Call for Volunteers

Call for Volunteers

Sat to Wed 13 to 17 (11 & 12 preconference) June 2020

Thank you for your interest in being a volunteer for the 37th Annual IASD Conference at the DoubleTree Resort Paradise Valley, Scottsdale, Arizona June 13-17, 2020 (pre-conference setup 11-12 June). Fill out this application form and select one or more of the FOUR volunteer position choices below. Please rank your choices as 1st, 2nd, and 3rd priority (or the same if two or more are of equal priority).

To be fair to others, please be fairly certain that you can attend before you apply and do note the fee is non-refundable once you confirm by registering and paying the volunteer fee ($200 of which $100 will be returned when you complete your duties).

INSTRUCTIONS:  complete the following 4 steps to become a volunteer

Step #1 – Apply with this Form:  a) at a minimum complete all boxes marked with an*; b) read each of the positions carefully then in the drop down box select the ones you wish to apply for and rank them as first, second and third priority (if you like some equally then give it the same ranking); c) complete the remaining information; d) submit. You will receive an email that we received your application, however this is not a confirmation of acceptance so don’t register as a volunteer yet until you get your formal Acceptance Letter.

Step #2 – Acceptance Letter Sent to You:  The approval process begins in October. Your application will be reviewed by the Volunteer Chair and a notice of approval, wait list status, or “position filled” notice, will be sent to you within about three weeks or less of receiving your online application.  You will be asked to confirm your acceptance of the position and to register by a deadline specified in the letter.  If you do not hear of your acceptance status within three weeks’ time, please notify us at volunteers@asdreams.org   

Step #3 – Respond that You Accept the Assignment:  When you get the Acceptance Letter please send a confirming response back that lets us know you received it, agree with your assigned position and intend to register.

Step #4 – Register for the Conference:  Your status will remain as “pending” until you register for the conference.  You must register prior to the date requested in your Acceptance Letter in order to be “confirmed” as a volunteer.  Once you receive your Acceptance Letter go to the Conference Web Page and the Registration Link and register for the conference. Do not register as a volunteer until you receive your Acceptance Letter. If you need to register early to take advantage of a discount, and are later approved as a volunteer, we will adjust your fee with a reimbursement. On the Registration form go to the Volunteer section and pay the non-refundable fee ($200 of which $100 will be reimbursed when you have completed your duties). Also pay for any meals, recordings, CEs that you wish to obtain. We will track your registration and once you have registered, we will consider you confirmed.

Follow-up Notifications: If we do not see that you have registered by the requested deadline on your acceptance letter we will send you a final notice to register within a few days’ time. If you have not registered by that deadline and/or no response is received, out of fairness to others and to finalize our scheduling, we will need to remove you from the list and give the position to someone on the waiting list.

BY RETURNING THIS APPLICATION I UNDERSTAND AND AGREE with the IASD volunteer opportunity and terms, and wish to apply as a volunteer. Once my application is received and approved I understand that my volunteer status will be held as “pending” and only “confirmed” when I register for the Conference and pay the volunteer fee. I realize I will be scheduled for duties based IASD’s best attempt to satisfy my preferences, but that I will remain flexible and agreeable to altering that schedule if practical to do so in order to support the needs of the conference. I realize that the volunteer list is filled based on a number of factors among which include: open positions, position requirements, ranking of requested positions, stated capabilities and experience; with priority given to the first qualified for a position to apply and confirm/register.  In applying, I realize that ALL positions require varied degrees of walking (often quickly), some standing and sitting for long periods, often lifting, a lot of communicating and attending to others, and staying in position for my full shift.  I also understand that I must register by the requested date in my Acceptance Letter in order to remain on the volunteer list and that the initial volunteer fee to be paid on the registration form is non-refundable, but that $100 of that fee will be returned on-site when I complete my duties. *

SELECT YOUR VOLUNTEER POSITION PREFERENCE 

Read the 3 position descriptions below and mark your selection(s) in the drop down box(es) for the positions you wish to be considered for. If you are interested in more than one, rank them by preference: 1 = first choice, 2 = second choice; 3 = third choice.  If you like two or three equally as well you can give them the same ranking.

#1 REGISTRATION / INFORMATION DESK VOLUNTEER: 

Regular Positions [approx. 8]: The registration desk is managed by the Office Manager and On-site Registration Chair, Richard Wilkerson. Registration desk duties begin early 13 June, the opening day of the conference, beginning with setup and training at 8AM and then operating the registration desk from 1pm on. Registration continues the next morning of the conference and then converts to an information desk after lunch with a smaller staff (usually 1 to 2 per shift). Registration volunteers work 12 to 14 hours of the conference. We align duties so as not to interfere with presentations that a volunteer might be giving. We also consider session preferences in duty assignments however cannot guarantee all can be achieved due to scheduling limitations. These positions require some degree of walking (often quickly), some standing and sitting for long periods, often lifting, a lot of communicating and attending to others, and the need to stay in position during the full shift (except bathroom breaks).

Pre-conference registration setup positions (3) – there are also a few positions available pre-conference (11 to 12 June), 2 days prior to and the morning of the opening, for materials organization/printing, stuffing bags and badges.  These positions are best for those that are local or plan to arrive in the area a day or two early, so if you wish to be considered for one of these positions then apply for a Registration position but indicate that you would like to be considered for pre-conference in the comments box. Please be available before noon on the 11th at the Hotel if you select this option.

Registration/Information Desk Duties

Volunteers must show up Saturday morning to be trained and begin registration desk duties (check the conference schedule online).  In early March you will be sent a preliminary schedule to pick out the shifts you prefer to be or not be assigned to, so that we can consider your preferences when we make up the assignment but please do realize that scheduling does not permit us to meet everyone’s preferences simultaneously so please prepare to be flexible.

On the opening days the desk will be divided up: 1) Pre-Registrant desk and 2) Special Activities desk.  The Pre-registrant desk will hand out: a) common registration bags containing program booklets; b) name badges containing tickets and c) CE booklets, for those who signed up for CEs.  The Special Activities Desk (supported by R. Wilkerson) will: a) resolve any final payment or other open issues; b) greet and register walk-in registrants (using an onsite form, taking payment and handing them a bag and blank write-on badge; c) sell any extra tickets. Both desks will: a) point out where things are located (ribbons; dreamgroup/workshop sign-up sheets; information tables and boards; facility spaces); b) act as a point of contact for other support staff or volunteers (using a list of cell phone contact numbers). On the afternoon of the second day, registration converts to an Information Desk where there is typically one volunteer per shift.  Those who begin as Registration Desk volunteers may later be scheduled to take a shift as an Information Desk volunteer to complete their hours and for continuity reasons. The duties remain the same but with less registration activity (mainly walk-ins and single day or late arriving pre-registrants.  The afternoon of the last day two volunteers are added to help sign and collect the CE log books.

Mark Your Preference in the Drop-Down Box  

 If you wish to be considered for this position, rank it in order of preference: 1 = first choice, 2 = second choice; 3 = third choice.  If you like two or three equally as well you can give them the same ranking.  If you do not wish to be considered for this position, leave the box below blank.

#2 ROOM MONITOR [10 TO 12 POSITIONS]: 

There will likely be about 80 sessions to monitor in 7 simultaneous tracks, worth from 1 to 2 hours each.  In order that each Room Monitor can achieve the approximate 14 hours of service, each Monitor will be assigned about 6 to 7 subsequent sessions to monitor.  In early March you will be sent a preliminary schedule to pick out the sessions you prefer to monitor, so that we can consider your preferences when we make up the assignment schedule, but please do realize that scheduling does not permit us to meet everyone’s preferences simultaneously so please prepare to be flexible.  Note that Room Monitors will be scheduled into the same room when there is only a short break between sessions, so that you are not running between sessions trying to complete in one and start in another; so this will be a consideration when you make your choices.  Note that some smaller workshops may not require a monitor.

In summary the duties are: 1) arrive Saturday just after noon for training (schedule to be provided); 2) arrive 15 minutes before your assigned sessions and check room setup (call Hotel support if necessary); 3) place CE Sign-in Sheet(s) at the table at the entry (where you will sit); 4) meet with the presenter or session chair and introduce yourself as the room monitor and discuss timing the presentations; 5) check that disability signs are on a few seats in front; 6) help arrange some chairs if requested; 7) give an opening announcement to discuss CEs, presenter timing, audience use of the microphone and special disability seating; 8) time the presentations and hold up timing signs at the end of each (5, 2 and 0 minutes); 9) at the end sign CE Logs for those who give you their log books (about 10% to 15% of attendees); 10) pick up the completed CE Sign-in Form and later place it in the designated box at the Volunteer Materials Table in the registration area.

 Mark Your Preference in the Drop Down Box 

If you wish to be considered for this position, rank it in order of preference: 1 = first choice, 2 = second choice; 3 = third choice.  If you like two or three equally as well you can give them the same ranking.  If you do not wish to be considered for this position, leave the box below blank.

#3 AV VOLUNTEER: [APPROX. 10 POSITIONS]

As an AV Volunteer you will be helping presenters load their presentation into the computer and projecting it, turning ON the Voice Recorder; attaching/activating microphones, adjusting volume if necessary and calling on the conference center AV staff if there is an equipment problem. In early March you will be sent a preliminary schedule to pick out the sessions you prefer to monitor, so that w can consider your preferences when we make up the assignment schedule, but please do realize that scheduling does not permit us to meet everyone’s preferences simultaneously so please prepare to be flexible.  AV volunteers will be scheduled into the same room when there is only a short break between sessions, so that you are not running between rooms during the short break.

You will have a 2 hour training session on the equipment on Saturday late morning (schedule to be provided) but these positions require some technical understanding of the basic operation of a Windows based PC and launching a PowerPoint or DVD based presentation; a lot of walking (often quickly); attending to presenters with a sense of immediacy; and the need to stay with your assignment during the full shift (except necessary bathroom breaks). You DO NOT have to install or fix the equipment; the Hotel’s AV person does that. There may be a couple of IASD owned CD players which may have to be moved to different rooms at times during the day. 

In summary the duties include: a) arrive Saturday morning around 10AM for training; b) arrive 15 minutes prior to your sessions to help all presenters (who didn’t already do it) put their presentation files on the PC using a USB thumb drive and moving the file to an icon on the screen where it can be launched; c) help clip on and activate the microphone for each presenter; d) sometimes presenters bring their own PCs which have to be connected (they must know how to operate their own PC and have brought their own adaptors); e) TURN the RECORDER; f) adjust PC and microphone volume if necessary; f) call the Hotel AV technician if there is an equipment provlem; g) leave your cell phone on in vibrate mode if you have one.

 Mark Your Preference in the Drop Down-Box  

If you wish to be considered for this position, rank it in order of preference: 1 = first choice, 2 = second choice; 3 = third choice.  If you like two or three equally as well you can give them the same ranking.  If you do not wish to be considered for this position, leave the box below blank.

#4  ART EXHIBIT DUTY [4 TO 5 volunteers]

The Art Exhibit volunteer duties include a mix of the following four activities: 1) one person to receive and store the art on Friday afternoon (having the artists sign the waiver form); 2) approx. three persons helping to receive and install hang the art on Saturday for 6 to 8 hours during the day; 3) one person per shift (when the exhibit is open during breaks) to monitoring the exhibit during the conference to make sure no one damages or walks off with the art; 4) two to three persons helping for about 6 hours to remove the art on Wednesday afternoon. You may indicate your preference for receiving the art, art installation or removal in the comments box at the bottom of the form but please prepare to be flexible. To fill in your 14 hours of activity you may be required to do a bit of all of these but we will consider your preferences when assigning the duties. These positions require a lot of walking and standing, lifting artwork and easels and moving tables, sitting or moving around for two hour plus periods as a monitor, communicating with those while monitoring who may be asking a question, and the need to stay in the exhibit room during a full monitoring shift (which often includes meal and free time break periods where 2 volunteers alternate so each can take their meals).

 Mark Your Preferences in the Drop Down-Box  

If you wish to be considered for this position, rank it in order of preference: 1 = first choice, 2 = second choice; 3 = third choice.  If you like two or three equally as well you can give them the same ranking.  If you do not wish to be considered for this position, leave the box below blank.