Volunteer Info & Schedule

Weekend Schedule

Saturday January 13 - Arrivals

1:00 - 2:30 PM // Everyday Astronaut Crew Lunch at Fareground Austin

Address: 111 Congress Ave, Austin, TX 78701

4:00 PM // Hotel Check-In

Downtown Austin Element Hotel: 109 E 7th St, Austin, TX 78701

For those who did not make special arrangements to arrive on Friday, hotel check-in is available starting at 4:00 PM on Saturday. Check-out is at 11:00 AM on Monday, January 15.

Saturday January 13 - 18+ Pre-Party Show

Vulcan Gas Company: 418 E 6th St, Austin, TX 78701

3:00 PM // Bands Load-In + Sound-check

Only the bands and A/V crew (Andrew Keating, MaryLiz, Tim, Salt Fox, Scott Manley) are required to assist with setup at this time.

  • 4:30pm: Everyday Astronaut soundcheck

  • 5:30pm: Salt Fox soundcheck

  • 6:30pm: Scott Manley soundcheck

5:00 PM // Registration Setup & Training

Only the Registration and Merch Crew (Aleigh, Victor, Blaine, Gene, Mykel, MaryLiz) are required to assist with setup at this time. Aleigh will provide all of the lanyards/wristbands. Registration crew will take care of and pass out all lanyards/wristbands and must have the EventBrite Organizer app installed (Apple Store / Google Play) on their mobile or electronic device

7:30 PM // 18+ Pre-Party Show - Doors Open

Only the Registration crew is required to work registration tables throughout the night (on a rotating schedule). The rest of the crew is welcome to enjoy this fun night of music and mingling!

VIP level located upstairs & guarded at stairwell by Vulcan staff (any lanyard required to enter; no wristbands)

8:00 PM - Midnight // 18+ Pre-Party Show

8:00 - 9:00 PM // Scott Manley DJ Set

9:15 - 10:00 PM // Salt Fox - full band set

10:15 - 11:45 PM // Everyday Astronaut - full band set

Midnight - 2:00 AM // Tear-down + load out

All hands on deck to clean up and load out.

Sunday January 14 - Awards Show

Paramount Theatre: 713 Congress Ave, Austin, TX 78701

7:30 AM // Livestream Crew Setup

Only the Livestream Production Crew should arrive with LUNA to begin setup and tech checks.

9:30 AM // Lobby Setup

Only the Registration, Merch, Photo, and Sponsor Crew should arrive at this time to assist with setup of the Registration table, merch table, sponsor table, and photo backdrops.

  • The Registration table will be placed outside. Beneath the tablecloth should be storage for lanyards, wristbands, and tote bags.

  • Starbase Brewing, Virgin Galactic and/or Firefly swag should be placed inside all tote bags.

  • The Firefly Sponsor table will be placed on the second floor in the inner lobby.

  • The Merch table will be placed in the main lobby.

  • The large photo backdrop will be placed on the main floor in the inner lobby. All remaining photo backdrops will be placed in the upstairs “Houdini Lounge.”

11:00 - 11:30 AM // SHORT LUNCH BREAK

There are plenty of great restaurants in the area. We are asking everyone to find lunch for themselves or their crews during this time. There is a great restaurant called Caroline that opens at 11:00 am, less than a block away. The next opportunity to eat won’t occur until after 5:00 PM.

11:30 AM - 1:30 PM // VIP Registration + Meet-and-Greet

Registration Crew must be in place at the outdoor registration table to begin handing out lanyards to the VIPs.

  • Provide lanyards and tote bags to all VIPs

  • VIPs (Nominees, Apogee and Orbital ticket holders, and Sponsors) should be directed to the upstairs Houdini Lounge for their Meet-and-Greet experience.

  • NO General Admission attendees can register OR enter at this time. They will need to return at 1:30 PM for GA registration.

  • Merch table is active.

12:30 - 1:30 PM // UNION BREAK - NO ONE ON STAGE

No work can happen on stage during this time by ANYONE

  • We can continue work in theater & lobby (without using Paramount equipment)

1:30 - 3:00 PM // General Admission Registration

General Admission attendees can now begin registering, along with anyone else.

  • Provide tote bags to all attendees

  • Encourage attendees to visit the merch table, Firefly sponsor table (upstairs - now open to all attendees), grab a snack and beverage.

2:30 PM // Theater doors open

Nominee Handlers ensure Nominees make their way to front seats for priority seating, with quick training on how to enter the stage and take the microphone, etc.

  • Usher handlers ensure that Apogee lanyards get access to premier seating behind Nominees.

  • Usher handlers communicate that remaining seating is first-come-first-served.

3:00 - 5:00 PM // Astro Awards Ceremony

  • 1st hour is dedicated to Honorable Mentions. 2nd hour is dedicated to Awards.

  • Staff/Crew are in place for duration of event (no roaming)

  • Registration Table must remain staffed by 1 person (use rotating shifts to offer breaks)

  • Full Run of Show here (keep private)

5:00 - 6:30 PM // Event End

Photography Crew must be in place at photo backdrops

  • During this time, attendees are encouraged to filter back out into the lobbies or upstairs lounge to visit the Firefly sponsor table, merch table, photo backdrops.

  • Handlers MUST keep people from taking selfies with Nominees/Special Guests (they should filter out through alleyway if possible).

Sunday January 14 - General Admission After Party

Industry - Eastside: 1211 E 5th St. Ste 150, Austin, TX 78702

5:00 - 11:00 PM // General Admission After Party

Sponsored by Starbase Brewing (free Starbase Brewing glass with every purchase of a Starbase beer)

  • Photographers and Videographers required to document this event.

  • Food service, live music, and fire twirlers!

  • This is an after party available to all! Meanwhile, Apogee Access ticket holders & Nominees will be at an intimate invite-only nominee dinner.

Sunday January 14 - Nominee Appreciation Dinner

Lamberts BBQ: 401 W 2nd St, Austin, TX 78701 (second floor private space)

6:00 - 7:00 PM // Dinner Setup

Only the pre-approved crew must report to Lamberts BBQ to check in, setup and check A/V

  • Must have printed dinner guest list at the reception area

7:00 - 9:00 PM // Nominee Appreciation Dinner

ONLY pre-approved guests and staff are allowed to enter (very limited seating). We need all-hands-on-deck at the Paramount Theater at this time for tear-down/load-out.

  • Only guests on the dinner list are allowed entry (Apogee Access, Nominees, and Special Guests)

  • Anyone not on the list is strictly forbidden access (due to fire code, no exceptions)

  • Everyone (pre-approved guests) is encouraged to walk/Uber to the restaurant (0.5 miles away from Paramount)

9:00 - 10:00 PM // Tear-down + load out of Lamberts BBQ

Must be out by 10:00 PM to keep from incurring additional fees.

Volunteer Roster

All volunteer crews will have their own Signal group through which to communicate throughout the weekend. If you are not yet connected via Signal, contact MaryLiz: (502) 551-9397.

Main Point Contacts

MaryLiz - Event Producer / Lead Coordinator/Stage Manager
(502) 551-9397 info@everydayastronaut.com

Victor de los Santos - Volunteer Coordinator
(956) 537-8390‬ victor@starsocietyrgv.org

Registration & Lobby Crew

Victor de los Santos - Lead Registration Coordinator
(956) 537-8390‬ victor@starsocietyrgv.org

Blaine Allen - Registration Crew + Usher
‭(816) 377-4788‬ blaine.b.allen@gmail.com

Mykel Del Angel - Registration Crew
‭(956) 667-9422‬ mykel.del.angel1107@gmail.com

Aleigh Comstock - Graphic Designer + Printed Material Setup Support
‭(407) 655-8914‬ aleigh@grvtycoast.com

Lindsey Behrends - Merch Table Crew
labehrends@gmail.com

Caspar Stanley - Merch table crew
00 45 52 39 12 98 casparstan@gmail.com

Handlers/Liaisons

Jenna Kay Foertsch - Nominee Liaison
(612) 240-4001 jennafoertsch@gmail.com

Lauren Potterat - Nominee Liaison
(858) 337-6353‬ lauren.potterat@gmail.com

Nic Ansuini - Apogee Liaison + Tim’s Handler
(720) 979-5429‬ lnic.wildwood@icloud.com

Photographers + Videographers

Austin DeSisto - Tim /VIP Meet & Greet photographer + Social media support
‭(978) 846-5890‬ austinmd813@gmail.com

Kelly Rodriguez - Official Award Ceremony + Nominee Dinner Photographer
‭‭(253) 365-7725‬ Kelly@kellrodphotos.com

Nick Jakubik - Event Photographer (BTS/crowd/candid shots)
‭‭(425) 443-8356 nick@cosmicperspective.com

John Pisani - Event Photographer
(321) 205-3617‬ john@cosmicperspective.com

Ryan Chylinski - Event Videographer
(585) 747-5899 ryan@cosmicperspective.com

Livestream Crew

Andrew Taylor - Livestream Producer
(919) 525-5929‬ andrew@surgepointproductions.com‭

Spencer Tetik - VJ Designer/Operator
(580) 307-2112‬ spencer.tetik@gmail.com

Ben Stineman - Network Engineer
(319) 830-6258 ben@rotorvisual.com

Ryan Chylinski - Videographer
(585) 747-5899 ryan@cosmicperspective.com

Andrew Keating - Audio Engineer
(415) 717-7471‬ andrew@cosmicperspective.com

Morgann Russell - Audio Tech & Theater Liaison
‭(919) 830-9683‬ Morgann@surgepointproductions.com

Nick Jakubik - Videographer (Camera 1 Setup/Operator - Stationary/Tripod)
(425) 443-8356‬ andrew@cosmicperspective.com

John Pisani - Videographer (Camera 2 Setup/Operator - Stationary/Tripod)
(321) 205-3617‬ john@cosmicperspective.com

Steve Wilson - Videographer (Camera 4 Setup/Operator - Roaming/Gimbal)
(512) 296-8784‬ wilson.entertainment@gmail.com

Aleigh Comstock - Graphic Designer + Printed Material Setup Support
‭(407) 655-8914‬ aleigh@grvtycoast.com

Trevor Sesnic - Web Crew/TMRO Chat Liaison
(512) 296-8784‬ trevormsesnic@gmail.com

Registration Information

Registration Schedule

Sat, Jan 13
7:30 - 11:00 PM // Pre-Show Party Registration

Registration opens at Vulcan Gas Company 418 E 6th St, Austin, TX 78701.

  • Yellow wristbands do not get access to this party - they have to return Sunday to Paramount.

  • Black Wristbands get access to first floor only

  • All lanyards get 2 drink tickets + access to VIP lounge on upper floor. They are welcome to stay on the first floor as well.

Sun, Jan 14
11:30 AM - 1:30 PM // VIP Registration

VIP Registration Opens at Paramount Theatre: 713 Congress Ave, Austin, TX 78701

Registration is open ONLY to VIPs outside the Paramount Theatre. All GA attendees have to return at 1:30pm for registration or entry.

  • All lanyards get immediate access to the upstairs Meet-and-Greet lounge (from 11:30am - 1:30pm). Give them their totes bags, then send them to the upper level of the Paramount Theatre.

  • The theatre doors open for first-come-first-served seating at 2:30pm.

Sun, Jan 14
1:30 PM - 3:00 PM // General Admission Registration

At this time, all GA attendees can register and enter the lobby.

  • Give them their totes bags and encourage them to grab snacks, drinks, or visit the merch table (in the lobby) or Firefly sponsor table (upstairs lobby). The theatre doors open for first-come-first-served seating at 2:30pm.

It is easy to distinguish attendees with General Admission vs. any of the VIP access levels. All General Admissions attendees will be wearing bright green wristbands, while all VIPs (including Nominees, Staff, Sponsors, and Apogee or Orbital ticket holders) are wearing lanyards.

Access Tiers - Lanyards & Wristbands

General Admission - SUNDAY ONLY

  • Yellow plastic wristbands DO NOT get admission to the pre-show party on Saturday (only the Sunday awards ceremony)

  • General Admission to Astro Awards (Sun, Jan 14)

  • Receives Starbase Brewing tote bag upon registration (with Astro Awards and Virgin Galactic swag inside)

General Admission - SAT & SUN

  • Black cloth wristbands get General Admission access to the pre-show party on the first floor only (Sat Jan 13)

  • General Admission to Astro Awards ONLY (Sun Jan 14)

  • Receives Starbase Brewing tote bag upon registration (with Astro Awards and Virgin Galactic swag inside)

Orbital Access

  • Access to VIP lounge (upper level) during pre-party show on Saturday at Vulcan Gas Company

  • Access to VIP meet-and-greet from 11:30am - 1:30pm at the Paramount Theatre on Sunday.

  • Receives Starbase Brewing tote bag upon registration (with Astro Awards and Virgin Galactic swag inside)

Sponsors

  • Same as Orbital Access, but can enter the buildings ahead of time for setup or stay late for tear-down.

  • Access to VIP lounge (upper level) during pre-party show on Saturday at Vulcan Gas Company

  • Access to VIP meet-and-greet from 11:30am - 1:30pm at the Paramount Theatre on Sunday.

  • Receives Starbase Brewing tote bag upon registration (with Astro Awards and Virgin Galactic swag inside)

  • NO ACCESS to the Nominee Appreciation Dinner unless approved ahead of time

Staff

  • Same as Orbital Access, but can enter the buildings ahead of time for setup or stay late for tear-down.

  • Access to VIP lounge (upper level) during pre-party show on Saturday at Vulcan Gas Company

  • Access to VIP meet-and-greet from 11:30am - 1:30pm at the Paramount Theatre on Sunday.

  • Receives Starbase Brewing tote bag upon registration (with Astro Awards and Virgin Galactic swag inside)

  • NO ACCESS to the Nominee Appreciation Dinner unless approved ahead of time

Apogee Access

  • Access to VIP lounge (upper level) during pre-party show on Saturday at Vulcan Gas Company

  • Access to VIP meet-and-greet from 11:30am - 1:30pm at the Paramount Theatre on Sunday.

  • Access to premier seating during the Awards Ceremony

  • Access to the Nominee Appreciation Dinner on Sunday night from 7pm - 9pm

  • Receives Starbase Brewing tote bag upon registration (with Astro Awards and Virgin Galactic swag inside)

Nominees

  • Premier access to all events. These are our awardees (and their plus ones). Let’s treat them with utmost respect and care. This entire event is meant to honor them!

  • Access to VIP lounge (upper level) during pre-party show on Saturday at Vulcan Gas Company

  • Access to VIP meet-and-greet from 11:30am - 1:30pm at the Paramount Theatre on Sunday.

  • Direct them to front-row seating during the Awards Ceremony

  • Access to the Nominee Appreciation Dinner on Sunday night from 7pm - 9pm

  • Receives Starbase Brewing tote bag upon registration (with Astro Awards and Virgin Galactic swag inside)

Hotel Information

Element - Austin Downtown

Most volunteers have a hotel room reserved at the Element in downtown Austin. By now, you should have received your hotel room confirmation from Element and/or MaryLiz. If you have not, and you are expecting a hotel room, please reach out to MaryLiz to confirm: (502)-551-9397 / info@everydayastronaut.com

Restaurants at the Hotel:

Load-In + Parking

At the Paramount Theatre, we have secured a parking permit to reserve spaces in the front of the building, just outside of the lobby doors. You are welcome to temporarily park here to un-load during setup times and again as we are un-loading on Sunday evening. We must be fully loaded out of the Paramount Theater by 9:00 PM on Sunday night.

Once you are done loading in at the Paramount, you can park at the 600 Congress Parking Garage (entrance at 155 W 7th St). Present your parking ticket to the Paramount Staff in the lobby for validation.

Helpful Links + Resources