Volunteer responsibilities and roles

What are the responsibilities of volunteers?

  • Each shift is 5-6 hours. You must be available for at least two shifts (a minimum of 10- 12 hours in total) over the course of the congress, Saturday 1st July to Wednesday 5th July 2017 inclusive. However, you are welcome to offer as much of your time as you want over and above the minimum. Most requirements will be during the days of the congress, 2nd to 4th July.

    Please do not offer your services as a volunteer if you do not believe you will be able to meet the minimum requirement.
  • You must attend the training session that will occur immediately prior to the congress.
  • You must be welcoming, flexible, approachable, friendly and helpful to the +1,500 delegates who are attending from around the world.
  • You must be responsible for your own transportation to/from CTICC.

What are the roles of volunteers?

WCPT Congress 2017 volunteers will be required in many different areas, including:

 

Art and Health Exhibition – Assistant

Job Description:

Assist with the Art and health exhibition

Responsibilities:

  • Help with setting up the exhibition
  • Help tear down the exhibition

Congress – Assistant Volunteer Coordinator

Job Description:

Assist the Volunteer Coordinator onsite

Responsibilities:

The Assistant will cover areas where the Volunteer Coordinator is not, or if a large event, where two coordinators are needed

  • Stay in communication with the Volunteer Coordinator to inform of problem areas (e.g. if more volunteers are needed, if there are too many in one spot and they need to be reallocated)
  • Assist the Volunteer Coordinator with the myriad of tasks that may be needed
  • Assist volunteers if they are really busy or cover for them if they need a short break
  • Anticipate problem areas and communicate possible solutions to the Volunteer Coordinator
  • Be the eyes and ears on the floor

Chair Check in – Hospitality Assistant

Job Description:

Oversee the chair check in:

  • Ensure session chairs are checked in and prepared for their assigned session
  • Notify the scientific programme staff in good time if a session chair has not turned up

Responsibilities:

Background: The chair of each session must report to the chair check in area at least 30 minutes prior to the session start. This enables us to ensure all session chairs are present, and have all the information they need for their session.

Volunteer duties:

  • Ensure the area is kept clean and tidy, free of rubbish and that all signage is in place
  • Greet and verify chairs
  • Notify the scientific programme staff if any chair has not arrived 15 minutes before the start of their session
  • Provide chairs with any notices to be read out prior to the start of their session
  • Direct chairs to their assigned session room
  • Answer general questions
  • Other duties as required onsite

Clinical Visits – Transport Assistant

Job Description:

Assist delegates travelling to clinical visits

Responsibilities:

  • Join the group for the visit as the host for the group
  • Ensure all delegates registered for that visit are present at the pickup point and checked off list as they load the buses
  • Escort them during transport
  • Remain at the venue
  • Escort the delegates back to CTICC via buses
  • Answer delegate questions as required
  • Return list of delegates to Jennifer Nguyen

Closing Ceremony and Abstract Awards – Hospitality Assistant

Job Description:

Welcome delegates to the Closing Ceremony:

  • Provide directional support to Closing Ceremony
  • Manage quick seating of delegates
  • Assist with certificate distribution for abstract awards

Responsibilities:

  • Encourage prompt flow of people into the room
  • Ensure seats are filled from the front backwards
  • Be available to assist Rachel Moore with certificates if required

Congress – Directional / General Information Assistant

Job Description:

Provide directions to delegates when requested

  • Answer general enquiries
  • Hand out copies of WCPT Congress News
  • Answer general enquires about the congress app

Responsibilities:

  • Have a good understanding of the congress events, activities and schedule
  • Know where to look or who to ask for answers
  • Answer delegate questions and provide information on the various things to do during congress and in Cape Town
  • Provide friendly and accurate information or directions to people who ask

Congress – Photography Assistant

Job Description:

Provide additional/alternative photographs of the event to those that will be provided by the official congress photographer

  • Note that the photography assistant will need to have his/her own equipment

Responsibilities:

  • Follow the brief as to the type of photographs to take for the congress
  • Work on his/her own (the assistant will not be working with the official congress photographer)

Note that WCPT will own full copyright of all the photographs taken

Exhibit Hall – Exhibitor Seminar Support

Job Description:

Oversee exhibitor seminar area for the duration of shift:

  • Ensure that all logistical and environmental requirements are in place and functional, for the smooth running of seminars and the comfort of the delegates and exhibitors
  • Ensure that all exhibitor speakers are acquainted with the space prior to the start of their seminar
  • Assist exhibitors with connecting their laptops to the projector

Responsibilities:

  • Ensure that the exhibitor seminar area is set up and maintained as required
  • Ensure all session signage is in place
  • Contact AV staff if there are difficulties with equipment
  • Ensure comfort of the room is maintained from an environmental standpoint (lighting, temperature)
  • Assist seminar leaders as requested
  • Answer general enquires about the congress app
  • Other duties as required onsite

Exhibit Hall – Hospitality Assistant

Job Description:

Assist delegates and exhibitors in the Exhibit Hall

Responsibilities:

  • Answer general enquires about the congress app
  • Answer general questions about where to find exhibitors, posters, and other areas in the exhibit hall
  • Ensure the Art and Health exhibit is tidy, has press releases, and answer questions
  • Assist Poster volunteers and WCPT booth staff as required
  • Roam and be of assistance when approached with general queries as above
  • Keep an eye on ALL areas in the hall as you roam and assist in keeping areas generally in a neat and tidy state (ie. seating spaces neat) and letting Dan Moore know if anything requires attention
  • Exhibition Area includes: General exhibit area, aisles, seating refreshment areas, Poster area, Art & Health exhibit, WCPT Stand, Indaba Lounge and Industry workshops.

French Translator – delegate assistant

Job Description:

French Translator

Responsibilities:

  • Provide translation services to SUDA Delegates during Clinical visits

Indaba lounge – Hospitality Assistant

Job Description:

Oversee area for the duration of shift:

  • Ensure that all logistical and environmental requirements are in place and functional, for the smooth running of the session and the comfort of the delegates and presenters
  • Ensure that all session speakers are acquainted with the space prior to the start of their session

Responsibilities:

  • Ensure the Indaba area is set up and maintained as required (especially returning furniture to the correct set-up after informal discussions)
  • Ensure area is kept clean and tidy
  • Ensure all session signage is in place
  • Contact AV staff if there are difficulties with equipment
  • Assist session leaders as requested
  • Politely discourage delegates from excessive and invasive photos or videoing of sessions
  • Answer queries about sessions taking place in the area
  • Answer general enquires about the congress app
  • Other duties as required onsite

Information and Message Desk – Hospitality Assistant

Job Description:

Provide general congress information to delegates

Responsibilities:

  • Offer general assistance or directions to delegates
  • Answer general enquires about the congress app
  • Provide delegates with paper and pens to write messages for pin board – the message should be folded over, the person’s name clearly written on the front, and pinned to the board

Media Centre – Hospitality Assistant

Job Description

Be on hand at the media centre to provide help to members of the media

Responsibilities:

  • Provide information and support to members of the media - they may have questions about sessions, speakers, congress logistics, locations and other practical information
  • Assist WCPT’s Communications Team who will be on hand some of the time to provide support to the media and the volunteer, but the responsibility of the volunteer is to be on hand as much as possible
  • Assist event staff when required, for example, to help find people, getting messages to people, etc.

Media Centre – Hospitality Assistant for Opening Ceremony

Job Description:

Assist local, national and international media

Responsibilities:

  • Assist with providing information and guidance to the press on the day of the opening ceremony
  • Liaise with onsite coordinator about arrangements
  • Provide welcome and assistance to media representatives

Opening Ceremony / Welcome Reception – Hospitality Assistant

Job Description:

Welcome delegates to the Congress’ Opening Ceremony

  • Assist with directing delegates into the Opening Ceremony and finding seats
  • Assist with directing delegates to the Welcome reception

Responsibilities:

  • Welcome delegates (and VIPs) when entering the venue
  • Check delegate badges and collect guest tickets
  • Assist with providing information and guidance to the delegates
  • Assist event staff where required
  • Distribute drink tickets

Party Night – Hospitality / Registration Assistant

Job Description:

Welcome delegates to the Party Night

  • Assist Registration Manager with collecting tickets and directing people to the correct area
  • Provide delegates with drink tickets

Responsibilities:

  • Take tickets
  • Provide drink tickets
  • Provide directions to guests

Party Night Dispatch – Dispatch Assistant

Job Description:

Assist with loading buses at CTICC and headquarter hotels to Gold Restaurant

Responsibilities:

  • Stand at main entrance of CTICC/hotel and direct guests to load buses to the Gold Restaurant
  • Stand at strategic locations within CTICC/hotel to direct guests
  • Ensure guests have ticket (paid event)

Poster Area – Hospitality / Set Up and Tear Down Assistant

Job Description:

  • Assist with the efficient set-up and tear-down of the poster board area
  • Assist delegates and presenters in the poster display area

Responsibilities:

Those presenting posters will be asked to put their poster from 07:30 the day of their poster presentation. Volunteers are required to assist during these periods to:

  • Direct presenters to the poster display area
  • Handle enquiries from presenters
  • Help presenters find their poster boards
  • Ensure nothing other than the stipulated materials are used to fix posters to boards


Presenters are asked to remove their posters at the end of each day, on 2 July by 19:30 (after welcome reception in the hall), 3 July by 17:30, and on 4 July by 15:45. Any posters not removed by the end of each day will be removed and stored at the WCPT Poster info desk. Volunteers are required to assist during these times to:

  • Direct presenters to the poster display area
  • Handle enquiries from presenters
  • Remove the remaining posters to the WCPT Poster info desk
  • Posters not picked up at the end of day on Tuesday 4th July will be recycled

 

During exhibit opening hours, the volunteer will:

  • Ensure the poster area and Poster Information Desk are manned at all times
  • Handle enquiries from presenters and delegates
  • Answer general enquires about the congress app
  • Other duties as required onsite

Poster Area – Set Up Assistant

Job Description:

Assist with the setup of the poster board area

Responsibilities:

  • Help stick poster board numbers to the poster boards
  • Prepare fixing materials for use by poster areas
  • Prepare signage for poster area

Pre and post Congress Courses – Registration Assistant

Job Description:

Assist Congress registration staff with the onsite registration of delegates attending Congress Courses

Responsibilities:

Delegates attending courses at Stellenbosch University will visit the registration desk at this venue. Volunteers are required to assist the Congress staff member at this location:

  • Greet delegates
  • Check if there are any outstanding fees
  • Distribute the (pre-prepared) name badges and delegate packs/bags
  • Answer general enquiries from delegates

Pre and Post Congress Courses – Session / Room Monitor

Job Description:

Assist delegates and presenters with course related matters

  • Oversee the smooth running of the session
  • Liaise with the delegates and organisers to ensure that they have a satisfying experience
  • Provide directional assistance to delegates at the end of the day to help them find transportation

Responsibilities:

This volunteer is responsible for:

Prior to Registration:

  • Ensure all signage is set up
  • Verify room has been set up as requested, including AV equipment setup and furniture placement
  • Introduce yourself to the course leader/presenter and ensure they are familiar with your role and that their needs within the room are taken care of
  • If there is morning catering, make sure it is occurring and then cleaned up when completed
  • Once delegates are registered, return list of delegates to Sea to Sky staff

 

Room Monitor:

  • Greet delegates, verifying their badge allows them into the course

 

Throughout the day:

  • Act as the information resource to the session leader and/or delegates to resolve any AV, venue or catering issues, and answering any questions
  • Ensure that any catering ordered is delivered accurately and on time and escort delegates to the catering area (if required)
  • Ensure the room is refreshed during breaks and lunch

 

End of day:

  • Assist session leader in packing up at the end of the day
  • Check for any items left in room and return found items to Sea to Sky staff or other WCPT representative for safe keeping (if no staff member present, return to CTICC)
  • Respond to questions about transportation

 

Pre and Post Congress Courses – Transport Assistant

Job Description:

Assist delegates travelling to pre and post Congress course venues

Responsibilities:

  • Assist with loading buses to Stellenbosch

Registration Desk – Assistant

Job Description:

Assist delegates with registration

Responsibilities:

  • Assist with the distribution of name badges and delegate bags
  • Stuff bags as required
  • Answer delegate questions
  • Provide information about the congress

Scientific Programme – Room Monitor

Job Description:

Oversee assigned session room for the duration of shift:

  • Ensure that all logistical and environmental requirements are in place and functional, for the smooth running of the session and the comfort of the delegates and presenters
  • Ensure that all session speakers are acquainted with the space prior to the start of their session

Responsibilities:

  • Ensure that their assigned rooms are set up and maintained as required
  • Ensure all session signage is in place
  • Monitor entry to their assigned room
  • Contact AV staff if there are difficulties with equipment
  • Ensure comfort of the room is maintained from an environmental standpoint (lighting, temperature)
  • Assist session leaders as requested
  • Politely discourage delegates from excessive and invasive photos or videoing of sessions
  • Answer general enquires about the congress app
  • Other duties as required onsite

South Africa House / WCPT Stand – Hospitality Assistant

Job Description:

Greet delegates visiting the WCPT Stand / South Africa House

  • Help set up the stand
  • Meet and greet delegates visiting the stand
  • Provide general assistance
  • Help cover the stand ensuring it is always manned
  • Help with tear down at end

Responsibilities:

  • Greet delegates and answer general questions
  • Help to keep stand looking neat and inviting
  • Help to ensure stocks of handout materials and any giveaways are replenished on the stand
  • Provide any general assistance required, carry out errands as necessary
  • Assist delegates with any activities on stand, e.g. data collection on laptop, physical activity/games in place
  • Answer general enquires about the congress app
  • General help to cover the stand ensuring it is manned at all times
  • Possibly help with tidying stand at end of days 1 and 2 and packing up/tear down on day 3

Speaker Service Centre – AV Hospitality Assistant

Job Description:

Receptionist at the Speaker Service Centre. Check in speakers that come to hand in their presentation. After check in handover to PPT tech. Liaison between Speaker and PPT technicians

Responsibilities:

  • Liaise with presenters wishing to submit/check their presentations
  • Assist speakers in familiarising themselves with the presentation system
  • Assist AV technicians
  • Other duties as required

Volunteer Lounge – Scheduling Assistant

Job Description:

Oversee the volunteers as they check in and out of their shifts in the Volunteer Lounge

Responsibilities:

  • Manage the schedule in the Volunteer Lounge, checking volunteers in and out of their shifts
  • Notify Brittany when a volunteer has not arrived, or if a volunteer needs to leave early and coverage is required
  • Respond to questions by volunteers
  • Ensure the Volunteer Lounge is kept orderly and notify Brittany if the food and beverages are running low