Volunteers will be required to arrive early to sign in for their scheduled time and sign out when they have completed their duty.
We will work with your schedule and can work with you even if you can only volunteer for an hour.
- Apirl 18 & 19: Conference Registration and Information Table Monitor - Two positions at all times during the following times; 7:30 a.m. to 6:00 p.m. stationed in the “all purpose room” located near the elevators on the upper level of the SUB. Volunteers will arrive 15 minutes prior to their designated time and serve in the conference registration/information area with check-in distributing presenter packets and name badges, take new registrations, answer general questions, distribute materials on the registration/information table such as the conference program schedule and other flyers, and provide general support needs to the Volunteer Coordinator. Other volunteers will check in at the registration table to receive a volunteer badge and a copy of the program schedule before finding the volunteer coordinator for their specific post.
- April 18: Session Monitor - Multiple positions are available during the following time frame; 9:00 a.m to 12:30 p.m. and 2:00 p.m. to 5:30 p.m.) Each session is 55 minutes in length and you need to be available during the entire time. Volunteers will be assigned to one or more meeting rooms during the allotted times listed on the schedule and need to have working knowledge of PC Microsoft Office, specifically PowerPoint.
(See Schedule for times of each session)
- Arrive 15 minutes before the start of each session and stay for the duration of that panel session.
- A technical equipment monitor will be assigned to your room to check that the laptop and projector are powered up. This person is possibly covering additional rooms simultaneously so if that person is not there immediately the presenter has permission to prep their PowerPoint on the laptop provided.
- Monitors will introduce themselves to each presenter (or lead presenter if it is a full panel session)
- Monitors will inform the presenters that they will present in the order on the program - Monitors will instruct the presenters that they are to introduce themselves at the beginning of their presentation
- Monitors will double check that the presenters have all they need and direct them to the technical monitor for access to their PowerPoint (where applicable)
- Monitors will instruct the presenters how they will signal them once they near the fine minute and two minute mark of the end of their presentation allotted time. Each presenter has 12-15 minutes and if it is a full panel they have the full 55 minutes. Each session should leave 10 minutes for Q&A
- At the end of the session report to the volunteer coordinator as to how many were in attendance in session you are monitoring.
- Maintain and monitor the cleanliness of the room.
- Assist audience members with general information regarding registration/information location.
- Any students needing credit for their class will request the sign in sheet from you at the end of the session. They must print and sign so that their name is legible. The program will be their “proof” of attendance.
- April 18: Technical Equipment Monitor - Multiple positions are available during the following time frame; 9:00 a.m to 12:30 p.m. and 2:00 p.m. to 5:30 p.m.) Each session is 55 minutes in length and you need to be available during the entire time. Volunteers will be assigned to one or more meeting rooms during the allotted times listed on the schedule and need to have working knowledge of PC Microsoft Office, specifically PowerPoint.
- Monitors will connect the laptop and projector and “power up” the system to prep for the first panel session. The folders on the desktop will have the corresponding session number for the presenters PowerPoints.
- Monitors will review and open the PowerPoint presentations currently on the laptop assigned to that room. If there are no PowerPoint’s for that session, meaning you have double-checked with the presenters to make sure they do not need the equipment, then “power down” the projector only for that session. There is always a possibility that a presenter will bring their presentation and ask for it to be loaded onto the desktop. At this time you will be asked to carry thru with this request and accommodate them in their request.
- Once the final presentation is completed for the morning (Session III) “power down” both the laptop and projector and keep the cart in the position “as is” for easy set up by the afternoon monitor. Upon the end of the afternoon (Session V), shut down and break down the equipment so that the laptop and chords are returned to the registration desk or the Volunteer Coordinator. The projector and projector power chord should remain on the cart, which will be picked up by TTU SUB personnel.
- April 17, 18 & 19: Greeters/Guides - Two positions (posting station) needed during the following; Time frame 8:00 a.m. to 4:30 p.m. and 5: 30 p.m. to 8:00 p.m. Volunteers arrive 15 minutes prior to their designated time and check in at the registration table to receive a detailed program schedule of the day’s events. Then check in with one of the Volunteer coordinators to be assigned to your post. You will be assigned a strategically stationed post on the second floor of the Student Union Building to assist presenters, participants and other conference attendees to these locations. Familiarize yourself with the location of the meeting rooms, Matador, Mesa, Playa, Canyon and Caprock (refer to the detailed program schedule for specifics on the panels discussed in that room). Also notice where the restrooms, elevator, registration table, etc. are located.
- April 17 & 18: Ushers - Two positions (posting stations) needed during the Luncheon (11:45 a.m. – 1:30 p.m.) Located in the Matador Room. Volunteers arrive 15 minutes prior to their designated time and check in at the registration table. Volunteers will be directed to check in with the Volunteer Coordinator. Duties include: - Stationed at the front entrance to the luncheon location inside the Matador Room. You will assist patrons to open seating and to the buffet line. Once all patrons have found their seats you will be asksed to monitor any patrons entering the room to be seated elsewhere for the 1:00 p.m. speaker. You will be provided conference programs to hand out to those entering at 1:00 p.m. for the afternoon keynote speaker. Once the speaker has begun ushers should make their way to the back of the room and assist any latecomers to open seating locations.
- April 18: Ticket Taker - Two positions (posting station at the entrance to the Matador Room) needed during the Luncheon (11:45 a.m. – 1:30 p.m.) Located in the Matador Room. Volunteers arrive 15 minutes prior to their designated time and check in at the registration table. Volunteers will be directed to check in with the Volunteer Coordinator. Duties include: - Stationed at the front entrance to the luncheon location (Matador Room) - You will assist patrons by taking their luncheon tickets and directing them to the ushers - Once all patrons have found their seats you will be asked to monitor any patrons entering late to the luncheon. - You will remain at the door as late arrivals are going to mix with non-ticket holders to hear the 1:00 p.m. keynote speaker. The keynote speaker event is FREE and does not require a ticket. At this time you will be provided conference programs to hand out to those entering at 1:00 p.m. for the afternoon keynote speaker. - Once the speaker has begun ticket takers should remain at the door to direct people to the registration/information desk and/or to the restrooms.
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Frequently Asked Questions
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Contact Tricia Earl
Women's Studies Coordinator
2009 Women's Studies Conference
Link to 2011 Conference
Link to 2010 Conference
Link to 2009 Conference
Link to 2008 Conference