Volunteers at CALCON

Volunteer Job Descriptions and Benefits

Interested in volunteering at CAL’s annual conference? 

Volunteers play an important role in ensuring the conference runs smoothly. Numerous volunteer opportunities are available, each with varying levels of responsibility. Volunteer roles and key responsibilities are described below.  

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Please read through the job descriptions to determine if any of the roles are of interest. Refer to the SignUpGenius link provided for specific days/times when help is needed. Volunteers are welcome to sign up for more than one shift—in fact, we encourage it!

 

Volunteers who work a minimum of two hours are eligible for a 10% discount on registration fees. Sign up for shift(s), and receive a confirmation email with a discount code that can be used when registering for the conference. Already registered? Please contact the CAL office to receive a refund.

 

Individuals who receive a CAL scholarship will be asked to volunteer for a minimum of 4 hours during the conference. A variety of days and times will be available to help meet the requirement. Congratulations, and we will look forward to seeing you at the conference!
 

Volunteering at the conference is a great way to contribute to the event’s success and connect with fellow attendees! 

 

General Volunteer Responsibilities

Specific duties will vary depending on the volunteer job selected. All will be asked to:

• Know key locations of conference events (ballroom, exhibit hall, breakout session rooms, bathrooms) and be able to direct attendees as needed 

• Have contact information of committee members handy in case issues arise 

• Wear a volunteer name badge or ribbon for easy identification  

• Answer questions in a helpful and friendly manner 

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Volunteer Roles

 

• Registration/Hospitality

• Room Moderator/AV Assistant

• Wayfinder/Hospitality

• Conference Set-up/Tear Down

• Colleague Connections Leader - buddy program

• CLEF Auction

 

Volunteer Roles & Responsibilities 

 

Registration/Hospitality - SIGN UP

Roles & Responsibilities: 

Working at the registration table, volunteers will likely be attendees’ first point of contact. There may also be first-time participants at the conference. Help all feel welcome and comfortable. Primary responsibilities include:

• Greet attendees as they approach the table.

• Ensure a smooth check-in process for registered participants.

• Distribute name badges and any other materials.

• Become familiar with conference venues, room locations, schedules, etc.

• Provide directions or answers to questions.

• Provide information about conference events, schedules, and special sessions, especially to first-time attendees.

• Create a friendly and inclusive atmosphere for all.

• Assist speakers and presenters to their rooms if necessary.

Room Moderator/AV Assistant - SIGN UP

Roles & Responsibilities:

1. Arrive Early:

   • As a room moderator, the first responsibility is to arrive early at the selected or assigned session to make sure the room is prepared and ready for the facilitator.

2. Greet Attendees:

   • Welcome participants as they enter the breakout room. A friendly greeting sets a positive tone and helps attendees feel comfortable.

3. Monitor and Facilitate Discussion (if requested):

   • Facilitate interactions by encouraging audience engagement and managing any Q&A sessions.

4. Introduce the Speaker ( if requested):

   • Before the session begins, introduce the speaker(s) to the audience. Speakers will provide their own brief overview of background and expertise.

5. Keep Time and Alert Speakers (if requested):

   • Moderators help keep the session on schedule. Signal to speakers when allotted time is running out or when it’s time to wrap up.

   • Some speakers appreciate a discreet alert, while others prefer a more visible cue (such as holding up a sign).

6. AV/Technology:

   • If there are problems with the technology suite, attempt to trouble-shoot and fix the problem (only if comfortable).

   • Contact conference center technology support team for assistance. The conference CAL AV/Volunteer coordinators will provide steps to take when assistance is needed.

Remember, as room moderators, volunteers contribute significantly to the conference experience by ensuring sessions run seamlessly! 

 

Wayfinder/Hospitality - SIGN UP

Roles & Responsibilities:

1. Be Familiar with Conference Locations:

   • As a wayfinder, the primary responsibility is to know the key locations of conference events. 

   • Become familiar with the layout, including the ballroom, exhibit hall, bathrooms, and breakout session rooms.

2. Be Accessible and Friendly:

   • Wear a volunteer ribbon or name badge to be easily recognizable.

   • Be approachable and ready to answer questions in a helpful and friendly manner.

3. Provide Directions:

   • When attendees approach, guide them to the appropriate rooms or areas. If someone is lost or confused, offer clear directions to assist.

   • Offer patience and understanding, especially during peak times when people are moving between sessions.

4. Emergency Preparedness:

   • Have the contact information of conference staff handy. In case issues or emergencies arise, quickly reach out for assistance.

   • Be alert for any last-minute changes or updates to the schedule that could affect session attendance and location.
      

Remember, as wayfinders, volunteers play a crucial role in ensuring a smooth conference experience for all participants! 

 

Conference Set-up/Tear Down - SIGN UP

Roles & Responsibilities:

1. Before the conference - help set up the registration tables, put out signage, set up the breakout rooms, and other duties assigned by conference committee members.

2. Last day of conference - help take everything down, collect signage and general conference supplies from all rooms, pack up items, and other duties assigned by conference committee members.
    

Colleague Connections Leader (buddy program) - SIGN UP

Roles & Responsibilities:
Committee members strive to make sure all conference participants feel welcome and able to make meaningful connections at CALCON. For those new to the conference and for those who may be the only representative attending from an organization, we have created a program called Colleague Connections. Volunteer leaders are needed for the role of conference buddy and CALCON liaison. Each leader will be assigned 2-3 attendees to create a Colleague Connections group. Primary responsibilities include:

1. Prior to the start of the conference:

   • Create a text and/or email chat group for communication.

   • Schedule an initial meeting that works best for all colleagues.

2. Welcome and orientation:

   • Greet the new/single attendees at agreed upon time/location.

   • Help colleagues navigate the conference venue, and provide an overview of the event schedule.

3. Guidance and support: 

   • Offer advice and support to the group as needed.

   • Help the group make the most of the conference experience.

4. Networking assistance:

   • Facilitate introductions and help colleagues make connections with others.

5. Ballroom events (exhibit hall, keynote, meals, etc.): 

   • Accompany colleagues to large events, ensuring all feel comfortable and engaged.

6. Follow-up: 

   • Maintain communications with colleagues after the conference to provide ongoing support and guidance.

   • Refer attendees to CAL’s mentoring program if appropriate.

 

CLEF Auction - SIGN UP

Roles & Responsibilities: 

• Display and Set-Up: (first day of conference - 9-11 a.m.)

  • Volunteers assist with processing donated items. Their tasks involve:

    • Collecting donated items brought to the conference.

    • Filling out online forms for each entry to help process donations

    • Arranging auction items attractively on tables.

    • Ensuring proper signage and descriptions accompany each item, both online and physically.

    • Creating an inviting atmosphere for attendees to browse and bid

• Silent Auction Monitors:

  • These volunteers play a crucial role in managing the silent auction. Their responsibilities include:

    • Encouraging bidding on silent auction items.

    • Answering bidder questions.

• Donation Processing: (Thursday, Sept. 4, from 3:30-5 p.m.)

  • Volunteers assist with processing donated items.

    • Grabbing items for the auction bidders with proof of payment through the Auctria app.

    • Record Pick up on Log Sheet.
       

Remember, volunteering at a silent auction contributes to the success of the event and supports the Colorado library community with educational opportunities and scholarships!