• Hearing Loss Tech Expo 2017 Volunteers Assignments

    ???:  Volunteer needed
    (CO) City of Orange Chapter
    (LB) Long Beach/Lakewood Chapter
    (LA) Los Angeles Chapter
    (MV) Mission Viejo Chapter
    (SD) San Diego Chapter
    (SB) Santa Barbara Chapter
    (SM) Santa Monica Chapter
    Bold: volunteer team leader

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

    Task A Before Sept. 17 ??? Buy small water bottles, sodas, cold drinks, napkins, and cookies; assume 250 attendees (attendee count estimate will be provided a few days before the expo, if different from the estimate); please save the receipts for reimbursement.

     

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

    Task 1 11 AM – 1 PM ??? Register volunteers:

    • Put printed volunteer name tags on the registration table for volunteers.
    • Give printed volunteer name tags to volunteers as they arrive.
    • Give each volunteer her or his volunteer assignment sheet.
    Task 2 11 AM – 12 PM ???, ???, ??? Carry items from the parking lot:

    • Carry water bottles, refreshment cans, and food items from the parking lot to the refreshments counter in the expo hall.
    • Carry boxes of attendee bags from the parking lot to the registration area in the expo hall entrance.
    Task 3 11 AM – 12 PM ??? Setup the refreshments area in the expo hall.
    Task 4 11 AM – 1 PM ???, ??? 11 AM – 12 PM: Prepare the exhibitor tables:

    • Put the name of each exhibitor on the exhibitor’s table based on the exhibit layout.
    • Put printed name tags of exhibitors on the exhibitors’ tables.

    12-1 PM: Help exhibitors:

    • Tell exhibitors, as they arrive, to look for their tables with their company names.
    • Help exhibitors if they have any issues.
    • Note that exhibitors do NOT receive attendee bags (bags are for attendees, including volunteers, only).
    Task 5 11 AM – 1 PM Zina Jawadi Setup the attendee 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 attendee name tags on the registration table for preregistered attendees.
    • Put blank name tags on the registration table for attendees who are not preregistered.
    Task 6 11 AM – 1 PM Zina Jawadi Setup the HLAA-CA exhibit table:

    • Put the HLAA-CA foam board sign on a poster stand behind the HLAA-CA exhibit table.
    • Put a stack of HLAA-CA brochures on the HLAA-CA exhibit table.
    • Put a stack of HLAA-CA newsletters on the HLAA-CA exhibit table.
    • Put stacks of any informational brochures on the HLAA-CA exhibit table.
    Task 7 11 AM – 1 PM ???, ???, ??? Setup the HLAA chapters exhibit table:

    • Put any chapter foam board signs on poster stands behind the chapters exhibit table.
    • Put stacks of any chapter brochures on the chapters exhibit table.
    • Put stacks of any chapter newsletters on the chapters exhibit table.
    • Put stacks of any informational brochures on the chapters exhibit table.
    Task 8 1-4 PM ???, ???, ???, ??? 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 bag and an expo program handout.

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

    Task 9 1-4 PM ???, ???, ??? 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 10 1-4 PM ??? Watch the refreshment area and the meeting hall for any issues.
    Task 11 5-6 PM ??? Carry leftover items to the parking lot:

    • Carry leftover water bottles, refreshment cans, and food items from refreshments counter in the expo hall to the parking lot.
    • Carry leftover boxes of attendee bags from the registration area in the expo hall entrance to the parking lot.
    Task 12 4-5 PM ???, ???, ??? 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. Instead, cold drinks and water will be served.