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 ***************************************************************************** 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. - ----------------------------------------------------------------------- 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. - ----------------------------------------------------------------------- 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. - ----------------------------------------------------------------------- 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. - ----------------------------------------------------------------------- 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 - ----------------------------------------------------------------------- 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. - ----------------------------------------------------------------------- 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 - ----------------------------------------------------------------------- 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. - ----------------------------------------------------------------------- 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 - ----------------------------------------------------------------------- Task #10: String quartet help (1/4 obligation) Monday night: help string quartet set up, help them move their stuff. - ----------------------------------------------------------------------- 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. - ----------------------------------------------------------------------- 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 - ----------------------------------------------------------------------- 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: - ----------------------------------------------------------------------- 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. - ----------------------------------------------------------------------- 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) - ----------------------------------------------------------------------- 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 -- - -----------------------------------------------------------------------