Student Volunteer Job Duty Descriptions (IEEE Vis 2003, Seattle, WA)
Rooms and some tasks need to be updated
Introduction:
We are looking forward to seeing every one of you at the conference.
This year's conference is packed with exciting events.
SV Meeting Room:
The Student Volunteers (SVs) have a dedicated meeting room in the conference
hotel: Olympic Meeting Ballroom 2.
This room is next to the conference committee meeting room and just around
the corner from most of the conference activities.
We plan to have two easels set up in the SV meeting room. One easel will have
the master schedule for the current and next day. The other will serve as a
message board. We ask that you check the message board three times a day
before 8:30, during the lunch break, and after the last afternoon session.
We would prefer not to have daily meetings, but rather to handle announcements
and messages through this board.This will only work to the extent that each
student checks the message board as requested.
We promise to try and keep changes to a minimum, but have to be prepared to
handle exceptions.
Every Student Volunteer (SV) will receive a special SV conference T-shirt.
Please wear this T-shirt when you are on duty so that people can easily
identify you. This will be especially important on Sunday, Monday, and
Wednesday when new events are starting and we expect large numbers of new
attendees.
In the past, some students have found that wearing their T-shirt over their
regular clothing keeps the T-shirt cleaner longer.
An all-SV meeting is scheduled for 6:00pm on Sunday. We hope that this is
the only all-hands meeting we will need. We plan to finish by 6:30 so that
you will have time to eat before the Invited Talk at 8:00pm.
Please be on time so that we can start and finish on schedule.
The SV party is scheduled for 6:30pm to 8:30pm on Tuesday. Please sign-up
for the party and indicate your food preferences prior to noon on Tuesday.
We hope you will all attend; this is the conference's special thank-you to
the SVs for your contribution.
It is essential that you show up at your post or to meetings on time. The
consequences of arriving late at your post depend on the task but, you should
be aware that missing SVs are noticed, complained about, and reflect badly on
the SVs' performance as a whole.
Since no SV can leave a post until the next shift (if applicable) arrives,
arriving late creates problems for your fellow SVs on the earlier shift.
While you are a "volunteer", the conference is rewarding your efforts with
a lot of benefits, so please perform your tasks "professionally" to make this
conference a good experience for everyone.
Registration and Merchandise Desks (Lobby):
The registration and merchandise desks will be set up in the hotel lobby.
For registration tasks, report to Kristine Weiand, the registration
coordinator.
Registration envelopes for pre-registered attendees are arranged in
alphabetical order in boxes. Each envelope includes a badge, tickets, and
receipt.
Go over the envelope contents with each registrant to make sure that
everything is as it should be and that there are no misunderstandings.
Items such as the conference proceedings or DVD (merchandise) are not
distributed at the registration desk. Rather attendees will exchange
tickets found in their registration envelops for merchandise at a separate
desk in the same lobby area. Registrants will need to exchange one ticket
for the InfoVis Proceedings, PVG proceedings, posters compendium.
They will need to exchange another ticket for the Conference Proceedings,
DVD.
Current members of TCVG (Technical Committee on Visualization and Graphics)
and anyone who registers for the TCVG will receive a conference T-shirt.
Check off names on the list as the shirts are given out.
Email Room Internet Access (Northwest Ballroom 3):
Your main duty in the Email room is to serve as security for the equipment
and to help people as needed. Please do NOT use a computer while you are
on duty and if there are people waiting to use one.
A person entering at 10:00 would receive a card marked "15" if the email
room is busy (if there is a long line). This person should leave at 10:15.
Be sure to collect the card when people exit. During a busy time, ask people
to form a waiting line (no one new should enter the room) and remind the
people currently on computers to keep to their time limit.
Speaker Prep Room (Cascade Room 6, Second Level):
Your main duty here is to serve as security for the equipment and to help
people as needed. The speaker prep room is located in the Cascade Room 6 on
the Second Level.
Setup/Teardown:
Wear your student volunteer T-shirt so that people who need your help can
easily identify you. Make yourself available in the conference committee room
(Olympic Meeting Room 1) -- please show up on time.
Interactive Demonstrations Lab (Northwest Ballrooms 1, 2)
Check access, provide security, and help out with demos (computer help).
Exhibition (Northwest Ballrooms 1, 2)
Check access and provide security. During Exhibition Hours, only people with
Exhibitor badges/ribbons or registered attendees are allowed access to the
exhibition area. For setup, report to Matt Ward in the
Northwest Ballrooms 1, 2.
Symposia/Tutorial Reception/ Poster Session/Interactive Demonstration Lab (Maxi's Lounge, 14th Floor)
Setup: help setup posters and IDL equipment.
Check access and hand out drink tickets.Someone needs to get tickets to people
already in the reception area (poster and IDL presenters).
Conference Reception (Outside hotel lobby)
Help load buses.Catch the last bus to the reception.
Poster Session/ Interactive Demonstration Lab (Northwest Ballrooms 1, 2):
Setup: IDL and Vis posters will be up during the entire Exhibition time.
Check access.
Floater (Stand-by):
This is the "on-call" position. You will need to fill in wherever
the need is greatest. Please try to wear your SV T-shirt when you work this
shift so that people can easily identify you.
Please report to the conference committee office (Olympic Meeting Room 1).
Report back to the office at the end of your shift to make sure your
replacement has arrived.
Duties may include:
- Taking and delivering phone messages or paging a committee member, if
necessary, by walkie-talkie
- Operating the walkie-talkies
- Tally tutorials/workshops evaluation forms and enter results in e-files
(spreadsheets) (Sunday, Monday, Tuesday)
- Changing signage
- Fill in where needed.
ALL Sessions (tutorial/workshop/paper/panel/applications/etc.)
Arrive AT LEAST 15 minutes prior to the start of a session.
Tutorials:
There are many responsibilities attached to this position.
Besides checking badges, you need to:
- Remind the presenters of the break schedule (by note)
- pass out the tutorial evaluation sheets midway through the course as
attendees enter the room: for a full day course, after the lunch break,
for a morning course, after the morning break, for an afternoon course,
after the afternoon break
- collect the tutorial evaluation sheets as attendees leave the room
- count the number of people in the room four times/day:
9am, 11 am, 2pm and 4pm.
- raise and lower the lights as appropriate (check with AV for instructions)
- operate the AV equipment only if directed by the AV contractor
Symposia and Conference Sessions:
There are many responsibilities
attached to this position. Besides checking badges, you need to:
- pass out the symposia or conference evaluation sheets:
for symposia, as attendees enter after the lunch break on Tuesday
for the conference, as attendees enter each session room after the
lunch break on Thursday
- collect the evaluation sheets as attendees leave the room
- count the number of people in the room four times/day: 9am, 11am, 2pm and 4pm
- raise or lower the lights as appropriate (check with AV for instructions)
- operate the AV equipment only if directed by the AV contractor
Thank you very much for your hard work and professionalism,
which is essential to making the conference a success.
Sue Havre & Sunny Kim