Metro Makeover: The Changing Face of Downtown
International Downtown Association's 54th Annual Conference
September 11 - 14, 2008
Calgary, AB

There are many different ways you can volunteer at the conference. Review the Volunteer Opportunities below and then fill out the attached application form. Thank you in advance for your support.

Registration

The registration desk is the center of communication for the IDA Conference. Participants, delegates, and volunteers will receive information at the registration desk about all the happenings at the Conference.

Registration hours for the conference are:

As a registration volunteer, your responsibilities will include:

• Distributing materials relevant to the conference
• Directing delegates to appropriate sessions, restrooms, exits, etc.

Room Monitors

A staff member will check you in, give you last minute instructions, and provide you with the room envelope. In the envelope you will find speaker name cards, speaker bios, evaluation forms, diversity checklist, and attendee list (for professional development workshops only). A staff member will direct you to your session room.

As a session room monitor, your responsibilities will be to:

1. Before the session:

• Place the speaker name cards on the head table. They will arrange them in the order they wish.
• In front of the moderator's name card, place any bios or announcements included in the envelope.
• Distribute evaluation forms to all the session attendees. (A good way to do this is to place one on each chair).
• If the speakers have handouts, assist them in distributing them to the attendees, either by placing them on the chairs or by handing them to the delegates as they enter the room.
• Collect one copy of each handout and place in envelope.

2. During the session:

• Work lights and audio visual (A/V) equipment for each speaker (A/V staff will be on hand as well).
• Report problems with A/V to the IDA volunteer coordinator.
• Monitor room temperature. Report “uncomfortably hot” or “uncomfortably cold” to registration desk.
• Count the attendees. Do not include room monitors or speakers. Write the total in the appropriate place on the front of the room envelope.
• Complete the Speaker Diversity check-list form (pasted on the session envelope).

3. After the session:

• Collect completed evaluation forms from the session attendees and place in the envelope. (Gently encourage attendees to fill out the evaluation.)
• Return the envelope and flip chart sheets to the registration desk.

Reception HOSTS

As a reception volunteer, your responsibilities will be:

TICKET COLLECTORS/BADGE CHECKERS

• Greet attendees at the door. All attendees must have an IDA name badge or reception ticket depending on reception. People attending from our local area should be directed to the registration table so they can fill out a name badge.
• In the event that anyone does not have a badge with the IDA logo (or ticket); you will be provided with a list of registrants. Please check the list to make sure that attendees are registered for the event.
• Direct attendees to food, seating, etc.
• General assistance during the reception

Off Site Tours

• Be familiar with where the mobile workshop will be held.
• Meet delegates in the registration area.
• Hand an evaluation form to the attendees as they are gathering.
• Take attendees to site and return them to convention centre.
• If the speakers have handouts, assist them in distributing them to the attendees.
• Collect one copy of each handout and place in the workshop envelope.
• Help out as needed.
• Complete the Speaker Diversity check-list form (pasted on the workshop envelope).
• Collect completed evaluation forms from the session attendees and place in the envelope. (Gently encourage attendees to fill out the evaluation.)

Download Volunteer Application