First briefing and T-Shirt collection
Due to different arrival dates within the team, we’ve arranged several opportunities for you to collect your T-shirt and lanyard, and meet the team for a relaxed briefing. Please try to attend at least one of the following times:
Thu 3rd, 20:00 – AxelBeach (just before the Meet & Greet event)
Sat 5th, 20:00 – Junior Bar (10th Anniversary Toast)
If you arrive later in the week, don’t worry! You’ll receive a personal briefing and your T-shirt/lanyard at your first assignment.
Additionally, some huggers may organize informal get-togethers to get to know each other better. Please join the Hug Team chat on Telegram to stay up to date.
JUMP TO: Behaviour | Ice-breakers | When to Approach | Extra tools
This is NOT a compulsory set of rules. You have freedom to act at your discretion as long you make sure everyone feels comfortable with your words and acts. And please never forget you’re on a holiday too! The aim is to have fun together!
Expected behaviour
✅ Check the official channel for last minute updates. Getting a free Telegram account is necessary to follow the developments of the Hug Team, at least the official update channel (the hug team chat is optional). You will be notified on how to access our official channel by email after signing up for the team.
✅ Facilitate connections. Our main goal is to make bears interact with each other, not with us. Your role is to introduce solo bears to each other, first-timers to veterans, or integrate them into larger groups. Think of yourself as a social glue—not the center of attention. Keep an eye on previous introductions in case someone needs a little extra help later. This goal must be clear from your introduction. For example: “Hi there! My name is Mark! Are you having a nice time? I’m part of the PR team of this party. Are you are first-timer? Maybe you have some questions about our events?”
✅ Approach with openness. How you approach someone matters just as much as what you say. Avoid walking up from behind, as this can put people on the defensive. Instead, let them see you coming—make eye contact, offer a smile or a nod before starting a conversation. When you do start chatting, open-ended questions work best. Instead of “Are you having fun?” (which can be answered with a simple yes or no), try “What’s been your favorite part of the event so far?” This keeps the conversation flowing and makes it easier to find common ground.
✅ Keep moving. If a visitor is monopolizing your time (or just flirting with you), gently remind them that you’re on duty and have to assist many others. Let them know you’ll check back once you find them a fun conversation partner or activity. If there’s mutual interest, you can of course exchange numbers—but please save personal chats for after your shift.
✅ A little flirt goes a long way. A playful, friendly comment can help break the ice! Something like, “I bet that group will love you—your chest hair alone is a conversation starter, haha!” can lighten the mood and encourage engagement. Just keep it natural and focused on helping them connect with others.
✅Be professional. When you’re wearing the Hug Team shirt or lanyard, you’re on duty—so make sure you represent the team! If you plan to cruise later, remove it first to keep things clear and professional.
✅ Try to stay for most of the event. There are no formal “shifts”, but please let the organizers know if you need to leave early. During the event, balance your volunteer duties sensibly with your own enjoyment. If you need a rest, please remove your Hug Team T-shirt and lanyard. No one expects constant interaction for six hours straight, but please remain attentive to anyone actively needing your help.
Ice-Breaking Questions
Introductions:
- “Hey mate, how’s it going? Have you heard about the Hug Team? We’re volunteers helping everyone get into the Bear Carnival vibe and meet new people. Want me to introduce you to some solo visitors or groups?”
- “Hey, welcome! Are you ok being on your own? If you wish, you won’t be solo for long—there are tons of friendly bears around. Want me to introduce you to some guys who are also new to the event?”
- “Hi there! I’m Mark! What’s your name, please? New faces are always welcome here. Want to meet some guys who’ve been coming for years? They’ve got some great tips on how to make the most of the event”
Personal Background:
- “Is this your first Bear Carnival, or are you a veteran?”
- “Where are you visiting from?”
Event Experience:
- “Are you familiar with today’s programme?”
- “What’s been your favorite event so far?”
- “Are you going to the [specific event] later?”
- “What’s the best thing about Bear Carnival for you?”
Fun & Lighthearted:
- “Which song always gets you on the dance floor?”
- “Have you met any cool people so far?”
Common Interests:
- “Do you have a favorite bear bar or event outside of Bear Carnival?”
- “What’s your go-to eatery after a long night out?”
Photo & Social Interaction:
- “Want to grab a fun photo together for the event gallery?”
- “We’re starting a little group over here—want to join in?”
When to Approach A Bear
✅ When to Approach:
If someone is standing alone and looking around as if hoping to join in
If a person makes eye contact and smiles
If someone is near a social area (bar, dance floor, seating area) but not engaging with others
If a group seems open and welcoming to new people (we could ask if someone else can join them)
❌ When NOT to Approach:
If someone is actively avoiding eye contact
If a person is engaged in a deep conversation with another attendee
If someone is using their phone in a way that suggests they want to be left alone
Finally, let’s be cautious if someone is showing closed body language (crossed arms, turned away, looking uncomfortable)
Extra tools to interact
🩷 Team Identification
Hug Team members are easily recognizable by their pink Hug Team T-shirt and/or lanyard. The T-shirt is a standard design (see picture above), while the lanyard includes your name and the languages you speak. Most volunteers will have both items, but late sign-ups may only receive a lanyard, as T-shirts require advance ordering.
🍺 Free Drinks
Bear Carnival does not control bar policies, so free drinks are limited and frequently unavailable. At pool parties, a cooler with water, soft drinks, and beer will be available for the team. Some long drink tickets may be provided, depending on the generosity of each partner venue, but this is not guaranteed.
📸 Photos
A fun group photo is a great icebreaker! Some events may include a photo-call with playful props to encourage interaction. If you need pictures to help spark conversations, feel free to ask Héctor, our official photographer, to capture the moment. Whether it’s a fun group shot or a flirty pose, he’s happy to help!
🏆 Games & Prizes
Before each major event (especially pool parties), a briefing will be held to brainstorm fun activities. The Bear Carnival team, led by Brian (chief of production and animation), will suggest ideas, such as challenges with prizes (e.g., winning a Bear Carnival T-shirt for finding a partner from an exotic country). Volunteers are encouraged to contribute their own ideas—the goal is to create fun together, not to impose a script