Volunteers

All conference volunteers have access to the sessions they are volunteering for and the exhibit hall. Food and beverage will be provided to all volunteers. You will also receive a volunteer t-shirt that must be worn while volunteering. Volunteer assignments will be made closer to conference. A volunteer certificate will be emailed to you after conference. If you have any questions, please contact conference@caot.ca

Job Descriptions:

Pre-conference workshops volunteer 

Upon arrival, please check in at the registration desk.

As a pre-conference workshop volunteers, you will be expected to stay for the entire workshop to assist the presenter throughout the day(s).

Specific duties and responsibilities

  1. Arrive early to meet with CAOT staff for any specific responsibilities for the workshop.
  2. Meet with the presenter to discuss timelines (their specific break times that they want you to give them a time warning) and make sure they have no audio-visual technical difficulties.
  3. Door monitor: ensure only delegates with an appropriate name badge are admitted into the room.
  4. You will introduce/thank the presenters and facilitate the question period (if required).
  5. If there are two volunteers, you can split up the tasks.

Session moderator 

The primary responsibility of a Session Moderator is to introduce/thank the presenters and to facilitate the question period.

Specific duties and responsibilities
Upon arrival, please check in at the Host Committee/Volunteer office for your badge and session materials. Introduce yourself to the Door Monitor.

Session Moderators and Monitors should report to their assigned room at least 5 minutes before the session is to begin. Introduce yourself to the presenter(s) and discuss the timeframe of the session and whether or not they require any assistance during the presentation. The primary presenter will provide you with the biographical information. If possible, give the speaker a two-minute warning before the session starts.

Session

  1. In cooperation with the Door Monitor, ensure that the session starts on time (on the hour or half hour).
  2. Check with presenter to ensure that there are no technical difficulties- contact registration desk right away if there are problems.
  3. Welcome delegates to the session on behalf of the Canadian Association of Occupational Therapists and the Host Committee.
  4. Introduce the presenter(s) to the delegates with the information provided by the presenter.
  5. Observe the 5 minute and 1 minute warnings provided by the Door Monitor. Ensure that the session is kept on schedule and advise presenters accordingly. Paper presentations are allotted 20 minutes for presentation plus 5 minutes for questions. Extended discussions are allowed 55 minutes total for presentation, group discussion or learning experience and questions. Start times begin promptly on the hour or half hour.
  6. Facilitate the question period of the session.
  7. Thank the presenter(s) on behalf of the Canadian Association of Occupational Therapists and the Host Committee. Let the presenter know that their presenter certificate will be emailed to them.

NOTE: Sessions must be completed at 25 minutes after the hour or 5 minutes to the hour.


Door monitor 

The primary responsibility of a Door Monitor is to ensure only delegates with an appropriate name badge are admitted into the room.  and that there are no technical difficulties with the audiovisual equipment.

Specific duties and responsibilities
Upon arrival, please check in at the Host Committee/Volunteer room. Session Monitors are to check in at the Host Committee/Volunteer Office at least 15 minutes prior to the beginning of the session. Introduce yourself to the Session Moderator.

Door Monitors and Moderators should report to their assigned room at least 5 minutes before the session is to begin.

Session

  1. Check badges at door to ensure delegates are registered and allowed to attend sessions.
  2. In cooperation with the Session Moderator, ensure that the session starts on time (on the hour or half hour).
  3. Encourage delegates to move to the far end of a row to allow other delegates to have a seat. Save a few chairs at the back of the room for late comers.
  4. Provide 5 minute and 1 minute warnings to the speaker(s) and Session Moderator. Ensure that the session is kept on schedule and advise presenter accordingly, if necessary. Paper presentations are allotted 20 minutes for presentation plus 5 minutes for questions. Extended discussions are allowed 55 minutes total for presentation, group discussion or learning experience and questions. Start times begin promptly on the hour or half hour.
  5. If the session room is unreasonably cold or hot, adjust the room temperature if possible, if not, contact the registration desk.
  6. If you are monitoring the plenary room, you are required to check the badges to ensure they are allow into the room. You will not be required to provide time warnings or troubleshoot av difficulties.

NOTE: Sessions must be completed at 25 minutes after the hour or 5 minutes to the hour.


Registration desk volunteer

Upon arrival, please check in at the Host Committee/Volunteer room.

The primary responsibility of a volunteer at the registration desk is to assist CAOT staff. There will always be one CAOT staff member at the registration desk at all times.

Specific duties and responsibilities

  1. Hand out badges and delegate bags to registered delegates.
  2. Provide information and give directions when necessary.

Volunteers will not be required to handle on-site registration. CAOT staff will register and take payment for anyone wishing to register on-site.


Speaker’s ready room volunteer

Upon arrival, please check in at the Host Committee/Volunteer room.

The primary responsibility of a volunteer in the speaker’s ready room is to assist presenters.

  1. It is important that if you are volunteering for this role, that you have a good understanding of computers and how LCD projectors work.
  2. It is beneficial to attend the volunteer meeting, the AV company supplying the computers and LCDs will be there to give a basic demonstration of how the equipment works.
  3. Most presenters will be familiar with the equipment but it is the volunteer’s role to assist them if they have difficulties. If the volunteer cannot solve the problem, they will contact the AV company’s technician to assist. 

Exhibit hall/ Poster board volunteer 

Upon arrival, please check in at the Host Committee/Volunteer room.

The primary responsibility of a volunteer for the Trade Show and Poster Board area is to check names badges going into the Trade show and assist delegates/presenters finding poster boards.

For the exhibit hall:

  • ensure that only Exhibitors enter the Exhibit Hall before it is open for the day.
  • at the end of the day, please help direct delegates out of the Exhibit Hall.
  • if there are Exhibitors outside the Exhibit Hall, assist them to bring their items in the Exhibit Hall overnight for storage.

For poster boards:

  • first thing in the morning and last thing at night, assist any presenters put up/take down their posters.
  • assist delegates in locating posters

Social media desk

This volunteer must be familiar with social media. The role of this person is to educate/direct people how to use Twitter/Facebook and the conference app. The conference app will be provided in advance so that you can become familiar with it and the social media games on it. 


Photographer 

The primary responsibility is to capture specific events and candid shots at the conference for the CAOT website and practice magazine.

Specific Duties and Responsibilities
1. The photographer must be at the following events to take photos:

  • Opening ceremonies- take photos of invited guest, key note speaker and local entertainment.
  • Social event- auction and candid shots
  • Awards ceremonies- pictures of all award winners accepting awards
  • President’s reception
  • Plenary speech
  • Closing ceremonies (would not be included in collage)
  • Candid shots of delegates, presenters, members of the Host Committee & volunteers

2. You will need to put an electronic collage/presentation of the photos to be shown at the closing ceremonies. A cd or memory stick must be given to the conference manager by 2pm Saturday afternoon.

Photo consent release forms
CAOT cannot use any photos if consent of individuals pictured is not received. Please ask delegates, either before or after the shot has been taken, if they have signed the photo consent section of their conference registration. If anyone in the photo does not give their consent, please delete the photo.

If the photo is a shot at a distance and faces are not identifiable, consent is not required.

To enable you to take the required photos, you will receive the following:

  • Complimentary conference registration
  • Complimentary social event ticket
  • Reserved seating at the Opening, Awards and Closing ceremonies.


 Become a volunteer

 

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