Volunteer Information

Volunteer registration will open on July 1, 2013. Volunteers perform much of the work at the convention. The volunteer program is an opportunity for students to attend the convention at reduced cost. In exchange for one complete volunteer shift (shifts range from four to six hours), volunteers will receive a complimentary convention registration,* which includes:  

• The chance to network with professionals in the field
• The opportunity to learn about the communication discipline
• The ability to attend all convention sessions
• Access to Graduate School Open House
• Access to NCA Job Fair

*Note that complimentary convention registration is offered to volunteers, but this does not include membership with NCA. All volunteers are required to join/renew their membership if it expires before December 1, 2013. Please join/renew at least three business days prior to registering as a volunteer to allow your membership to process.  

 

Registration Area Volunteer

This is the hub of activity and where you will see everyone in attendance pass through. We are looking for especially energetic and friendly volunteers.

Volunteer responsibilities:

• Review and provide quality control for registration forms to ensure correctness and completion before registrants go to registration desk.
• Assist as needed, including directing attendees to special events, handing out programs, setting out signage, etc.

Graduate School Open House/Job Fair Volunteer

The Graduate School Open House offers universities and colleges the opportunity to highlight their programs while allowing prospective students to access a large number of programs at one time. The Job Fair offers departments with job openings the opportunity to distribute information about their listings and gives job-seekers the chance to meet with potential applicants. Volunteers for these events are not to take part in the events. Volunteers are there to assist, not attend/participate.

Volunteer Responsibilities:  

• Check-in the participating departments and help department representatives find and set up their areas.
• Help attendees/applicants find specific booths and answer questions. 

Short-Course Usher Volunteer

A Short-Course session is two hours and 45 minutes long. It is an educational or “how-to” course designed to give attendees skills or knowledge to take back to their institution and implement. There is an additional registration fee to attend a Short Course and Short Courses are conducted throughout the convention schedule. Short Course ushers assist the instructors as needed. This is a great opportunity if a certain Short-Course topic interests you.

Volunteer Responsibilities:

• Ushers count and record attendance at each program. After the course has concluded, the roster must be returned to the appropriate supervisor in the volunteer office.
• Ushers should be prepared to provide directions to those attending the convention and looking for Short Courses.
• Ushers also serve as ‘teaching assistants’ for the Short-Course instructors and should plan to stay with the course in its entirety. Ushers should be prepared to help straighten and tidy the room, distribute handouts and course evaluations; and complete other assignments as directed by the instructor(s).
• Ushers should arrive in the meeting room 15 minutes prior to the start of the Short Course. Punctual ushers are vital to Short Courses.

Convention Usher Volunteer

Ushering provides a great opportunity for students to attend programs and observe the convention. Ushers are also very important because they capture session attendance, which helps the National Office and Officers identify opportunities for change and improvement in the program. Ushers will generally be assigned to several rooms on one floor. Teams of ushers will be working at both hotel properties.

Volunteer Responsibilities:

• Ushers count and record attendance at each program. After ushers have taken attendance and verified that sessions have begun successfully, they must report attendance figures to the appropriate supervisor in the volunteer office.
• Ushers should look into each program room to be sure there are no problems. If problems exist, they should notify and work with the session chair to resolve the problem. If the problem is simple, (e.g., a need to straighten chairs, clear papers from the head table, etc.), the usher should work with the session chair to resolve the problem. If the problem is more difficult (e.g., AV not working, wrong room setup, etc.), the usher should contact a member of the National Office staff (report to the registration area).
• Ushers are also asked to provide directions to those attending the convention. Ushers should be familiar with the hotel in which they are working.

Cyber Cafe Volunteer

The Cyber Café is located in the Exhibit Hall. It consists of six computers where convention attendees can access the Internet. Use of the Cyber Café is free to convention attendees and is open the same hours as the Exhibit Hall. Cyber Café volunteers do not have to troubleshoot the computers or provide technical assistance beyond the basic “is it plugged in?” issues. Of course, technically savvy volunteers are welcome to ease this process.

Volunteer Responsibilities:

• Make sure each person using a computer is a registered attendee (has a badge).
• Enforce a 15-minute time limit on use if people are waiting for computers.
• Report technical problems to Terry Wilson, NCA IT manager, at the NCA registration area.
• Protect against theft.
• Inform people of the Cyber Café’s purpose, hours, and rules.

Pre-Registration Area Volunteer

The Pre-Registration Area is a fast-paced area where volunteers check-in attendees who have already registered and exhibitors.

Volunteer Responsibilities:

• Staff the Exhibitor Registration desk and check-in exhibitors as they arrive.
• Collate and stuff convention programs/bags. This is a large part of volunteer duties on Wednesday and Thursday. 
• Distribute convention materials to pre-registered attendees.