Volunteer Program
Overview
The USAging Volunteer Program is an essential part of the USAging Annual Conference & Tradeshow. Volunteers who donate their time provide invaluable assistance to the onsite coordination, and with an estimated 100 shifts to choose from, we’re confident that Volunteers can get involved in areas that meet their interests.
We ask Volunteers to donate at least six (6) hours of time during the Conference to receive registration benefits and are strongly encouraged to remain working in the same position for each shift for training purposes.
Conference Solutions is the official meeting planner for the USAging Annual Conference & Tradeshow and will coordinate the onsite Volunteer Program and will provide the necessary training for Volunteers to fulfill their assignments.
Please review the VOLUNTEER PROGRAM GUIDE for details regarding each role and associated tasks.
Benefits
Option 1
If you volunteer an accumulative six (6) hours of time over the course of the Conference dates, you are eligible to receive a Full Conference registration at a discounted rate of $320.
Option 2
If you volunteer an accumulative six (6) hours of time over the course of the conference dates, you will earn a complimentary One Day registration. You choose the day!
Volunteers who sign up for less than six hours are not eligible for the discounted, or complimentary, registration rate.
USAging provides refreshments and snacks in the Volunteer lounge during your shift.
Volunteer Areas
Click the volunteer shift title below to learn more about the responsibilities.
Schedule subject to change based on final program.
The Volunteer Coordinator is responsible for recruiting and scheduling all Volunteers needed during the months preceding the Conference. Conference Solutions will provide an online volunteer schedule sign-up listing each task, date and length of shift. Please keep in mind that volunteers must work a minimum of six hours to receive the discounted registration rate. Please make sure all shifts are filled no later than Friday, June 19.
During the Conference, and the afternoon prior to the first day of the Conference, the Volunteer Lead is responsible for ensuring that all shifts are filled. The Volunteer Lead will need to call on substitutes to fill in for last minute cancellations, as needed. This position will also assist the Registration Coordinator with checking moderator packets in and out.
Assist in preparing USAging Conference and Tradeshow registration packets.
- Collate and stuff registration packets for USAging Conference and Tradeshow attendees
- Volunteers should be prepared to stand for 2-3 hours, working in an assembly-line style environment and be able to lift a 15-pound box
Assist at the Registration and Information Desk. A three-hour shift is requested due to the extensive training required.
- Check in Conference attendees and answer questions regarding the Conference and provide directional support
- Check attendee name badges for accuracy
- Provide attendees with appropriate registration materials and giveaways, if any
- Assist attendees with questions regarding the Conference or local area
Assist Conference Solutions and USAging staff prior to and during general sessions.
- Ensure room is secure, until authorized to open doors to attendees
- Help staff with adjustments to meeting room sets or audiovisual equipment
- Distribute and collect handouts or sponsor promotional items (if applicable)
- Assist attendees in finding a seat as the room becomes full
Assist Conference Solutions staff with passing out sponsored fliers or promotional materials on the attendee chairs before the general session begins
- Requires prompt arrival and ability to move quickly
- Bending, picking up boxes, and standing/moving between rows of chairs is required
Assist Conference Solutions staff in overseeing the exhibitor check-in and installation process.
- Check in Exhibitors and distribute registration materials, if any
- Assist Exhibitors with questions
- Keep a log of Exhibitors who bring door prizes
Assist Conference Solutions staff in overseeing the dismantle process.
- Collect Exhibitor evaluations
- Answer questions and provide direction regarding proper shipping procedures, etc.
Assist USAging staff in conducting the Early Bird Walk.
- Check in pre-registered attendees and answer questions
- Manage walk-ups based on capacity and no-shows
- Hand out the Sponsor T-shirt or water bottle (if applicable)
- Assist along the route as a Guide, if needed
Assist Conference Solutions staff prior to and during Mobile Workshop sessions.
- Check in pre-registered attendees and answer questions
- Manage walk-ups based on capacity and no-shows
- Assist with boarding buses, if needed
Shift schedules are subject to change based on final program.