Volunteers

Job descriptions:

Moderator 

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

Upon arrival at the venue, please check in at the host committee/volunteer office for your badge and session materials, at least 15 minutes prior to the start of the session.

  1. Moderators should report to their assigned room at least 5 minutes before the session is to begin.
  2. Introduce yourself to the presenter(s) and discuss the time frame of the session and whether they require any assistance during the presentation. Ask them for their introduction.
  3. Check with presenter to ensure that there are no technical difficulties- contact registration desk right away if there are problems.
  4. Ensure that the session starts on time as stated by the program.
  5. Introduce the presenter(s) to the delegates with the introduction provided by the presenter.
  6. Facilitate the question period of the session.
  7. Provide 5-minute and 1-minute warnings to the speaker(s). Ensure that the session is kept on schedule and advise presenter 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.
  8. Thank the presenter(s) on behalf of the Canadian Association of Occupational Therapists.

Door monitor 

The primary responsibilities of a monitor is to ensure only delegates with an appropriate name badge are admitted into the room.

Upon arrival at the venue, please check in at the host committee/volunteer room at least 15 minutes prior to the beginning of your shift.

Gallery door monitor: Checks badges as people enter the conference through the Gallery entrance. Provides directions as needed. 

Salon monitor: Ensure delegates have their badges. If prior to exhibit hall opening, ensures delegates are not wandering through the booth areas.  

Poster monitor: Assist poster presenters finding there posters. Provide technical support as needed. 


Registration desk

Upon arrival at the venue, please check in at the host committee/volunteer room at least 15 minutes prior to the start of your shift.

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

  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

Upon arrival, please check in at the host committee/volunteer room at least 15 minutes prior to the start of your shift.

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. 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, the volunteer will contact the AV company’s technician to assist. 


Exhibit hall | Poster board

The primary responsibility of a volunteer for the exhibit hall and poster board area is to check names badges going into the Exhibit Hall and assist delegates/presenters to find a certain poster board.

Specific duties and responsibilities

Upon arrival, please check in at the Volunteer room.

For the Exhibit Hall:
  1. Ensure that only Exhibitors enter the Exhibit Hall before it is open for the day.
  2. At the end of the day, help direct delegates out of the Exhibit Hall.
  3. If there are Exhibitors located outside the Exhibit Hall, assist them to bring their items into the Exhibit Hall overnight for storage.
For poster boards:
  1. Assist presenters in locating posters.
  2. Help presenters with any technical issues.
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100-34 Colonnade Road
Ottawa, ON K2E 7J6 Canada