Did you know that the annual WAI Conference isn’t possible without a small army of volunteers? In addition to the core team of the WAI staff, over 400 volunteers pull together to make each annual Conference a success. The huge team of volunteers also helps us keep cost for the Conference low and permits more funds to be used for scholarships and other member benefits. But the real secret the volunteer corps is keeping is that they have more fun and meet the most interesting people through their volunteer work at the Conference.
All shifts are 2 hours unless otherwise noted, but we could always use your help for longer shifts – even whole days! We ask that all volunteers be able to commit to a full shift. Thank you for your support – we’ll have a great time!
Truck Unloading and Loading
Overview: The WAI staff drives the truck from Ohio to Nashville, loaded with all the tools and equipment necessary to put on a fantastic conference, and we sure could use some help at the very beginning of preparation and after the conference is over.
· Help with unloading and loading boxes
· Relocating boxes, tables, equipment with and without a dolly
· Staff Coordination Center and take inventory as truck is loaded and unloaded
Overview: The Coordination Center is the hub for behind-the-scenes conference operations. Please be on time for your shift and allow for 15 minutes overlap time for debriefing your replacement. A minimum shift of 4 hours in the coordination center is requested (could potentially be divided).
· Answer phone calls, take messages, relay to appropriate person.
· Monitor and control use of office supplies and equipment.
· Maintain a professional image in the Coordination Center.
· Accept and control Lost and Found items.
· Perform other duties as requested by key personnel.
· Do not bring food or drinks to the Coordination Center while on duty (water is permitted)
· Review and understand the Coordination Center portion of the Conference Flight Plan – especially the cancellation policy and the FAQs.
INFORMATION & VOLUNTEER BOOTH
Overview: Not your first WAI conference? Then this is the job for you! You will help newcomers get their bearings, point people in the right direction and help other volunteers sign in for their shift. Volunteers for this job should have attended at least one other WAI Conference and be able to assist attendees and answer their questions. Also help the volunteer coordinator recruit additional volunteers for unfilled positions.
· Answer general conference questions, give directions, etc.
· Sign in volunteers for their shift and recruit and sign up new volunteers for unfilled positions
- Not your first WAI conference? Then this is a great job for you! You will help members renew their membership, encourage non-members to sign up and answer membership and benefits questions. Volunteers for this job should have attended at least one other WAI Conference and be able to assist attendees and answer their questions. Volunteers in the membership booth should be comfortable using a computer and entering data. A minimum shift of 4 hours in the membership booth is requested.
· Answer general membership questions, pass out membership and benefit materials, etc.
· Renew memberships
· Sign up new members
· Update members data
· Help membership coordinator
EXHIBIT HALL & MARSHALLING
Overview: This is an important job where we always need volunteers. Volunteers stand at the entrance doors to the Exhibit Hall and ensure that only WAI badge holders with appropriate badges are admitted to the room. Volunteers in this area might also be stationed in other areas of the Conference Center, such as Registration, Check-In, and other Help Desk areas, to direct people to the correct location and to assist with crowd marshalling. The Exhibit Hall Coordinator will provide instructions and badge examples.
· Check attendee and exhibitor badges
· Assist Exhibit Hall Coordinator as needed
AIRLINE CROWD CONTROL
Overview: While we have tried to accommodate job seekers with the Fast Pass process and area, there is the potential for crowds to grow and make navigating the exhibit hall difficult. The job of the Airline Crowd Control volunteer will be to work with their assigned airline to assist in handling crowds if/when they develop with the airline’s preferred process.
· Help airline personnel inside the company booth to direct crowds and assist attendees
· Assist airline personnel as necessary
Overview: The registration area is a fun, fast paced place to volunteer. Help check in pre-registered conference attendees and welcome them to the conference! Volunteers are also needed to help keep registration desks stocked with Conference Packets and to serve as runners. A minimum shift of 4 hours in the registration area is requested.
· Check in pre-registered conference attendees; print out badge sheets and tickets
· Hand out conference tote bags
· Review the printed items with the attendee to make sure their information is correct
· Advise attendees on Meal Ticket procedures
· If unable to answer attendee's questions, refer them to the Information/Volunteer Booth
· Keep printers stocked with badge sheets and paper
· Perform other duties as requested by key personnel
Overview: Press Room volunteers are needed early in the morning to distribute the WAI Show Daily to exhibitors and other conference locations. Experienced writers are also needed for the Press Room to take on short writing assignments to interview and write brief articles for the WAI Show Daily on a deadline. Both professional and amateur writers are welcome. In addition, volunteers may be asked to perform errands, greet the media, and serve as a host for the press room.
· Work on assignments as directed by Editor, Kelly Nelson, or Daily Editor, Patricia Luebke.
· Help with general functions of the press room, including greeting & assisting registered media.
· Assistance with distribution of WAI’s Daily, first thing in the morning.
GIRLS IN AVIATION DAY
Overview: Volunteers will help get individuals and groups registered and checked in, direct attendees, answer questions, assist at activity stations and be of assistance to GIAD staff. If you are happy, helpful and love sharing your passion for aviation with the next generation, this posting could be for you. Please note, there are two training times for this position, and you must attend one of them to work at Girls in Aviation Day – Friday afternoon at 4pm OR Saturday morning at 8:30am.
TICKET TAKERS & BADGE CHECKERS
Overview: We need lots of volunteers to take tickets and check badges for various functions, including Tours, Special Events, the Membership Meeting, General Sessions, and meal functions. This is a perfect job for anyone that cannot commit to the full 2 hour shift required for other volunteer positions.
Tours: Volunteers will check tour attendees in and provide tickets and boarding instructions.
Chapter Reception: Volunteers will stand at the entrance doors, take the attendee's tickets and also admit WAI staff, Board Members, and special guests to the room.
New Members Connect: Volunteers will stand at the entrance doors, take the attendee's tickets and also admit WAI staff, Board Members, and special guests to the room.
WAI Membership Meeting: Volunteers will stand at the doors and check badges to be sure only conference attendees are admitted to the room. Volunteers will also hand out Meeting Agenda as members enter the room.
Professional Development Seminars: Volunteers will stand at the entrance doors, take the attendee's tickets and also admit WAI staff, Board Members, and special guests to the room.
WAI Connect Reception: Volunteers will stand at the hall entrance doors, take the attendee's tickets, and ensure that only ticket holders are admitted to the room. Ticket Required.
Yoga/Mindfulness Sessions: Volunteers will stand at the entrance doors, collect the tickets and deliver to the volunteer coordinator afterwards.
General Sessions: Volunteers will stand at the doors and check badges to be sure only people with appropriate badges are admitted to the room.
Friday Luncheon: Volunteers will stand at the hall entrance doors, take the attendee's tickets, and ensure that only ticket holders, WAI Staff badge holders, and special guests (escorted by Staff) are admitted to the room. Ticket Required.
Saturday Banquet: Volunteers will stand at the hall entrance doors, take the attendee's tickets, and ensure that only ticket holders, WAI Staff badge holders, and special guests (escorted by Staff) are admitted to the room.