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San Francisco Writers Conference 2012- Volunteer Duties and Information Sheet Once the conference has started , if you must make a change tell the volunteer in charge on the master schedule. You may not swap places with someone and not tell us. This has caused problems that you as a volunteer may not even be aware of, but we know all the sessions and who is suppose to be in each room and how it goes. The speakers tell us loud and clear if they only have one person or things are not running smoothly. We need Thursday afternoon helpers : If you can help us load things up at Michael and Elizabeth’s, we meet at 2:00 Their home is very close to the hotel, about 1 mile away 1029 Jones St. San Francisco, CA 94109 We go out to dinner after we are done, and we usually finish up by6-7 depending how many people help. Dinner is on Michael Larson Duties for all Volunteers 1. Daily Check-in Each morning you need to check in with the Volunteer Lounge Coordinator. Rooms changes do occur during the conference, so you need to check in 2. Lunch Tickets good for Peets Coffee Lunch tickets that you can redeem at Peets coffee in the Grace Cathedral are 3. Parking The Masonic garage. They often offer an early bird rate. Volunteer Duties PLEASE CHECK THE BOARD IN THE VOLUNTEER LOUNGE AT LEAST TWICE A DAY FOR SCHEDULE CHANGES. Many times we have to shuffle things around and it is impossible to find all of you Each room is assigned two volunteers. 1. You must wear your name tag at all times. 2. Before your own scheduled session , check in, pick up your timekeeper cards and signs for the door. Volunteers covering those sessions will need to be in the Breakout Rooms 15 minutes before the session. Breakout Session Volunteer Responsibilities: Introduction of Speaker/s The Speakers have been asked to bring their own introductions. Or you may read what is in the program as the introduction. *Also please note, these sessions are being taped, ask them how to pronounce
their names before the session and practice saying it if necessary. Try not to say umm and do not change what they have written. Do not make jokes or try to be entertaining please-be friendly and professional. ALL SESSIONS ARE RECORDED AND YOUR INTRODUCTION IS ON THE TAPE
Please decide who is in charge of which job, but you both need to make sure general jobs are done such as a clean room and you both will help with the seating.. The Host will have the following duties: 1) Make sure Speakers have water, if they need it.
2) Make sure proper signage is on the table.
3) Welcome the Speakers (and Moderator) and help to seat them.
4) Know how to pronounce their names, (ask if unsure) , and have the program to read from for introductions.
The Timekeeper will have the following duties: 1) Make sure all handouts are on the chairs;
2) Perform “door” duty and “seating” duty as needed;
3) Notify the Speakers at 10 minutes, 5 minutes, and “Stop!”
points before the end of the Breakout Session (signs that you can hold up will be provided). After the speaker is done, there is usually a Q&A session. A sign will be in each session to remind you and the speaker to do this.
Volunteers are allowed in all sessions, however if a session is full, volunteers need to give up their seat to paying attendees. Volunteers should wait until all attendees are seated to take a seat. Both people working a session are responsible for ushering people out of the room when the session ends and also you YOU MUST CLEAN UP THE ROOM FOR THE NEXT SESSION. There are 1-2 floaters at all times. They will be checking in the hallways at the beginning of each Breakout Session in case there is an unexpected crowd overflow at one of the rooms, Other Volunteer Responsibilities Meal Greeter and Seater: Please be at the door of the dining room 15 minutes before the meal. VERY IMPORTANT: Take the guests to the front of the room. Volunteers will also be utilized at the Note: Because “things happen,” all Volunteers are “on call” on the days you are volunteering in the event of emergencies All volunteers are allowed to come and hear the Keynote speakers for free if there is room. We just need to wait until the public is seated first, and then you can find a seat We will have food, coffee and tea and water in the Volunteer Lounge. For food there is the lounge and your daily lunch ticket for Peets. We do not eat with the attendees. Mark Hopkins/Getting in touch with Linda Lee and Jane Glendinning Linda Lee and Jane Glendinning will be staying at the Mark Hopkins from Thursday-Monday and you can call us anytime during the event. SUNDAY NIGHT WE HAVE A BIG DINNER in town sponsored by one our great supporters Harvey Pawl. We have a volunteer party 1-2 weeks after the Conference. Date to be announced. This is a great time to bring any photos you may have taken and any stories of your experiences too! |