23rd Annual Conference of the International Association for the Study of Dreams
Dreams Building Bridges
June 20 - 24th, 2006
at
Bridgewater State College,
Bridgewater Massachusetts

Download this file in MS Word [300k]  

The International Association for the Study of Dreams is looking for volunteers to help us with the upcoming conference. Volunteer for part or all of the conference and receive a FREE or reduced conference registration.

Join a great group of people and enjoy five days among cutting-edge dreamers and researchers from around the world. We make every effort to assign you to workshops or tasks you’ll enjoy and you will have the opportunity to participate in selecting your assignments.   Volunteers will do everything from preparing registration packets, staffing registration tables and assisting in the bookstore, to acting as room monitors and providing audio-visual assistance. We also need volunteers prior to the conference to help prepare materials. Volunteer staff will generally be needed from: 10:00AM-10:00PM June 20 8:00AM-10:00PM June 21-23 and 8:00AM-12:30AM June 24 (Dream Ball)

To volunteer, or to request more information, please read the attached document describing volunteer duties and how to qualify for a free, full or partial conference registration.  Fill out the information below and return it to Layne Dalfen at 2785 Hill Park Circle, Montreal, Quebec, H3H 1S8.  Email is: layne@dreamsdocometrue.ca

Because we draw volunteers not only from the area surrounding the conference site, but from around the world most of our communication prior to the conference will be via email.   It will be the responsibility of volunteers to check their email regularly. We will not be able to call you individually to keep you updated.  Thanks for understanding.

Volunteer Information

 §        Name:

§        Address:

§        Email:

§        Phone:  (day)

(evening)

(cell)

§        Dates you are available to volunteer (June 20-24):

§        Times of day you are available (morning only, afternoon only, evenings, all day):

§        Please list any physical considerations you may have such as difficulty standing for more than 30 minutes, lifting book boxes, hearing or visual disabilities, etc.:

Thanks so much for your interest.  We had a great time at the last conference and expect even more fun this year!

 IASD Conference 2006

Volunteer Policy & Duties 2/2/2006

 Volunteer Policy

1)  Source:

Volunteer recruitment can come from the general IASD membership and the general public, but typically comes from the following sources: a) IASD members and board who are unable to afford the conference or wish to trade volunteer work for conference fees; b) students from the campus hosting the conference or the local area universities; c) those who have requested scholarships are given an opportunity to volunteer in exchange for waiving the fee (since scholarships are limited); d) speakers who have requested some financial aid;  e) those who make up the Host committee and conference committee that are making a significant contribution to the conference f) foreign students and members who are unable to attend the conference without some financial assistance, and are available to volunteer throughout the conference, and who are fluent enough in English to read instructions and communicate with conference participants.

2)  Compensation Rules: 

a)     Volunteers are compensated for their time by partial or full waiver of conference fees based on work accomplished. 

b)     Compensation shall never include any more than waiver of fees, which means no compensation for personal expenses or travel or lodging.

c)      Volunteers will be reimbursed for IASD and conference related direct expenses (purchase of supplies for the conference etc.).

d)     Compensation will include all refreshments available in the volunteer staging room and typically include a complimentary volunteer appreciation reception.

3)  Compensation Rates:

a) Standard rates are one hour of conference for one hour of ON-SITE work.  This may be translated by the Volunteer Coordinator for scheduling convenience to one half-day of conference for one half-day of ON-SITE work.  Hours spent in preparatory or training meeting prior to the conference, and travel time to the conference, are not included in the one-for-one compensation.

NOTES**

- Volunteers are asked to select 2-4 events they really want to attend and then the Volunteer Coordinator will make every effort to accommodate volunteers preferences, but reserves the right to set the schedule according to needs (so that if ALL the volunteers, for example, wanted to go to the same workshop, the Coordinator will reassign some of them to duties during that block!). We make every effort to see that you are able to attend your preferred events, and that may be accomplished by making sure you are free during that time slot, or by assigning you to work that event.  We cannot promise to fulfill 100% of your requests.

b) If the volunteer does not work the whole conference (example one or two half days) then they are not permitted to attend the whole 4-day conference, but only an equivalent number of half days that they worked on-site.  Badges may reflect days of admission or may be requested to be turned in after compensated conference days have been expended.

 4)  Agreements:

a)     All volunteers shall have signed (or electronically confirmed by e-mail) agreements which indicate that they understand the rules herein; the list of duties (below), that they agree to work with the Volunteer Coordinator for their assigned time-periods on-site (or special arrangements that have been negotiated), and that in return they will receive the compensation as outlined above.  This can be a simple but standardized agreement via e-mail or hard copy, with this policy attached. 

5)  Registration: 

ALL volunteers MUST register using the on-line registration system (or mail-in if not possible).  They shall register as any other paying registrant with the exception that they are to check off the bullet or box indicating that they are a volunteer, and they should eliminate paying the conference fee but sign up and pay for all other events they wish to attend (lunches, pay receptions, etc.) Registration is required in order to prepare volunteer badges.  All volunteers must wear a conference badge with the volunteer color or designation attached to it.  If a volunteer has limited on-site work that limits the number of days of complementary conference, the badge may stipulate this and must be worn.  The volunteer may be required to turn in the badge prior to days that are not to be compensated.

6)  Scheduling:

a)     Volunteer activity on-site is dictated by the volunteer schedule prepared typically by the Volunteer Coordinator, Host and Program Chair. 

b)     Volunteers must adhere to their scheduled times, and may only deviate if agreed by the Volunteer Coordinator.  If not then some or all of the complementary conference may be forfeited. 

c)      Volunteers may trade time with other volunteers but the final arrangements need to be reported to and confirmed by the Volunteer Coordinator prior to the trade.

d)     The Volunteer Coordinator will work with volunteers to schedule time such that particular events they want to attend are possible.  It must be realized however that full flexibility may not always be practical and the Volunteer Coordinator has final say. 

e)     Volunteers will be required throughout each day of the conference from 30 minutes prior to each morning session until the close of the conference each night.  Volunteers should arrive a minimum of 15 minutes prior to their shift.

7)  Communication and Physical Requirements:

a)     Communication with volunteers will be primarily via email since our volunteers are drawn from across the country.  Volunteers will be expected to check their email on a regular and timely basis and are responsible for keeping themselves current with our communication. 

b)     Coordination (training) meetings may be scheduled but kept to a minimum (1-3 total prior to the conference and only if necessary).  There will be one Coordination meeting, which all volunteers are required to attend, on Tuesday morning June 20 at 10:00 a.m. This meeting will be for the purpose of training those volunteers who do not live in the Boston Area, and so did not meet with the Volunteer Coordinator prior to the Conference, and to refresh the memories of those who did. This meeting will also give all the volunteers an opportunity to meet each other.

c)      Some of the volunteer jobs require occasional lifting of book boxes, chairs, etc.  Please inform the Volunteer Coordinator upon submitting your volunteer application, if you have any limitations to lifting these objects, or are unable to stand for 30 minutes or longer, etc. 
 

Volunteer Roles and Duties:

1)  Room Monitors:

A Room Monitor takes “ownership” for the room they are monitoring in terms of ensuring the setup is as planned that the planned AV is in the room, that the evaluation forms are on the seats, that any signs outside the room are correct and that the presenter gets the help they need in setting up and timing their presentation.  If anything is amiss they are to call the appropriate coordinator to help fix it if they are unable.   They are also responsible for collecting evaluation forms and signing CE forms for those requesting it.

a) Space Setup Check = the College Room Coordinator sets up the space per our diagrams and instructions (diagram will be posted in the room) but if the space is not as specified then the volunteer should call the room coordinator to get it corrected, or perhaps call for help to straighten it up as required. 

b) Space Straighten – straighten chairs after a presentation if they have been moved, or if you see the prior group left a mess straighten it up a bit to make it acceptable.

c) Evaluation Forms – before the session place general session evaluation forms on all chairs that do not have them.  Make sure a box is in the back of the room (on a table by the door) to collect the forms. 

d) Pre-session announcement – briefly meet with session leader to work in a short announcement (by them or you) to: 1. identify yourself as the Room Coordinator, 2. ask people to fill out the evaluations and place them in the back of the room, 3. for those with CE booklets to see you at the back of the room afterwards for a signature and 4. to express Ethics policies to be followed by attendees of workshop sessions.

e) AV – monitor ensures the AV in the room matches the schedule (see the master schedule) and if amiss or the presenter needs help with setup, calls for the AV coordinator.

f ) Timing Signs – if the session is a multi-speaker session then the Room Monitor may be asked during each presentation to time the presenter and hold up 5 minute, 1 minute and “times up” signs.

g) Two different forms to sign: CE or PDP Signing: as people leave the room, monitor will sign the CE or PDP forms of those who have signed up for CE’s (typically about 15% of the attendees)

h) Recording Assistance: for sessions that are to be recorded (see recording schedule) you may be asked to assist the recording service in switching tapes when one is filled.  Also you may be asked to switch the recorder off by the session moderator if a presenter does not want their presentation taped.

 i) Room Monitor direct or assist people to a reserved area up front for disabled persons.
 

2) Art Space Setup and Room Monitors

Setup of the designated Art Space, will be directed by the Art Director but they may need volunteers to support it.  This may consist of placing large partitions around the room and helping the artists hang, or place their work.  During all times when the art space is open there must be one room monitor volunteer in the room mainly for security reasons and possibly to hand out information.

We also plan to have a space where children can come and do art projects around their dreams. There are currently 4 attendees who have expressed an interest in being present for part of the time, but we may need some volunteers for that as well.

3) Registration

The registration desk will be managed by the on-site Registration coordinator, plus the central office manager and registration database manager. Further training will be provided so that volunteers can support the registration desk for the following duties:

a) Preparation of Registration Packets (likely Saturday and/or Sunday June 17 & 18): Volunteers who live near the conference site will be needed to help prepare registration packets, and will be credited with those hours as if they were working on-site.

b) Passing Out Registration Packets (likely 5 persons and 3 lines): consisting of a conference bag, personalized packet and name badge.  Volunteers may handle simple cash exchanges or resolution of simple issues.  More complex problems will be directed to the appropriate on-site coordinator. Once a packet is passed out, the volunteer then checks the registrant off in the database.  Two people will support those at the registration table to locate nametags and keep registration packets stocked.

c) Payment due and Issue resolution (2 person 2 lines): the central office or database manager will be at the table to resolve open issues and may need one or more volunteers to support payment due issues and process the payments.

d) Walk Ins - (2 persons 2 lines) Greeting and signing up walk-in registrants; taking payment; registering and adding them to database and handing out packets.

e) Payment processing (2 lines) – largely handled by central office staff but may require volunteer support and a person responsible for the cash box.

f) Kodak Slide Projector Carousel sign-out: a stack of carousels will be left on the table behind the desk.  If speakers borrow a carousel please have them sign out for it (sign out sheet) and tell them to return it when done.  

g) Housing – At this conference all housing and meal packages will be prepaid in advance. We will be handling housing and meal tickets, which involves tickets and room keys and possibly some form of deposit.  This will likely not all be pre-packaged in the registration packs so there may be a separate line at registration for housing and meals that is handled by Campus personnel. Volunteers will not have to handle these items but may have to coordinate with the BSC Campus personnel.

h) Orson Scott Card: one or two volunteers who attended to greeting registrants, may be needed to remain at the desk to greet and collect money from the general public who are not a part of the conference, but who will be coming to hear Orson Scott Card speak.
 

      4) Information Desk:

Volunteers remain at information desk a recommended half-day shift, to hand out information/maps/flyers, provide schedule directions and personal help. A key responsibility in addition to those mentioned above, includes paging AV and facilities coordinators (using walky-talky radios) when called upon to support presenter setup activities. Also continue to do the sign-outs for the stack of Kodak Slide Projector Carousels (see above).

5) Products Sales:  

We plan to sell some IASD products.  Volunteers will be assigned to the 2 to 4 tables and will assist with sales of the products (mainly tee shirts, some books, periodicals and other materials) by taking money, making out receipts and possibly processing hard copy or on-line credit card sales.   We also will have a bookstore and tape sales area.  It is not anticipated, however, that volunteers will be needed for Tape and Book sales since these are contracted activities.

b) Bookstore
The Bookstore contractor will be managing completely to handle their own volunteer/employees staff directly, and such compensation will not be exchanged for free conference time, but rather volunteers will be remunerated directly by the Book Store contractor. We will though provide Book Store help specifically at 4:00 or 5:00 on June 20^th, and again on Saturday, June 24^th for the Bookstore break down. This specific time will be treated as exchangeable for free conference time.

 c) Vendor Area
The same volunteers who are assigned to the IASD products store will be able to watch over the vendor area at the same time.  Note that the number of volunteers at one time will just depend on size of the space to cover and time of day when the amount of shoppers will rise and fall.  We anticipate a minimum of one volunteer for each shift (2 per day) to watch over the vendor tables and help vendors with questions.
 

   6) AV Setup Volunteers:

The campus will provide all of the AV and AV support for setup, however, 2 or 3 technically proficient AV volunteers will be required to support presenters at the start of various sessions – particularly to help setup for Power Point presentations and perhaps help with operation of the 35mm projectors. Volunteers will be assigned to various rooms and various times on the schedule.  Activity will primarily be to show up per the schedule at those rooms just before the sessions start and ask the presenters if they need help. Some sessions will require the volunteer to stay and others the volunteer may leave if no further help is needed – all this will be noted on  the schedule.  If a presenter needs help with PowerPoint it will be either:

a) to show them how to load their CD or USB memory chip onto the PC and bring the presentation onto the screen and which buttons to push on the PC to do the presentation; or b) if they bring their own PC, how to connect to and activate the Projector.  If the presenter needs help with the 35 MM projector it will usually be how to mount the carousel and use the remote – or if the slides are in wrong to correct the problem.  The volunteers may carry radios and will have to know how to contact the Campus AV support team in the event of an equipment failure or other needs. 

7) Dream Ball:

Volunteers will be needed to set up the space for our Dream Ball, which the members of IASD have grown accustomed to marking the ending of another conference. Probably 4 or 5 volunteers will be required in order to put up and take down some decorations, prepare a table of snacks and refreshments, and arrange some tables around the dance floor.

IASD Conference website  www.asdreams.org/2006