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Student Volunteer Application

The ACES 2014 organizing committee is recruiting student volunteers for various supporting roles during the upcoming conference scheduled December 8-12, 2014 in Washington, D.C., USA at the Harbor Beach Marriott Hotel.

Volunteer Responsibilities

Volunteers typically serve in the following capacities:

AV OPERATORS work during technical sessions and are seated at a tech table in the back of the meeting room. They are responsible for pulling up speaker PowerPoint files according to the program schedule and monitoring sound levels during presentations. All equipment is clearly labeled and most files are already downloaded on the laptop by conference staff. Operators also help session moderators with any technical difficulties, and may possibly assist with showing speakers how to work the remote control to the laptop/computer projector, familiarizing speakers with the laser pointer and making sure the speaker timer and timer cards are in place.

MODERATOR ASSISTANTS primarily assist in Plenary Sessions by keeping time during speakers’ talks.They may also help session moderators with putting the lapel mic on speakers, showing speakers how to work the remote control to the laptop/computer projector, familiarizing speakers with the laser pointer and making sure the speaker timer and timer cards are in place.

IMPORTANT NOTE: ALL student volunteers should plan to arrive at the host hotel by 4pm on Sunday, December 7th, local time, to be oriented with the conference center, help the organizing committee, and assist with pre-conference preparations, possibly including assembly of conference registration packets and registration.  Monday pre-conference workshops may require AV operator assistance, if so volunteers will be needed during the workshop hours, otherwise, Monday would be a day for you to enjoy the Washington, D.C. area or participate in the pre-conference workshops.

Volunteer Training Session

Before the conference begins, we conduct a training session for volunteers so you can familiarize yourself with the equipment get comfortable with the room set up and ask any final questions about your role as a volunteer.  Volunteer Training is scheduled for Sunday evening, December 7th at 5:30pm.

How Are Volunteers Assigned?

Once the detailed program agenda is completed and all volunteers selected, we will email you the agenda so you can decide which sessions you want to work. Session requests are confirmed on a first-come, first-served basis.  It is possible someone else may have already signed up to work the same session you want. So in some instances, we may not always be able to grant your request.

Why Volunteer?

In return for service, student volunteers receive a free registration and free shared guest room accommodations (two people per room) for up to five nights. Airfare, meals and incidental expenses are not included.

How Do I Apply to be a Volunteer?

If you are interested in volunteering, complete the online application form no later than Friday, October 3, 2014.

Apply to Be a Volunteer Now!

Important Dates to Remember

Application deadline: Friday, October 3, 2014
Acceptance notification: Friday, October 10, 2014

Who Do I Contact with Questions?

  Jhanna Gilbert, CMP, CGMP
  Conference Coordinator
  University of Florida/IFAS
  Office of Conferences and Institutes
  Gainesville, FL  
  Email: jhanna@ufl.edu

 
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Deadlines

Student Volunteer Application Deadline:
October 3, 2014

Early Registration Deadline:
October 13, 2014

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