SAND US Volunteer FAQ

  1. What are the dates of the event?
  2. What is the application process?
  3. How much time is a volunteer expected to work?
  4. What are the perks for volunteering at SAND?
  5. Where can volunteers sleep during the event?
  6. Are meals provided for volunteers?
  7. Is there parking at the conference site?
  8. Can workers guarantee specific work departments & shifts?
  9. Can I base my schedule around speakers I’d like to see?
  10. When are schedules released?
  11. What kinds of duties do volunteers perform?
  12. Are there Pre and Post Festival shifts available?
  13. Can volunteers attend pre-conference workshops?
  14. Can I cancel and ask for a refund?
  15. I have more questions. How can I contact you?

What are the dates of the event?
• Tue, Oct 22: load-in
• Wed, Oct 23: pre-conference workshops 4–7pm
• Thu, Oct 24: pre-conference workshops 9am–5pm; main conference opens at 7pm
• Fri–Sat, Oct 25–26: all-day conference 7:30am–12:00am
• Sun, Oct 27: all-day conference 7:30am–6pm
• Mon, Oct 28: load-out

Volunteers are expected to be available throughout the duration of the main conference
Wed–Sun, and if possible for support in load-in and load-out!

What is the application process?
STEP 1: Complete the Application! Keep in mind that this information will be used to create the schedule, so be sure to denote any special interests and skills.
If your application is accepted…
STEP 2: Complete your Volunteer Registration by following the instructions on your acceptance email. This involves registering as a volunteer, and paying the $70 volunteer registration fee. We recommend you do this as soon as the application is accepted, as your position on the Volunteer team will not be finalized until you have completed this step successfully.
Applications will be accepted until the volunteer team is full. We encourage you to apply early as the team fills up fast. The deadline to register and therefore secure your place is July 31st

How much time is a volunteer expected to work?
Volunteering at SAND means you will work a minimum average of 18 hours total. Some work a little more. It breaks down to 2 shifts a day during the main conference (Friday - Sunday), or less if you’ve done some pre-event or post-event work.

What are the perks for volunteering at SAND?
A full event pass, an event t-shirt, snacks, a goodie bag, and an AMAZING behind-the-scenes experience! You will become an integral part of the vibrant team that makes this unique and special event not only a possibility, but a thriving reality.

Do volunteer positions fill-up?
Yep. We expect to close the application form once we have reached our target number of accepted applicants (60 people). Scheduling requests will also be considered on a first-come first-serve basis so we encourage you to apply asap and register asap if you are seriously interested in joining the team.

Where can volunteers sleep during the event?
Unfortunately, we cannot provide accommodations for volunteers at the event site. In order to support the volunteer team as much as possible, we have compiled a list of accommodations available in the area for you to start researching options. By no means is this an exhaustive list, so we invite you to explore other options as well, like nearby Airbnb rentals. Commuting from the Bay Area is also an option.
The venue address is: Hayes Mansion, 200 Edenvale Ave., San Jose, CA 95136.
Once your application is accepted and you have registered, you will be given the option to join the closed SAND Volunteer Facebook Group, where you can coordinate with other volunteers around accommodations and/or carpooling.

Are meals provided for volunteers?
Meals are not provided for volunteers, although we will make sure that there are snacks available for you. Your options are to bring your own meals or to purchase them from Hayes Mansion (you will be able to do so when you register for your ticket, and on site). Any food brought on site from other restaurants must be consumed in the park across the street from Hayes Mansion.

Is there parking at the conference site?
Yes, there is plenty of free parking at Hayes Mansion.

Can workers guarantee specific work departments & shifts?
Although we can't make that guarantee, please know that we will do our best to match you with the departments you selected in your application.

Can I base my schedule around speakers I’d like to see?
We will do our best to schedule you around speakers you would like to experience, but please note that due to the event needs this may not always be possible.

When are schedules released?
Typically schedules are released 2 weeks prior to the event, and you will be provided with a link to check and see what your schedule is.
We might also need to make some variations to the schedule at the event site based on last-minute needs and conditions. Thanks for your patience and flexibility -- it is a live event after all!

What kinds of duties do volunteers perform?
Workers are assigned all sorts of tasks, from greeting guests in the various conference rooms, to working with the audio/visual team, to assisting with all manner of production tasks (load-in and out, setting-up banners, arranging chairs, etc), to transporting presenters from the nearby airport, to running food for volunteers, to shooting video, and/or acting as floaters for any other eventuality that might come up.
There are a multitude of tasks that keep a our conference running, and our volunteers are the blood-line that keep the event flowing beautifully! Be sure to learn as much as possible about the event details, as you will become the face of SAND!
You can expect to be part of a vibrant and committed team that supports the realization of an incredible event.

Are there Pre and Post Festival shifts available?
Yes! There will be a limited number of pre and post conference shifts available. These opportunities are assigned if you specify in your application that you are available to work pre and post event, and will count towards fulfilling your volunteering requirements.

Can volunteers attend pre-conference workshops?
If you are not signed-up to work a pre-conference workshop but would still like to attend one, SAND offers ½ price workshop tickets for our volunteers. (Speakers are paid per each attendee, so your ticket cost is the ½ that goes to the speaker's payment)

Can I cancel and ask for a refund?
Yes but a $25 fee will be applied.

I have more questions. How can I contact you?
You can email us here.