• Hearing Loss Tech Expo 2017 Volunteers Assignments

    (CO) City of Orange Chapter; (LB) Long Beach/Lakewood Chapter; (LA) Los Angeles Chapter
    Bold: volunteer team leader

    Volunteers (thank you in advance) – please see task descriptions below this table.

    Diane G. (LA) Task 8
    Gail M. (LB) Task A, Task B, Task 9
    Heather L. (LA) Task 7, Task 10
    Jay J. Task 1, Task 4, Task 5, Task 6, Task 12
    Jennifer N. (LA) Task 7, Task 9
    Kat B. (LA) Task 8
    Katie W. (LB) Task A, Task 7, Task 9
    Liz L. (LA) Task A
    Marla P. (CO) Task B, Task 7, Task 9
    Michael T. Task 12
    Mitzi S. (LA) Task 8
    Mylene N. Task 8
    Rachel M. (CO) Task 8
    Samantha D. (LB) Task 9
    Stephanie S. (LA) Task 2, Task 3
    Tim B. (LA) Task 2, Task 9
    Toni B. (LB) Task A
    Wendi W. (LA) Task 8
    Zaineb A. Task 1, Task 4, Task 5, Task 6
    Zina J. Task 1, Task 4, Task 5, Task 6, Task 12

     

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

    Task A Before Sept. 17 Katie W. (LB),
    Gail M. (LB),
    Liz L. (LA),
    Toni B. (LB)
    Stuff the attendee bags with the exhibitor and sponsor inserts. Arrange for delivery of the stuffed bags to the expo location on the day of the expo.
    Task B Before Sept. 17 Marla P. (CO),
    Gail M. (LB)
    Buy small water bottles, juices or sodas, napkins, and cookies; assume 250 attendees; please save the receipts for reimbursement.

     

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

    Task 1 11 AM – 1 PM Zina J.,
    Jay J.,
    Zaineb J.
    Register volunteers:

    • Find the volunteer’s name badge in the sheets of attendee name badges.
    • If you can’t find it, use a blank name badge.
    • Give the name badge to the volunteer.
    • Give the volunteer her or his volunteer assignment sheet.
    Task 2 11 AM – 12 PM Tim B. (LA),
    Stephanie S. (LA)
    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 Stephanie S. (LA) Setup the refreshments area in the expo hall.
    Task 4 11 AM – 1 PM Zaineb A.,
    Jay J.,
    Zina J.
    11 AM – 12 PM: Prepare the exhibitor tables:

    • Put the name of each exhibitor on the exhibitor’s table based on the exhibit layout.

    12-4 PM: Help exhibitors:

    • Give exhibitors, when they arrive, badge holders for their business cards.
    • Tell exhibitors, when they arrive, to look for their tables with their company names.
    • Tell exhibitors, when they arrive, to pick up attendee bags before leaving, if any attendee bags are left.
    • Help exhibitors if they have any issues.
    • Note that exhibitors do NOT receive attendee bags in the beginning of the expo (bags are for attendees, including volunteers, only).
    Task 5 11 AM – 1 PM Jay J.,
    Zaineb A.,
    Zina J.
    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 badges on the registration table for preregistered attendees.
    • Put blank name badges on the registration table for attendees who are not preregistered.
    • Put registration roster for unregistered attendees on the table.
    • Put markers and pens on the table.
    Task 6 12 PM – 1 PM Zina J.,
    Jay J.,
    Zaineb A.
    Setup the HLAA-CA exhibit table:

    • Put the HLAA-CA foam board sign on a poster stand behind the HLAA-CA exhibit table.
    • Cover the table with table cloth.
    • 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 Heather L. (LA),
    Jennifer N. (LA)
    Katie W. (LB),
    Marla P. (CO)
    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 Mitzi S. (LA),
    Diane G. (LA),
    Kat B. (LA),
    Mylene N. (CO),
    Rachel M. (CO),
    Wendi W. (LA)
    Register attendees:

    • Give preregistered attendees their printed name badges (name badges are printed alphabetically by last name). Some attendees only provided first names, so look by first name if you can’t find an attendee by last name. Attendees who registered past Wednesday may not have printed name badges.
    • Give blank name badges to attendees who are not preregistered or whose names you cannot find.
    • Ask unregistered attendees to write their names in the registration roster. Multiple rosters are provided. They can write their name in any of the rosters. Unregistered attendees must write their name, so we can count how many attendees we had.
    • 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 Jennifer N. (LA),
    Gail M. (LB),
    Katie W. (LB),
    Marla P. (CO),
    Samantha D. (LB),
    Tim B. (LA)
    Stand by the HLAA-CA / HLAA chapters exhibit tables, give out brochures, and answer questions.

    Note: Volunteers for this task can arrange between themselves to take turns.
    Task 10 1-4 PM Heather (LA) Watch the refreshment area and the meeting hall for any issues.
    Task 11 4-4:30 PM two volunteers needed 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 4-4:30 PM Jay J.,
    Zina J,
    Michael T.
    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 badges will be pre-printed for all attendees.
    • Coffee and tea will not be served. Instead, cold drinks and water will be served.