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 NATIONAL CONFERENCE VOLUNTEER DESCRIPTIONS

 

Workshop/Panel Session Monitor

Location: Session rooms throughout the Convention Center

Job Description: Monitor workshop/panel by assisting presenters, distributing handouts, distributing and collecting evaluation forms and counting attendance.

  • Make a count of the session attendance at the beginning and midpoint. Write the count in the appropriate blanks on the session evaluation envelope.
  • Be knowledgeable about the session you are monitoring by reading the session description in the program guide.
  • Assist the speaker in making the room a more conducive learning environment by dimming the lights in different parts of the room and asking the speaker(s) how he/she would prefer to have the lights set.
  • Be sure the room is neat. Pick up any discarded cups, papers or other trash, and dispose of in waste receptacles.
  • Assist in management of room capacity. Direct attendees to fill the seats in the front and center of the room first. Help late comers find seats if available. If the session room is full, encourage late comers to attend another session. Help keep overflow from blocking the door or hall.

General Session Monitor

Location: General Session locations

Job Description: Direct conference attendees into and out of the General Session, direct VIPs to their reserved seating and, if applicable, direct attendees to presenter book signing.

  • Read the General Session description in the Program Guide for the day you are monitoring. Be familiar with the members of the National Executive Committee, Conference Team and National Board of Directors (photos are in the Program Guide). Direct them to the front of the room for VIP seating.
  • Arrive at the room one (1) hour prior to the session start time. Doors will OPEN 30 minutes prior to session – crowd control.
  • Provide traffic control at doors. Direct attendees to the correct entrance doors.
  • Make sure everyone who enters is wearing a badge.
  • Assist late comers to available seats.
  • Assist with the reserved and VIP seating section.
  • Assist in directing overflow traffic, if necessary.
  • Direct attendees to book signing location.
  • When not working as a General Session Monitor, return to the Command Center to be on stand-by as Floater.

Meal Event Monitor

Location: Meal Event locations

Job Description: Direct conference attendees into and out of the Meal Event, direct VIPs to their reserved seating.

  • Read the Meal Event description in the Program Guide for the day you are monitoring. Be familiar with the members of the National Executive Committee, Conference Team and National Board of Directors (photos are in the Program Guide). Direct them to the front of the room for VIP seating.
  • Arrive at the room one (1) hour prior to the session start time. Doors will OPEN 30 minutes prior to session – crowd control.
  • Provide traffic control at doors. Direct attendees to the correct entrance doors.
  • Make sure everyone who enters is wearing a badge or has a ticket.
  • Assist late comers to available seats.
  • Assist with the reserved and VIP seating section.
  • Assist in directing overflow traffic, if necessary.
  • When not working as a Meal Event Monitor, return to the Command Center to be on stand-by as Floater.

Reception Monitor

Location: Reception locations

Job Description: Direct conference attendees into and out of the Reception, direct VIPs as needed.

  • Read the Reception description in the Program Guide for the day you are monitoring. Be familiar with the members of the National Executive Committee, Conference Team and National Board of Directors (photos are in the Program Guide). Direct them as needed.
  • Arrive at the room 30 minutes prior to the session start time. Doors will OPEN at designated time – crowd control.
  • Provide traffic control at doors. Direct attendees to the correct entrance doors.
  • Make sure everyone who enters is wearing a badge.
  • Provide information as needed.

Ask Me! Volunteer

Location: Throughout the Convention Center (assignments given out daily).

Job Description: Provide answers to attendee questions concerning events at the Convention Center and general information about the local surrounding area.

  • Direct attendees to meeting rooms and other special areas.
  • Will need to stand the majority of the time to engage attendees, especially in high traffic areas.
  • Assist BDPA staff as needed in other areas/locations such as crowd control for general sessions and book signings.
  • Be able to answer the following Frequently Asked Questions:
  • Where is the nearest bathroom?
  • Where can I get something to eat or drink?
  • Where is Registration?
  • Where is the EXPO?
  • Where can I check my e-mail?

BDPA Store Monitor

Location: BDPA Store

Job Description: Assist BDPA staff in welcoming and helping attendees find items in the BDPA Store.

  • Monitor check-out lines and/or staff the Hold Center and overall crowd control.
  • Assist with Author Signings.
  • Assist customers with store merchandise selections that may be in locked cases, display units or shelves.
  • Assist in restocking merchandise, managing Hold Center, putting bags together, and keeping merchandise organized neatly.
  • Will need to stand the majority of the time to engage attendees, especially during busy hours.

Career Center Assistant

Location: Career Center

Job Description: Assist BDPA staff in various administrative duties.

  • Greet and orient attendees to the information that is available in the area.
  • Assist with the maintenance of the Career Center area by keeping tables and chairs clear of debris.
  • Assist BDPA staff with minor administrative duties.
  • Assist with crowd control and conduct a head count during all Career Center presentations.
  • Distribute handouts as needed.
  • Report any computer problems/issues to BDPA Staff.

 

Cyber Cafe Assistant

Location: Cyber Cafe

Job Description: Greet and assist attendees at the Cyber Center.

  • Monitor and limit attendee time on the computers, ensuring that it does not exceed approximately 15 minutes.
  • Direct attendees to available ports for personal laptop use within each Cyber Café (if available).
  • Must be computer literate and be patient when instructing attendees.
  • Act as a Floater during off hours in the Cyber Center/EXPO Hall; location as assigned.
  • Assist attendees in accessing BDPA web site.

 

Press Room Assistant

Location: Press Room

Job Description: Assist BDPA staff and BDPA Public Relations staff with general administrative duties.

  • Assist reporters with the phones, copier, fax machines, and computers.
  • Assist the press room staff with registering reporters and members of the media. Assist exhibitors with organizing their press kits.
  • Distribute press materials and credentials and print out hometown releases.
  • Assist with the maintenance of the Press Room by keeping tables clear of debris.
  • Assume responsibility for the Press Room anytime the BDPA staff person is away.

Expo Volunteer

Location: Exposition Hall

Job Description: Assist BDPA staff and exposition hall staff with various duties.

  • Monitor traffic flow throughout the exhibition hall.
  • Welcome conference attendees to the hall and make sure everyone is wearing a badge.
  • Provide directions and general information on activities within the EXPO hall.
  • Provide traffic control at doors. Direct attendees to the correct entrance doors.
  • Direct vendors and exhibitors to registration areas.

Logistics Control Volunteer

Location: Exposition Hall

Job Description: Assist BDPA staff and exposition hall staff with various duties.

  • Ensure that conference rooms are adequately prepared for meetings and to respond to problems as they arrive.
  • Assist with the packing and labeling of conference materials which are to be shipped to the National Office and or sponsors (HSCC computers).

Special Project Volunteer

Individuals who sign up for this position will have several different assignments during the course of the day. Examples of the types of assignments an individual might receive include helping at the Annual Membership Meeting, author book signings, Expo Booth Awards, and passing out the Conference Daily at entrances to the convention center.

The specific duties and responsibilities associated with each assignment varies, but generally includes assisting both conference attendees and BDPA staff. Individuals in this position will return to the Volunteer Room when not on assignment and be available as a floater.

Floater

Volunteers who are assigned to floater roles will be stationed at the Command Center. Floaters may be assigned to any of the above positions based on additional needs that develop throughout the conference. A floater may have several different assignments within the course of a day.

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