Volunteer Opportunities

Creating and executing an event of this magnitude is possible through the dedication and enthusiasm of our incredible volunteers. As an entirely volunteer-run conference, we rely on great people who contribute their time, skills, and energy to make the symposium a success.

All volunteers are expected to work a minimum of 15 hours over the course of the symposium in exchange for complimentary registration. Volunteers hours are spread over the course of the three-day conference, and you may attend talks outside of scheduled shifts.

There are both leadership and non-leadership roles available for this year’s conference. Leadership roles require excellent communication skills, a calm demeanor, ability to effectively prioritize and delegate tasks, and good problem solving skills. If you are passionate about the mission of AHS and want to be a part of the core team, please apply!

Leadership Positions for AHS17

Volunteer Chair

Responsibilities
  • Work with other Chairs to identify the need for volunteers during the event (e.g. staffing at registration, book signings, in conference sessions etc.);
  • Recruit event volunteers (a call for volunteers will be posted on our website; sent to our community via email blast; posted on social media; applications will be collected using Jotform);
  • Select volunteers based upon the specific needs of the event and the applicable background of the volunteers;
  • Assign all volunteer roles and create a schedule to manage volunteers;
  • Train and supervise volunteers in their roles and responsibilities including at registration booth.
  • Serve as contact person for volunteers throughout AHS and answer questions from staff and attendees as they arise
Skills
  • Excellent interpersonal and written communication skills
  • Leadership experience (management, event planning etc)
  • Ability to stay calm under pressure and address issues quickly and effectively
  • Familiarity with Wufoo (or similar online form platform), MailChimp, Google Groups, and expertise with Google Docs and/or Google Sheets

The majority of the Volunteer Chair’s work is done in several chunks:

  1. About four months in advance of AHS (selecting and notifying volunteers);
  2. One month before AHS (creating and communicating the schedule to volunteers);
  3. Two weeks before AHS (communicating trainings to volunteers);
  4. The day before AHS starts and the first day of AHS (training sessions the day before the conference, and managing volunteers). Volunteer Chair assistance will be needed throughout the conference in reduced capacity.

The volunteer chair must be widely available during the above times, arrive at AHS by Tuesday night or Wednesday early AM and must be able to stay through the entire conference.

Registration Chair

Responsibilities
  • Manage the online registration process from the initial contact with potential attendees through check-in at the symposium;
  • Maintain the Eventzilla registration page (already live) and the backend database of attendees, with society support;
  • Responsible for all ticket inquiries, transfers and cancellations (requires quick turnaround on email inquiries, up to 10 per day in the weeks prior to the conference);
  • During the event, the Registration Chair will, with the help of additional volunteers, be responsible for the check-in of all attendees and distribution of name badges and symposium-related items;
  • Work closely with Volunteer Chair and Conference Chair to coordinate volunteer staffing at registration, and address any questions and concerns raised by attendees.
Skills
  • Excellent interpersonal and written communication skills
  • Must be willing to check email daily and respond quickly to inquiries
  • Leadership experience (management, event planning etc.)
  • Ability to stay calm under pressure and address issues quickly and effectively
  • Ability to quickly and effectively delegate tasks to other team members, as the registration chair receives a large number of requests from attendees and presenters.
  • Tech-savvy and familiar with (or quick to learn) new platforms, including:
    • Event management (Eventzilla)
    • Google Groups
    • Google Docs and/or Google Sheets

Work for this position is ongoing, beginning ASAP.

  1. Inquiries and responsibilities are concentrated in the 4 weeks prior to the conference;
  2. During the conference, the Registration Chair is present at registration and serves as the main contact for attendees and volunteers

The registration chair should be widely available in July and August; able to arrive at AHS by Tuesday night or Wednesday early AM ; able to stay through the entire conference; available via email after the conference for about a week to help wrap up registration tasks.

Vendor and Exhibit Chair

Responsibilities
  • Liaise with vendors and symposium leadership during application process;
  • Coordinate pricing, payment, communications, materials, design of vendor space, etc.;
  • Work with University contact to ensure compliance with internal policies including fire code, insurance, scheduling, rentals of tables, chairs, rooms, space etc.;
  • Work with volunteer chair to determine volunteer hours and schedules for vendor check-in and set-up;
  • Work with volunteers to assist vendors with transportation of booths, product, etc. and set-up
Skills
  • Excellent interpersonal and written communication skills;
  • Organized, with strong eye for detail;
  • Must be willing to check email daily and respond quickly to inquiries;
  • Leadership experience (management, event planning etc.).

The majority of the Vendor and Exhibit Chair’s work is done in the 2 months leading up to the conference, and he/she serves as the contact point for vendors during set-up and take-down.

Book Signing Manager

Responsibilities
  • Communicate with presenters regarding details of signing (number of books, getting books to campus, collecting payments);
  • Work with Conference Chair and Program Lead to determine a time and location for book signing;
  • Work with the Conference Chair and University to determine location, rental needs and set up of tables and chairs;
  • Work with University contact to ensure compliance with internal policies including fire code, insurance, scheduling, rentals of tables, chairs, rooms, space etc.
Skills
  • Extremely organized and detail oriented;
  • Familiarity with Google Docs;
  • Excellent interpersonal skills;
  • Excellent verbal and written communication skills;
  • Experience managing operations and volunteers/staff;
  • Self-motivated problem solver–able to identify what needs to be done and able to do it.

The majority of the Book Signing Manager’s work is done in several chunks:

  1. Two months in advance of AHS (communicating with presenters who wish to sell books);
  2. One month before AHS (creating and communicating the schedule and responsibilities to volunteers and presenters);
  3. On the day(s) of book signings (ensure that presenters have adequate assistance from volunteers in transporting books to signing location; provide direction to volunteers who are assisting presenters with set-up and collecting payment).

Publicity and Marketing Chair

  • Ideally local to Seattle, or knowledgeable about the area;
  • Disseminate information about the conference (calls for papers, etc.) to the largest possible audience;
  • Contact local press prior to the conference and communicate with them during the conference;
  • Use social media to distribute symposium updates, generate interest, and support registration;
  • Communicate with local groups and organizations whose members may be interested in AHS to build local support for and interest in AHS.

The Publicity Chair’s work is carried out primarily in the 2-3 months leading up to the conference.

Tech/AV Lead

Responsibilities
  • Liaise with A/V providers regarding A/V tech needs (computers, microphones, lavaliers etc.);
  • Communicate with presenters regarding their A/V needs;
  • Work with program chair and conference chair to determine timeline for and method of collecting presentations;
  • Collect presentations from presenters in advance of the conference and transfer to presentation laptops;
  • Conduct A/V checks and work with A/V team to ensure smooth execution of tech throughout entire conference.
Skills
  • Expert competency with Powerpoint on Mac and PC platforms; proficient with Dropbox;
  • Extremely tech savvy and comfortable working with A/V hardware;
  • Experience with A/V relating to conference execution would be an asset;
  • Ability to stay calm and focused under pressure;
  • Troubleshooting ability with technology.

The majority of the Tech/AV Lead’s work is done in several chunks:

  1. Three months in advance of the conference: communicating with the A/V providers
  2. 2 months in advance of the conference: communicating with the presenters, liaising with program chair and conference chair to re:collecting presentations; working with volunteer chair and conference chair to determine A/V volunteer scheduling needs
  3. 4-7 days in advance of the conference: transferring collected presentations from Dropbox to presentation laptops;
  4. September 6, afternoon: manage A/V check with program chair and hired A/V team
  5. Throughout conference: working onsite with A/V team to ensure smooth execution of tech

Availability requirements:

  • 2-3 hours for 1-2 weeks/month in May, June, July
  • Requires broad availability September 6-10 including onsite availability beginning no later than 10 am, September 6.

General Volunteer Positions

Volunteers will be able to select positions in the following areas to fill the 15-hour time requirement:

  • Registration
  • Session volunteers
  • Book Signing
  • A/V
  • Exhibitor Assistance