Over 200 volunteers will be needed to perform a wide range of roles, including welcoming, directing people, assisting with sessions and coordinating.
Volunteer shifts are in blocks with a minimum of 4 hours, and volunteers will earn an hour of meeting attendance, excluding paid events such as the tutorials, dinners or receptions, for every hour of volunteer time. Lunch or dinner will be provided for volunteers taking two shifts back to back.
This IEEE PES General Meeting is in Chicago, Illinois, from July 16 – 20, 2017, at the Sheraton Chicago Hotel & Towers. This meeting is expected to have over 2,500 attendees, and over 200 volunteers will be needed to perform a wide range of roles, including welcoming, directing people, assisting with sessions and coordinating.
Basic Volunteer Requirements
- Volunteers must be at least 18 years old.
- Volunteers must be able to obtain appropriate transportation to and from the meeting site.
- Volunteers must be local resident of the Chicago area.
- Volunteers are expected to be punctual and arrive typically 30 minutes prior to the shift for coordination. Signing in prior to and out after one's shift in the Volunteer War Room will be required.
- Use of drugs or alcohol prior or during one's shift or shifts is not permitted.
- All volunteers will be required to sign a waiver in regard to the use of photographs in which the volunteer may be present.
- The dress code is clean long pants with the supplied volunteer T-shirt and comfortable walking shoes with appropriate outerwear, i.e.: jackets and hats, depending on the weather.
- Volunteers will earn an hour of meeting attendance, excluding paid events such as the tutorials, dinners or receptions, for every hour of volunteer time completed per person. Blocks of four hours minimum per shift are required, and the time is not transferable to another person.
- Generally volunteers should have earned the meeting attendance time prior to attending the meeting. Meeting attendance prior to one's shift is only allowed by prior agreement with the Volunteer Coordination Team. Sign in and out is required for the meeting attendance incentive.
- For special circumstances (for example, unavailability of transit) local parking and transit fares may be provided with the approval of the Volunteer Coordination Team.
- Lunch or dinner will be provided when a volunteer undertakes two shifts (8 hours) back to back. Volunteers are not to partake in meals provided for meeting attendees.
- Volunteers will be provided with volunteer T-shirts and identification indicating they are official volunteers for this IEEE event.
- Water will be provided during each four hour shift with appropriate breaks.
Volunteers should speak to their employers and seek approval where required before they commit to volunteering.
Check-in: Please allow time to park and/or walk to the venue. When you arrive, please find your way to the volunteer room. You will be provided with a volunteer identification badge with your name and affiliation.
Dress Code: "Business casual", i.e. slacks and button-up shirt for men, no jeans. Volunteer shirt will be provided for all who have signed up for volunteer duties. This will allow attendees to identify us and present a uniformed look.
Meals: Lunch or dinner will be provided when a volunteer undertakes two shifts (8 hours) back to back. Water will be provided during each four hour shift with appropriate breaks.
Registration Desk: Volunteers are Responsible for the orderly distribution of registration materials, name badges and any orientation information for all pre-registered attendees. Training and a walk-through of the facility will be provided once onsite. Registration serves as a backup information booth for the conference as well, so volunteers need to become familiar with the conference program logistics.
Requirements- Heavy conversational interaction with registrants is required so a good command of English will be beneficial. Ability to work extended hours and stand for long periods at a time is also required. A smile and welcoming spirit is also mandatory.
Information Desk: An Information Desk will be set up with members from the local organizing committee (LOC) and volunteers to answer general attendee questions about the meeting. For registration-related questions, including event and tour ticket information, attendees should be directed to the main Registration desk.
Requirements- Heavy conversational interaction with registrants is required so a good command of English will be beneficial. Ability to work extended hours and stand for long periods at a time is required. A smile and welcoming spirit is also mandatory.
Plenary Session and Members Meetings: Volunteers will be required for set up and event assistance. Volunteers will place programs, question sheets and candidate booklets on each of the chairs day before the event. On the day of the event, volunteers are to check badges when the doors open. Additional volunteers are needed in aisles to guide people to the front of the room filling the seats from front to back and to collect questions for the panelists.
Workshop/Tutorial/Panel Session/Oral Session Room Monitors: Take tickets or verify correct attendance using the registration list. Direct anyone not on the list to the registration Desk. Distribute and collect session evaluation reports, laser pointers, etc. for each session. A projector, laser pointer, slide advancer, and lapel microphone will be available in each presentation room. Each presenter is responsible for bringing their own laptop.
Your task is to ensure that they are able to connect their laptop and that presentation displays correctly on the screen. They should already have checked for errors at the speaker ready room. You must help keep the session on time. You will also need to ensure that the lapel microphone is placed correctly on their lapel or on their tie close to their neck, NOT more than 6 inches from their mouth. You might also need to explain how to use the laser pointer and slide advancer. Spare batteries will be available near the sound mixer. The volume on the mixer should not require adjustment unless the speaker's voice is very soft.
We will provide contact information in the event that anything goes drastically wrong. At the end of the speaker's talk, there will be time for questions. An additional hand-held microphone will be provided that you will bring to anyone in the audience who would like to ask a question. The mic is necessary so that everyone in the room can hear, even if the questioner has a loud voice. An instructional overview of the AV equipment will be scheduled onsite.
For tutorials only: Volunteers to bring course books to meeting room and place them on the tables prior to sessions. Volunteers to also verify tickets/registered list, as these are paid sessions.
Requirements – Must be technologically savvy. Ability to work extended hours.
Poster Sessions: Check for badges at the door and also inside the venue. Direct people without badges to return to their room for the badge or to purchase a new badge at the registration desk. Work with coordinator of Poster sessions to ensure boards are numbered correctly and pushpins, markers, tape, etc. are accessible at every board. Volunteers are to assist authors with placement of papers. Volunteers also assist attendees with finding sections/papers via floor plans. Volunteers are to direct attendees out of the room at the end of the event.
Welcome Reception - All registered attendees and companions are invited to enjoy a complimentary hors d’oeuvre buffet and a cash bar. Volunteers are required to check badges and direct attendees to and from this event. Direct people without badges to return to their room for the badge or to purchase a new badge at the registration desk.
Attendee Breakfast - Complimentary continental breakfasts for all conference attendees will be available Monday through Thursday. Volunteers are required to check badges and direct attendees to and from this event. Direct people without badges to return to their room for the badge or to purchase a new badge at the registration desk.
Presenters Breakfast - Complimentary continental breakfasts for all conference presenters will be available Monday through Wednesday. Volunteers are to assist presenters to their assigned tables. Volunteers are to monitor arrivals and direct any non-authors (attendees) to Attendees Breakfast.
Monday Poster Session Presenters Breakfast - A complimentary continental breakfast for all conference poster session presenters will be available Monday only. Volunteers are to assist poster session presenters to their assigned tables. Volunteers are to monitor arrivals and direct any non-authors (attendees) to Attendees Breakfast.
Award Dinner - This banquet dinner is where IEEE and PES award winners are honored for their outstanding achievements. Tickets are for sale during registration and on-site and seating is limited. Volunteers are to place printed items on tables prior to dinner. Volunteers are to provide information to attendees as required for this event, and to check tickets/registered list, as this is a paid event.
Student, Industry and Facility (SIF) Luncheon and Job Fair - This event is designed to bring together students, industry representatives and faculty advisors. All meeting registrants are invited to purchase tickets and join the luncheon as long as there are seats remaining. Seating is limited. Volunteers to assist with the set-up in the morning, and place printed items on tables prior to luncheon. Before start of the event volunteers are to check tickets/registered list as this is a paid event. During the Job Fair, volunteers are to assist attendees with finding areas of interest via floor plans. Volunteers are to direct attendees out of the room at the end of the event.
Companion Lounge: The companion lounge is to be staffed daily with volunteers to offer information about tours, local transportation, points of interests/attractions, things to do with children or on your own, shopping and local advice and be a place to relax between activities. A companion's badge is required for admittance. Each child must have a children’s badge and be accompanied by an adult registered companion when in the Lounge.
Companion Tours: A full program of optional tours has been planned for registered companions. Registered children are welcomed on the tours, but must be accompanied by a parent. A companion or children’s badge is required in order to participate. A volunteer is to accompany each tour or bus. Volunteer are to help verify names on list/take tickets. One volunteer is needed with communication availability to tour company in case of problems, and to remain at starting point in case of late arrivers or other situations.
Technical Tours: A full program of optional technical tours has been offered. A volunteer is to accompany each tour or bus. Volunteer to help verify names on list/take tickets. One volunteer is needed with communication availability to tour company in case of problems, and to remain at starting point in case of late arrivers or other situations.
Runners: Work with conference planner to assist with signage and any other tasks and duties as assigned. Runners are reserve volunteers who could be filling any volunteer role required in any area and covering volunteer breaks. These roles will be assigned on the day of their shifts.
Human Arrows: Human arrows are volunteers who provide assistance and direction to meeting attendees. Volunteers are to be positioned in hotel meeting areas to assist attendees with finding locations of specific meeting rooms.