ISDC 2015 Volunteer Manual: Volunteer Tasks (VT) and Instructions
Contents
VT-General Duties (VT-G)
VT-G: VT-Familiar-with-Volunteer-Dutie:
VT-G: VT-Volunteer-Meeting
VT-G: VT-Common-Helper (If you are not assigned to these tasks)
VT-Registration Table Duties (VT-RT).
VT-RT: VT-Registration-Table-Sunday-Setup
VT-RT: VT-General-Registration-Table-Duties
VT-RT: VT-Registration-Area-Break-Down
VT-RT: Registration table helper instructions
VT-Room-Supervisor-Duties (VT-RS)
VT-RS: Materials needed.
VT-RS: Room-supervisor duties for each session/meeting
VT-Poster-Symposium-Duties (VT-PS)
VT-PS: Materials needed
VT-PS: Supplies needed.
VT-PS: VT-Poster-Symposium-Tasks
VT-PS: VT-Poster-Symposium-Setup
VT-Poster-Symposium-Break-Down
VT-Exhibitor-Area-Duties
VT-EA: Materials needed
VT-Exhibitor-Area-Supervisor-Duties (may include lifting and moving boxes)
VT-O: Other tasks
VT-Conference-Office-Supervisor-Dutie:
VT- Information-Poster-Supervisor-Duties (VT-IP)
VT-Mapping-Science-Exhibit-Supervisor-Duties
VT-PhD-Colloquium-Poster-Session-Duties
VT-Mini-Poster-Supervisor-Duties
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VT-Bell-Ringer-Dutie
VT-Photographer-Duties
VT-Banner-Hanger-Duties
VT-Other-Duties
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VT-General Duties (VT-G)
VT-G:
VT-G:
VT-G:
VT-Familiar-with-Volunteer-Duties
Please READ ISDC Volunteer Manual and check your personal schedule online before the
conference
VT-Volunteer-Meeting
The volunteer coordinator (Weijia) will be at the registration table area (Hotel Lobby) or the
conference office (Media Room) on Sunday (Most of the time from 8 AM to 7 PM). Please meet
her once you have arrived. CONFIRM with her your volunteer tasks for all days, including
evening and THURSDAY events (especially if you are a Room Supervisor).
The Volunteer Meeting will be held on Monday from 8:00AM to 8:15AM at Media Room.
PLEASE ATTEND THIS MEETING. At the meeting, you will meet registration table supervisors
(SDS staff Erin and LouAnne), Thursday workshop coordinator (Jose Guevara), poster symposium
supervisors (Babak Bahaddin and Saeed Langarudi), exhibitor supervisor (Fady Saad), and other
volunteers who will work with you during the conference.
There is no volunteer meeting planned for Monday till Thursday, but if things do not run
smoothly, meetings may be arranged.
VT-Common-Helper (If you are not assigned to these tasks)
Satchel Stuffing on Saturday: If you arrive early enough, please come to help out (Saturday at
Registration Table on Sunday: Please note, the registration desk will be very busy after 1:00 PM,
and if you can, please come and help with the registration. Please also familiarize yourself with
the duties.
Exhibitor Area: Help with SET UP
Poster Symposium: Help with SET UP (
breaks) and BREAK DOWN (
Help keep the poster area clean ).
Please help take Photos for speakers, award winners, and participants.
Please help whenever you’re willing to.
and PACKING UP (
VT-Registration Table Duties (VT-RT)
VT-RT: VT-Registration-Table-Sunday-Setup
e SET UP REGISTRATION TABLE by 12:00PM SUNDAY. See below volunteer
instructions VI-RT: Set-up for details.
VT-RT: VT-General-Registration-Table-Duties
e SET UP the registration table by
Get all necessary supplies and materials from the conference office and take them to the
registration table site. See “Registration table helper instructions: Set-up” below for
details.
e General duties at the registration table during the day - see “Registration table helper
instructions: The registration process” below for details.
e PUT AWAY the registration table materials at the end of the day after the last plenary session or
before dinnertime. Be sure all the registration materials are secured in the Conference Office.
e BEFORE LEAVING EACH DAY, BE SURE TO TELL the registration table supervisor so s/he know
you will no longer be around on that day (especially if you are not staying on-site).
VT-RT: VT-Registration-Area-Break-Down
e Final closing of the Registration Table is Wednesday evening. Move all materials into the
Conference Office. Pack up into moving boxes as much as possible on Wednesday evening in
preparation for shipping items back to the Society office.
VT-RT: Registration table helper instructions
> Set-up
e Set-up with all necessary supplies and materials which include (but are not limited to):
gi ion Materials ( lopes, etc) NOTE: these need to be kept secure
Satchels to distribute
General Supplies (pens, notepads, etc)
Signs for Registration (A through Z, problematic registrations, etc)
Lost and Found Box
Career Link Board with supplies
Board with lies and space for
etc.
e The registration area consists of a few tables for registration, one for chapter/sig ribbons (plus
some space for problems), and one for workshops. It is easier if these areas are not next to each
other to allow for enough room for people to walk around and form lines. Lines are formed by
alphabetical order to give out registration envelopes and satchels to participants.
e Sign-up Sheets: Place sign-up sheets for workshop and special events (tours) on one side of the
workshop table with pens/pencils for easy sign-up, and monitor sign-up sheets.
> The registration process
e The registration process: giving out registration envelopes and/or satchels. In addition, you can
help by answering questions related to where the rooms are and how to read the conference
program. Be sure you are familiar with the venue layout and schedule.
Everything a participant needs is inside registration envelope. Envelopes are alphabetically
ordered. As the registration process unfolds, it will make sense to combine boxes of envelopes
as each box has fewer left to give out. Note: sometimes envelope flaps cover the next envelope.
The registration table CANNOT BE LEFT UNATTENDED if there is any registration material, cash
or credit card information.
IMPORTANT:
e If registrants would like to, they may purchase a banquet ticket ($111) or a Fireside buffet
ticket ($59).
e Sponsors have a label on their envelope that gives them a special welcome to the
conference. Please acknowledge their support when they check-in, for example, saying,
“Thank you very much for your sponsorship...”
There are NO attendance certificates being provided onsite— if someone wants an attendance
certificate they can indicate this on the sign-in sheet and we will email it to them post-
conference.
On-site registration and special cases. If a participant wants to register for the conference on
site, or if you cannot find an envelope, or if there is any question that you cannot answer, please
direct the participant to the registration table supervisor.
SECURITY and PRIVACY: At all times, protect the PRIVACY of registration materials. CASH,
credit card info, etc, MUST be kept SAFE.
Secure the Society’s laptop and printer. The laptop is not for public use.
VT-Room-Supervisor-Duties (VT-RS)
VT-RS: Materials needed
MINUTES SIGNS (5, 3, 1, 0) sheets of paper for the session chairs (3 sets)—These sets should be
enough for the duration of the Conference. Actually, ONE set should be enough but the sheets
deteriorate with use.
MAP of the venue
PROGRAM SCHEDULE
SESSION CHAIR DUTIES handout for substitute session chair (in case the scheduled chair does
not show up)
Daily timetable which details which rooms you have been assigned
"Session Full" sign
VT-RS: Room-supervisor duties for each session/meeting
Place/replace room signs (printed on paper) in the designated area (
) according to the session that is going to start. This should
be done about half an hour before the session or earlier if possible. Make sure that the sign
corresponds to the room, the time slot, the day, and the name of the session that it is about to
start. If there is any difference, get a new sign from the volunteer coordinator. Make sure the
minutes-left cards are in each room at the beginning of each session.
Open the room at least 10 minutes prior to the start of the session. If the room is locked,
please notify someone at the registration desk or the volunteer coordinator so that we can get
to unlock the room.
Verify that all the equipment and supplies are in the room and functioning. Check room AV
equipment sheet to see what equipment is required in room(s) - it should already be in place
before the session starts (make sure room is set up correctly and make sure correct equipment
is in room at the correct time). If something is missing or not working, see help from
. Some problems encountered with the rooms: Electrical
compatibility of equipment (European vs. American); AV equipment not present.
Make sure presenters upload their files on the , if ible in ad of the start of
the session. Become familiar with the computer set up and help authors upload their files.
Delete presenters’ slideshow files after each session ends.
SESSION CHAIR arrival - contact him/her as soon as possible and show him/her the equipment
and supplies including the MINUTES sheets that are needed to let participants know the time
left on the presentations. Ask session chairs to leave the MINUTES cards in the room for the next
session. If the session chair does not show up in time, ask a volunteer from the audience to be
session chair, explain the duties and provide the SESSION CHAIR DUTIES handout.
If a session has limited seating, Room Supervisor should stand at the door at the start of the
session to manage the numbers of people, either get additional seating in place or direct people
to alternative sessions. When all the seats are full, room supervisor can put a "session full" sign
on the door. When this happens a note should be made to the program chair for future
conferences learning.
At the end of the session ask the session chair if he/she found any problems with the equipment
and/or supplies so that you can correct that situation as soon as possible before the next session
starts. Also, ask the session chairs for NO-SHOW information and if there are any, report those
to Roberta Spencer (Very important).
IMPORTANT: Sometimes the room needs a quick turnaround. If that’s the case, please make
sure the previous session ends on time. Politely tell the session chair that the next session needs
to begin in a few minutes. Also, make sure the files for the next session are uploaded quickly.
REMEMBER: If you want to switch to a specific session, it is YOUR responsibility to talk to
another room supervisor so that you can switch rooms for that session.
If it is the last session in that room during the conference, make sure that the room is empty
and all materials that belong to the Society are put away and safe.
Except for plenary sessions, room supervisor does not have to stay for the whole session if he
does not want to.
If you have an emergency go to the registration desk or contact the volunteer coordinator to
report the problems immediately.
VT-Poster-Symposium-Duties (VT-PS)
VT-PS: Materials needed
e A copy of the PROGRAM
¢ The LAYOUT MAP
VT-PS: Supplies needed
VT-PS: VT-Poster-Symposium-Tasks
¢ Poster boards in position. Confirm that poster boards are in position to be ready for 8:00 AM on
Monday.
e Make sure that the presenters have enough pushpins to set up their poster presentations.
e Remind poster-session chairs to record the information of the winning poster and NO-SHOWS on
, and return it to the registration table after the poster session is over.
¢ By the end of each one-hour poster session, take a picture of the winner and the winning poster
), move the winning poster to the plenary room, and put a gold star on the
poster. Please send the picture to Weijia for website news after the poster session is over (Kay and
e Report NO-SHOWS (Poster Session Chairs) to Roberta (Very important).
¢ Periodically check the poster area and make sure it is clean and there is no trash on the floor.
¢ All posters must be removed after the poster session: Morning poster presentations must be
removed by 1:15 PM and afternoon poster presentations must be removed by 6:15 PM. If posters
are not removed by the presenter, remove the posters and store them in the conference office
where it can be retrieved by the author or disposed of. Throw any trash on the floor away.
e At the end of the Poster Symposium (Wednesday at 6:15 PM), neatly repackage the remaining
Poster Symposium supplies and place in the Conference Office so they can be returned to the
supplier.
VT-PS: VT-Poster-Symposium-Setup
e Quickly and efficiently provide presenters with extra pushpins or thumbtacks to set up poster
presentations if needed.
e are the Poster Symposium Supervisor and they will give
you further instructions on how to assist.
VT-Poster-Symposium-Break-Down
© Help after the symposium: Morning poster presentations must be removed by 1:15 PM and
afternoon poster presentations must be removed by 6:15 PM on Monday and Tuesday, 6:00 PM
on Wednesday. Once a poster session is over, help break down the room. Place abandoned
posters and remaining supplies in the Conference Office.
VT-Exhibitor-Area-Duties
VT-EA: Materials needed
e@ MAP of exhibitors area with the distribution/layout of the tables.
e Exhibitors List
e EXHIBITORS TABLE SIGNS
VT-Exhibitor-Area-Supervisor-Duties (may include lifting and moving boxes)
e Sunday: Exhibitor area is not open on Sunday, for setup only.
e Set up the exhibitor’s area. Place EXHIBITORS TABLE SIGNS on tables as per map so exhibitors
are able to find the correct area to set up their displays. Be sure exhibitors have enough room
for their exhibits and help them with any details that arise (locating power outlets, etc.). If
something comes up that you are not able to provide an exhibitor, contact Roberta Spencer for
further instructions.
e Get in contact with the exhibitors in the beginning. They need to know that you are a person
they can ask if they need help.
e Help Exhibitors set-up if needed (moving materials, boxes, equipment, etc.).
e¢ Open exhibitor’s storage area (Paul Revere Room) around 8:00 AM from Monday to
Wednesday so exhibitors have access to their items and are able to set up exhibits each day.
Storage area should be kept secure at all times.
e@ Manage Exhibitor Area all day. YOU are in charge of making sure that exhibitors have
everything they need in order to set-up, run their exhibition during the conference, as well as
helping dismantle their exhibits.
e Secure exhibitor’s area at the end of each day. If there are valuables outside a lockable room,
move valuables into lockable area in the evening, and then move out in the morning.
e Lock exhibitor’s area/room and storage area at the end of each day to prevent loss of
equipment or material.
e Help Exhibitors at the end of the Conference. Be sure exhibitors have everything they need to
pack up and leave the conference venue and, if needed, help them with any details. Make sure
the exhibitor area is dismantled and every exhibitor has made arrangements to have their all
material removed. The Society will NOT take care of leftover material, trash, etc., on behalf of
the exhibitors.
e If during SET UP or PACKING UP you need help with certain exhibitor’s requests (for example:
moving equipment) ask any other volunteer to help out. Luggage carts, upon request, will be
available to facilitate moving exhibit items during set up and breakdown.
e At the end of the exhibition (Wednesday), check with Roberta that the exhibitor area is empty.
VT-O: Other tasks
VT-Conference-Office-Supervisor-Duties
e Make sure that the Conference Office is LOCKED at the end of each day.
e Final closing of Conference Office is Thursday around 5:00 PM. Finish packing and vacate the
room on Thursday as all registration materials should be packed and ready for shipment.
VT- Information-Poster-Supervisor-Duties (VT-IP)
Place INFORMATION POSTERS up, and take INFORMATION POSTERS down and back to the
when the event is over. These posters/signs (
Supplies: pushpins, easels, foam core boards for use of easels, or poster boards.
VT-Mapping-Science-Exhibit-Supervisor-Duties
Get 10 Mapping Posters from Weijia. One each poster to go on easel in each session room
(Aquarium, Cambridge, President’s Ballroom, Ballroom A, Ballroom B, Crispus Attucks, William
Dawes, Molly Pitcher, Thomas Paine, and Haym Saloman) before Monday.
After Wednesday 6:30 pm, retrieve Mapping Science posters and easels from session rooms.
Bring to Conference Office.
Supplies: There will be one easel in each session room, put a map on each easel.
VT-PhD-Colloquium-Poster-Session-Duties
Set up poster boards for PhD Colloquium poster session (Sunday 4:00 pm to 6:00pm; Ballroom
A), poster boards should be in place by 2:00pm.
After the poster session is over, help with the breakdown, collect remaining pushpins, and move
the boards to the room where the poster symposium will be held (Paul Revere Room).
VT-Mini-Poster-Supervisor-Duties
Set up one poster board for two mini-posters by Grades 5-12 Students by 10:00 am at the
registration area. Put up poster signs. Make sure that presenters have enough pushpins to set
up their poster presentations. Break it down by 12:15 pm on Sunday. The poster board and
remaining supplies go to the conference office.
Supplies: Poster signs, one poster board, and pushpins.
VT-Bell-Ringer-Duties
Ring the bells 5 minutes and 1 minute before the next plenary, parallel, or workshop session
starts. Please also have a map of the venue with you and help people find the right rooms.
Secure the bells. Bells can be put at the registration table (let staff at the registration table
know) or the conference office during sessions; should be put back to the conference office by
the end of the day.
VT-Photographer-Duties
Take photos at the PhD Colloquium (all speakers [if possible] & group photo at closing—(Sunday
Take photos for all speakers [if possible] (all plenary sessions)
Take photos for all award winners
Take photos of snacks, and people eating snacks. Please see Society conference website for the
list of snack sponsors. http://conference.systemdynamics.org/conference-sponsors/ > Friends
Take photos of people
Take photos at the banquet
We don’t have a camera, please use your own.
VT-Banner-Hanger-Duties
Place the big SDS banner up in the PhD Colloquium Room
AM, move it to the Plenary Session Room (|
put it back to the conference office by the end of
Place two small SDS banners in
it back to the conference office by
Please arrange the banners properly to make it look good in photos.
VT-Other-Duties
Record questions or issues in the notepad for review by Roberta later in the day. Please record specifics
so that any issue can be resolved as soon as possible.
Note to the volunteer coordinator:
One easel in each room and 10 easels in Paul Revere from the hotel
2 boxes of Pushpins from Society Office, additional pushpins from Eric.
17 foam core boards for use of easels from Society Office
16 poster boards from Eric.
Flipchart(s) and markers in each room from the hotel, one or two flipcharts from Society Office
