2025 All Staff Conference Volunteer Sign Up

Assist with the physical setup of the conference venue to ensure everything is ready for attendees.

Responsibilities:

• Assist with arranging tables, chairs, and other furniture according to floor plans.
• Help with setting up signage, banners, and decorations.
• Unpack and organize conference materials and supplies.
• Assist with basic AV equipment setup (with guidance).
• Perform other tasks as needed to prepare the venue for the conference.

Welcome attendees, manage the registration process, and provide essential information upon arrival.

Responsibilities:

• Greet attendees with a friendly and welcoming attitude.
• Verify attendee registration and check them in using provided systems.
• Distribute conference materials, name badges, and any other relevant items.
• Answer attendee questions about the conference schedule, locations, and general information.
• Direct attendees to relevant areas of the venue.
• Maintain an organized and efficient check-in process.

As a Staff Experience Guide, you will play a crucial role in ensuring attendees can easily locate and participate in their chosen staff experience. You will be responsible for gathering the individuals signed up for a specific experience and guiding them from a designated meeting point to the experience location.

Responsibilities:

• Prior to the start of the assigned staff experience, be present at the designated meeting point at the scheduled time.
• Clearly identify yourself as the guide for the specific staff experience (e.g., using a sign or wearing a designated identifier).
• Welcome attendees as they arrive and verify they are signed up for the correct experience.
• Provide clear and concise directions and information about the experience and its location.
• Lead the group in a timely and organized manner from the meeting point to the experience location.
• Ensure all attendees in your group arrive safely and are aware of any relevant instructions upon reaching the destination.
• Answer any way finding questions attendees may have.
• Maintain a friendly and helpful demeanor throughout the guiding process.

Ensure the smooth operation of conference sessions by managing the room, introducing the speaker, adhering to the schedule, assisting with technology setup, and facilitating post-session feedback.

Responsibilities:

• Monitor the session room to ensure a conducive environment for learning.
• Introduce the speaker(s) with enthusiasm and relevant background information.
• Strictly manage session start and end times, providing time cues to the speaker as needed.
• Assist the speaker with basic technology setup and troubleshooting (e.g., connecting laptops, adjusting microphones, displaying presentations).
• Circulate and/or direct attendees to complete the session survey (e.g., via QR code, paper forms).
• Address any logistical issues that may arise in the room.
• Maintain a professional and helpful presence throughout the session.

Provide flexible support across various areas of the conference as needed throughout the day.

Responsibilities:

• Be available to assist with various tasks as directed by conference organizers.
• Potential tasks may include: way finding, assisting at registration, supporting session moderators, helping with material distribution, and providing general assistance to attendees.
• Be proactive in identifying areas where assistance may be needed.
• Be adaptable and willing to take on different responsibilities.

Assist with facilitating the closing session and/or reception, ensuring a positive and engaging conclusion to the conference.

Responsibilities:

• Introduce speakers or activities for the closing session/reception.
• Maintain a positive and celebratory atmosphere.
• Make any necessary announcements.
• Potentially facilitate brief interactive elements or acknowledgements.

Assist with the efficient and organized breakdown of the conference venue after its conclusion.

Responsibilities:

• Assist with dismantling tables, chairs, and other furniture.
• Help with taking down signage, banners, and decorations.
• Pack up conference materials and supplies.
• Assist with any necessary cleanup of the venue.
• Follow instructions to ensure all items are properly stored or removed.