• Hearing Loss Tech Expo 2016 Volunteers Assignments

    ???:  Volunteer needed
    (DV): Diablo Valley Chapter
    (EB): East Bay Chapter
    (P):   Peninsula Chapter
    (SF): San Francisco Chapter
    (SV): Silicon Valley Chapter
    Bold: volunteer team leader

    Volunteering Tasks before the Day of the Expo (Thank You in Advance)

    Task A Before Oct. 8 Sally Edwards (P) Buy small water bottles, sodas, cold drinks, napkins, and cookies; for now, assume 250 attendees (attendee count estimate will be provided a few days before the expo); please save the receipts for reimbursement.

     

    Volunteering Tasks on the Day of the Expo (Thank You in Advance)

    Task 1 12-12:30 PM Eliot Terborgh (P)
    Jim Rosenquist (DV)
    Forest Rosengren (DV)
    Carry items from the parking lot:

    • Carry water bottles, refreshment cans, coffee, tea, and food items from the parking lot to the refreshments counter in the expo hall.
    • Carry boxes of attendee tote bags from the parking lot to the registration area in the expo hall entrance.
    Task 2 12-12:30 PM Sally Edwards (P) Setup the refreshments area in the expo hall.
    Task 3 12-12:30 PM Sister Ann Rooney (P)
    Ann Thomas (DV)
    Evelyn Taravella (SV)
    Zina Jawadi
    Setup the HLAA-CA / Chapters exhibit table:

    • Put the HLAA-CA foam board sign on a poster stand behind the HLAA-CA / Chapters exhibit table.
    • Put a stack of HLAA-CA brochures on the HLAA-CA / Chapters exhibit table.
    • Put a stack of HLAA-CA newsletters on the HLAA-CA / Chapters exhibit table.
    • Put any chapter signs behind the HLAA-CA / Chapters exhibit table.
    • Put stacks of any chapter brochures on the HLAA-CA / Chapters exhibit table.
    • Put stacks of any chapter newsletters on the HLAA-CA / Chapters exhibit table.
    • Put stacks of any informational brochures on the HLAA-CA / Chapters exhibit table.
    Task 4 12-12:15 PM Chris Sullivan (P)
    Cora Jean Kleppe (P)
    Judie Cordie (SV)
    Kate Szentkuti (P)
    Maggie Iller (SV)
    Zina Jawadi
    Setup the registration area:

    • Put one expo foam board sign on a poster stand behind the registration table.
    • Put a stack of expo program handouts on the registration table.
    • Put printed name tags on the registration table for exhibitors, volunteers, and preregistered attendees.
    • Put blank name tags on the registration table for attendees who are not preregistered.
    Task 5 12:15-12:45 PM Chris Sullivan (P)
    Cora Jean Kleppe (P)
    Judie Cordie (SV)
    Kate Szentkuti (P)
    Maggie Iller (SV)
    Register volunteers and exhibitors:

    Register volunteers:

    • Give printed name tags to volunteer HLAA-CA board members, volunteer HLAA chapter board members, volunteer chapter members, and other volunteers.
    • Give each volunteer her or his volunteer assignment sheet.
    • Give each volunteer a tote bag, a raffle ticket, and an expo program handout.

    Register exhibitors:

    • Give printed name tags to exhibitors staff.
    • Give each exhibitor staff an expo program handout. Note that exhibitors do NOT receive tote bags or raffle tickets (tote bags and raffle tickets are for attendees, including volunteers, only).
    Task 6 1-5 PM Judie Cordie (SV)
    Kate Szentkuti (P)
    Maggie Iller (SV)
    Meera Patel (SV)
    Register attendees:

    • Give preregistered attendees their printed name tags (name tags are printed alphabetically by first name).
    • Give blank name tags to attendees who are not preregistered.
    • Ask unregistered attendees to write their names, HLAA chapters (if any), and email addresses in the registration list.
    • Ask each attendee if the attendee is a member of any HLAA chapter and which chapter. If the attendee is a member of an HLAA chapter, put a color label of the chapter on the attendee’s name tag. Color labels help chapter members identify attendees who are members of the same chapter.
    • Give each attendee a tote bag, a raffle ticket, and an expo program handout.

    Note: Volunteers for this task can arrange between themselves to take turns.

    Task 7 1-5 PM Bob Hall (P)
    Sister Ann Rooney (P)
    Evelyn Taravella (SV)
    George Chin (EB)
    Ann Thomas (DV)
    Steve Sells (P)
    Stand by the HLAA-CA / HLAA Chapters exhibit table, give out brochures, and answer questions.

    Note: Volunteers for this task can arrange between themselves to take turns.
    Task 8 1-5 PM Zina Jawadi Conduct sponsor prize drawings (at 2:00, 2:30, 3:00, 3:30, 4:00, 4:30, and 4:45 PM)

    HLAA-CA board members, officers, and their family members are not eligible. To read the door prize rules, click here.
    Task 9 1-5 PM Don Senger (DV)
    Sally Edwards (P)
    Watch the refreshment area and the meeting hall for any issues.
    Task 10 5-6 PM Bob Hall (P) Carry leftover items to the parking lot:

    • Carry leftover water bottles, refreshment cans, coffee, tea, and food items from refreshments counter in the expo hall to the parking lot.
    • Carry leftover boxes of attendee tote bags from the registration area in the expo hall entrance to the parking lot.
    Task 11 5-6 PM Jaynie Kind (P)
    Roselle Schwartz (SV)
    Clean up and meeting hall and remove leftover materials.

     
    Notes

    • Please tell the expo chairperson, as soon as possible, if you would like to volunteer and any task preferences. Tasks may or may not be assigned as preferred, depending on availability of volunteers. We will try to assign multiple volunteers to each task, so that volunteers can take turns to walk around the expo.
    • Please bring lunch for yourself (food is not provided at the expo).
    • Name tags will be pre-printed for all attendees.
    • Coffee and tea will not be served.

     
    Donated Refreshments and Foods

    • Don Senger: 120 cans of sparkling water and 36 cans of Pepsi
    • Bonnie Neylan: case of small water bottles
    • Raegene Castle: drinks or cookies as needed
    • Sally Edwards: cookies as needed
    • HLAA-SV: cookies