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| SXSW 2017 Austin, Texas - Photo by Paul Clough |
If you live in central Texas or are a big indie music or film fan, then you've probably heard of SXSW.
Even if you don't know much about it, if you live in Austin, you've probably dealt with the effects of SXSW like traffic, advertisements on every street and utility pole and the many copycat events. I have volunteered for 3 years and LOVE it and want to share some of my observations and tips. |
| SXSW 2017 Austin, Texas - Photo by Paul Clough |
Taking place starting the second week of March, SXSW takes over downtown Austin with film, interactive and music events. There's also SXSW EDU which is for educators which runs right before the main SXSW. EDU is not as large or as inundating and mainly takes place at the Austin Convention Center and a few surrounding hotel convention centers. Most events are only available to badge holders (Platinum, Film, Interactive or Music) while some are available to wristbands (film and music). But for everyone else, it's like peeking over the fence of the concert you've been dying to see.
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| SXSW 2017 Austin, Texas - Photo by Paul Clough |
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| SXSW 2017 Austin, Texas - Photo by Paul Clough |
As a volunteer, you may be asked to work at a variety of events and locations throughout the downtown Austin area. SXSW had over a dozen satellite locations for film and panels and over 100 music venues. There's also several free events to the general public. It's not just the convention center!
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| SXSW 2017 Austin, Texas - Photo by Paul Clough |
If you plan on volunteering, there are several things you should consider.
1. Time commitment
As of 2018, the minimum volunteer hours is 24.
There are two types of volunteers. All-Conference and Music Crew. All-Conference crew volunteers must be at least 16 but some crews require 18 or 21 and older depending on where events take place. All Music crew except for outside stage must be 21 as most events occur at bars that serve alcohol.
For All-Conference crews, you can earn the following badges:
SXSW EDU Badge requires at least 24 hours during SXSW EDU and the badge is only good for SXSW EDU events.
SXSW Interactive Badge, Film Badge or Music Badge requires at least 48 hours. Each badge is good for primary access to the chosen badge and secondary access to other badged events. IE A Film badge gets primary access to film events and secondary access to Music and Interactive events.
If you're a returning volunteer, you can earn a SXSW Platinum Badge which requires 64 or more hours. You must have the blessing from a crew captain that you've worked with on previous years. This can be done at either volunteer call.
All-Conference volunteers who volunteer 24 to 47 hours will receive 2 free volunteer t-shirts while all other volunteers will also get 2 shirts.
Some crews allow you to work during SXSW EDU and those hours count towards a non EDU badge. Not all crews operate during EDU.
If you're working on the Music crew, you can earn a Music badge for 24-31 hours and returning volunteers can earn a Platinum for 32 or more hours. Note that music crews must work all of their hours on music crews unless otherwise noted.
Full details on perks can be found on SXSW https://volunteer.sxsw.com/perks/
Full details on volunteer types can be found at https://volunteer.sxsw.com/volunteer-types-requirements/
2. Signing Up
If you live within 70 miles of Austin, you're considered an in-town volunteer and will need to attend a volunteer call in person.
Volunteer Call #1, January 21st, 2018
Volunteer Call #2, January 27th, 2018
Both calls are located at the Austin Convention Center in Ballrooms ABC (on the Caesar Chavez side) from 3 PM to 5 PM. These hours are for new volunteers and open enrollment. Selected returning volunteers may be invited to earlier times.
If you live more than 70 miles from Austin, you can register as an out of town volunteer.
Out of town volunteers who register before January 5, 2018 will have the first crack at crews that accept out of town volunteers (not all crews take OOT). Out of town volunteers who register after January 6th will basically be afforded opportunities from what crews have space left on or after February 12th so it pays to sign up early if possible. More details can be found at https://volunteer.sxsw.com/out-of-town/
Either way, you'll need to preregister at https://volunteer.sxsw.com/register/ starting in mid-December, 2017.
3. Choosing your Crews
First you have to decide whether you want to be an All-Conference or Music volunteer. If you're not into music, then you'll probably choose All-Conference.
There are dozens of crews from drivers (must have DL of course) to banners (creation and distribution) to staffing information booths to managing lines at film venues to tech support at panels to setting up stages to helping volunteers... volunteer. Most crews don't require specific skills but some do. The photo crew has a whole separate recruiting department which can be found at https://sites.google.com/view/photocrew.
You can volunteer to be on one or two crews however some crews require you work all of your hours on that crew so be sure to read the requirements carefully.
I would read through all of the descriptions and choose something that you know how to do and something that interests you but be sure to have some backup ideas in case your first choice is full.
Full details on crews can be found at https://volunteer.sxsw.com/crews/
4. Building your schedule
First and foremost, don't overstretch yourself. Do you have a regular job? Take some vacation time if you can! Between working your volunteer shifts and actually enjoying the events, you probably won't have much time to sleep let alone work your regular job.
Make sure you know when the events are for the conference you want to attend: (these are the actual events, stuff you'll want to see, not work shifts)
SXSW EDU events take place March 5th-8th (mostly day but some at night)
SXSW Interactive events take place March 9th-13th (mostly day but some at night)
SXSW Film events take place March 9th-17th (day and night though world premieres and big events during the first 5 days)
SXSW Music events take place March 12th-18th (mostly at night but panels during days)
If at all possible, knock out some of your hours during SXSW EDU (however most EDU specific crews only operate during EDU so you must work all of your hours during EDU). Not all crews have hours during EDU but if you can, it's a great time to do it. Depending on your perk and interests, try to schedule your hours so you have some off days to enjoy events. Unfortunately, you have to sign up for your hours long before the event schedules come out so it's a bit tricky.
If you're into film, then you'll want Friday the 9th off if you want to see the opening film at the Paramount. Most world premieres occur from the 9th to the 13th so you'll want to keep the evenings free and save some hours for the end of the second week when things quiet down.
If you're mainly into music, then you'll want to get all of your hours in before Tuesday the 13th.
Interactive folks will want evening work or later work as Interactive events run from the 9th thru the 13th. There's also SXSW Comedy and SXSW Gaming which are open to all badge holders and those crews are not all inclusive which means you'll need to work an additional crew to make badge hours.
Make sure you schedule enough hours for the perk you want. While it is possible to upgrade to a Platinum badge during the event (returning volunteers only), the hours may not be available on the crews you've selected. Most crews have multiple shifts each day and it is possible to work more than one per day, doubles or triples. Some hours will actually overlap so you'll get some extra credit for doing doubles and triples but again, don't bite off more than you can handle.
You'll sign up for your hours at the Volunteer Call or through email if an Out of Town volunteer. Once you sign up, check on your Shiftboard account to make sure the hours have registered and that you have enough for your perk.
5. Working and Enjoying SXSW
By the time SXSW rolls around, schedules of events will be available both online and in the Austin Chronicle. It's best to print out a schedule of your hours and create a loose schedule of events you'd like to attend.
If you're working during EDU, you can pick up your t-shirt and meal ID starting on the 5th. If not earning an EDU badge, you won't be able to get the badge until the day before the conference starts.
If you're working during EDU, you'll get one EDU shirt in addition to your 2 shirts if working throughout the event.
DO NOT MISS YOUR SHIFT! Okay, things happen, but if you do need to miss a shift, contact your crew immediately. If you miss a shift, it's considered "flaking" and flaking is not cool! You will be contacted to make up your shift and failure to make contact with your crew will mean that your badge will be deactivated until you make arrangements. Yes, your badge has a unique RFID and QR code that can be disabled for failure to fulfill your obligations! Failure to fulfill your hours can also disqualify you from volunteering again at future SXSW events so don't flake out!
Attending the events can be just as confusing as volunteering. Back to the primary and secondary access which started in 2017, each conference (Film, Music and Interactive) now have primary access for the selected conference and secondary access to other events. Platinum badges have primary access to all events. Note that ALL events are subject to capacity. Keynotes are the most popular and people line up hours ahead of time so there will be times when trying to get secondary access to an event may not be worth it. You'll get a feel for it when you arrive at the event. For films, you can download the SXSW app and view venue capacity status. Also, you can stop by any Info Booth and use the computers to view status updates on venues.
Be careful to read venue locations carefully. Again, events happen all over the downtown area and you don't want to be at Ballroom A in the wrong hotel or convention center.
When you're not working your volunteer shifts, do not wear your volunteer shirt. This is because when you wear the shirt, you represent SXSW and its sponsors and people will probably ask you nonstop questions. Also, some events, especially locations with alcohol or sponsor events will not allow people with volunteer shirts on to enter unless they're working at the location.
Also note that volunteer badges are not FULL ACCESS credentials and thus some events are not included. These are mainly private sponsored events, lounges and registrant parties. If you're denied entrance to an event, don't make a big fuss. There are lots and lots of other events!
As SXSW progresses, make sure you always check in and out with your crew managers so your hours are logged.
The first year is always a learning curve for volunteers and attendees so don't be afraid to ask a veteran volunteer for tips and ideas to enjoy your time. The time goes by FAST when it all ends, you'll either hate it or already be planning for next year. Either way, it takes thousands of volunteers to make SXSW happen each year so you're doing a great thing by helping out!
The author assumes no responsibility or liability for any errors or omissions in the content of this site. The information contained in this site is provided on an “as is” basis with no guarantees of completeness, accuracy, usefulness or timeliness.
This site is not affiliated with SXSW.
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All photos taken by Paul Clough.
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