ASV 2023 Volunteer Program

The ASV 2023 Volunteer Program is essential to the seamless execution of the workshop. Volunteers who donate their time provide invaluable assistance to the onsite coordination of the workshop. Approximately 250 volunteer shifts in total will need to be filled throughout the event. Volunteers who work multiple shifts are encouraged to remain working in the same position for each shift to reduce training time.

Volunteers who sign up for 12 or more hours are eligible for complimentary registration. If you sign up to volunteer for 12 or more hours after registering, please contact the Registration Manager at register@conferencesolutionsinc.com for assistance. You can log in at any time to modify your shifts; please be aware that if your volunteer shifts fall under 12 hours, you may receive an invoice for the registration.

If you sign up for a shift on Saturday, you may also receive complimentary registration for a Satellite Workshop, as long as your attendance is outside of your volunteer hours. To access the discount code, please contact the Registration Manager at register@conferencesolutionsinc.com.

Additional details, including a venue map and program, will be shared in early June in preparation for your shifts. 

AREAS OF RESPONSIBILITY:

Classic Center Drop Off Greeters

Volunteers will greet participants as they arrive in Athens, and will be staffed Friday evening and Saturday throughout the day. Tasks may include:

• Direct guests to registration, dorms, hotels, etc
• Help place signs at key locations for the meeting/remove signs at the conclusion of the meeting.

Registration & Information Desk

Volunteers will receive their training from the Conference Solutions Registration Manager. 

• Check in meeting delegates.
• Check delegate name badges for accuracy.
• Explain name badge notations, and tickets (if applicable).
• Provide attendees with appropriate registration materials and giveaways.
• Assist attendees with questions regarding the meeting.
• Act as a resource for directional and local area information, if possible.
• Collect completed Exhibitor Passport Bingo cards from attendees.

Poster Board Session Numbering

Conference Solutions will oversee the poster setup process and train Volunteers to assist.

• Place poster numbers on boards according to diagram.
• Take down posters from previous sessions as needed.
• Set up materials for delegates to hang posters. 

Keynote/Symposia Support

Assist Conference Solutions staff prior to and during sessions. Tasks may include:

• Monitor doors prior to sessions.
• Assist with material drops.
• Help staff with adjustment to meeting room sets or AV equipment.
• Record the number of session attendees.
• Alert attendees that sessions are starting soon.

Satellite Symposia & Workshop AV Technician

The AV Technician’s job is the MOST IMPORTANT at the meeting – it requires a highly dependable and responsible person who can run at least three workshop sessions or one full-day satellite symposia. Tasks may include:

• Familiarity with PCs and PowerPoint is required.
• Running the computer (laptop PC with PowerPoint XP) and projector.
• Monitoring the speaker’s microphone and laser pointer controlling the lights.
• Adjusting the room before and after each session.
• AV Techs will also help run microphones to questioners during Q&A.
• Take head counts during the session.
• A mandatory AV training session will be held at the Classic Center the Thursday or Friday before the ASV meeting.

Speaker Ready Room Technician

Volunteers will assist speakers prepare presentations. Task may include:

• Help workshop speakers download their PowerPoint presentation, proof it, and upload the file onto the ASV server.
• It may be necessary to help convert incompatible formats of PowerPoint. Thus, volunteers must be qualified to work with PowerPoint XP installed on a PC with the Windows XP operating system.
• A mandatory AV training session will be held at the Classic Center the Thursday or Friday before the ASV meeting.

DEI Reception Greeter

Volunteers will greet attendees as they arrive to the session. Tasks may include:

• Greet reception attendees upon arrival.
• Make sure attendees arrive with their name badges.

Reg Bag Assembly

Assist in preparing Meeting registration packets. Tasks may include:

• Collate and stuff registration packets and badges for Symposium attendees
• Volunteers should be able to lift 15 lbs., stand for at least 2-3 hours and work in an assembly-line style environment.

General Help

Volunteers will perform various jobs as needed. Tasks may include:

• Being "on call" at specific locations during defined time periods.
• Monitoring "lost and found" items
• Know how to contact meeting organizers and answer questions. 

Luggage Storage

Oversee collection and disbursement of attendee’s luggage stored at The Classic Center on the final day of the meeting.