San Francisco Writing for Change 2010- Volunteer Duties and Information Sheet

 
The volunteer schedule can be found here:

Fri/Sat

Sunday

We need Friday afternoon helpers :
I need anyone with a van or truck and some strong people to help haul things from
Michael and Elizabeth's house to the hotel, which is about 4 miles away.
This is hard work but we have fun putting together the bags for the attendees

Mandatory Volunteer Meeting Friday from 3-4 in the Volunteer Lounge
We will be stuffing bags during the meeting.

Everyone is invited to the cocktail hour and appetizers from 4-6 at the Hotel
after we finish our volunteer meeting.

Each morning you need to check in with the Volunteer Lounge Coordinator.
You must be on time.  This job is a privilege and you need to treat it as such.
People that are late are not invited back the following year.

We have a sign in and sign out system.
This is mandatory.
Then you need to CHECK OUT when you leave for the day.

Rooms changes do occur during the conference, so you need to check in
with the volunteer lounge to be informed of any last minute changes!

Volunteer Duties Overview

You must wear your name tag at all times.

Before your own scheduled session , check in, pick up your timekeeper cards and signs for the door.
After the session, turn in your short form evaluation to the Volunteer Lounge Coordinator.

All of the Breakout Sessions will be covered by two Volunteers: a Host and a Timekeeper. .

Volunteers covering those sessions will need to be in the Breakout Rooms 15 minutes before the session
to set-up the room, make sure that signage is on the tables identifying the Speakers (and Moderator),
and to make sure that handouts (if any) are placed on chairs. As Attendees begin to arrive,
Volunteers will help with door keeping and seating.

Breakout Session Volunteer Responsibilities

Each Breakout Room on each day will have two Volunteers.
Please decide between the two of you who will do what.

• Make sure the right name sign is on the door
• One of you will introduce the Speaker as the session begins.
  The Speakers have been asked to bring their own introductions.
  If they do not have one, they may want to introduce themselves.
• Some of them do prefer this, find out beforehand.
  *Also please note, these sessions are being taped, ask them how to pronounce
  their names before the session and practice saying it if necessary.
  Try not to say umm and do not change what they have written.
• It is very important you give a good introduction because these session will be sold on the new
  SFWC University website.

The Host will have the following duties:

• 1) Make sure Speakers have water, if they need it.
• 2) Make sure proper signage is on the table.
• 3) Welcome the Speakers (and Moderator) and help to seat them.
   

The Timekeeper will have the following duties:

• 1) Make sure all handouts are on the chairs;
• 2) Perform “door” duty and “seating” duty as needed;
• 3) Notify the Speakers at 10 minutes, 5 minutes, and “Stop!”
  points before the end of the Breakout Session (signs that you can hold up will be provided).
  
  Seating:   Please direct the attendees to the FRONT of the room.
  This is very important since people arriving late are disruptive when they have to go to
  the front. Also this allows us to see the space we have available more easily.

Volunteers are allowed in all sessions, however if a session is full, volunteers need to give up their seat to paying attendees. Volunteers should wait until all attendees are seated to take a seat.

After the speaker is done, there is usually a Q&A session, it is very important that you repeat the questions
 or have the speaker repeat the question before answering, all sessions are being taped and sold ,
and we need to hear the questions.
Also many times in the audience they cannot hear the question.
You must repeat the questions for the taping, this is being sold online and people cannot hear the questions.

A sign will be in each session to remind you and the speaker to do this.

Both people working a session are responsible for ushering people out of the room when the session ends and also you

MUST CLEAN UP THE ROOM FOR THE NEXT SESSION.

There is a floater  who will be checking in the hallways at the beginning of each Breakout Session in case there is an unexpected crowd overflow at one of the rooms,
or in the event of any unforeseen need.

Other Volunteer Responsibilities

Meal Greeter and Seater: Please be at the door of the dining room 15 minutes before the meal.

VERY IMPORTANT: Take the guests to the front of the room.
We need people to sit in the front tables first.
We need you to literally walk them up to the front tables.
Do not let people wander around and sit all over the room please.

Volunteers will also be utilized at the
Meet a pro, 
Breakfast
Lunch
any other situations were we need help. 

Note: Because “things happen,” all Volunteers are “on call” in the event of emergencies
or no-shows due to traffic jams, etc. Because Speakers must be accommodated,
there will be changes right up to the last minute.
During the Conference, up-to-the-minute information will be available in the Volunteer Lounge.

All volunteers are allowed to come and hear the Keynote speakers for free if there is room.

We just need to wait until the public is seated first, and then you can find a seat
in the back of the room. We may need help with the chairs each day.

We will have food, coffee and tea and water in the Volunteer Lounge.
If you want to bring something to contribute to the food table that would be wonderful!

For food there is the lounge.
You may bring your lunch and leave it in the lounge.

Parking

Is not paid.

Finally, we always have a volunteer party 1-2 weeks after the Conference.

This is a great time to bring any photos you may have taken and any stories of your experiences too!
As always, we thank you for all your hard work, and great attitudes.
You help make this a wonderful experience for the attendees.