Meeting date: Location: Time: Activity Description Staff needed Time needed Volunteer 1 Volunteer 2 Bag Collating any Depends on the number of Up to an hour depending stuffing/materials presentation or materials and size of on the number of distribution sponsor marketing attendance. attendees, volume of materials/collateral, materials, and number of gifts, into bags and/or volunteers easy distribute piles in advance of attendees’ arrival. Registration desk Checking registration At least two people should This is an ongoing, information, cover the registration desk at potentially all-day distributing materials any time. As one individual requirement. Leaders and name tags, checks attendees registration, should rotate sets of serving as a general the other finds their name tag volunteers in one or two resource for questions and hands them their meeting hour increments. throughout the day, materials. If the attendance is Registration should begin distributing CE large (more than 100) at least 30 minutes ahead certificates at the end consider separating of the first presentation of the day if registration alphabetically (and up to an hour ahead applicable. over additional tables with for programs of more than volunteers working in sets of 100 attendees) two. Speaker Greeting and If the leadership includes an Ongoing throughout orientation/welcome registering speakers education coordinator this duration of the event. One and ensuring smooth individual should be available volunteer should be transition between at least 30 minutes ahead of sufficient. presentations. the first session somewhere near the registration desks to welcome speakers. Consider
Meeting date: Location: Time: Activity Description Staff needed Time needed Volunteer 1 Volunteer 2 Bag stuffing/materials distribution Collating any presentation or sponsor marketing materials/collateral, gifts, into bags and/or easy distribute piles in advance of attendees’ arrival. Depends on the number of materials and size of attendance. Up to an hour depending on the number of attendees, volume of materials, and number of volunteers Registration desk Checking registration information, distributing materials and name tags, serving as a general resource for questions throughout the day, distributing CE certificates at the end of the day if applicable. At least two people should cover the registration desk at any time. As one individual checks attendees registration, the other finds their name tag and hands them their meeting materials. If the attendance is large (more than 100) consider separating registration alphabetically over additional tables with volunteers working in sets of two. This is an ongoing, potentially all-day requirement. Leaders should rotate sets of volunteers in one or two hour increments. Registration should begin at least 30 minutes ahead of the first presentation (and up to an hour ahead for programs of more than 100 attendees) Speaker orientation/welcome Greeting and registering speakers and ensuring smooth transition between presentations. If the leadership includes an education coordinator this individual should be available at least 30 minutes ahead of the first session somewhere near the registration desks to welcome speakers. Consider Ongoing throughout duration of the event. One volunteer should be sufficient.
Volunteer%20duties.docx