Staff Position Descriptions
It would be impossible to create Dragonfest each year without our dedicated staff. We encourage all members to consider becoming a part of Dragonfest staff, learning how this event is put together, and contributing to the event. Our staff receive a discount on ticket pricing.
If you’d like to know more about each staff position, they are listed below.
Unless otherwise stated the expectation is for volunteer staff to be on the land by Tuesday afternoon. Contact the current OPS team if you questions or concerns about this timeline.
Site facilities works with the land owner on procuring the tents, chairs, port-a-potties, and roll off dumpsters. They work with the OPS to create the map for each retreat. On site, site facilities empties trash, lights the port-a-potties and checks the site for issues. Fire, Propane, Setup/Takedown, Site Preservation, and Shuttles all report to Site Facilities director.
Should be on the land by Monday.
The fire team is responsible for safe operation of the fire circles. This includes daily safety checks and making sure the safety equipment is present. They are responsible for starting the fire circles nightly. They need to be around at shift changes to make sure the service shift volunteers know the process. This position requires being up late.
Should be on the land by Monday.
Setup/Take-down [Coordinator, 2 Lieutenants, 12-15 staff]
The setup/takedown team is responsible for putting up and taking down the structures needed for the retreat. These are stored on site but need to be distributed about the site. Setup and taken down staff need to be on-site Tuesday morning and need to work through Sunday afternoon until the work is completed. This requires one to lift and carry objects and be on ones feet for several hours at a time.
Coordinator & Lieutenants should be on the land by Monday morning.
Setup/Taken staff should be on the land by Tuesday morning
Site Preservation [Coordinator, 1-2 Lieutenants & 1-3 staff]
The site preservation team communicates with the land owner on projects that need to be completed on work weekend. They coordinate the work weekend. Work (Monday & Tuesday before retreat) with setup and propane to correct issues as needed. Work with site facilities during retreat, if needed, to clear hazards, fix roadway, or level circles. Stay Sunday night and patrol the entire site to ensure that we have left no trace.
Shuttles [Coordinator & 2 Lieutenants]
The shuttles team needs regularly brush dust filters and check oil add as needed. They keep shuttles in rotation so that they don’t overheat. They refuel shuttles as needed and keep the gasoline secure. They will make repairs as needed, these are usually minor like tightening the handles, but having a small tool kit on hand is recommended. They need to be around at shift changes to make sure the service shift volunteers know the process.
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Hearth [Director]
The hearth director is responsible for working with Kitchen, Merchants and Kids Fest. Helps create a budget and procure foods and supplies. Helps creating the merchant and Kid’s fest spaces. Kid’s Fest, Kitchen, and Merchants all report to Hearth Director.
Kids Fest [Coordinator & 2-3 Lieutenants]
The kids fest team develops crafts and activities for the youngest members of our community.
Works with Hearth director to develop a budget for supplies. Works with parents to schedule 2 service shifts at kids fest.
Kitchen [Coordinator & 1-2 Lieutenants, 2-4 staff]
The kitchen team sets menu ahead of the event and works with the treasurer to purchase food. They remove kitchen supplies from the storage unit (on-site) and set up the kitchen. They help prepare, cook and serve food to Dragonfest attendees. NB – propane sets up the freezer and stoves. They need to return the kitchen equipment back to the storage unit and document anything that may need to be replaced. The kitchen staff also assigns tasks to those who have signed up for kitchen service shifts.
Coordinator and/or lieutenants should be on the land Monday to work with setup & propane.
Staff should on the land Tuesday to assist with movement of supplies.
Merchants [Coordinator & 1 Lieutenant]
The merchants team works with the wider community and members to make contact with those who would like to sell their wares. They are the face of Dragonfest to those merchants. They arrange and map out the merchant spaces on the land. They work with communications to post on the website and with publications to ensure that the merchants are listed in the program.
Coordinator and/or lieutenants should be on the land Monday to layout merchants circle.
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Events / Rituals [Director & 1 Lieutenant]
The events/ritual team works with the wider community to develop workshops and rituals for the duration of Dragonfest retreat. They work with communications to post on the website and with publications to ensure that the schedules get in the hands of the retreat attendees. Lavender pavilion, Teen Fest, Ground and Centering and Phoenix Circle all report to the events/ritual director.
Lavender Pavilion [Coordinator & 1 Lieutenant]
LGBTQIA Identified people who want to foster connections and community among fellow LGBTQIA attendees, and hosts social and spiritual events for this
segment of the community. They need to be around at shift changes to make sure the service shift volunteers know the process.
Teen Fest [Adult liaison, Teen Coordinator & 1 Lieutenant]
An adult liaison (25+): This position is intended to be an advisor (and maybe supervisor) the teen age members of our community.
The teen coordinator (and Lt) are teens that help organize and plan events with the teens participants for Dragonfest.
Grounding and Centering [Coordinator & 1 Lieutenant]
The grounding and centering tent is intended as a respite from the retreat. This is not a medial tent, but place to relax and find ones way if needed. Grounding and centering is best done by those who that are good at grounding others, open to chatting and recognizing when others may need help. They need to be around at shift changes to make sure the service shift volunteers know the process.
Phoenix Circle [Coordinator & 1 Lieutenant]
For those who are in recovery the Phoenix circle offers a safe space. The Phoenix coordinator offers a smile and some coffee and place to chat.
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Medical [Director & 3-4 Lieutenants]
All medical personnel will be professionally trained and recognized by either National or Colorado accreditations as a EMT or higher. Exception to this rule will be made by the Medical Director and the Operations team on a case-by-case basis. All personnel will perform their duties within their scope of practice and those of the Colorado Good Samaritan Laws.
Medical personnel will respond to all medical and trauma events within the boundaries of Dragonfest. As the first responder on scene, it is their duty to treat and evaluate the patient, activate the local EMS system by communicating to the Operations team and prepare for transport if necessary. Medical Lt and Director will keep the operations team appraised of all incidents. Medical Team will guide and train all 2-hour work shift personnel at the medical tent throughout the festival.
If it is determined that it is in the best interest of the attendee and that of Dragonfest.org they leave Dragonfest. The Medical Director will present his/her case to the operations team, at which time the attendee will be asked to leave the festival for their own safety. The medical Director will have the last say if a medical emergency involving an attendee stays/gets transported, or is removed from the festival.
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Safety [Director & 3-4 Lieutenants]
The safety teams has two roles. First, they review and revise (as needed) the safety plan each year. This plan covers who and how staff will be respond to incidents during the retreat. They will distribute that plan to those who need a copy. Secondly, during the retreat Safety is involved in watching for safety issues, watching for persons that might not belong on the land and generally keeping the members safe. They need to be around at shift changes to make sure the service shift volunteers know the process.
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Communications [Director & 1 Lieutenant]
The communications team does the outreach for Dragonfest. They coordinate with the OPS team and the board to update the website, send emails and generate other content both online and print such as Instagram or fliers. These persons needs to have some skills in updating websites (WordPress) and using email list tools. Furthermore, they need to able to communicate well and be able edit others work. On-site communications, Gate, Kiosk and publications report to the communications director.
On-site Comm [Coordinator]
They on-site communications coordinator determines which staff members need radios. Assign radios at retreat. Stow batteries and have them available if needed. Collect assigned radios after retreat. Track if and how many radios need to be replaced.
Gate [Coordinator & 1-2 Lieutenants]
The gate team works with registration to get a list of attendees and those with day passes. Coordinates checking people in/out at the gate. These persons are responsible for this attendee list, the wristbands, and publications that are handed out. They need to be around at shift changes to make sure the service shift volunteers know the process.
Kiosk [Coordinator & 1-2 Lieutenants]
The kiosk team provides work shift sign-up sheets and help members fill critical volunteer positions. They also track who actually did their work shift by providing sign in/out sheets for each position. The Kiosk also provides a place for messages and communication updates. They need to be around at shift changes to make sure the service shift volunteers know the process.
Publications [Coordinator & 1 Lieutenant]
The publications team works with the Events/Ritual Director (events and ritual schedule), OPS (letter and misc details), the BOD (letter) and Site Facilities (the site map) to publish the program that gets handed out each year. They need to set a deadline for each of pieces to be turned in and get the document printed and brought to the land.
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Foundation Booth [Director & 1-2 Lieutenants]
Primarily the Foundation Booth is where members go to pick up t-shirts they have purchased. The foundation staff also sells older stock of t-shirts, hoodies etc, ice and even sun screen and bug spray. The foundation staff will need to work with the treasurer to procure items as ice, bug spray etc.
They need to be around at shift changes to make sure the service shift volunteers know the process.
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Registration [Director & 1-2 Lieutenants]
The registration team works with corporate IT to conduct the online registration. They help people with issues and answers questions. They take care of those who receive scholarships or in-kind registrations (like art contest winners). Registration attends the monthly board meetings and reports on the current status. Registration also generates the paperwork needed for Gate and Kiosk as well as the reports needed to finalize the event.