Training Course Helper

A series of one-day training courses will be held on Saturday, August 26 and Sunday, August 27 at Itaipu Technological Park, a short distance from the conference venue. Volunteers assigned to this area will be expected to:

• Arrive at the assigned area 1 hour prior to the course’s scheduled start time for brief orientation and training (transportation will be provided from the conference venue)
• Assist in welcoming training course participants and getting them checked in
• Provide general assistance and logistical support to course instructors (e.g. distribute meeting materials, troubleshoot problems with AV, help prepare any demonstrations)
• Assist instructors in reconvening course participants following breaks and lunch
• Assist in keeping the session running on time (e.g. provide time check for speakers and scheduled breaks)

Make a Difference Day Helper

Conference attendees will have the opportunity to take part in a pre-conference volunteer event on Sunday, August 27 at a community-led restoration project near Iguassu National Park. Staff from a local NGO will host the event and be responsible for overseeing participants, but volunteers may also be needed to assist. Volunteers assigned to this area will be expected to:

• Arrive at the conference center at least 30 min prior to the time buses are scheduled to leave in the morning and assist participants in getting on the right bus
• Ride the bus with participants to the project site and assist staff from the host organization as necessary to keep the activity running smoothly
• Pass out box lunches (which will be provided)

Registration Desk Helper

Onsite registration will open on Sunday, August 27 at 10 am. Attendees will check in, pick up their name badge and tote bag, and then upload their PowerPoint or hang their poster presentation. Registration will remain open throughout the conference for late arrivals, and anyone else requiring assistance. The registration desk will open at 7:30am each morning and remain open throughout the day, closing at 5pm. Volunteers assigned to this area will be expected to:

• Check in pre-registered attendees and distribute registration packets
• Distribute conference materials as needed
• Become familiar with the Convention Center floorplan and help direct traffic or assist with other tasks as needed

Exhibitor Setup

Exhibitor check-in begins on Sunday, August 27 at 10am. Exhibitors will set up their booths on Sunday and Monday morning, and will exhibit for the duration of the conference. Volunteers assigned to this area will be expected to:

• Help check in exhibitors and show them to their assigned booth
• Retrieve any materials they may have shipped to the conference center and deliver them to their booth
• Serve as a point of contact between exhibitors and convention center staff for any additional services they may want to purchase
• Staff the exhibitor area during set-up times and provide general assistance as needed

Poster Setup

Poster presenters will begin hanging their presentations on Sunday, August 27 when onsite registration opens. Their posters will be displayed throughout the conference. We will hold a dedicated poster session on Tuesday evening, August 29 during which attendees will convene in the poster exhibition area to view posters and discuss them with the authors. Light refreshments will be available during this informal event. Volunteers assigned to this area will be expected to:

• Staff the poster display area throughout the day on Sunday, August 27 and help presenters find their assigned spot and hang their posters
• Arrive two hours prior to the start of the poster session on Tuesday, August 28 and help any late arrivals hang their poster
• Staff the poster session and provide general assistance as needed

Session Monitor

The conference program will be built around concurrent sessions in which a group of presenters each give 15-minute oral presentations on a common topic/theme. There will be three time slots each day for concurrent sessions (Monday-Friday). We expect to have 9-12 of these ‘breakout sessions’ happening simultaneously during each of the three slots.
This is an important area of need for volunteers. Paid AV technicians will set up all of the equipment (laptop, projector, and screen) and perform checks prior to the start of each session to ensure that everything is in place and working properly. We will then rely on volunteers to help address any problems that might arise during the session and to aid the session moderator in whatever way necessary. Each breakout room will be staffed by at least one volunteer. Volunteers assigned to this area will be expected to:

• Arrive 30 minutes prior to the scheduled start time for the session(s) they are staffing
• Communicate with the AV technician and session moderator to ensure that all PowerPoint presentations for the upcoming session are loaded and ready
• Remain in the assigned meeting room for the duration of the session and assist the session moderator as needed (e.g. cue up presentations, pass out materials, turn lights off/on)
• Communicate with conference staff in the event of problems that cannot be immediately resolved within the meeting room (e.g. AV issues, lighting issues, missing presentation)
• Regulate traffic in and out of the meeting room as necessary (checking for attendee badges), and ensure quiet in the hallway to prevent disruptions

Plenary Session Monitor

Each morning begins with a plenary session from 8-10am in which all attendees are present. These sessions will feature high-profile speakers and will include audience. The last day of the program (Friday, September 1) will also close with a plenary session from 4-6 pm, marking the end of the conference. Plenary sessions will be staffed by AV technicians, with volunteers serving as support staff. Volunteers assigned to this area will be expected to:

• Arrive 30 minutes prior to the scheduled start time of the session
• Assist with setup/preparation as directed by convention center staff or AV staff
• Act as a greeter and door monitor, checking for attendee badges
• Remain in the plenary room for the duration of the session and assist with any general needs that arise
• Act as microphone monitor during Q/A and discussion periods, taking a wireless microphone to audience members and/or standing guard at a stationary microphone to help maintain the flow of discussion

Field Trip Helper

In-conference field trips will take place on Wednesday, August 30. Departure times vary between 6:00-8:00am depending on the trip, with all buses departing from the conference center. Volunteers assigned to this area will be expected to:

• Arrive at the convention center by 5:30am to help organize field trip participants into groups and make sure they get on the right bus
• Collect signed liability waiver forms
• For groups larger than 20, a student volunteer will be needed to ride along on the field trip and assist the guide in managing the crowd and keeping things on track

Special Events

We will have a general need for volunteers to help direct traffic, check name badges or collect tickets for evening social events. Some logistical assistance may also be required once these events are underway. Events include:

Welcome Reception: Sunday, August 27
Poster Session: Tuesday, August 29
Conference Dinner: Thursday, August 31