturday Hours: 10:30 a.m. - 5:30 p.m.

Photo opportunities

Requires 10 volunteers

Monitor the photo opportunities throughout downtown, set up and tear down the photo ops.

  • Saturday Hours: 10 a.m. - 6 p.m.

Potions Class

Requires 10 volunteers

Set up and clean up classes, assist teachers, manage lines, keep crowds moving, answer questions, other duties as assigned.

  • Saturday Hours: 10 a.m, - 6 p.m.

Premium Craft Classes - Amulets and Canvas Painting Parties

Requires 5 volunteers

Manage lines, assist teachers as needed

  • Saturday Hours: 10 a.m. - 6 p.m.

Quidditch

Requires 10 volunteers

Manage lines, check in guests, distribute and collect equipment, oversee matches, assist the Quidditch team with any issues. Volunteers may be asked to participate in matches if a team is short on members.

  • Saturday Hours: 10 a.m. - 6 p.m.

Recycling Heroes

Requires 4-6 volunteers

This is a special assignment. It is very difficult to get a waste hauler to take recycling from a large event. We need a team/club to bring a truck or two, load up the contents of our recycling bins, and haul the materials to a recycling center of their choice.

  • Saturday Hours: 5 p.m. - 7 p.m.

Recycling Monitors

Requires 6 volunteers

Assist guests with correct disposal of waste and recycling, ensure that no trash goes into the recycling bins, ensure that no liquids go into trash or recycling bins.

  • Saturday Hours: 10:30 a.m. - 5 p.m.

Rides

Requires 6 volunteers

Manage the queue, assist with loading/unloading passengers from the rides

  • Saturday Hours: 10 a.m. - 6 p.m.

Setup - Classes and Crafts

Requires 4 volunteers

Move materials from storage to North Island Center, help set up each class area.

  • Saturday Hours: 8 a.m. - 10 a.m.

Setup - Photo ops

Requires 4 volunteers

Set up all photo ops and signage

  • Saturday Hours: 8 a.m. - 10 a.m.

Setup - Quidditch area

Requires 4 volunteers

Move hoops and tents into position, Set up queues, Hang signage.

  • Saturday Hours: 7 a.m. - 10 a.m.

Setup - Trash and recycling

Requires 5 volunteers

Place trash and recycling bins, place liquid waste buckets, Hang signage.

  • Saturday Hours: 8 a.m. - 10 a.m.

Setup - Vendors' Alley

Requires 8 volunteers

Check-in vendors, assist with set-up for vendors and activities, move supplies, hang decorations, and other duties as assigned.

  • Saturday Hours: 7 a.m. - 10 a.m.

Sorcerer Stumble (21+)

Requires 8 volunteers

Answer questions, distribute maps, direct guests, run supplies, oversee activities, oversee transportation, other duties as assigned.

  • Friday Hours: 4-11 p.m.

Transportation/Parking Attendants

Requires 6 volunteers

Monitor parking lots and trolley stops

  • Friday Hours: 4-11 p.m.
  • Saturday Hours: 10 a.m. - 6 p.m.

Trash/Recycling Crew

Requires 8 volunteers

Monitor trash and recycling bins, empty full bins, pick up litter from guest areas.

  • Saturday Hours: 11 a.m. - 7 p.m.

Trivia Contests

Requires 3 volunteers

Register teams, distribute trivia packets, monitor contestants, score packets, and distribute awards.

  • Saturday Hours: 10:30 a.m. - 5 p.m.

Vendors' Alley

Requires 3 volunteers

Answer questions, keep an eye on trash receptacles, manage crowds, assist vendors if there are any issues

  • Saturday Hours: 10:30 a.m. - 6 p.m.

Volunteer Services

Requires 4 volunteers

Check-in general volunteers, run supplies, other duties as assigned

  • Saturday Hours: 9 a.m. - 6 p.m.

Wand crafting station

Requires 10 volunteers

Manage line, assist guests with selecting and decorating wands, manage materials.

  • Saturday Hours: 10 a.m. - 6 p.m.

Water Bottle Refilling Stations

Requires 6 volunteers

Monitor water bottle refilling stations, distribute cups, assist staff as needed

  • Saturday Hours: 10 a.m. - 6 p.m.

Wizard Quest

Requires 8-10 volunteers

2 male characters and 2 female characters to play the Wizard Quest Wizards/Witches and interact with guests. 2-3 helpers to assist the characters.

  • Saturday Hours: 10 a.m. - 5: 30 p.m.
 

Adopt An Area

Ready to adopt an area? Great! Please fill out this application form and someone will be in touch with you shortly.

Apply to Adopt a Volunteer Area