Volunteer Program

During each volunteer shift, there is a Volunteer Lead “on duty” that will serve as an additional point of contact for the volunteers. The Volunteer Lead is responsible for checking volunteers in for their shift and providing an overview of responsibilities. They are also responsible for ensuring that all volunteers arrive for their shifts. In the event a volunteer doesn’t show for their scheduled shift or a last-minute cancellation is received, the Volunteer Lead will help find/coordinating a substitute. This position will also assist the Registration Coordinator with checking session moderator packets in/out. This position will receive onsite training from the Conference Solutions Registration Coordinator.

On Sunday afternoon, these volunteers will assist in preparing USAging attendee packets (i.e., bags). Responsibilities include:

• collating registration materials such as paper inserts and giveaways; and
• stuffing and organizing registration packets.

Volunteers should be prepared to stand for 2-3 hours at a time, working in an assembly-line style environment and be able to lift a 15-pound box. This position will receive onsite training from the Conference Solutions Registration Coordinator and oversight from the Volunteer Lead.

Throughout the conference, these volunteers will be a welcoming presence at the USAging Registration and Information Desk. Responsibilities include:

• checking in attendees, answering questions regarding the Conference and providing directional support;
• providing attendees with appropriate registration materials and giveaways, as appropriate;
• assisting attendees with questions regarding the local area, if possible; and
• directing attendees/exhibitors to Conference Solutions Registration Coordinator for more specific registration questions.

Volunteers should be prepared to have direct contact with conference participants. This position will receive onsite training from the Conference Solutions Registration Coordinator and oversight from the Volunteer Lead.

Prior to the General Sessions, these volunteers will assist Conference Solutions and USAging staff prior to:

• ensure room is secure, until authorized to open doors to attendees;
• distribute and collect handouts or sponsor promotional items at session doors (if applicable); and
• assist attendees in finding a seat as the room becomes full.

This position will receive onsite training from a Conference Solutions staff member.

The tradeshow is a keystone element of the USAging Conference. These volunteers will assist Conference Solutions staff in overseeing the exhibitor check-in and installation process, including:

• checking in exhibitors and distribute registration materials, if any;
• assisting exhibitors with questions; and
• directing exhibitors to Conference Solutions staff member for more specific exhibit questions.

Volunteers should be prepared to have direct contact with conference exhibitors and their setup team. This position will receive onsite training from a Conference Solutions staff member.

These volunteers will assist Conference Solutions staff in overseeing the exhibitor move-out process, including ensuring they receive information (from decorator vendor) regarding outbound shipping and timing. Volunteers should be prepared to have direct contact with conference exhibitors and their setup team. This position will receive onsite training from a Conference Solutions staff member.

Excited about seeing Tampa? This is a great way to experience the city while also getting in your morning exercise. These volunteers will assist the Local Host Committee with their planned Early Bird Walk, including:

• helping gather registered attendees and answer questions;
• managing walk-ups based on capacity and no-shows;
• distributing sponsor giveaway (if applicable); and
• assisting walk leader during the walk, if requested.

The Early Bird Walk departs the conference venue for a leisurely 45-minute (approximately) walk. Volunteers should dress accordingly. This position will receive onsite training from a Conference Solutions staff member and oversight by the walk leader.

In preparation for General Sessions, materials/giveaways are placed on the audience chairs. These volunteers will receive onsite training from a Conference Solutions staff member. Responsibilities include:

• Collating and distributing materials/giveaways on chairs in the General Session room

This position requires prompt arrival and ability to move quickly. Bending, picking up boxes, and standing/moving between rows of chairs is required.