Volunteer Information

The Region 5 Annual Business Meeting and Student Competitions is a major event for Region 5 which moves between the Region 5 Areas each year which is being in 2023 in Denver, CO, USA, April 21 – 23, 2023 at the Hyatt Regency Aurora-Denver Conference Center.

Volunteers will be needed to perform a range of roles, including welcoming, directing people, assisting with functions and coordinating.  Volunteer shifts are in blocks with a minimum of 4 hours.  Lunch or dinner will be provided for volunteers taking two shifts back-to-back.

Please review the information below and then join our great team:

Please contact volunteers@r5conferences.org for more information.

Basic Volunteer Requirements

  • Volunteers must be at least 18 years old.
  • Volunteers must be able to obtain appropriate transportation to and from the meeting site.
  • Volunteers must be local residents of the Denver area.
  • 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 Volunteer 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.
  • The dress code is clean long pants with the supplied volunteer T-shirt and comfortable walking shoes with appropriate outerwear, i.e.: jackets and hats, depending on the weather.

General Information

Check-in: Please allow time to park and/or walk to the venue. When you arrive, please find your way to the volunteer room. You will be provided with a volunteer identification badge with your name and affiliation.

Dress Code: “Business casual”, i.e. slacks and button-up shirt for men, no jeans. A volunteer shirt will be provided for all who have signed up for volunteer duties. This will allow attendees to identify us and present a uniform look.

Meals: Lunch or dinner will be provided when a volunteer undertakes two 4 hour shifts back to back (8 hours total). Water will be provided during each four hour shift with appropriate breaks.

Registration Desk:

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 also mandatory.

Information Desk:

An Information Desk will be set up with members from the local organizing committee (LOC) and volunteers to answer general attendee questions about the meeting. For registration-related questions, including event and tour ticket information, attendees should be directed to the main Registration desk.

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 required. A smile and welcoming spirit are also very important.

Room Monitors:

  • R5 Business Meeting
  • R5 Workshops
  • Student Ethics & Posters Competitions

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

    • Check badges when the doors open
      • Direct anyone without proper credentials the registration Desk
    • Assist with any A/V setup / issues
      • A/V Support staff will be available to manage the video and audio levels in the R5 Annual Meeting room.

We will provide contact information in the event that anything goes drastically wrong.  An instructional overview of the AV equipment will be scheduled onsite.

Requirements – Must be technologically savvy. Ability to work extended hours.

  • Dining

Attendee Breakfast & Lunch – Breakfasts and lunches for all attendees

    • Volunteers are required to check badges and direct attendees to and from this event.
    • Student Competitors will be provided meals separately from the Region 5 Annual Meeting Attendees
      • Details will be provided prior to the event
    • Direct people without badges to return to their room for the badge or to purchase a new badge at the registration desk.

Banquet – All attendees

    • Volunteers are required to check badges and direct attendees to and from this event.
    • Direct people without badges to return to their room for the badge or to purchase a new badge at the registration desk.

Student Robotics Competition

The Robotics Competition will be managed by the competition organizing committee.  If you are interested in in volunteering for this competition, please contact  Mike Mattice.

Runners:

  • 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.
  • Student Circuits Competition:  This competition will be held offsite at the Colorado School of Mines.  Busing will be arranged for students to travel to this competition. Runner(s) will assist the students to get on their transport.