Setup / Breakdown Staff

A team of volunteers is needed for setup (starting on Friday 1:00PM) and breakdown (starting immediately after the conference on Monday). Usually, attendees arriving early or leaving late, will volunteer on site to help. The number of people required depends on the number of rental items we have in the exhibit hall and conference rooms. We usually catalog and re-pack the equipment for pickup by the rental company. This group of volunteers would also assist with the network wiring breakdown and the AV inventory. Basically, we need as many volunteers for this as we can get and one person to coordinate.

• Prepare the event site for the conference
• Set up registration desk (tables, chairs, PC's, printers, stationary, ...)
• Set up vendors booths and equipment in exhibit hall
• Put up banners, posters, signs, etc.
• Assist with handling materials/equipment during the event
• Breakdown after completion of the event

Registration Staff

A team of 4 to 5 people taking turns at the Registration Desk from Friday evening through Saturday, until Monday morning. There should always be at least 2 people at the registration desk (except maybe on Sunday). Usually there is a rush on Friday night to pick up the badges, and Saturday morning to register and pick up badges. That is when the most people are needed, but only two to three helping registrations and pickups, otherwise it is more of a problem than a help. The rest of the time, the people at the registration desk should be able to provide some general information about the conference to first-time attendees.

• Man the registration desk to greet attendees and provide general information
• Register day-of attendees and collect registration fees
• Process pre-registrations
• Provide identification badges upon registration
• Maintain accurate record of attendance
• Stuff goodie bags for attendees (Conference Guide, flyers, advertisements, etc.)

Networking Assistants

The networking coordinator is looking for 3 to 5 hardy souls who are not adverse to several hours of work on Friday and Saturday morning in helping out to build the network in the exhibit hall. The most prized skill will be experience in building Ethernet cables using Cat 5 cable and RJ 45 connectors. It will be a great learning experience and fun too. There is less skill required here than most of your peers realize. So, volunteer for this position and brag to your friends that you setup the Wapstock LAN. Steal some of the glory from the Networking Coordinator.

• Assist with setup of network connectivity and/or as assigned by the Network Coordinator
• Stringing cable to all LAN nodes
• Manufacturing of 100BaseT ethernet cables (instruction is available)

Conference Room Hosts / Greeters

One coordinator and a team of around 8 people as room greeters and room AV people. The team operates on a rotating schedule, where the room host goes to a conference room early to assist with the disconnection of the prior speaker from the AV, assist the next speaker with connecting to the AV, see that they have a clean glass of water and introduce them to the audience. This actually requires the most people during the conference itself. We have worked in the past with as few as 5 volunteers and as many as 25. It's not unusual for one person to rotate between two rooms.

• Assure an orderly and prepared conference room for the next scheduled presentation
• Check equipment in conference rooms
• Distribute and collect evaluation forms
• Introduce speakers to the audience
• Assist speaker with operation of presentation equipment (lights, slides, etc.)
• Monitor attendance during presentations
• Assure the time schedule is maintained
• Clean up room after the presentation and get it ready for the next one
• Check identification badges of attendees, speakers, vendors, ...
• Provide help and information to attendees at the conference