Volunteer information:
Dear NIPS volunteer,
Thanks for volunteering for NIPS! In exchange for at most 12 hours of work
you'll receive free registration to the component of NIPS that you
are volunteering your time towards. Hopefully, you will find this to be an
educational and fun experience.
Tutorial volunteers will receive free registration for the tutorials,
main conference volunteers for the main conference, and workshop volunteers
for the workshops. When you send in your registration form,
please enclose a note saying that your registration fee has been waived
for the approriate event as a volunteer. You may volunteer for more than one
section.
Instructions:
1) Look through the following list to see what job you might like.
2) Choose one or more job *numbers* in order of preference. Jobs will be
filled on a first come basis and your first choice may not be available
anymore.
Some jobs will be listed as, say, ``1/3'' obligation. You must take 3 of
these jobs to fill your full obligation, or whatever fractions add up
to at least 1 full obligation.
3) If your job(s) has more than one shift choice, indicate which shifts
you'd prefer, in order of preference -- total shifts selected
should add up to a full obligation.
4) Send me email with this information ASAP to maximize your chances of
getting the job you've requested. I'll fill in the TAKEN slots
with names as we go along, and send you a confirmation once
everything is taken.
5) You will receive your job confirmation by November 1 at the latest.
Marijke Augusteijn
Computer Science Department
University of Colorado, Colorado Springs
Ph. (719)-262-3493 Fax. (719)-262-3369
email: mfa@antero.uccs.edu
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Task #1: Duties for Registration (hardware and software) system (3 volunteers):
Before November 23:
Get the badge printing hardware and software up and running (the ability to
print badges with icons for tutorials/main conference/workshops).
Collect badge print paper, badge holders (help Christy do this).
Saturday November 23:
Print out all badges to date
Print out list of attendees, have it copied.
evening of Saturday November 30 or 8:00am on Sunday December 1:
arrive at Marriott (help in bringing computers over to the Marriott).
8:00am-4:00pm Set up registration desk, help with stuffing folders, print
remaining badges.
4:00-5:00pm Volunteer meeting
Sunday December 1: 4:00-5:00pm Attend volunteer's meeting
We need one person to work at the registration desk during each of:
Sunday 6:00-10:00 pm
Monday 8:30-5:30
Tuesday 8:30-5:30
Wednesday 8:30-5:30
Thursday 8:30-12:30: Box up computers to take to Snowmass.
In these tasks, the person can attend the conference, but must be available
(via radio perhaps) in case we have a glitch with the badge printing
system.
At least one person is needed to take the computers up to Snowmass and set them
up there, and be available if there are questions. This person will
also receive free Workshop registration at the Vail workshops.
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Task #2: Duties for Poster setup volunteer (1 person):
Before the conference: print large numerals for all posters.
Before conference: verify that we have poster room as needed.
Sunday December 1: 4:00-5:00pm Attend volunteer's meeting
Sunday 4:00-6:00: put numbers on poster boards. Board company will set
boards up. Coordinate with them to make sure they're there.
Tuesday 8:00am Check that posters are ready to be set up
Tuesday 8:00am-12:00 am Check poster room from time to time to make
sure that everything is going OK with setup.
Wednesday 8:00-10:00 am Remove all of Tuesday's posters from boards, make
sure that numbers are still on boards for Wednesday poster session.
Help with setup for Wednesday poster session.
Thursday between midnight and 10:30am: make sure all posters are removed
from boards by 10:30am and that poster room is cleared and that Board
Company people have taken away the posters.
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Task #3 (local): Folder materials assembly (1 person)
November 24: receive agenda for copying
receive jogging map for copying
receive instructions for where to pick up folders
Week of November 25-30: Take sheets to Kinko's, have enough made for
conference, save receipts for reimbursement.
Sunday December 1: 8:00am bring all materials to Marriot registration
desk for folder stuffers.
Sunday December 1: 4:00-5:00pm Attend volunteer's meeting
All of this person's duties get over before the conference, so
he/she can attend the whole conference.
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Task #4 (local): internet terminals (1 person)
Well in advance: make sure that room is available to set up internet
terminals on Sunday at the Marriott and that phone lines are made
available as well. Also make sure that appropriate software/hardware is
available.
Friday november 29 or before: arrange to have internet terminals delivered
to where they can be picked up on Sunday.
Sunday December 1, 8:00am: set up internet terminals at Marriott.
Sunday December 1: 4:00-5:00pm Attend volunteer's meeting
During conference: help with any problems that may arise, keep terminals
working.
Thursday : 10:00-12:30 Take terminals down, return them to
their home.
This person will also be able to attend most of the conference.
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Task #5: folder stuffer (2 people)
Saturday (nov. 30) &Sunday (Dec. 1), 8:00am-?? help Task #1 people to stuff folders
Also do whatever's needed to get tutorial
notes ready for Monday.
Also get folders for the volunteer's meeting
separated and ready for them.
Sunday December 1: 4:00-5:00pm Attend volunteer's meeting
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Task #6: Registration desk workers -- (9.6 obligations)
Either 2 or 3 volunteers at the desk at all times, according to schedule
below.
29 1/3 time slots = 9.6 obligations altogether
Sunday December 1: 4:00-5:00pm Attend volunteer's meeting
Sunday December 1: 5:30-6:00pm Help set up registration desk
Sunday December 1: 6:00-10:00pm Work registration desk: hand out folders,
print badges, sell extra banquet tickets, answer general questions
Hand out student travel checks as they register (REMEMBER to
take a photocopy of their air-ticket).
Three 1/3 time slots
Monday December 2: 8-11: 3 1/3time slots
11-2: 3 1/3 time slots
2-5:30: 3 1/3time slots 1/3 slot
Tuesday December 3: 8-11: 3 1/3time slots
11-2: 3 1/3time slots
2-5:30: 2 1/3time slots 1/3 slot
Wednesday December 4: 8-11: 2 1/3time slots
11-2: 2 1/3time slots
2-5:30: 2 1/3time slots
Thursday December 5: 8-11: 3 1/3time slots
help to get registration stuff all cleaned
up and loaded for the trip to Snowmass.
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Task #7: Floater (5 people)
1 person per shift, 3 shifts for every person (1 shift = 1/3 time).
Total of 15 shifts = 5
people (we'll double up two of the shifts).
Stand at base of elevator.
Show people where bathroom is, etc.
Answer general questions
Help out where requested by volunteer organizers.
Walk around exhibits, internet terminals, posters, every once in a while
to check security.
Sunday December 1: 4:00-5:00pm Attend volunteer's meeting
Shifts:
Sunday December 1: 6:00-10:00pm
Monday December 2: 8-11 : 2 floaters this shift
11-2 : 2 floaters this shift.
2-5:30 2 floaters this shift
Tuesday December 3: 8-11 : 1 floater
11-2 : 1 floater
2-5:30 : 1 floater
7:30-10:00 (poster session)
1 Floater
Wednesday December 4: 8-11
11-2
2-5:30
7:30-10:00 (Poster session)
Thursday December 5: 8-1:00
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Task #8: Miscellaneous exhibits coordinator (1 person)
Before the conference: obtain list of exhibitors. Act as contact point
for exhibitors. Determine when exhibitors will be set up.
Sunday 4:00-6:00 Make sure that tables for exhibitors are set up, resolve
A/V requirements, if any. Make sure that any A/V in the poster/demo room
is OK and resolved.
During conference: be available to help with exhibitor's issues that may
come up. Check with all exhibitors a couple of times a day to make sure
that all is well.
Thursday 10:00-12:00 Help to clear up exhibitor area, make sure that
nothing is left behind.
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Task #9: Tutorial worker (1.5 people = 6 1/4 time slots )
Sunday December 1: 4:00-5:00pm Attend volunteer's meeting
Monday 9:00am: come to registration desk, pick up your tutorial's
proceedings. Take proceedings to the room.
9:30-5:30: Sit at door of tutorial, check badges, give tutorial proceedings
to everyone with a badge. Do *NOT* hand out extra proceedings unless told
to do so by conference organizers.
Session 1: 9:30-11:30
Session 2: 1:00-3:00
Session 3: 3:30-5:30
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Task #10: String quartet help (1/4 obligation)
Monday night: help string quartet set up, help them move their stuff.
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Task #11: Banquet badge checkers (3 1/4 obligations,
3 people@1/4 obligation each)
Monday night, 7:30-9:00
Collect tickets at the banquet, watch the door during the banquet
Help with any A/V issues that might arise.
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Task #12: Badge checkers at main meeting (5 people--0.5 time each)
2 people, 2, 1/2-day sessions each, 5 1/2-days altogether = 10 slots to
fill with 2 people = 5 people
Tuesday morning sessions
Tuesday afternoon sessions
Wednesday morning sessions
Wednesday afternoon sessions
Thursday morning sessions
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Task #13: A/V help (3.5 people)
There will be one A/V person for each of the main conference sessions.
Each of these sessions counts for a 1/2 obligation. There are five main
conference
sessions, so 2.5 people are needed altogether.
Duties: At least 1 hour before the session in which you will work, find
the session chair and tell them you'll be helping with A/V for their
session. Find out which speakers will be using the slide projector
or video projector. It is your job to make sure that these are both
working. Also, you should ask the session chairs whether they would
like you to help the speakers with their microphones. If they say yes,
then you should help each speaker to clip the microphone to themselves
and with whatever other wiring or remote box is in use.
You should attend your entire session, and make sure that audio can be
heard from the back of the room, there are no feedback problems, and
that video and other visuals are visible.
If there are any issues or questions that you can't handle
yourself, contact the hotel's A/V department. Ask Marijke how to
do this in advance.
Tuesday morning sessions
Tuesday afternoon sessions
Wednesday morning sessions:
Wednesday afternoon sessions:
Thursday morning sessions:
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Task #14: Poster session guard (1 person):
Tuesday 7:30-10:00pm: Guard door to poster session, help with any issues
that arise.
Wednesday 7:30-10:00pm: Guard door to poster session, help with any issues
that arise.
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Task #15: Snowmass registration (2 people -- you may work both Snowmass and Denver if
you want free registration to both)
Arrive at Snowmass by 2:00 Thursday December 5.
Work registration desk in five shifts:
Thursday afternoon -- 2 people work to set up desk and
handle registration. Later, these people can
help check badges (task #16)
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Task #16: Snowmass badge checking: (4 people)
We'll asssign specific tasks during the main meeting:
Thursday 5:00pm-7:00pm --
Friday morning --
Friday afternoon --
Saturday morning --
Saturday afternoon --
Banquet --
Snowmass badge checking at Friday morning breakfast --
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Please send comments and corrections to: