2023 Request to be a Volunteer Ashland

Request to be a volunteer at the
40th Annual IASD Conference
Ashland Hills Hotels & Suites, Ashland, Oregon

Sunday to Thursday 18 to 22 June 2023 (Set up: Saturday June 17)

Thank you for your interest in being a volunteer for the IASD Annual Conference. Fill out this application form and select one or more of the FOUR volunteer position choices below. Please rank your choices as 1^st, 2^nd, and 3^rd priority (or the same if two or more are of equal priority).

The fee allows you to attend the full conference by working approximately 12 to 14 hours for $150 which now includes recordings. The initial fee is $200 of which $150 is the basic non-refundable volunteer fee and $50 will be returned when you complete your duties. To be fair to others fee please be fairly certain that you can attend before you apply.

Instructions: Completing the following 4 steps is required to become a volunteer

Step #1 - Apply with this Form: a) Complete all boxes marked with an*; b) read each of the positions, then in the drop down box select the ones you wish to apply for and rank them as first, second and third priority (if you like some equally then give it the same ranking); c) complete the remaining information; d) submit. The system will send an email that we received your application, however this is not a confirmation of acceptance so don’t register as a volunteer yet until you get your formal Acceptance Letter.

Step #2 – Acceptance Letter Sent to You: Your application will be reviewed by the Volunteer Chair and a notice of approval, wait list status, or “position filled” notice, will be sent to you within about two weeks or less of receiving your online application. You will be asked to confirm your acceptance of the position and to register by a deadline specified in the letter. If you do not hear of your acceptance status within three weeks’ time, please notify us at volunteers@asdreams.org

Step #3 – Respond that You Accept the Assignment: When you get the Acceptance Letter please send a confirming response back that lets us know you received it, agree with your assigned position and intend to register.

Step #4 - Register for the Conference:

Your status will remain as “pending” until you register for the conference. You must register prior to the date requested in your Acceptance Letter in order to be “confirmed” as a volunteer. Once you receive your Acceptance Letter go to the Conference Web Page and the Registration Link and register for the conference. Do not register as a volunteer until you receive your Acceptance Letter. If you need to register early to take advantage of a discount, and are later approved as a volunteer, we will adjust your fee with a reimbursement. On the Registration form, go to the Volunteer section and pay the non-refundable fee ($200 of which $50, or a greater amount for Zoom volunteers, will be reimbursed when you have completed your duties). Also pay for any meals and any other special fee-based events you wish to take advantage of. All recordings are now provided as part of your registration. We will track your registration and once you have registered, we will consider you confirmed.

Follow-up Notifications: If we do not see that you have registered by the requested deadline on your acceptance letter we will send you a final notice to register within a few days’ time. If you have not registered by that deadline and/or no response is received, out of fairness to others and to finalize our scheduling, we will need to remove you from the list and give the position to someone on the waiting list.

First Name *

Middle

Last Name *

Title or Degree

Organization (if used in mailing address)

Address 1 *

Address 2

City *

State

or Province

Postal Code *

Country *

Contact Phone *

Cell Phone that can be used to contact you on site (indicate NONE if that is the case)

Email Address *

BY RETURNING THIS APPLICATION I UNDERSTAND AND AGREE with the IASD volunteer opportunity and terms and wish to apply as a volunteer. Once my application is received and approved, I understand that my volunteer status will be held as “pending” and only “confirmed” when I register for the Conference and pay the volunteer fee. I realize I will be scheduled for duties based IASD’s best attempt to satisfy my preferences, but that I will remain flexible and agreeable to altering that schedule if practical to do so in order to support the needs of the conference. I realize that the volunteer list is filled based on a number of factors among which include: open positions, position requirements, ranking of requested positions, stated capabilities and experience; with priority given to the first qualified for a position to apply and confirm/register. In applying, I realize that ALL positions require varied degrees of walking (often quickly), some standing and sitting for long periods, often lifting, a lot of communicating and attending to others, and staying in position for my full shift. I also understand that I must register by the requested date in my Acceptance Letter in order to remain on the volunteer list. I understand that of the initial $200 fee to be paid on the registration, $150 is the basic non-refundable volunteer fee, and that $50 of that fee (differs if a Zoom Volunteer) will be returned on-site when I complete my duties. I also understand the terms of the virtual conference contingency. *

I agree

SELECT YOUR VOLUNTEER POSITION PREFERENCE

Read the 3 position descriptions below and mark your selection(s) in the drop down box(es) for the positions you wish to be considered for. If you are interested in more than one, rank them by preference: 1 = first choice, 2 = second choice; 3 = third choice. If you like two or three equally as well you can give them the same ranking.

#1 REGISTRATION / INFORMATION DESK VOLUNTEER:

Regular Positions [approx. 7]: The registration desk is managed by the On-site Registration Chair Bob Krumhansl, along with the Office Manager Alina Mansfield. Registration desk duties begin early 18 June, the opening day of the conference, beginning with training 9 AM to Noon and then operating the registration desk from 1pm on. Registration continues the next morning of the conference and then converts to an information desk after lunch with a smaller staff (usually 1 to 2 per shift). Registration volunteers work 12 to 14 hours of the conference. We align duties so as not to interfere with presentations that a volunteer might be giving. We also consider session preferences in duty assignments however cannot guarantee all can be achieved due to scheduling limitations. These positions require some degree of walking (often quickly), some standing and sitting for long periods, often lifting, a lot of communicating and attending to others, and the need to stay in position during the full shift (except bathroom breaks).

Pre-conference registration setup [approx. 3]: There are also a few positions available for pre-conference setup the day prior to and the morning of the opening, (17 to the morning of 18 June), for materials organization/printing, stuffing bags and badges. These positions are best for those that are local or plan to arrive in the area a day or two early, so if you wish to be considered for one of these positions then apply for a registration position but indicate that you would like to be considered for pre-conference in the comments box. Please be available before 9 AM on the 17th at the Hotel if you select this option (or work out an alternative with Bob Krumhansl).

Regular Registration/Information Desk Duties

The regular Registration Desk Volunteers must show up Sunday morning the 18th about 9 AM to be trained and begin registration desk duties (check the conference schedule online). In early March you will be sent a preliminary schedule to pick out the shifts you prefer to be or not be assigned to, so that we can consider your preferences when we make up the assignment but please do realize that scheduling does not permit us to meet everyone’s preferences simultaneously so please prepare to be flexible.

On the opening days the desk will be divided up: 1) Pre-Registrant desk and 2) Special Activities desk. The Pre-registrant desk will hand out: a) common registration bags containing program booklets; b) name badges containing tickets and c) CE booklets, for those who signed up for CEs. The Special Activities Desk (supported by Bob Krumhansl and Alina Mansfield) will: a) resolve any final payment or other open issues; b) greet and register walk-in registrants (using an onsite form, taking payment and handing them a bag and blank write-on badge; c) sell any extra tickets. Both desks will: a) point out where things are located (ribbons; dreamgroup/workshop sign-up sheets; information tables and boards; facility spaces); b) act as a point of contact for other support staff or volunteers (using a list of cell phone contact numbers). On the afternoon of the second day, registration converts to an Information Desk where there is typically one volunteer per shift. Those who begin as Registration Desk volunteers may later be scheduled to take a shift as an Information Desk volunteer to complete their hours and for continuity reasons. The duties remain the same but with less registration activity (mainly walk-ins and single day or late arriving pre-registrants. The afternoon of the last day two volunteers are added to help sign and collect the CE log books.

Mark Your Preferences in the Drop Down Box

If you wish to be considered for this position, rank it in order of preference: 1 = first choice, 2 = second choice; 3 = third choice. If you like two or three equally as well you can give them the same ranking. If you do not wish to be considered for this position, leave the box below blank.

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1) Registration Set up Volunteer
2) Registration Desk

#2 ROOM MONITOR [10 TO 12 POSITIONS]:

There will likely be about 80 sessions to monitor in 6 simultaneous tracks, worth from 1 to 2 hours each. In order that each Room Monitor can achieve the approximate 14 hours of service, each Monitor will be assigned about 6 to 7 sessions to monitor. In early March you will be sent a preliminary schedule to pick out the sessions you prefer to monitor, so that we can consider your preferences when we make up the assignment schedule, but please do realize that scheduling does not permit us to meet everyone’s preferences simultaneously so please prepare to be flexible. Note that Room Monitors will be scheduled into the same room when there is only a short break between sessions, so that you are not running between sessions trying to complete in one and start in another; so this will be a consideration when you make your choices. Note that some smaller workshops may not require a monitor.

In summary the duties are: 1) arrive Sunday 18 June at 1 PM for training (schedule to be provided); 2) arrive 15 minutes before your assigned sessions and check room setup (call Hotel support if necessary); 3) check on or place disability signs on 2 to 3 chairs up front; 4) meet with the presenter or session chair and introduce yourself as the room monitor and discuss timing the presentations; 5) help arrange some chairs if requested; 6) give an opening announcement to discuss CEs, presenter timing, audience use of the microphone and special disability seating; 7) remind the presenter or AV support volunteer to record the session; 8) time the presentations and hold up timing signs at the end of each (5, 2 and 0 minutes); 8) at the end of each session initial CE Logs for those who give you their log books (about 10% to 15% of attendees). We may have a few hybrid sessions with a virtual presenter or so and for this there may be a need to perform your announcement and timing duties over a Zoom equipped laptop or pad – let us know in the comments box if you would be willing.

Mark Your Preferences in the Drop Down-Box

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3) Room Monitor Duties

#3 AV VOLUNTEER: [2-3 BASIC, 4-6 ZOOM POSITIONS]

As an AV Volunteer role is to primarily to support each presenter as needed by helping them with microphone, computer and software operations needed for their presentations. There are two AV positions offered each with different compensation structures:

3a) Basic AV Volunteer position of helping the presenter if needed with the microphones and, if using a visual aid like PowerPoint, helping them load, launch, and present it.

3b) Zoom Volunteer position which begins the same as 3a but then launches and assists the presenter by launching a Zoom session, and helping them with “view” and “Share screen” commands in one of two roles: a) Record Only - using Zoom in “Meeting” mode and recording the session or b) Hybrid - using Zoom to “Join” a Host managed and recorded Zoom meeting with virtual attendees. If you choose to be a Zoom Volunteer you can state your role preference in the comments box.

Fee Structure:

3a) Basic - standard volunteer discounted conference fee of $150 for working approx. half (~14 hrs) the conference sessions ($200 application fee; $50 returned when duties are complete)

3b) Zoom – waived conference fee ($0) plus $150 stipend for working half the conference sessions ($200 application fee; $350 returned when duties are complete). Option of additional $150 stipend for working a 2nd half-conference shift.

Equipment: Windows Laptops with MS Office and Zoom and USB ports for thumb drive file xfer; room sound connection with mixer; Lavalier, Table and Floor Mics. Positioning: accompany presenter to podium during setup; sit in front to quickly help a presenter. Stay with your assignment during the full shift (except a necessary bathroom break). Training: instruction document and live Zoom session pre-conference; on-site 2 hr. training/orientation by AV Manage on opening day (10 AM Sunday, June 18^th ). Shift Scheduling: In March you will be sent a program schedule to pick out the sessions you prefer to attend so that we can consider your preferences when scheduling, but please realize that scheduling does not always permit us to meet everyone’s preferences simultaneously so prepare to be somewhat flexible.

Mark Your Preferences in the Drop Down-Box

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4) Basic AV Volunteer
5) Zoom Volunteer

#4 ART EXHIBIT DUTY [About 5 volunteers]

The Art Exhibit volunteer duties include a mix of the following four activities: 1) one person to receive and store the art on Saturday 17 June which may continue along with other volunteers through Sunday morning 18 June (having the artists sign the waiver form); 2) approx. three persons helping to receive and install the art, some on Saturday afternoon but mostly Sunday 18 June; 3) one person per shift (when the exhibit is open during breaks) to monitoring the exhibit during the conference to make sure no one damages or walks off with the art; 4) two to three persons helping for about 6 hours to remove the art on Thursday afternoon. You may indicate your preference for receiving the art, art installation or removal in the comments box at the bottom of the form but please prepare to be flexible. To fill in your 14 hours of activity you may be required to do a bit of all of these, but we will consider your preferences when assigning the duties. These positions require a lot of walking and standing, lifting artwork and easels and moving tables, sitting or moving around for two hour plus periods as a monitor, communicating with those while monitoring who may be asking a question, and the need to stay in the exhibit room during a full monitoring shift (which often includes meal and free time break periods where 2 volunteers alternate so each can take their meals).

Mark Your Preferences in the Drop Down-Box

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6) Art Exhibit Volunteer

2023 Volunteer Application Comments