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Volunteer Roles and Responsibilites /

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Workshop/Panel Session Monitor ( 1)

  • 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 or brightening 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.
  • Have water available for the presenter.
  • Give out the CEU sign-up sheet.
  • Workshop/Panel Session Monitor ( 2)
  • Direct conference attendees into and out of the General Session, direct VIPs to their reserved seating and, if applicable, direct attendees active session.
  • 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

  • Direct conference attendees into and out of the Meal Event, direct VIPs to their reserved seating.
  • Read the Meal Event description in the Conference Program for the day you are monitoring. Be familiar with the members of the ICTC Staff and Volunteer Committee.
  • 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

  • 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.

Collect tickets.

Ask Me! Volunteer

  • 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 ICTC staff as needed in other areas/locations such as crowd control for general sessions and book signings.
  • 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?  

Press Room Assistant

  • Assist ICTC staff and ICTC 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 ICTC staff person is away.

Vendor Village Volunteer

  • 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

Vendor Village Volunteer

  • 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

Logistics Control Volunteer

  • Assist ICTC 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

Special Project Volunteer

  • Individuals who sign up for this position will have several different assignments during the course of the day.
  • Types of assignments include helping at the Awards Ceremony, locating and printing badges, setting-up and breaking down equipment, etc.
  • Responsibilities and  assignment vary, but generally include assisting ICTC Volunteer Coordinator and staff.
  • When not on assignment and be available as a floater.

Centerpiece Assembly Volunteer

  • Centerpiece Assembly Volunteers are responsible for assisting host committee members to assemble all table centerpieces for tables in the conference general session.

Volunteer Check-In/Supply Room

  • Volunteer Check-In/Supply Room volunteers are responsible for checking out supplies to presenters and/or checking in volunteers as they report for duty.
  • This assignment is best done by an administrative assistant who can stay on duty at this post for consecutive days.
  • Keep refreshment in the room.

Volunteer Check-In/Supply Room

  • Volunteer Check-In/Supply Room volunteers are responsible for checking out supplies to presenters and/or checking in volunteers as they report for duty.
  • This assignment is best done by an administrative assistant who can stay on duty at this post for consecutive days.
  • Keep refreshment in the room.

Hospitality Table Volunteer

  • Hospitality volunteers need to be very familiar with the conference schedule; special events, restaurants, and other items that you believe will contribute to an overall positive conference

Social Media Volunteer

  • These volunteers must be experienced "Tweeters" who are knowledgeable about tweeting protocol and Twitter best practices (use of hash tags, re-tweeting and attribution, etc.).
  • Social Media Volunteers must be on site for the duration of the conference. Volunteers will not be tweeting as official representatives of Learning Forward but will coordinate with Learning Forward staff to ensure consistency of message.
  • Photo captions.

Floater Volunteers

  • Assigned to any of the above positions based on additional needs that develop throughout the conference.
  • May have several different assignments within the course of a day.
  • Responsible for managing volunteers to be able to run from spot to spot in order to provide any missing materials in any given location (i.e. classrooms, Jorgensen, the resource room).
  • This person is responsible for the general knowledge of the hotel and conference layout and procedures.
  • Work directly with a large group of volunteers and needs to be able to delegate duties as needed in a timely fashion.
  • Responding to Building Managers requests for materials for presenters
  • Presenter concerns about rooms, errors, etc.
  • Coordinating Presenter transportation with the transportation manager

Transportation Liaison

  • Manage tight schedule of transportation pickup/deliveries of entertainers, presenters from/to hotels, venue, airport, and/or train station.
  • Work specifically with a small group of volunteers (who are willing to volunteer their vehicles) to run errands as needed by the conference staff (i.e. grocery shopping, hotel pickups, entertainment pick ups, etc.).
  • Responsible for ensuring anything needed from outside the conference location will be handled by a volunteer in this group and brought to whom and where it is needed at the time it is needed. (This includes presenters and performers being brought to and from the conference from the hotel, airport or other location).
  • Should be able to manage a driving fleet that will work with the TC staff to ensure that all people places and things are set for the conference to run effectively.   

Transportation Support Staff (Drivers)

  • Be well versed/educated on routes and alternative roads from all possible pickup/delivery locations.
  • Responsible, careful driver.
  • Report back periodically to Liaison to ensure schedule is current and up to date.
  • Must have a valid driver’s license and insurance.
  1. Smile, say hello, offer stickers and welcome people
  2. Send Presenters to the Presenter Check-in
  3. Send Volunteers to the Volunteer booth
  4. Send Walk-in participants to Walk-in Registration
  5. Send people who have already registered and paid to Express Check-in.
  6. Send group registrants to Group Registration
  1. Mark down their name on list for a head count.
  2. Give volunteer coordinator and/or presenter liaison the list of missing presenters.

Registration: (Onsite registration)

  • Confirm participant on registration sheet and determine outstanding payment OR
  • If not pre-registered, have participant fill out registration form on one of three laptops o
  • Assist registrant with orienting lanyard
  • Provide correct number of packages and lanyards
  • Direct participants to active session