Ohio Haunters Convention 2026

Volunteer Manual

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Ohio Haunters Association Board Members

  • Max Bryant – OHA President
  • Pyle Hazard – Membership
  • Keith Newsome – Education Coordinator
  • Shawn Ragle – Secretary/Volunteer Coordinator
  • Nikki Hook – Treasurer/Vendor Coordinator
  • Justin Draper – Webmaster/Digital

***Volunteer availability and area of preference will be taken into account when scheduling personnel but we can't make any guarantees for placement and number of hours scheduled. We will do our best to accommodate your preferences and availability.***

WELCOME!

Thank you for supporting Ohio Haunters Convention (OHC) and the Ohio Haunters Association (OHA)! We are so happy to have your help in making our convention a success and deeply appreciative of our volunteers' time and effort to ensure our event runs as smoothly and safely as possible.

This volunteer handbook has been written to provide you with information about volunteering, what our needs are, and working with OHA, OHC and the Ohio State Reformatory (OSR). We hope to ensure a good working relationship for many years to come.

Please take the time to fully read through the handbook prior to the event and use it as needed during the event. You are encouraged to contact any OHA staff with any questions or problems that may occur before and during the event. A copy of the handbook will be available on site as a reference as well.

Thank you again for all your help and support!

OHA'S MISSION

Whether you simply just love Halloween or spend your entire year preparing characters and sets for haunt season, YOU are a haunter. A haunter is a haunter because of their passion for the season, all aspects of the season.

OHA seeks to bring the haunt community in Ohio together and make it stronger through cooperation, not competition. Just like the movies not everyone is going to like the same thing and our differences are what make us stronger. From the small neighborhood yard displays to the big-budget attractions, we are here for all of them.

PARKING

Parking at the reformatory is free and will be first come, first served. While there is video surveillance at the location we do recommend that you not leave valuables in your vehicle and keep it locked at all times.

Important: We are asking that nobody parks behind the Reformatory by the loading doors. Space is limited in that area and we need to keep it clear to allow our vendors to load and unload their vehicles.

RESTROOMS

Restrooms are available inside the Reformatory in the mini bullpen by the elevator on the bottom floor of the Reformatory. Porta pots will also be available outside.

PERSONAL BELONGINGS

We ask that volunteers keep their personal belongings either on their person or locked in their vehicle. We will not have a secure area to store them and the Reformatory will be open to the public for their general tours as well for our event.

OHA, OHC, and OSR are not responsible for lost or damaged items.

VOLUNTEER RIGHTS

Volunteers have the following rights:

  • To be recognized accordingly for their efforts
  • To be given guidance, direction and necessary training where required
  • To be given opportunity for a variety of experiences
  • To be kept informed and listened to by OHA staff
  • To be provided orientation, training, support, supervision, and evaluation
  • To be treated and respected
  • To be valued as a person who can make unique contributions
  • To have expressions of appreciation from OHA staff
  • To have a clear understanding of jobs assigned including duties, responsibilities, support, structure, and time commitment
  • To have rewarding, suitable jobs with clear expectations
  • To have any risks clearly explained
  • To have the time being volunteered used as effectively as possible
  • To have proper working conditions
  • To receive prompt response and feedback
  • To receive prompt return of communication

VOLUNTEER RESPONSIBILITIES

Volunteers have the following responsibilities:

  • To be open and honest regarding intent, goals, availability, and skills
  • To accept only realistic assignments and have a clear understanding of assigned jobs
  • To carry out duties promptly and reliably
  • To accept the guidance and direction of the volunteer coordinator and other OHA staff
  • To participate in any required training
  • To respect confidentiality
  • To be punctual and there for the full length of your assignment. If there is an issue or conflict notify your volunteer coordinator as soon as possible
  • To be alert, sober, and drug free during your assignment
  • Be honest about your knowledge and capabilities when volunteering. If you feel you are not capable of completing the assignment let your volunteer coordinator know as soon as possible so they can fill the spot with someone who can

Important: Know OSR's policies and rules. Vendors are not permitted to use materials that will damage the building. Any necessary rules that will apply to your position will be gone over with you prior to starting your shift.

SIGN IN AND SIGN OUT - CRITICAL!

⚠️ PLEASE MAKE SURE TO SIGN IN AND OUT FOR EACH SHIFT

There will be an area designated for volunteer sign in and sign out. Please make sure to do so at the beginning and end of every single shift. These records allow us to verify the location you should be in case of an emergency.

Before your shift starts:

  • Go to the assigned sign in location
  • Let the staff there know that you are on duty
  • Pick up your volunteer package
  • Collect any equipment you may need

When leaving your shift:

  • Sign out at the volunteer sign in area
  • Turn in any equipment you were given
  • This allows the next person to have it to do their job properly

Personal Items: Please leave your coat, bag, and other personal items (particularly ones that would need to be set down while performing duties) locked in your vehicle. Again, OHA, OHC, and OSR are not responsible for any missing items.

Absences: Please notify your volunteer coordinator as soon as possible of any absences so they can get a replacement scheduled and we can have everything covered.

***While we will assign shifts and jobs ahead of time, circumstances may come up where we may ask you to change either your shift or your job. We will give you as much notice as we possibly can if this occurs.***

SCHEDULING

You will receive a schedule of events and your volunteer responsibilities well before the convention so that you can plan and schedule the rest of your weekend accordingly.

Schedules will be set based on positions that need to be filled, number of volunteers, volunteer availability, and preferences. We will do our best to stick to people's preferences.

If you are unable to complete your shift as scheduled or wish to switch shifts or jobs with another person please let the volunteer staff know as soon as possible. This allows us to verify that you completed your shift as well as know where you are in case of an emergency.

Substitutions: Volunteers are encouraged to find a substitute from a fellow volunteer for a shift you will miss or switch shifts with a fellow volunteer. Please inform the volunteer coordinator of any switches or adjustments made so the volunteer coordinator knows who is supposed to be there, when they are supposed to be there, and who to contact if there are any issues.

AGE REQUIREMENTS & MINORS

⚠️ VOLUNTEERS UNDER THE AGE OF 18

  • Minimum age for volunteers is 16 years old
  • Must have written consent of a parent or guardian before volunteering
  • The parent or guardian must also be on site for that volunteer's shift (they do not need to volunteer themselves)
  • Volunteers under the age of 18 are not permitted to work with equipment per Ohio State Law
  • The assigned duties to the minor will comply with all appropriate laws and regulations on child labor

GENERAL POLICIES

Confidentiality

All information concerning attendees, staff, financial data, business records, and other volunteers or core staff is confidential. No information may be released without appropriate authorization. This is a basic rule of business ethics.

Identification

Volunteers should carry/wear any identifying badges and/or t-shirts given to them by volunteer staff when working their volunteer shift. All volunteers should be easily recognizable by OHC staff and attendees. Any exceptions must be discussed with the volunteer coordinator.

Smoking, Eating, Alcohol and Drug Guidelines

  • Smoking and eating: Not allowed in any of the main areas of the OSR
  • Eating and drinking: Allowed in the mini bullpen area. Water is allowed in the cell blocks
  • Smoking/Vaping: You may smoke or vape outside of the reformatory and 20 feet from all entry doors
  • Alcohol and drugs: Absolutely prohibited at the OSR. If you are volunteering at any point during the costume ball or after the ball, alcohol is prohibited

Children

You may bring a child with you for your shift, if it does not limit your ability to complete your duties. Children must remain under your supervision at all times and are not allowed to roam the OSR during your shift or affect other attendees. They must abide by the same standard that we have for volunteers.

Background Checks

A criminal records background check may be required for some volunteer assignments. A volunteer must pass this check to be given an assignment involving money handling, childcare or dealing with sensitive information.

PERFORMANCE & VIOLATIONS

Performance Problems (Warning System)

The following are considered performance problems and are not acceptable:

  • Conducting personal business during your shift
  • Excessive personal telephone use
  • Littering or otherwise creating unsanitary conditions
  • Safety violations
  • Tardiness for your shift
  • Unauthorized operation of OHC, OHA, and OSR equipment
  • Unfriendly or uncooperative attitude in dealing with attendees, vendors, other volunteers, and staff
  • Unsatisfactory work performance
  • Waste, misuse, or damage of property

Consequences:

  1. First incident: Volunteer will be notified of the problem and changes required
  2. Second incident: Volunteer will be issued a second warning
  3. Third incident: Cancellation of volunteer status

Serious Violations (Immediate Action)

The following are considered to be serious violations and are grounds for immediate cancellation of volunteer status and possible removal from event:

  • Falsifying reports, records, and expenses
  • Physical or sexual harassment
  • Negligent or willful destruction of property
  • Theft
  • Unlawful discrimination
  • Willfully endangering the safety of others
  • Working under the influence of intoxicants

SAFETY

Know About:

  • The program's safety regulations
  • Check-in and check-out policies
  • Emergency plan procedures including serious accidents, bomb threats, and power outage

Do Not Participate In:

Do not participate in or allow attendees to engage in activities which may do harm to tourists, attendees, vendor merchandise, or the Ohio State Reformatory itself, including:

  • Closing doors to cells
  • Throwing objects from catwalks
  • Wet blood effects
  • Eating or drinking anything other than water in undesignated areas
  • Attempting to scare attendees and tourists

Responsibilities:

  • Knowing and following the safety rules as explained by the volunteer coordinator or support person
  • Supporting efforts to promote safe working conditions and habits
  • Making full use of safety equipment and safeguards provided for assigned tasks
  • Reporting immediately all unsafe work conditions to the volunteer coordinator

Accident Reporting

Volunteers must report immediately all personal injuries, vehicle accidents and incidents to the volunteer coordinator or support person.

In Case of Injury

All human blood and body fluids are to be treated as if they were infectious for HIV, Hepatitis B and other blood-borne pathogens. Volunteers should immediately inform the volunteer coordinator and support person if they believe they have been exposed to infection.

First Aid

First aid kits are in offices and state vehicles. Volunteers should know their location. We encourage volunteers to have kits in their vehicles. A prompt first aid response can keep most injuries and medical situations from growing worse.

Fire Plan

In case of fire, sprinkler systems will be triggered and alarms will sound. Be sure you know your nearest exit in case of fire.

OHIO STATE REFORMATORY STAFF

The OSR will be having regular tours operating during convention hours. While they will be re-directed around some OHC events, there will be self-guided and interpreter-guided tours throughout the building.

OSR staff will be wearing OSR shirts or sweatshirts and they are unaffiliated with OHC. Volunteers covering the tradeshow floor area are expected to assist OSR interpreters in making their way through the cell blocks if necessary so as not to interfere with the experience of the patrons who came to have a historic tour.

Thank You!

We appreciate your willingness to volunteer with OHC. We hope you will enjoy your experience as a volunteer. As you learn your volunteer duties feel free to ask questions. Our staff is happy to help you.

It is your commitment and that of volunteers like you that allows OHC to most effectively serve our attendees' needs. Thank you!