SOURCE Volunteers

Types of Volunteers

• Session Chair

  Session chairs keep track of time and keep all presentations on schedule. Adhering to the schedule will make sure that drop-in attendees do not miss scheduled talks, and that everyone receives their full allotted time. You can review the full instructions and checklist for Session Chairs here; main duties include: 

  • Preparing for the Session(s): Arrive early and prepare yourself and the presentations for the session. 
  • Brief the Speakers: Introduce yourself to each speaker and brief them about the color card system for tracking time (see instructions).  
  • Introduce Each Presentation: All participants have a 15-minute slot: 10 minutes for their talk, up to 5 minutes for Q & A. 
  • Moderate Questions: Call for questions if the presenter does not and help moderate questions before preparing for the next presentation.

  If a presentation ends early DO NOT proceed with the next presentation until their scheduled tim!. Please adhere to the scheduled times so that drop-in attendees do not miss scheduled talks.

• Navigators/Information Stations

  At the event, volunteers will greet and assist attendees and presenters as needed. In case of confusion, attendees can visit the nearest information station or the attendee check-in table. You can review the full instructions and checklist for Navigator volunteers here; main duties include: 

  • Assisting other volunteers & judges: Be available at the information stations.
  • Directing attendees: Be able to provide directions to all talks, posters, exhibitions, and special events. If needed, walk an attendee to their desired space/event. 
  • Promoting engagement activities: Encourage attendees to participate in activities in the SURC corridor & other special events

• IT/AV Support

  IT/AV volunteers will assist CWU IS during the livestreamed presentations and resolve technical issues in presentation spaces as needed. You can review the full instructions and checklist for IT/AV support volunteers here; main duties include: 

  • Checking in with ITS staff: Know where you are most needed and stay updated on issues that come up throughout the event. 
  • Basic IT/AV troubleshooting: Be comfortable resolving basic/common IT/AV problems for the technology set-ups in each room. 
  • Quick assistance: Keep up with the fast-paced environment of live presentations to ensure the event stays on time and runs smoothly!

• Check-in/Information Station

  You can review the full instructions and checklist for Check-in table volunteers here; main duties include: 
  

  • Checking in attendees and presenters: Direct all volunteers (including judges) to the command center for check-in/out. 
  • Distributing materials: Provide the appropriate materials to each attendee/presenter (Program, schedules, maps, name tags, other info and promotional materials) 
  • Navigating: Direct attendees/presenters to the appropriate locations 
  • Updating the command center: Keep the command center updated with any issues at check-in and no-shows as needed. 

• Lead Volunteer

  To be a Lead volunteer at SOURCE, you should have experience volunteering at SOURCE before as you will be an additional point person who is able to help and take on all volunteer roles as needed. Lead volunteers will typically be by invitation only, however, feel free to reach out to the OUR team if this sounds like a role you are fit for!

  Check out the full instructions and checklist for Lead volunteers here. Main duties include:

  • Assisting other volunteers and judges: Be prepared to answer questions from other volunteers/judges and know who to direct them to if you don’t know the answer.
  • Be available: Be available in or near the command room or information stations and stay responsive to be ready to assist wherever needed.
  • Be flexible: We might ask you to cover other volunteer roles as needed. Review the instructions for each role to ensure you are ready to cover any role if asked.
  • Assist with judge record keeping: Be familiar with the "Judges Needed" board to help direct volunteers and judges to appropriate sessions. Collect judging forms when judges check-out.