VOLUNTEERS
Volunteers play an important role in ensuring the conference runs smoothly. Various volunteer opportunities are available, each with varying levels of responsibility. Volunteer roles and key responsibilities are described below.
If you are interested in volunteering at CAL’s annual conference, please read through the job descriptions to determine if any of the roles interest you. Refer to the SignUpGenius link provided for specific days/times when help is needed. You are more than welcome to sign up for more than one time slot—in fact, we encourage it!
Volunteers 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. If you have already registered, please contact the CAL office to receive a refund.
Volunteering at a conference is a great way to contribute to the event’s success and connect with fellow attendees!
Volunteer
Specific duties will vary depending on which volunteer job you select, but all volunteers will be asked to:
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Know the key locations of conference events (ballroom, exhibit hall, breakout session rooms, bathrooms) and be able to direct attendees as needed
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Have the contact information of conference committee members handy in case any issues should arise
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Wear a button/badge identifying themselves as volunteers
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Answer questions in a helpful and friendly way
General Volunteer Responsibilities
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Arrive Early:
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As a room moderator, your first responsibility is to arrive early at the selected or assigned session. This ensures that you’re prepared and ready to facilitate the session smoothly.
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Greet Attendees:
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Welcome participants as they enter the session room. A friendly greeting sets a positive tone and helps attendees feel comfortable.
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Monitor and Facilitate Discussion (if requested):
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Facilitate interactions by encouraging audience engagement and managing any Q&A sessions.
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Introduce the Speaker(s):
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Before the session begins, introduce the speaker(s) to the audience. Speakers will provide their own brief overview of background and expertise.
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Keep Time and Alert Speakers (if requested):
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Moderators help keep the session on schedule. Signal to speakers when allotted time is running out or when it’s time to wrap up.
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Some speakers appreciate a discreet alert, while others prefer a more visible cue (such as holding up a sign).
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AV/Technology:
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If there are problems with the technology suite, and you have knowledge and expertise in the area, attempt to trouble-shoot and fix the problem.
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Contact conference center technology support team for assistance. The conference CAL AV/Volunteer coordinators will provide steps to take when assistance is needed.
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Remember, as a room moderator, you contribute significantly to the conference experience by ensuring sessions run seamlessly!
Room Moderator/AV Assistant
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Be Familiar with Conference Locations:
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As a wayfinder, your primary responsibility is to know the key locations of conference events.
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Familiarize yourself with the layout, including the ballroom, exhibit hall, bathrooms, and breakout session rooms.
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Be Accessible and Friendly:
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Wear a button identifying yourself as a volunteer. This makes you easily recognizable to attendees seeking help.
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Be approachable and ready to answer questions in a helpful and friendly manner.
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Provide Directions:
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When attendees approach you, guide them to the appropriate rooms or areas. If someone is lost or confused, offer clear directions to help them find their way.
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Offer patience and understanding, especially during peak times when people are moving between sessions.
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Emergency Preparedness:
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Have the contact information of conference staff handy. In case any issues or emergencies arise, you can quickly reach out for assistance.
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Be alert for any last-minute changes or updates to the schedule that could affect session attendance and location.
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Remember, as a wayfinder, you play a crucial role in ensuring a smooth conference experience for all participants!
Wayfinder/Hospitality Volunteer
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Donation Gatherers (June 1 - August 30)
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Before the auction begins, work to gather items for auction from local vendors, crafters, etc.
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Log donated items in spreadsheet.
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Attend planning meetings (June 10 (12-1), July 8 (12 -1), August 12 (11 -12)
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Arrange for delivery of the items to the CLEF Chair
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You do not have to be at the conference to help plan/gather items.
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​Display and Set-Up: (first day of conference - 8:30 - 10:30 a.m.)
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Volunteers assist with processing donated items. Their tasks involve:
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Collecting donated items brought to the conference.
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Filling out online forms for each entry to help process donations
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Arranging auction items attractively on tables.
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Ensuring proper signage and descriptions accompany each item, both online and physically.
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Creating an inviting atmosphere for attendees to browse and bid
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​Silent Auction Monitors: (one hour shifts on the following dates: Wednesday, Sept. 4, from 1-5 p.m. & Thursday, Sept. 5, from 9 a.m. - 4 p.m.)
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These volunteers play a crucial role in managing the silent auction. Their responsibilities include:
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Encouraging bidding on silent auction items.
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Answering bidder questions.
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​Donation Processing: (Thursday, Sept. 5, from 3:30-5 p.m.)
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Volunteers assist with processing donated items.
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Grabbing items for the auction bidders with proof of payment through the Auctria app.
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Record Pick up on Log Sheet.
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Remember, volunteering at a silent auction contributes to the success of the event and supports the Colorado library community with educational opportunities and scholarships!