A team of volunteers is needed for setup and breakdown (starting
immediately after the conference). 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
A team of 4 to 5 people taking turns at the Registration Desk.
There should always be at least 2 people at the registration desk. Usually there
is a rush just before the event to pick up the 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
Man the registration desk to greet attendees and provide general information
Register day-of attendees and collect registration fees
Provide identification badges upon registration
Maintain accurate record of attendance
Stuff goodie bags for attendees (Conference Guide, flyers, advertisements, etc.)
The networking coordinator is looking for 3 to 5 hardy souls who
are not adverse to several hours of work in helping out to build the network in
the exhibit hall abd conference rooms. 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)
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