Youth & Peace Conference 2015 Volunteer Registration Form
DATE: Saturday, February 21, 2015 (Conference = 9 am to 4:30 pm; After Party 4:30 -6)
*LOCATION: *Higher Ground at Wakefield, 101 W 44th St., Tucson, AZ 85713
INFO: 520-991-6781; firstname.lastname@example.org
Volunteer sign-up is included in the REGISTRATION page: HERE
The Youth & Peace Conference (YPC), now an annual event in Tucson, is a powerful force for peace, nonviolence, & civic engagement among young people in our community. Conference participants gain awareness and strengthen skills for recognizing and reducing all forms of violence (e.g., bullying, relationship violence, sexual assault, hate, bigotry, negative self-talk), as well as effectively communicating, peacefully resolving conflicts, and courageously confronting injustice. Key theme chosen by the Youth Leadership Team planning the 2014 YPC is: What is Compassion?
Thank you very much for your interest in volunteering for the Youth and Peace Conference 2015. There will be 90+ opportunities to volunteer and provide invaluable help in making this conference a huge success. See below for a list and description of volunteer jobs needed for the conference. Once you have reviewed this information, please fill out the Volunteer Application Form online at www.higherground.me/youthpeaceaz.
This year, in addition to individual volunteers, we are also encouraging groups to sign up and take responsibility for a particular Volunteer Job (see list below). For example Public Health students from the U of A are handling the Food Service duties at the conference. If your group would like to take charge of a particular task for the full day of the conference, you can sign up for that job on the Volunteer Application Form (www.higherground.me/youthpeaceaz). Any questions, call Ann Yellott at 520-991-6781.
2015 Youth and Peace Conference Volunteer Jobs and Descriptions
FRIDAY, February 20, 2015
Food Bank Pick Up – Friday morning from 10 AM to Noon (need 2 people with trucks, including at least one full size truck and 2 additional people to help unload)Meet at Higher Ground (101 W. 44th St.) and drive all vehicles to the Food Bank with Kate Meyer from Our Family Services. Collect final donations from the Food Bank for the conference, including a large amount of water, fruit, perishable items, and other food products.
Conference Set Up --Friday from 5:30 to 8 PM. (need 6-9 people – being handled by Fred G. Acosta Job Corps students) Set up registration & exhibit fair area; get workshop rooms ready in both buildings and put up signs. Set up party area as possible. Other set up tasks as instructed.
Bag Assembly (Need 3 people) – Friday, April 11 at 5 PM: Assemble bags for participants coming to the conference, containing program, raffle ticket, passport, etc.
SATURDAY, APRIL 12, 2014 at Conference
- Final Set Up from 7:30 to 9 AM (need 6 people)Complete set up tasks both inside and outside as needed that morning. May include setting up tables; putting up signs;
* Parking & Welcome (2 people working in 2 hour shifts all day 8 AM to 2 PM, as needed): You will be directing participants where they are able to park. Spaces will be reserved for anyone with a handicap or special needs. Another job will be welcoming people as they are arriving and directing them to the entrance area for the conference.
Registration (8-9 people needed from 8 to Noon; and 4-5 people needed from Noon to 4 PM): There will be two registration areas open all day (8 AM to 4 PM). At 4 PM, the Registration Table for Presenters, Exhibitors, & Volunteers will be transformed into the After Party Registration Table.
1) Main Registration Area (open from 8 AM to 4 PM): This area will handle registration for conference participants & provide information during the day We will need 3-4 people at the Main Registration Area from 8:00 to 11:30 & then 2 people for the remaining time (11:30 to 4).
The Main Registration booth will also handle donations and sales for the conference (selling buttons, howl towels with peace pledge, and maybe t-shirts). We need 1 person to be the Cashier & take donations, money from product sales, write out receipts, keep track of money received and turn it over as instructed.
In addition, we need 2 people helping at the “Workshop Board” (8:30 to 11:30 AM) & guiding participants in choosing workshops for the day.
2) Registration Area for Workshop Presenters, Exhibitors, & Volunteers (open from 8 AM to 4 PM):We will need 3 people at this registration table from 8:00 to 11:30 & then 1-2 people for the remaining time (11:30 to 4) to handle check in and provide information for all workshop presenters, exhibitors, and volunteers.
After Party Registration Area At 4 PM, the Registration Table for Presenters, Exhibitors, & Volunteers will be transformed into the After Party Registration Table. We will need 3 people from 4 to 6 PM to collect conference evaluation forms, which are the ticket to the party, and stamp each youth’s hand for entrance to the party; provide guidance for people coming late to the party. Sell products left from the conference.
Opening Ceremonies (2 people needed):Help set up the stage area and be sure everything is running smoothly for Opening Speakers.
Resource Fair (3-4 people needed): Assist exhibitors in unloading materials and setting up their Resource Fair space. Need to be on duty from 8 to 10 AM.
Workshops (8 people for Morning Workshops & 8 for Afternoon Workshops): Each workshop will be assigned one volunteer. Volunteers will collect workshop tickets at the door to the workshop. Be available if workshop presenter needs something. At end of workshop, direct participants to next activity (e.g., to lunch after morning workshops; martial arts demos following afternoon workshops). Be sure room is cleaned up & ready for next workshop or activity.
*Tech/IT Crew *(2-3 people needed starting Saturday morning at 8 AM)Check all equipment in workshop rooms to be sure it is working. Trouble shoot if there are problems. One tech person to be in charge of main stage area. One person in charge of equipment in Building #A; one person in charge of equipment in Building # C.
Guides (2-3 people for 2 hour shifts starting at 11 AM): Be available in different parts of the conference to direct participants to workshops, lunch area, martial arts demo; after party, etc..
Food Service (4 people for breakfast; 10 for lunch; 2 for After Party) :
Breakfast Shift (from 8 to 10:30 AM) = To be served from 8:30 to 10 AM. Oversee breakfast: cereal, milk, fruit, granola bars, etc. Keep tables clean in the outdoor café area. Put recyclables into proper bins.
Lunch Shift (from 11:30 to 1 PM) = Put out the food to be serviced for lunch. Serve regular and vegetarian/vegan lunches. Collect lunch tickets. Some light cleaning of area once all lunches served.
After Party Shift (from 4 to 6:30 PM) = Oversee snack area at After Party, including operating the popcorn machine. Make sure recyclables go into proper bins. At the end of the party (6 pm), help clean up the area used for the party, especially the snack area. Clean popcorn machine according to instructions.
Clean up Crews (6-8 people from 4:30 to 6:30 PM and 4 people for After Party from 6 to 7:30 PM):
Conference Clean Up = 6-8 people on duty from 4:30 to 6:30 PM to handle the following tasks: Workshop rooms cleared & swept. Rented or borrowed chairs & tables stacked for pick up. All recyclables collected in blue bins; trash cleaned up and put in trash bins. All decorations removed and stored or put in trash, as appropriate. This clean up will be going on in the two buildings & the courtyard used for the conference, while he After Party is going on in Courtyard # 2 and/or the Library area.
After Party Clean Up = 4 people (hopefully drawn from Youth Leadership Team) needed from 6 to 7:30 PM = Clean up and collect all trash & recyclables. Help DJ carry equipment to his vehicle. Clean up patio and library as needed; take down all decorations.