Bright Green Future Volunteering
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Help Create the Third Annual
Bright Green Future Conference
October 21-22, 2011 – Hahn Center, USD
This October, San Diego EarthWorks will hold its third Bright Green Future Conference, at the University of San Diego. Attendees at this two-day event will receive practical information on how to lead more sustainable lives. Like all EarthWorks events, this conference is produced by volunteers. Literally, we can't do it without you.
This event has a special need for volunteers on Friday, October 21: since most people have work or school during the week, we expect that our Friday team positions may be difficult to fill. If you can volunteer on Friday, please do!
How to volunteer for Bright Green Future:
- Read the job descriptions below and find the team assignments that interest you.
- Use the link at the bottom of this page to go to the EarthWorks Registration System. Login to your account (it you have volunteered before) or create a new one.
- Fill out and submit the on-line Volunteer Registration form.
- We will email you when your final volunteer assignments are ready (about 2 weeks before the conference). You can pick them up from the Registration System.
Volunteer Trainings
The formal training for volunteering have all been completed; you will need to get the information you need to do your job from a manual we will provide, and from a phone conversaton.
When you register, choose the "Special" training option, and call the EarthWorks office within 24 hours: 858-272-7370.
Attending Presentations
When not busy with their assignments, volunteers are welcome to attend the conference sessions, subject to the condition that, in sessions where the number of seats is limited, priority must be given to pre-registered attendees; volunteers may fill any "empty" seats.
Bright Green Future Volunteer Jobs
| Team: |
Setup |
| Shifts: |
Friday, 6am – 10am
Saturday, 6am – 10amturday, 6am – 10am |
| Description: |
The Setup team's job is to get the rooms and spaces at the Hahn Center setup and ready for the conference attendees. The team will make sure that the tables and chairs are setup as required. This team will put up lots of signs to help the attendees find the various venues at the conference. These tasks involve light to moderate physical activity. |
| Team: |
Registration |
| Shifts: |
Friday & Saturday, 6:30 am – 10 am
Friday & Saturday, 10 am – 2 pm
Friday & Saturday, 2 pm – 6 pm |
| Description: |
Some participants will have already purchased tickets, and will pick them up at the conference. Other participants will purchase their tickets at the conference. The Registration Team manages all the ticketing activities. |
| Team: |
Greeters and Flow |
| Shifts: |
Friday & Saturday, 7 am – 12 pm
Friday & Saturday, 12pm – 5pm |
| Description: |
The Greeters and Flow Team will circulate around the facility and help direct any participant that needs it… or seems lost.
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| Team: |
Presentation Room Manager |
| Shifts: |
Friday & Saturday, 8 am – 12:30 pm
Friday & Saturday, 12pm – 5:30pm pm |
| Description: |
The conference sessions take place in a variety of rooms at the Hahn Center. Some are in an auditorium that holds hundreds of participants; others are more like classrooms, that will hold 60. Some sessions will have a single presenter; others will have 3 or 4 separate presentations; still others will feature panel presentations.
A Presentation Room Manager is responsible for managing the operation of one of these session rooms; Assistants will be available to help manage the trasks. Tasks include, but are not limited to:
- Supporting the presenters, however required.
- Work with the Tech Team to make sure that the audio-visual systems function propery.
- Help with time-keeping, as required.
- Keep the room clean and orderly.
- Make sure that only individuals with the correct tickets attend the sessions.
- Restock water, literature, etc. as required.
Overall, the Managers job is to have the presentations go as smoothly as possible. Managers will solve any problems that come up, or let the conference managers know about any ones they can't resolve.
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| Team: |
Presentation Room Assistants |
| Shifts: |
Friday & Saturday, 8 am – 12 pm
Friday & Saturday, 12pm – 5:30pm |
| Description: |
Presentation Room Assistants will help the Room Manager make sure that the conference sessions proceed smoothly and without interruption. See the description above for more detail. One or two Assistants will make sure that attendees have valid tickets. The Manager may send Assistants out on errands, as required. |
| Team: |
Break Room Staff |
| Shifts: |
Friday & Saturday, 7 am – 12:30 pm
Friday & Saturday, 12:30 pm – 6 pm |
| Description: |
A room will be provided for presenters and volunteers to take a "break." They can leave personal items there (e.g., sweaters, backpacks), and snacks and beverages will be provided. The Break Room staff makes sure that: only presenters, volunteers and event staff enter the room; that items left in the room are kept secure; the the room is kept neat and orderly. There is not a lot to do with this job - good if you want to read, do paperwork, etc.
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| Team: |
Tech Team |
| Shifts: |
Friday & Saturday, 7:00 am – 12:30 pm
Friday & Saturday, 12 pm – 5 pm
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| Description: |
Each of the presentation rooms will utilize computer-driven video projectors, mostly to show PowerPoint presentations. but possibly also some video. We need staff who are familiar with PC technical issues to ensure that the presentations work. In addition to the day-of job of keeping the systems running, there will be some work in the weeks prior, checking the presenters' files to see that they are compatible.
We also intend to make video recordings of the presentations, and video operators are needed.
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| Team: |
Parking and Transportation Team |
| Shifts: |
Friday & Saturday, 7am – 12pm
Friday & Saturday, 12pm – 5pm |
| Description: |
Participants will park in a parking strucucture and walk a short distance to the Hahn Center. Overall, we expect that this will operate with little intervention on our part. However, I want someone on-site to make sure the participants are taken care of, don't get lost, and in general handle any problems that come up. |
| Team: |
Reception Team |
| Shifts: |
Friday, 4pm – 9pm |
| Description: |
Friday evening there will be a Reception: a networking mixer with cocktails, snacks, and mini-expo exhibits. Reception Team members will manage this event. |
| Team: |
Exhibit Area Manager |
| Shifts: |
Friday & Saturday, 9am – 5pm |
| Description: |
There are areas at the Hahn Center where we will have an exhibit area for organizations with goods or services that are consistent with the theme of the conference. Also, ther will be exhibits in Forum C during the Friday Reception and some of the sessions.
During the day, students, conference attendees, and the general public are free to visit the exhibitors.
The Manager is responsible for coordinating this whole operation. Experience managing an area at EarthFair (or other event featuring exhibitors) is a big plus.
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All volunteer registrations will be managed with EarthWorks On-line Registration System. Each volunteer will have an account on the system. You can access your account to:
- Fill out your volunteer registration form
- Make changes to your registration if needed
- Pick up your specific volunteer assignments, including your exact job locations and the names of your Team Leaders, before the fair.
- Review your past volunteer assignments.
Access
To access the system, you will need an account, with a login name and password.
If you have volunteered with San Diego EarthWorks before, you already have an account on our system. Please use that account - do not create a duplicate.
If you do not have your login name and password, you can get it by:
- Entering your email address under "Forgot your name or password?" on the system; it will email you your login information.
- Emailing us your request at info@earthdayweb.org.
- Calling the office at 858-272-7370.
If you have not volunteered with EarthWorks before, simply create a new account.
Once you have logged-in, click the button labeled "Volunteer for Bright Green Future" to begin your registration.
Email Confirmations
Email is our preferred way of communicating with you. It is important that you receive notices from us, but email can be unreliable. So:
- Our email messages to you will generally contain a confirmation link. Please click the link when you receive the message. (If we don't receive your confirmation, we will have to send you postal mail, which defeats the purpose of our "paperless" system.)
- If you don't use email regulary, be sure to indicate that on your registration form.
- If you change your email address (or mailing address, or phone number, etc.) use the "Edit Contact" link on the home page of the registration system to update our records.
- If you have an email spam filter, be sure it allows messages from earthdayweb.org.
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