Volunteer @ MTHF18!

If you are interested in volunteering for the conference:

  1. Review the requirements and information below.
  2. Visit our volunteer sign-up website and sign-up for as many shifts as you want.
  3. Email hepzibethlee@uvic.ca and let us know you've agreed to volunteer at the conference.  

Time commitment

  • At least one 4-hour shift during the conference, March 22-25, 2018.

Benefits for you

  • With a minimun of a 4-hour time commitment (one 4-hour shift), you are free to attend all conference events that fall outside of your volunteer shifts.
  • Because registration closed March 15th, and we had to submit our final numbers for catering, conference meals are NOT included for volunteers who sign-up AFTER March 15th.
  • Gain experience for your resume and education.
  • Interact, engage, and network with the public, staff, presenters and fellow volunteers.
  • Learn more about issues related to trans, gender non-binary, and Two-Spirit communities and history.

Requirements for volunteering

  • At least one 4-hour shift during the conference, March 22-25, 2018.
  • Honour your commitment to your shifts.
  • Read the volunteer information provided below, including position descriptions & responsibilities, and commit to our equity statement.
  • Check-in with volunteer coordinator at the beginning of your shift for training & instructions.

Sign-up!

  • Visit our volunteer sign-up website and click “Sign up” for the shifts you are committing to.  Any changes to the shift made by conference organizers will be automatically emailed to you.  If you have any questions or concerns, please email hepzibethlee@uvic.ca.

Sign up for volunteer shift(s)


Equity Statement

Moving Trans History Forward is an exciting event involving a wide spectrum of peoples, genders, and identities.  A reminder to all volunteers to please conduct themselves appropriately and in accordance with UVic’s “Policy on Human Rights, Equity and Fairness”:

“The University promotes a safe, respectful and supportive learning and working environment for all members of the university community. The University fosters an environment characterized by fairness, openness, equity, and respect for the dignity and diversity of its members…The strength and vibrancy of the University is found in the diverse life experiences, backgrounds and worldviews of all its members…. All members of the university community are responsible for promoting a supportive and inclusive learning and working environment and for dealing respectfully and fairly with each other.”(https://www.uvic.ca/universitysecretary/assets/docs/policies/GV0200_1105_.pdf)

Set-up Volunteers

Tasks:

  • Arrive at the specified location and time.  Please do not be late.

  • You will be directed by the conference organizers to: 

    • Move tables, chairs and equipment to the proper location.

    • Troubleshoot set-up issues.

    • Put up signs and other information provided to you.

    • Perform general cleaning.

Qualifications:

  • Physically able to perform basic lifting and set-up duties.

Session Moderators

Tasks:

Prior to the session:

  • Be sure to have a watch or phone on you to keep track of the time.

  • Refer to conference website and prepare a brief introduction to the session and speakers.

  • Arrive in the specified location on time (at least 10 minutes before the start of the session). Please do not be late!

  • Ensure session signage is outside the room.

  • Familiarize yourself with the room/area.

  • Ensure a full water pitcher and clean glasses are available at presenters’ table.

  • Greet speakers. Remind them of the amount of time they have and that time signals will be provided (“5 minute”, “1 minute”, and “STOP” signs will be provided).

Once the session begins:

  • Introduce yourself and begin with "we acknowledge with respect the Lkwungen-speaking peoples on whose traditional territory the University of Victoria stands, and the Songhees, Esquimalt and WSÁNEĆ peoples whose historical relationships with the land continue to this day."

  • Introduce the speakers and presentation titles (refer to the conference program).

  • State that all questions will be left until all speakers have presented.

  • State that the session may be photographed and that anyone not wanting their picture taken needs to be seated in an appropriate spot in the room (ie: not close to the presenters).

  • Moderate the question-answer period by taking questions from the audience.

  • Have one or two questions prepared in case the audience does not initially respond.

At the end of the session:

  • Adjourn the session at the scheduled end time

  • Thank the speakers and the participants.

  • Announce the next scheduled activity of the program.

Qualifications:

  • Comfort in facilitating Q&A period.
  • Knowledge or interest in the session’s topic would be an asset.

  • Comfortable in public speaking.

Conference Guides

Tasks:

  • Arrive at your specified location at the specified time.  Please do not be late.
  • Familiarize yourself with the program, general area, and be prepared to answer common questions such as “where are the washrooms?”
  • Warmly direct groups of people between venues. 

Qualifications:

  • Friendly and warm demeanor.
  • Comfortable with welcoming people and managing basic directional questions and duties.

Audio/Visual Support

Tasks:

  • Arrive in the specified location at the specified time.  Please do not be late.
  • Check program times/locations and find Session Moderators before their session to ensure their sessions’ technology is prepared.
  • Assist with the loading of presentation files and other tech. related needs.
  • Throughout the sessions, roam between the large and small Michele Pujol Room and Upper Lounge to ensure technology continues to work properly.  Assist when needed.
  • If there are any major problems, please find conference organizers to assist.

Qualifications:

  • Knowledgeable about basic technology and software (PC and Mac laptops, projectors, PowerPoint, connectivity).
  • Comfortable with starting a PowerPoint presentation on a laptop from files on a USB drive.

  • Comfortable with basic technology troubleshooting.

Registration Table

Tasks:

  • Arrive in the specified location at the specified time.  Please do not be late.
  • Warmly greet participants to the conference when they arrive to register.
  • Register participants and hand out information packages and badges.
  • Answer questions about the program and direct guests.
  • Provide general information (eg: where are the washrooms?).

Qualifications:

  • Friendly and warm demeanor.
  • Comfortable with welcoming people and managing basic registration tasks such as signing people in and taking payments when necessary.
  • Basic multitasking skills would be an asset.

General Assistants

Tasks:

  • Arrive at your specified location at the specified time.  Please do not be late.
  • Familiarize yourself with the general area and be prepared to answer common questions such as “where are the washrooms?”
  • Warmly greet guests and direct them as needed.
  • Circulate the area and perform tidying up duties (i.e., quick tidying and cleaning).
  • Direct guests as needed.

Qualifications:

  • Friendly and warm demeanor.
  • Comfortable with welcoming people and managing basic directional questions and duties.

Clean-up Volunteers

Tasks:

  • Arrive in the specified location at the specified time.
  • You will be directed by the organizers.  Please be prepared to execute typical “clean up” duties such as moving tables, chairs and equipment to their home location and general cleaning/tidying.

Qualifications:

  • Physically able to perform basic lifting and clean-up duties.