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).

To be fair to others, please be fairly certain that you can attend before you apply, and do note the fee is non-refundable once you confirm by registering for the conference and paying the volunteer fee within the deadline requested in your acceptance letter. The fee allows you to attend the full conference by working approximately 12 to 14 hours for $200 (€180) which includes recordings.  

Instructions:  Complete the following 4 steps 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 dropdown 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 form. 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 from the IASD Volunteer Manager.

Step #2 – Acceptance Letter Sent to You:  Your application will be reviewed by the IASD Volunteer Manager and a notice of "approval" or "wait list" status 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.  **Please add volunteers@asdreams.org now to your contacts to prevent the notification from going to a spam filter.**

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. If we don't hear from you within 10 days we will assume you declined.

Step #4 - Register for the Conference: Your status will remain as accepted but “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 (usually within 60 days of acceptance but can vary as we get closer to the conference date). Do not register as a volunteer until you receive your Acceptance Letter. If you need to register early before acceptance (as a presenter for example), and are later approved as a volunteer, we will adjust your fee with a reimbursement. To register, go to the Conference Web Page and the Registration Link and select the Volunteer Registration form. There you can pay the $200 ((€180) fee. Also pay for any meals and any other special fee-based events or CEs you wish to take advance of. Recording access is included in your volunteer fee. We will track your registration and once you have registerd, 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. 

#2 ROOM MONITOR [6 TO 8 POSITIONS]:

Room Monitors are typically assigned to workshops to help leaders with setup and end on time, as well as multi-presenter Symposia and Panels to help the chair and AV Volunteer with timing the presenters so that the sessions end on time. Room Monitors will work approximately 12 to 14 hours. Each is assigned to about 6 to 8 sessions to monitor (60, 90 or 120 min each), some being dual sessions when there is only a 15-minute break between them, so they don’t have to rush to another room.  In early March you will be sent a preliminary schedule to pick out a few key conference sessions you wish to attend 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.  

In summary the duties are: a) arrive Sunday 8 June at 13:00 for training (see Schedule at a Glance on the web site), b) arrive 15 minutes before each of your assigned sessions and check room setup (call Rolduc support if necessary), c) check that disability signs are still present on 2 to 3 chairs up front (the RM Manager places them initially), d) meet with the leader/presenter/session chair and introduce yourself as the room monitor and discuss timing needs and the need to give an opening announcement, e) in lecture sessions help the AV Volunteer (if applicable) with setup if requested, f) sit up front and when the session starts, give an opening announcement (we will provide the text) including: a) for most workshop mainly disability seating information and b) for lecture and multi-presenters sessions also - sit up front and time the presentations and hold up timing signs at the end of each (3 and 0 minutes) and if a  CE sessions you would providing CE session code information before and at the end. 

#3 AV VOLUNTEER: [APPROX. 9 to 10 POSITIONS]

AV Volunteers are primarily to check equipment operation and supporting presenters in loading and checking any visual aid files (PowerPoint etc.).  The Recording AV Volunteers will in addition record the sessions using an smart tablet (iPad) on a tripod connected to the sound system.  AV volunteers will need to arrive for a 2-hour training session on the equipment on Saturday 8 June at 10:00 (see Schedule at a Glance on the web site). In March you will be sent a preliminary 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 please prepare to be flexible.

AV Volunteer Basic [approx. 4 to 5]: 

As a Basic AV Volunteer your role is primarily to: a) arriving in the room 15 minutes before the session starts, b) check that the required AV is setup and operating (call the AV supplier tech if necessary), c) support the session leader/chair and each presenter in loading their presentations (from a USB thumb drive) onto the room laptop and making sure they project, d) helping a presenter clip on and activate the lavalier mic if requested. You will be primarily supporting workshops with AV plus Special Events, Symposia or Panels that are not recorded.  In multi-presenter sessions such as Symposia and Panels you will be accompanied by a Room Monitor that will do the presenter timing and can aid with facility setup.

AV Volunteer Recording [approx. 4 to 5]: 

As an AV Recording Volunteer your role is a combination of the basic duties above – plus – recording the session using a smart tablet (iPad likely) on a tripod connected to the sound system. Depending on scheduling structure you may at times be assigned a mix of basic and recorded sessions.  You will be accompanied by a Room Monitor in recorded sessions to do presentation timing but can also help you with setup if needed.  Recording on the tablet will be done using Zoom (to capture audio and video files) with the recordings stored on the tablet (unless Wi-Fi conditions are found to improve). These positions require Zoom skills plus the added recording activity, and as such are for those who have advanced Zoom experience, particularly on a tablet/iPad, and a good eye for capturing the presenter along with the on-screen presentation (when applicable) behind/beside them.  As such there is a $0 conference fee for an AV Recording Volunteer - you will still pay the $200 (€180) application fee, but the entire amount will be reimbursed once duties are completed.

You would sit at the front with the iPad/tripod in a position to best swivel to capture the presenter and projection screen. Your duties will consist of: a) arriving in the room 15 minutes before the session starts, b) setting the iPad/tripod so as to face the presenter and projection screen, launching the Zoom meeting with a forward camera view aimed to swivel and capture the presenter and projection screen, c) presenter assistance in loading files and microphone check as in the “basic” duties above, d) when the session starts – focus the camera first on the presenter and click “Record to the Computer”, e) move the camera view as appropriate to the projection screen to capture any visual aid presentation (do NOT capture the audience), f) if it is a single presenter session Stop Recording at the end; if a multi-presenter session you can keep the recording on for the entire session, aimed as appropriate then Stop Recording after all presenters are done; g) after a session you are to secure the iPad by keeping it with you and handing it off to either your Volunteer Manager or the next AV Recording Volunteer assigned to that room.

#4  ART EXHIBIT DUTY [About 4 volunteers]

The Art Exhibit volunteer duties include a mix of the following three activities: 1) on Friday 7 June  four volunteers, plus the Art Exhibit Chair/Co-chairs, perhaps in shifts, a) helping to receive the art and having the artists sign a waiver form, b) working with the artist to install the art around the Cloister halls; 2) Saturday morning 8 June – two to four volunteers continue the installation as needed to prepare viewing for arriving attendees; 3) 12 June all four persons helping most of the day to work with artists to remove the art for artist pickup.  To fill in your 14 hours of activity you will likely be required to do all of these in various shifts, but you can work with the Exhibit Chairs to consider your preferences if when assigning the duties. These positions require a lot of walking and standing, lifting artwork and easels and moving tables.