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2025 When Words Collide Festival Volunteers signup sheet

The When Words Collide festival will take place from Friday August 15 to Sunday August 17, 2025 in our new location at the Sheraton Cavalier Calgary (2620 – 32nd Ave NE). The Alexandra Writers' Centre is seeking volunteers to help ensure the success of this wonderful event!

All volunteers will receive a fabulous WWC t-shirt to wear during their shift. Please remember to sign up for a t-shirt size after you sign up for your preferred shift at the following link: https://forms.gle/QUDMoXJnhxNpH1t7A

Various volunteer positions are available and while many involve half-day (4 hour) commitments, volunteers can also sign up for full-day shifts by selecting both morning and afternoon slots, or sign-up for two half day shifts on different days. Please go to https://www.whenwordscollide.org/volunteer-roles for descriptions of the volunteer positions.

This year, we will be staggering the start times for some shifts. For example, the morning volunteers at the volunteer check-in desk will start at least 15 minutes prior to other shifts. Information regarding the exact start/end times of your shift(s) will be provided closer to the event.

All volunteers will receive a complimentary meal, a volunteer t-shirt, WWC 2025 pin, a swag bag, and access to the hospitality room during your volunteer shift(s). Volunteers who commit to at least two half-day shifts or one full-day shift (8 hours) will receive free access to the festival weekend (except for the additional paid events such as the Master Classes and Saturday Night Showcase). For volunteers who have already purchased a festival ticket, you can attend a Master Class of your choice for free (only available while space remains open). To secure your spot in a Master Class, please email info@alexandrawriters.org. Please note that refunds will not be issued for previously purchased tickets.

If you have any questions about the volunteer signup sheet or volunteer roles, please email the volunteer team at WWC2025volunteers@gmail.com. Thank you!

To sign up, select a row below

Show volunteers

What and when
Open
 
Social Media - posting on IG, FB, etc
Entire weekend
Kare J.,
2
2
MC - Session Introductions
Entire weekend (various times/event specific)
Shelley B., Mark K., Zeva M.,
1
1
Set-up team - Friday morning
Friday morning
Leesa I., Olivia J., Elizabeth C., Aizenosa I.,
2
2
Drivers for featured authors & special guests - Thursday afternoon (experience required and driver's license/vehicle required)
Thursday evening (times subject to change)
Shannon M.,
1
1
Drivers for featured authors & special guests - Monday morning (experience required and driver's license/vehicle required))
Monday morning (time subject to change)
2
2
Cavalier room - Presenter Mix & Mingle -Thursday evening
Thursday 7PM-11PM
Mark K., Aizenosa I.,
FULL
Cavalier room - Friday AM
Friday 8AM-12PM
2
2
Cavalier room - Friday PM
Friday 12PM-4PM
Jean-Louis T.,
1
1
Cavalier room - Friday evening early shift
Friday 4PM-8PM
2
2
Cavalier room - Friday evening late shift
Friday 7PM-11PM
2
2
Cavalier room - Saturday AM
Saturday 8AM-12PM
2
2
Cavalier room - Saturday PM
Saturday 12PM-4PM
Jean-Louis T., Mel A.,
FULL
Cavalier room - Saturday evening early shift
Saturday 4PM-8PM
2
2
Cavalier room - Saturday evening late shift
Saturday 7PM-11PM
2
2
Cavalier room - Sunday AM
Sunday 8AM-11AM
2
2
Cavalier room - Sunday mid-day
Sunday 11AM-2PM
2
2
Cavalier room - Sunday PM
Sunday 2PM-5PM
2
2
Featured Author event security
Saturday afternoon 1PM - 5PM (approx.)
Ashley H., Michael B.,
FULL
Featured Author event door-duty & post event author signing
Saturday afternoon 1PM - 5PM (approx.)
2
2
Saturday Night Showcase including set-up
Saturday evening 4 PM to 8 PM (approx.)
June P., Mel A., CJ B.,
1
1
Saturday Night Showcase including wrap
Saturday evening 6 PM to 10 PM (approx.)
2
2
Games room set-up Friday AM
Friday morning
James C.,
FULL
Games room Friday PM
Friday afternoon
Tonya R.,
FULL
Games room Saturday AM
Saturday morning
James C.,
FULL
Games room Saturday PM
Saturday afternoon
Tonya R.,
FULL
Games room Sunday AM
Sunday morning
James C.,
FULL
Games room Sunday PM
Sunday afternoon
Tonya R.,
FULL
Merchants Room (including prep/set up before festival)
Friday morning
Doreen V., Tamara K.,
FULL
Merchants Room - Friday
Friday afternoon
Michelle K., Lise M.,
FULL
Merchants Room - Saturday
Saturday morning
Rory S., Erika R.,
FULL
Merchants Room - Saturday
Saturday afternoon
Rory S., Erika R.,
FULL
Merchants Room - Saturday
Saturday late afternoon
Rory S., Erika R.,
FULL
Merchants Room - Sunday
Sunday morning
Erika R., Rory S.,
FULL
Merchants Room - Sunday
Sunday afternoon
Jean-Louis T., Jackson P.,
FULL
AWCS table - includes assisting with set-up
Friday morning
June P., Zeva M.,
FULL
AWCS table Friday PM (must be an AWCS member)
Friday afternoon
Doreen V., Jackson P.,
FULL
AWCS table Saturday AM (must be an AWCS member)
Saturday morning
Gabriel F.,
1
1
AWCS table Saturday PM (must be an AWCS member)
Saturday afternoon
Hilary F.,
1
1
AWCS table Sunday AM (must be an AWCS member)
Sunday morning
Suzn M., Gabriel F.,
FULL
AWCS table Sunday PM (must be an AWCS member)
Sunday afternoon
Susan N.,
1
1
Volunteer Check-in - Friday AM (includes set-up)
Friday morning (approx. 7:30AM start)
2
2
Volunteer Check-in Friday PM
Friday afternoon
Shannon L.,
1
1
Volunteer Check-in Friday PM later shift
Friday afternoon (approx. 2-6 PM)
1
1
Volunteer Check-in Saturday AM
Saturday morning (approx. 9:00AM start)
Ashley H., Mary S.,
FULL
Volunteer Check-in Saturday PM
Saturday afternoon
Shelley B., Jean-Louis T.,
FULL
Volunteer Check-in Sunday AM
Sunday morning (approx. 9:30AM start)
Laurie C., Dusan M.,
FULL
Volunteer Check-in Sunday PM
Sunday afternoon
2
2
Hospitality Rooms (includes prep/set-up before festival) AM
Friday morning (approx. 8 AM start)
Roberta A.,
2
2
Volunteer Hospitality Room - Friday PM
Friday afternoon
2
2
Volunteer Hospitality Room - Friday PM later shift
Friday afternoon (approx. 2-6PM)
1
1
Featured authors & special guests Hospitality Room - Friday PM
Friday afternoon
Bobbi L.,
1
1
Volunteer Hospitality Room - Saturday AM
Saturday morning (approx. 9:30 AM start)
2
2
Featured authors & special guests Hospitality Room - Saturday AM
Saturday morning (approx. 9:30 AM start)
Bobbi L.,
1
1
Volunteer Hospitality Room - Saturday PM
Saturday afternoon
Deborah D.,
1
1
Featured authors & special guests Hospitality Room- Saturday PM
Saturday afternoon
2
2
Volunteer Hospitality Room - Sunday AM
Sunday morning (approx. 9:30 AM start)
LaVerne P.,
1
1
Featured authors & special guests Hospitality Room - Sunday AM
Sunday morning (approx. 9:30 AM start)
2
2
Volunteer Hospitality Room - Sunday PM
Sunday afternoon
Dusan M.,
FULL
Featured authors & special guests Hospitality Room - Sunday PM
Sunday afternoon
Deborah D.,
1
1
Information booths West and East including set-up
Friday morning (approx. 8 AM start)
3
3
Information booth West - Friday PM
Friday afternoon
2
2
Information booth East - Friday PM
Friday afternoon
2
2
Information booth West - Saturday AM
Saturday morning (approx. 9:30 AM start)
2
2
Information booth East - Saturday PM
Saturday afternoon
2
2
Information booth West - Sunday AM
Sunday morning (approx. 9:30 AM start)
Hilary F.,
FULL
Information booth East - Sunday PM
Sunday afternoon
Kare J.,
FULL
Master Class check-in - Friday
Friday afternoon
Susan N.,
FULL
Master Class check-in Saturday AM
Saturday morning
Chandler M.,
FULL
Master Class check-in Saturday PM
Saturday afternoon
Chandler M.,
FULL
Master Class check-in Sunday AM
Sunday morning
Jean M.,
FULL
Master Class check-in Sunday PM
Sunday afternoon
Lise M.,
FULL
Blue pencil / pitch room - Friday PM
Friday afternoon
1
1
Blue pencil / pitch room - Saturday morning
Saturday morning
Mark K.,
FULL
Blue pencil / pitch room - Saturday afternoon
Saturday afternoon
Tamara K.,
FULL
Blue pencil / pitch room - Sunday morning
Sunday morning
Tristin B.,
FULL
Blue pencil / pitch room -Sunday afternoon
Sunday afternoon
Sarah A.,
FULL
Registration (includes prep/set-up before festival)
Friday morning (Approx. 8 AM start)
Tina S., Tristin B., Elizabeth C.,
2
2
Registration - Friday
Friday afternoon
Shannon M., Tina S., ARUNA M., Jenette C.,
1
1
Registration - Friday later shift (approx. 2-6 PM)
Friday afternoon
Leesa I., Mary S.,
FULL
Registration - Saturday
Saturday morning (Approx. 9 AM start)
ARUNA M., Jean M., Shannon L., Michelle K., Suzn M.,
FULL
Registration - Saturday
Saturday afternoon
Shannon M., Roberta A.,
FULL
Registration - Sunday morning (includes packing-up materials)
Sunday morning
Roberta A.,
FULL
Room Resets Lead (experience req'd)
Friday (all day)
Todd B.,
FULL
Room Resets Lead (experience req'd)
Saturday (all day)
Todd B.,
FULL
Room Resets Lead (experience req'd)
Sunday (all day)
Todd B.,
FULL
Room Set-up & Resets - Friday morning
Friday morning (approx. 9 AM start)
3
3
Room Resets - Friday afternoon
Friday afternoon
2
2
Room Resets - Saturday morning
Saturday morning
2
2
Room Resets - Saturday afternoon
Saturday afternoon
2
2
Room Resets - Sunday morning
Sunday morning
2
2
Room Resets - Sunday afternoon
Sunday afternoon
2
2
Pack-up team - late Sunday afternoon
Sunday afternoon (4pm onwards)
Sarah A., Olivia J., Elizabeth C., Aizenosa I.,
4
4
Back-up Volunteers
Various
Olivia J., Tristin B.,
3
3
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