PAX East 2023 Application

Applications close March 8th at 5:00 PM Central US Time. Because of the short timing of this application, acceptances will go out in waves. 

If you have any questions about the event please email staffing@pastimesevents.com

Hope to see you at the event!

~ Meg Baum, Staffing Manager

Event Information

Show Dates
March 23rd-26th, 2023
Boston Convention & Exhibition Center
415 Summer St
Boston, MA 02210

Set Up
Wednesday March 22nd

9:00 AM – Compleat

Show Hours
Thursday, March 23rd
10:00 AM – Midnight
Friday, March 24th
10:00 AM – Midnight
Saturday, March 25th
10:00 AM – Midnight
Sunday, March 26th
10:00 AM – 6:00 PM

Teardown
Sunday, March 26th

2:00 PM – Compleat

Expo Hall Hours
10:00 AM – 6:00 PM Each Day

All hours are subject to change or earlier release

Compensation

All staff members will receive a 4-Day PAX East 2023 badge, and any event specific gifts in addition to:

Judge Positions
$225/day

Scorekeeper/Prize Wall/Registration Positions
$275/day

Lead
$325/day

Setup
$225

Teardown
$225

Compensation payments will be processed via PayPal the Wednesday following the event. 

Pastimes is not responsible for any fees incurred with PayPal payments, including foreign currency transfers.

Travel Sponsorship

There are levels of travel sponsorship available for this event. This sponsorship is to facilitate the unique needs of this event and to help staff with difficult travel needs.  

All sponsorships will be paid via PayPal before the event in order to help book travel pending completed contract and tax paperwork.

Bronze Sponsorship
$150 travel stipend for the weekend

Silver Sponsorship
$300 travel stipend for the weekend

Gold Sponsorship

$600 travel stipend for the weekend

VERY FEW PEOPLE WILL RECEIVE SPONSORSHIP.

All other travel needs are at the expense of the staff member.

Pastimes is not responsible for any fees or currency conversions associated with this payment. Any contract and tax paperwork must be completed before travel sponsorship payments will be sent. This needs to be completed as soon as possible after you have been accepted for the event.

Roles & Expectations

You can apply for as many roles as you like. Please note, you might have more than one role over the course of the event.  

LEAD
Lead positions are available for Judge roles only at this event:

Scheduled Events Lead

  • Maintain break schedule for floor judges
  • Make sure scheduled events start on time and run smoothly
  • Be the “Head Judge” for the purposes of appeals and investigations of any scheduled events without a dedicated HJ
  • Maintain scheduled events area
  • Be the first line resource for judges on your team

On-Demand Events Lead

  • Maintain break schedule for floor judges
  • Make sure on-demand events launch and run smoothly
  • Be the “Head Judge” for the purposes of appeals and investigations for on-demand events
  • Maintain on-demand events area
  • Be the first line resource for judges on your team

JUDGE
If selected as a judge, you may be asked to assist in non-judge tasks at any time. You may also be asked to do any of the following:

  • Floor Judge Scheduled Events
  • Floor Judge On Demand Events
  • Distribute product to players
  • Be on your feet and moving most of the day

REGISTRATION
If selected for an registration role, you may be asked to work in one or more of the following areas:

  • Registration
  • Line Management

Most folks in this role will be expected to work all three days, although a few may be scheduled for less than three days.

SCOREKEEPER
Scorekeepers will work with registration to enroll players in both scheduled and on demand events along with performing results entry.

This event will be run using EventLink. Scorekeepers will be expected to familiarize themselves with EventLink before the event.

PRIZE WALL
A small number of individuals will be assigned to Prize Wall specifically. These folks will be expected to be available for Set Up and Tear Down. They will be expected to be able to do the following:

  • Lift and move at least 40lbs
  • Be on their feet and moving most of the day
  • Be prepared to interact with players and answer their questions
  • Distribute Prize Tickets
  • Exchange Prize Tickets for items off the wall
  • Maintain inventory of the Prize Wall from Set Up to Tear Down

Shift Information

Most Lead, Prize Wall, Registration, and Scorekeeping positions are three to four day commitments which require longer shift availability. Please only select days and roles on which you will be able to work.

It is possible to have different combinations of shifts throughout the weekend.

Shift Lengths
10 – 12 hours

Breaks
Minimum 1.5 hours for lunch/dinner and two half hour breaks.

Sunday, March 26th Teardown
All staff will be expected to assist with some amount of Teardown on Sunday. Staff will be expected to stand, bend, squat, and lift at least 15 pounds.

Setup

We will need help on Wednesday preparing our area to receive PAX East 2023 Attendees. Anyone selected for Setup will receive $225 for the day.

The shift starts at 9:00 AM and will continue until the area is fully setup. This typically takes between ten to twelve hours. Our goal is to be completed by 8:00 PM however, this shift can take longer if tasks are not complete. Please be prepared for physical tasks if you select this option. Staff will be expected to stand, bend, squat, and lift at least 30 pounds.

Staff are expected to wear appropriate working clothing for physical tasks (Closed toed shoes, breathable clothing, etc.) This is a safety matter.

Teardown

We will need help on Sunday preparing our stuff to head home to Chicago. Anyone selected for Tear Down only on Sunday will receive $225 for the day.

The shift starts at 2:00 PM and will continue until the area is fully packed and on the truck. This typically takes between 6 to 8 hours. Our goal is to be completed by 8:00 PM however, this shift can take longer if tasks are not complete. Please be prepared for mostly physical tasks if you select this option. Staff will be expected to stand, bend, squat, and lift at least 30 pounds.

Staff are expected to wear appropriate working clothing for physical tasks (Closed toed shoes, breathable clothing etc.) This is a safety matter.

Standby

If you are selected for standby you are not confirmed to work any day, but agree to be available as necessary and agree to physically be at the event. Standby staff will receive an all weekend PAX East 2023 badge and be added to the event communications.

We may add standbys to staff before the event begins or even on site. We will reach out at least 8 hours before you are expected on shift. If you are not activated, we encourage you to come out and enjoy the convention.

Communication

Staff must have internet access and commit to regularly reading our staff Discord. We use our Discord as our primary method of communication.

Pastimes Convention Discord
https://www.pastimesevents.com/discord

Health and Safety
https://east.paxsite.com/en-us/health-and-safety.html

Dress Code

Shirt
Pastimes will provide you with a T-shirt. Hence asking the size.
T-Shirts are Gildan G640 – Sizing Information

Bottoms
Comfortable and clean business casual bottoms that must be working/safety appropriate. Shorts are fine, skirts are fine, and any other bottoms that will not get you injured or arrested.

Shoes
Comfortable, safe working shoes. Must be closed toed, close heel and a safe height. Platform sandals may look cool but are also an insurance liability.

Contracts and Taxes

All staff for this event are considered independent contractors and are required to fill out either a W9 or W8BEN.

This paperwork, and any other paperwork needs to be completed through PDFFiller.

You must complete all Tax and Contract paperwork before you begin any work for Pastimes or receive any travel stipends.

All staff must be legally able to work in the United States. All staff is responsible for their own taxes and legal obligations regarding contract work and/or employment in their country of residence. 

All applicants prior to being selected for this event will be checked against the National Sex Offender Registry. If you have any questions about this, please contact Alan Hochman at alan@pastimes.net.

Questions

If you have any questions about this application, please do not hesitate to reach out and contact the Staffing Manager.

Meg Baum – meg@pastimes.net