BCA Convention Volunteer Job Descriptions
Position: Audio Visual Technician
POSITION OVERVIEW
To maintain support and provide implementation assistance for BCA Convention needs as it relates to all audio & video related activities.
REQUIREMENTS
Strong communication skills to work with a diverse group of individuals
Ability to understand the big picture, yet manage the details
Can work independently and in a team environment
Responsible, professional and able to work effectively in stressful situations
Ability to operate basic audio visual equipment such as; LCD projector, DVD player, CD players, etc.
Will also require advance skills in Microsoft applications
SPECIFIC DUTIES AND RESPONSIBILITIES
Set up and monitoring of audio equipment
Manages audio equipment on site during special events as outlined in event scripts
Provide technical support during all general sessions, workshops as required and all special events of the 2008 BCA National Convention and Expo during the dates of May 28-May 31, 2008 at the Hyatt Regency Atlanta
Position: Media Relations
POSITION OVERVIEW
Assist in the area of Media Relations during the BCA Convention and Expo. Volunteer is required to have past experience in journalism and or public relations. Volunteers will be responsible for attending official BCA convention events and producing a written recap of the event, which could be published in a BCA publication or an immediate press release. This position also includes general office assistance.
REQUIREMENTS
Proficiency in MS office applications
Excellent communication skills are required (verbal and written)
Some Public Relations experience is helpful
Expressed desire to provide high quality service to the success of the BCA convention
Must have a friendly approach and be able to work well with executives and volunteers
Must be highly organized for appropriate scheduling and time keeping
Must be flexible with multi tasking and taking direction from multi levels
Journalism experience is a plus
SPECIFIC DUTIES AND RESPONSIBILITIES
Assist with directing Media traffic to specified areas as required
Assist with fielding media inquiries while working with the BCA Executive Director, whom is the official BCA spokesperson
Arrange interviews for BCA honorees as well as BCA board of Directors
Assist with preparation of questions/answers for media interviews
Update BCA BOD and staff with convention "talking points"
Assist BCA convention staff with event "script" changes and updates
Verify all media persons have the correct credentials
Position: Resource Center Assistant
POSITION OVERVIEW
Assisting BCA board and staff with the overall success of the Convention and Expo. Volunteer will be in the BCA resource center and be available to assist with a variety of task as required.
REQUIREMENTS
Proficiency in MS office applications
Prior experience in "customer service" role or position is required
Prior experience with convention or event management is a plus
Expressed desire to provide high quality service to the success of the BCA convention
Must have a friendly approach and be able to work well with all levels of individuals
Must be highly organized for appropriate record keeping
Demonstrated problem solving skills
Strong communication and interpersonal skills required
SPECIFIC DUTIES AND RESPONSIBILITIES
Record keeping of all equipment and supplies
Unpacking and packing of materials and related items for shipping/receiving
Answering incoming calls and distributing messages as required
Producing photo copies of speaker presentations and handouts as required
Organization and distribution of daily program information and updates
Prepare documents and correspondence as required
Other duties as assigned
Position: Special Event Host/Hostess
POSITION OVERVIEW
Responsible for providing a warm "welcome" to convention attendees, guest and VIPS at special events. Could be required to confirm that each participant has the appropriate convention credentials to gain admittance to the event as well as retrieve tickets at the door for required events.
REQUIREMENTS
Previous experience within a "customer relations" role
Expressed desire to provide high quality service to the success of the BCA convention
Must have a friendly approach and be able to work well with all levels of individuals
Excellent interpersonal skills and good communication skills
Out-going smile and personable approach
Ability to follow instructions
Dependable and responsible
SPECIFIC DUTIES AND RESPONSIBILITIES
Monitor event entrance to assure all participants have the correct convention credentials
Refer any individuals to the registration area for appropriate credentials
Distribute and collect program evaluation forms
Distribute official BCA program information or other items as directed
Collect event tickets as required
Escort designated VIP's to the appropriate seating
Return collected tickets to Volunteer Coordinator
Position: Volunteer Coordinator
POSITION OVERVIEW
Responsible for on site volunteer activities
Responsible for confirmation of volunteer positions are filled
Responsible for adjusting schedule and/or assignments as required
Responsible for the day to day activities for all volunteers.
REQUIREMENTS
Expressed desire to provide high quality service to the success of the BCA convention
Must have a friendly approach and be able to work well with executives and volunteers
Must be highly organized for appropriate record keeping and problem solving skills
Excellent communication skills (Verbal and Written)
Experienced in a supervisory role and comfortable with providing directions and instructions
SPECIFIC DUTIES AND RESPONSIBILITIES
Assure that volunteer contact information is correct (for follow up)
Correspond with all volunteers to confirm their schedule; review responsibilities; confirm expected attire; reconfirm parking arrangements and any other expectations
Greet volunteers as they arrive and provide the appropriate name badge and/or uniform
Review volunteer job assignment and expectations
Direct volunteer to their assigned work station
Introduce volunteer to appropriate BCA staff member and/or other volunteers
Assure that volunteer completes an evaluation form and turn in their name badge at the end of each shift
Provide each volunteer with the correct job description and direction for their perspective area.
Will be responsible for signing volunteers in at the beginning of their shift and signing out at the end of the shift.
Assure that each volunteer has the correct uniform and volunteer ID
Position: Workshop/Session Monitor
POSITION OVERVIEW
Responsible for the timing of each workshop or session, assuring that each session begins and ends on schedule. This position is also responsible for distribution and collection of evaluation forms from each session/workshop.
REQUIREMENTS
Expressed desire to provide high quality service to the success of the BCA convention
Must have a friendly approach and be able to work well with all levels of individuals
Must be organized for appropriate record keeping
Excellent communication skills
Ability to follow instructions
SPECIFIC DUTIES AND RESPONSIBILITIES
Introduce yourself to the session moderator/facilitator and be available to assist with any necessary request such as distributing handouts and assuring that required materials are available
Close doors of meeting room to begin the session on time
Distribute workshop/session evaluations (should be handed out at the door)
Collect evaluations (including unused ones) and return to the Volunteer Coordinator at the end of shift (completed evaluations should be separated from blank evaluations)
Act as session time keeper-provide signal to moderator/facilitator when there is 10 minutes left in the session, then 5 minutes, then 2. All sessions must end no later than 5 minutes AFTER the scheduled time (open doors) as the final signal
Position: Youth Clinic Volunteers
POSITION OVERVIEW
This position will be responsible for assuring the overall production and success of the 2008 BCA youth clinic. Volunteer positions for the youth clinic include; Set up and tear down, clinic registration, clinic runners, food service workers, and assistance with the individual clinic breakouts.
REQUIREMENTS
Experience with youth group participation and/or organizations is a plus
Prior experience in "customer service" role or position is required
Expressed desire to provide high quality service to the success of the BCA convention
Must have a friendly approach and be able to work well with all levels of individuals
Love of fresh air and being outdoors
SPECIFIC DUTIES AND RESPONSIBILITIES
Clinic registration volunteers will be responsible for providing pre registered attendees with the correct clinic materials and assisting on site registrants with completing the required documents for participation in the clinic
Food service volunteers will be responsible for directing participants to the appropriate line for the pre prepared meals and to provide assistance as required
Clinic runners will be responsible for any needs of the sports facilitators. This may include retrieving extra balls, pumping up balls if necessary, ushering participants to on-site trainer if required, or inter acting with youth during as required
Clinic Breakout volunteers will be responsible for assisting with the initial set up of their respective sports clinic, making sure clinic participants are directed to the appropriate session and assisting with clinic drills and lesson's as well as acting as the clinic " official time keeper"
Set up/Tear Down volunteers will be responsible to assist all volunteers, staff, and clinic facilitators with the preparation and clean up of the event.
