General Meeting Credentialing / Registration Assistant. Assist WCPT staff with onsite registration of General Meeting delegates

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1 Volunteer Job Descriptions General Meeting Credentialing / Registration Assistant Assist WCPT staff with onsite registration of General Meeting delegates Responsibilities: Ensure delegates know which credentialing desk they should use Assist WCPT staff with checking delegate registrations and distributing delegate packs Answering general queries related to the General Meeting General Meeting Hospitality / General Assistant Welcome delegates to the General Meeting Meet and greet approximately 300 delegates Provide general assistance Assist with set up Responsibilities: Ensure that any event signage is in place Greet delegates and direct them to their seats Provide assistance with new member organisations Provide any general assistance required, carry out errands and generally assist with the smooth running of the meeting Possibly assist with set up of the area prior to the meeting Gala Dinner Registration / Hospitality Assistant Welcome delegates to the Gala Dinner Assist WCPT staff with onsite registration of Gala Dinner delegates Responsibilities: Possibly assist with set up of area prior to event Ensure that any event signage is in place Meet and greet approximately 500 delegates Greet delegates, take tickets at door to event, and maintain an accurate participant count. Ensure only invited guests gain admittance. In the event that a delegate has misplaced his or her ticket, verify their name on the Attendee List Lead or direct delegates to event area Provide assistance with VIPs and award recipients Provide any general assistance required Once dinner begins, update delegate list to indicate who has attended (using ticket stubs) Police re-entry to the event during dinner Responsibilities: Pre and Post Congress Courses Registration Assistant Assist Congress registration staff with the onsite registration of delegates attending Congress Courses Delegates will visit the registration desk to sign in to the course. Volunteers will: Greet delegates Check delegates off a list Check if there are any outstanding fees Distribute the (pre-prepared) name badges and delegate packs/bags Answer general enquiries from delegates Page 1 of 8

2 Pre and Post Congress Courses Transport / Transit Assistant Assist delegates travelling to pre and post Congress course venues Responsibilities: Provide guidance to delegates travelling by public transport on how to get to and from Academia and Nan Yang Polytechnic Job Description Responsibilities: Pre and Post Congress Courses Session / Room Monitor Assist delegates and presenters with course related matters Oversee the smooth running of the session Liase with the delegates and organisers to ensure that they have a satisfying experience Provide directional assistance to delegates at the end of the day to help them find transportation This volunteer is responsible for: Prior to Registration: Ensure all signage and registration desk is set up Verify room has been setup as requested, including AV equipment setup and furniture placement Introduce yourself to the course leader/presenter and ensure they are familiar with your role and that their needs within the room are taken care of Room Monitor: Greet delegates, verifying their badge allows them into the course. Throughout the day: Act as the information resource to the session leader and/or delegates to resolve any AV, venue or catering issues, and answering any questions Ensure that any catering ordered is delivered accurately and on time and escort delegates to the catering area (if required) Ensure the room is refreshed during breaks and lunch End of day: Assist session leader in packing up at the end of the day Check for any items left in room and returning found items to S2S staff or other WCPT representative for safe keeping (if no staff member present, return to the Suntec registration desk) Respond to questions about transportation Return list of delegates to Donna at Suntec Congress Directional / General Information Assistant Provide directions to delegates when requested Answer general enquiries Hand out copies of WCPT Congress News on Saturday 2nd and Monday 4th May Answer general enquries about the congress app Responsibilities: Have a good understanding of the congress events, activities and schedule Know where to look or who to ask for answers Answer delegate questions and provide information on the various things to do during congress and in Singapore Provide friendly and accurate information or directions to people who ask Page 2 of 8

3 Media Centre Hospitality Assistant for Opening Ceremony Assist local, national and international media Responsibilities: Assist with providing information and guidance to the press on the day of the opening ceremony Liaise with Simon Crompton about arrangements Provide welcome and assistance to media representatives Media Centre Hospitality Assistant Be on hand at the media centre to provide help to members of the media Responsibilities: Provide information and support to members of the media Assist WCPT s Communications Consultant Assist event staff when required Registration Desk Assistant Assist delegates with registration Responsibilities: Assist with the distribution of name badges Answer delegate questions Provide information about the congress Registration Desk Delegate Bag Distribution Assistant Distribute delegate bags to delegates Responsibilities: Stuff bags as required Provide delegates with a delegate bag in return for the appropriate ticket Provide delegates with their name badge holder Notify congress staff if delegate bags are running low Information and Message Desk Hospitality Assistant Provide general congress information to delegates Responsibilities: Offer general assistance or directions to delegates Answer general enquries about the congress app Providing delegates with paper and pens to write messages for pin board Cloakroom Hospitality Assistant Store bags and coats while delegates are in sessions Responsibilities: Provide delegates with a cloakroom ticket for items that are stored on their behalf Return bags when the delegate returns with their ticket Take any uncollected items at the end of each day to registration so they can be locked away overnight Offer general assistance or directions to delegates Page 3 of 8

4 Opening Ceremony / Welcome Reception Hospitality Assistant Welcome delegates to the Congress Opening Ceremony Assist with directing delegates into the Opening ceremony and finding seats Assist with directing delegates to the Welcome reception Responsibilities: Welcome delegates (and VIPs) when entering the venue Check delegate badges Assist with providing information and guidance to the delegates Assist event staff where required Distribute drink tickets Art and Health Exhibition Assistant Assist with the Art and health exhibition Help set up the exhibition Man the stand during the welcome reception Responsibilities: Help with setting up the exhibition Greet delegates visiting the stand during the welcome reception Hand out the press release to visitors and be available to answer any queries Congress Photography Assistant Assist the congress photographer with taking photos during the event Provide additional/alternative photographs of the event to those that will be provided by the official congress photographer Note that the assistant photographer will need to have his/her own equipment Responsibilities: Follow the brief as to the type of photographs to take for the congress Work on his/her own (the assistant will not be working with the official congress photographer except if requested to by photographer) Note that WCPT will own full copyright of all the photographs taken Volunteer Lounge Scheduling Assistant Oversee the volunteers as they check in and out of their shifts in the Volunteer Lounge Responsibilities: Manage the schedule in the Volunteer Lounge, checking volunteers in and out of their shifts Notify the Volunteer Coordinator when a volunteer has not arrived, or if a volunteer needs to leave early and coverage is required Respond to questions by volunteers Ensure the Volunteer Lounge is kept orderly and notify the Volunteer Coordinator if the food and beverages are running low Responsibilities: Congress Assistant Volunteer Coordinator Assist the Volunteer Coordinator onsite As Suntec is very large, the Assistant will cover areas where the Volunteer Coordinator is not, or if a large event, where two coordinators are needed Stay in communcation with the Volunteer Coordinator to inform of problem areas (e.g. if more volunteers are needed, if there are too many in one spot and they need to be reallocated) Page 4 of 8

5 Assist the Volunteer Coordinator with the myriad of tasks that may be needed Assist volunteers if they are really busy or cover for them if they need a short break Anticipate problem areas and communicate possible solutions to the Volunteer Coordinator Be the eyes and ears on the floor Speaker Service Centre AV Hospitality Assistant Assist AV technicians dealing with presenters lodging/checking their presentations Responsibilities: Liaise with presenters wishing to submit/check their presentations Assist speakers in familiarising themselves with the presentation system Assist AV technicians Other duties as required Poster Area Hospitality / Set up and Tear Down Assistant Assist the Project Lead to ensure the efficient set-up and tear-down of the poster board area Assist delegates and presenters in the poster display area Responsibilities: Set-up of the poster display area Affixing poster board numbers Ensuring all signage is in place Direct presenters to the poster display area Handle enquiries from presenters and delegates Help presenters and delegates find poster boards Ensure nothing other than velcro is used to fix posters to boards / distribute velco Ensure any posters not removed by 18:00 are taken down and stored Ensuring the poster area and Poster Information Desk are manned at all times Distribute speaker certificates Answer general enquries about the congress app Other duties as required onsite Exhibit Hall Hospitality Assistant Assist delegates and exhibitors in the Exhibit Hall Responsibilities: Answer general enquries about the congress app Answer general questions about where to find exhibitors, posters, internet cafes and other areas in the exhibit hall Ensure the Art and health exhibit is tidy, has press releases, and answer questions Singapore House / Global Village / WCPT Stand Hospitality Assistant Greet delegates visiting the Singapore House Help set up the stand Meet and greet delegates visiting the stand Provide general assistance Help cover the stand ensuring it is always manned Page 5 of 8

6 Help with tear down at end Responsibilities: Greet delegates and offer hospitality (if available) Help to keep stand looking neat and inviting Help to ensure stocks of handout materials and any giveaways are replenished on the stand Provide any general assistance required, carry out errands as necessary Assist delegates with any activities on stand, e.g. data collection on laptop, physical activity/games in place Answer general enquries about the congress app General help to cover the stand ensuring it is manned at all times Possibly help with tidying stand at end of days 1 and 2 and packing up day 3 WCPT Office / Scientific Programme Office (SPO) Office Assistant Assist WCPT office and scientific programme staff Responsibilities: Ensure the SPO is staffed at all times Provide administrative support to all WCPT, scientific programme staff and WCPT Executive Committee members; including basic computer work, photocopying, running errands, taking messages, etc. Act as the receptionist for the SPO, dealing with issues if possible, or investigating solutions Ensure the WCPT office/spo is kept orderly and notify event coordinators if the food and beverages are running low Other duties as required Clinical Visits Transport / Transit Assistant Assist delegates travelling to clinical visits Responsibilities: Joins the group for the visit as the host for the group Ensure all delegates registered for that visit are present at the pick up point Escort them during transit Remain at the venue Escort the delegates back to Suntec Responsibilities: Chair and Speaker Lounge Hospitality Assistant Oversee the chair and speaker lounge Ensure session chairs and presenters are checked in and introduced to each other, and prepared for their assigned session Notify the scientific programme staff in good time if a session chair has not turned up The chair of each session will meet with all presenters in their session in the Speaker Lounge at least 30 minutes prior to the session start to: ensure they are all present, confirm the length of time allocated for each presentation and the designated start and stop times for each presenter, and where necessary review the biographical information. Volunteer duties: Ensure the room is kept clean and tidy, free of rubbish and that all signage is in place Greet and verify chairs and presenters as they enter the Speaker Lounge Ensure the chair is introduced to their presenters Page 6 of 8

7 Notify the scientific programme staff if any chair has not arrived 15 minutes before the start of their session Distribute certificates Direct any latecomers to their assigned session room Take any lost property to the registration desk Answer general questions Assist speakers and chairs in familiarising themselves with the presentation system Answer general enquries about the congress app Other duties as required onsite Scientific Programme Room Monitor Oversee assigned session room for the duration of shift Ensure that all logistical and environmental requirements are in place and functional, for the smooth running of the session and the comfort of the delegates Ensure that all session speakers are acquainted with the space prior to the start of their session Responsibilities: Ensure that the assigned rooms are set up and maintained as required Ensure all session signage is in place Monitor entry to their assigned room Monitoring room numbers Contacting AV staff if there are difficulties with equipment Ensure comfort of the room is maintained from an environmental standpoint (lighting, temperature) Assisting session leaders as requested Politely discouraging delegates from excessive and invasive photos or videoing of sessions Answer general enquries about the congress app Other duties as required onsite Party Night Despatch Directional Assistant Assist with directions to the Gardens by the Bay in order to help people find their way Responsibilities: Stand at main entrance of Suntec and direct guests to the Gardens by the Bay Stand at strategic locations between the main entrance of Gardens by the Bay and the Group entrance to the Flower Dome to direct guests Party Night Hospitality Assistant Welcome delegates to the Party Night Assist Registration Manager with collecting tickets and directing people to the correct area Provid delegates with drinks tickets and wrist bands for flower dome Responsibilities: Take tickets Give out wrist bands for flower dome Provide drink tickets Provide directions to guests : Closing Ceremony and Abstract Awards Hospitality Assistant Welcome delegates to the Closing Ceremony Page 7 of 8

8 Provide directional support to Closing Ceremony Manage quick seating of delegates Assist with certificate distribution Responsibilities: Encourage prompt flow of people into the room Ensure seats are filled from the front backwards Be available to assist Event Coordinator with certificates if required Page 8 of 8