CHLA 2009: For Volunteers
From CHLA2009
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[edit] Call for Volunteers
The 2009 Canadian Health Libraries Association conference needs you! The conference is just around the corner and the planning committee is looking for volunteers to help out during the days of the conference, May 30 - June 3, at the Fort Garry hotel. Come and be a part of "The sky's the limit / horizons illimités".
Volunteer opportunities include:
- Registration and Hospitality Desk
- Conference bag assembly
- Moderators, timekeepers and room monitors for Invited Speakers and Concurrent Sessions
- Room monitors for CE sessions
Please see the Volunteer Policy for clarification regarding volunteer contribution and conference participation. Your contribution of time will be recognized with a certificate of recognition and will be publicly acknowledged at the conference, and of course volunteer activity always looks good on a resume!
Contact the Volunteer Coordinator, Andrea Szwajcer (andrea_szwajcer@umanitoba.ca), if you are interested in being a CHLA 2009 volunteer.
Thanks! We look forward to working with you.
Lisa Demczuk and Christine Shaw-Daigle, Conference Planning Co-chairs
[edit] Volunteer Policy
We appreciate your time contribution to making our conference as successful as possible. In order to respect both your contribution and our efforts in holding a fiscally responsible event, we would like our volunteers to read and understand the following stipulations.
During the time that the volunteer is actually volunteering, the volunteer does not need to register; any participation in the conference outside of their volunteer hours requires registration/corresponding conference fee payment. This means:
- Individuals who volunteer for 1 entire day (or half day in the case of the final conference day) do not need to register for that specific day .
- Individuals who volunteer for 1 entire day and wish to attend the remainder of the conference (1.5 days + social functions), it is recommended that s/he pay full conference fee rate as it is cheaper than paying per event; there is no discount on registration for volunteering.
- Individuals volunteering for 1 or 2 hours and then wishing to attend the rest of that day’s sessions are asked to register/pay.
- Students who volunteer and wish to attend some sessions outside of their volunteer time are asked to register/pay the student attendance fee.
We thank you for your contribution of time to our conference. In recognition of this contribution, you will be recognized during the Closing remarks of the conference; have your name in the conference programme; you are entitled to the refreshment break provisions during any volunteering shifts; receive a personal letter of thanks from the Conference Committee Chairs after the conference.
Any questions regarding this policy are asked to contact the Volunteer Coordinator, Andrea Szwajcer, andrea_szwajcer@umanitoba.ca or call 237-2991
[edit] Volunteer Opportunities
The following are the various roles that require volunteers. Requests for particular roles will be honoured whenever possible and we ask that volunteers provide a list of preferences to provide maximum flexiblity for scheduling. For the moderator for invited speaker/concurrent sessions, the Programme Committee chair's selection will take priority. The tasks listed are subject to change.
[edit] Registration and Hospitality Desk
- Registration and Hospitality Desk hours are the same - Various times are available
- At the registration desk:
- Volunteers will hand out registration packages including envelope and conference bag to each conference delegate.
- Remind people to sign up for Table Talk
- Create name badge for last minute changes or registrants
- Provide information/directional service as required with respect to conference events
- Conference Participants List will be available from the registration to give to upon request.
- Take payment for walkin-ins for keynote speakers
- At the hospitality desk:
- Volunteers will manage sign up sheets and for tours and dine around events
- provide information/directional service as required with respect to conference events
- Before each break and at lunch hour log on both Internet Cafe computers
[edit] Moderators for Invited Speakers/Concurrent
For the moderator for invited speaker/concurrent sessions, the Programme Committee chair's selection will take priority.
- It is the moderators responsibility to keep things running on time.
- Verify with Registration Desk if there are any conference messages/reminders that should be conveyed at the close of the talk/session
- Prepare a very brief introduction appropriate to the speaker/session. Introduce each speaker and provide a final closing message for the session. In preparing introductions for speakers, refer to the Biographies in the programme.
- Arrive 10 minutes in advance of the talk/session to meet the timekeeper, the room monitor and the presenters
- Check that presentations are loaded onto the laptop. A technician will be available on site if there are any technical problems.
- Please mention that concurrent session presentations will be available on the website immediately following the conference.
- Attendees will have an opportunity to change sessions after each speaker.
[edit] Timekeeper for Invited Speakers/Concurrent
- Arrive 10 minutes early and introduce yourself to the moderator and speakers. Sit in the front row where the speaker can clearly see you.
- A set of "timekeeper signs" will be at the podium in each room. Please return the signs to the podium at the end of each session.
- Each set has 3 signs that are marked "5 minutes", "1 minute" and "stop".
[edit] Room Monitors for Invited Speakers/Concurrent
- Arrive 10 minutes before the start of the talk/session and make yourself known to the Moderator
- Please be available to help out in whatever way is appropriate before and during the presentations
- Make sure that the room is in order and chairs arranged properly and the right sign is posted outside the room
- Make sure that there are glasses of water available at the podium for presenters and speakers
- Please sit at the back of the room near the door. This will keep disruptions to a minimum and allow you to slip out easily if hotel staff or technical support is needed.
- Open the door for 5 minutes to allow people to move between each speaker. The door should be opened when the question period starts for each speaker.
- Please pick up any signs that remain following the session and return them to the Registration Desk.
- Lock the door at the end of the day.
[edit] Room Monitors for CE Sessions
Some CE Sessions have already been spoken for. Those session that still require room monitors are Crafting a Compelling Business Case, Conflict Management, Developing Dynamic Presentation Skills, Evidence Based Practice Part 2, Measuring Your Impact, Writing for Publication.
Prior to the Course -
- Confirm the time of breaks (am, lunch, pm as appropriate) with the instructor(s)
- Assist the instructor with the distribution of handouts
- Ensure there is a jug of water and glass available for the instructor(s)
- Distribute vouchers (if applicable) for the breaks
- Assist with setting up equipment and furniture, if necessary
- Contact CE coordinator if required equipment/furniture has not been supplied
- Show the instructor(s) where the washrooms are located
At the Beginning to the Course -
- Introduce the intructor(s) referring to the information provided in biography supplied
- Ask the instructor(s) to take attendance (an attendance sheet will be provided)
- Announce the details (time and location) of any breaks
At the End of the Course -
- Thank the Instructor(s)
- Collect the Course Evaluation forms
- Distribute the Certificates of Participation to attendees
- Check the room to ensure nothing has been left behind
- Make sure all equipment is turned off
- Turn off the lights and make sure the door is locked
[edit] Runners
Outside of the above roles, we require assistance as necessary. Tasks may include filling positions (such as room monitor for example) as the need arises, and "herding" and directional duties in between conference events. This role provides flexibility to those who wish to contribute time but who do not have a particular role preference in mind. If you like to "hop to it", then we'd love to slot you into this role!
