Volunteers

Volunteers will be needed to perform a wide range of roles, including welcoming, directing people, assisting with sessions and coordinating. Volunteer shifts are in blocks with a minimum of 4 hours, and volunteers will earn an hour of meeting attendance, excluding paid events such as the tutorials, dinners or receptions, for every hour of volunteer time. Lunch or dinner will be provided for volunteers taking two shifts back-to-back. Join our Volunteers Discord Server for the latest updates, to ask us questions, and to interact with your fellow Volunteers.

• Volunteers must be at least 18 years old.
• Volunteers are typically local to the Denver / Boulder area but anyone may volunteer. Meeting attendees who are interested in volunteering are welcome as well. However the Conference is unable to provided any financial support to volunteers.
• Volunteers must be able to obtain appropriate transportation to and from the meeting site. The conference hotel is well served by RTD bus service. See the Venue / Travel page.
• Meeting attendees who are interested in volunteering are welcome as well.
• Volunteers are expected to be punctual and arrive typically 30 minutes prior to the shift for coordination. Signing in prior to and out after one’s shift in the Conference Office (Trailhead Conference Room) will be required.
• Use of drugs or alcohol prior to or during one’s shift or shifts is not permitted.
• All volunteers will be required to sign a waiver in regard to the use of photographs in which the volunteer may be present.
• Volunteers should speak to their employers and seek approval where required before they commit to volunteering.

• Volunteers will earn an hour of meeting attendance, excluding paid events such as tutorials, dinners, or receptions, for every hour of volunteer time completed per person. Blocks of four hours minimum per shift are required, and the time is not transferable to another person.
• Generally, volunteers should have earned the meeting attendance time prior to attending the meeting. Meeting attendance prior to one’s shift is only allowed by prior agreement with the Volunteer Coordination Team. Sign in and out is required for the meeting attendance incentive.
• Lunch or dinner will be provided when a volunteer undertakes two 4 hour shifts back to back (8 hours total). Volunteers are not to partake in meals provided for meeting attendees.
• Volunteers will be provided with volunteer shirts and identification indicating they are official volunteers for this IEEE event.
• Water will be provided during each four-hour shift with appropriate breaks.

We will need to unpack and setup all of our equipment for the conference and pack the equipment up at the end of the conference:

• Registration Desk
• Signage

For every shift, there will be a Crew Chief on duty:

• Confirms each volunteer’s assigned role for that 4-hour shift.
• Maintains contact with the Volunteer Coordinator during that shift.
• Supports the volunteers to resolve any issues they encounter during their shift which they need help handling.
• Is responsible for the Volunteer Binder during that shift.

Volunteers are Responsible for the orderly distribution of registration materials, name badges, and any orientation information for all pre-registered attendees. Training and a walk-through of the facility will be provided once onsite. Registration serves as a backup information booth for the conference as well, so volunteers need to become familiar with the conference program logistics.

Requirements- Heavy conversational interaction with registrants is required so a good command of English will be beneficial. The ability to work extended hours and stand for long periods at a time is also required. A smile and welcoming spirit are needed.

• Keynotes
• Oral Sessions / Academic & Industry Panel Sessions
• Workshop / Tutorial Sessions

Volunteers will be required for set up and event assistance. On the day of the event:

• Check badges when the doors open
  • For Tutorials, collect tickets or verify correct attendance using the registration list. The course material will be distributed to attendees separately.
  • Direct anyone without proper credentials the registration Desk
• Distribute and collect session evaluation reports, laser pointers, etc. for each session.
• A projector, laser pointer, slide advancer will be available in each presentation room. Each presenter is responsible for bringing their own laptop. Ensure presenters are able to connect their laptop and that presentation displays correctly on the screen.
• You might also need to explain how to use the laser pointer and slide advancer. Spare batteries will be available.
• Ballrooms: A/V Support staff will be available to manage the video and audio levels in these large rooms.
  • Ensure that the Session Chair’s lapel microphone is placed correctly on their lapel or on their tie close to their neck, NOT more than 6 inches from their mouth.
  • There will be a sound mixer in these larger rooms but the mixer should not require adjustment unless the speaker’s voice is very soft.
• Help Session Chair keep the session on time.

At the end of the speaker’s talk, there will be time for questions. An instructional overview of the AV equipment will be scheduled onsite.

We will provide contact information in the event that you need help. Experience with Audio Visual equipment will be helpful. Must be technologically savvy.

• Check for badges at the door and also inside the venue.
• Direct anyone without proper credentials the registration Desk
• Work with coordinator of Poster sessions to ensure boards are numbered correctly and pushpins, markers, tape, etc. are accessible at every board.
• Assist authors with placement of papers.
• Assist attendees with finding sections/papers via floor plans. Volunteers are to direct attendees out of the room at the end of the event.

Volunteers will provide information to attendees as required for this events, check badges, and direct attendees to and from these events. Direct people without badges to return to their room for the badge or to purchase a new badge at the registration desk.

• Breaks – for all conference attendees, presenters and conference poster session presenters will be available Thursday and Friday

Attendees must have a meal ticket for the Awards Lunch and the Receptions.

• Lunch – the awards luncheon will be held on Thurs. Attendees must have a lunch ticket. Awards for the best papers will be presented at this event.
• Receptions – Wednesday and Thursday evening. Volunteers are to provide information to attendees as required for this event and to check badges.

• Work with the conference planner to assist with signage and any other tasks and duties as assigned.
• Provide assistance and direction to meeting attendees.
• Runners are reserve volunteers who could be filling any volunteer role required in any area and covering volunteer breaks. These roles will be assigned on the day of their shifts.

Join our Volunteers Discord Server for the latest updates, to ask us questions, and to interact with your fellow Volunteers.

You can also Contact Us via email.