Conference Aide

Exact details will be provided at the mandatory volunteer training session(s).

Tasks:

• Attend pre-conference training session.
• Attend the volunteer shift(s) for which you have signed up.
• Arrive at the location listed in the confirmation email that was sent to you after signing up. PLEASE DO NOT BE LATE. Program details and locations can be viewed here.
• Find Jaye or Spencer and check in (you will meet Jaye/Spencer at your training session).
• Proceed to your assigned duty. This may include one or more of the following:
  • Registration Table: Check in registrants and hand out conference packs & name badges.
  • Ambassador: Greet all conference attendees with a warm and friendly demeanor, directing them as needed. You will be an “ask-me person.” Continue to be open and available to guests who need hel.
  • Setup/Cleanup: Assist conference organizers with setting up and tearing down conference events. This position requires moderate lifting and moving (chairs, tables, boxes/bags, technical equipment).

Qualifications:

• Friendly and warm demeanor.
• Comfortable with welcoming people and addressing basic questions and concerns.
• Able to follow basic registration procedures.
• Setup/cleanup tasks will be given to volunteers who can lift and move chairs, tables, boxes/bags, and technical equipment. For those who can’t perform these physical tasks, other duties will be assigned (e.g., Registration Table, Ambassador).

Mandatory Training Session:

• You must attend at least one mandatory training session. Sign up for your mandatory volunteer training session(s) below. You will receive your complimentary registration code at the end of your training session.

Session Moderator

Exact details and scripts will be provided at the mandatory volunteer training session(s).

Tasks:

• Attend pre-conference training session.
• Attend the volunteer shift(s) for which you have signed up.
• Arrive at the location listed in the confirmation email that was sent to you after signing up. PLEASE DO NOT BE LATE. Program details and locations can be viewed here.
• Introduce the speaker(s) featured in your concurrent session.
• Moderate the Q&A period.

Preparing for the concurrent session:

• Review conference program to familiarize yourself with the session you have signed up for, as well as its speakers.
• Be sure to have a way to keep track of the time.
• Introduce yourself as the Session Moderator to the the UVic Media Services staff member (they will be wearing a uniform) and the Technical Support volunteer.
• Familiarize yourself with the laptop setup at the podium you will be using.
• Greet speakers as they arrive.

Once the session begins:

• Introduce yourself and begin with a territorial acknowledgement (scripts will be provided).
• Greet audience, go over housekeeping, and introduce the session.
• Introduce each speaker when it is their turn to speak.
• Signal to presenters when their time is almost up (at 5 minutes and 1 minute before the end), as well as a STOP signal at the end. Signs will be provided.
• Moderate the question-and-answer period by selecting questions from the Zoom chat and inviting in-person attendees to line up at the Q&A microphone.

At the end of the session:

• Adjourn the session at the scheduled end time. Do not let the session go overtime.
• Thank the speakers and audience.
• Announce the next scheduled activity of the program.

Qualifications:

• Comfortable with public speaking.
• Confident in facilitating a Q&A period.
• Good with time management.
• Experience with the Zoom meeting chat function.
• Knowledge or interest in the session’s topic would be an asset but is not required.

Mandatory Training Session:

• You must attend at least one mandatory training session. Sign up for your mandatory volunteer training session(s) below. You will receive your complimentary registration code at the end of your training session.

Technical Support

Tasks:

• Attend pre-conference training session.
• Attend the volunteer shift(s) for which you have signed up.
• Arrive at the location listed in the confirmation email that was sent to you after signing up. PLEASE DO NOT BE LATE. Program details and locations can be viewed here.
• Introduce yourself as the Technical Support volunteer to the UVic Media Services staff member (they will be wearing a uniform) and the Session Moderator.
• Support the UVic Media Services staff member throughout the session:
  • Assist with setup and equipment testing before speakers arrive.
  • Assist with loading PowerPoint presentations onto the MTHF conference laptop.
  • Assist with re-positioning microphones and other equipment.
  • Help keep the stage and workspace tidy.
• Monitor the Zoom session:
  • Watch for any inappropriate behavior and take action when necessary (specific protocols will be outlined at the volunteer training session).
  •  Monitor the chat:
    • Answer general questions as needed.
    • Select and prioritize speaker questions for the Q&A period.
    • Copy and paste the question list into a direct chat to the Session Moderator.

Requirements / Qualifications:

• Your own working Zoom-equipped laptop and charger.
• Experience with Zoom meetings.
• Comfortable with basic technology troubleshooting.
• Knowledgeable about basic technology and software (e.g., PowerPoint, Zoom).
• Able to lift/move basic equipment and chairs.

Mandatory Training Session:

• You must attend at least one mandatory training session. Sign up for your mandatory volunteer training session(s). You will receive your complimentary registration code at the end of your mandatory training session.