1999 NIPS Volunteer Letter and Tasks Descriptions
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Dear NIPS volunteer:
Thanks for volunteering at NIPS. Any nine hours of work in Denver gets
registration for both the tutorials and the conference, as well as reception
and dinner. Any six hours of work in Breckenridge gets registration for
the workshops (which includes the receptions and dinner) and transportation
there on the bus. You may volunteer at both places. We hope that you will
find this an educational and fun experience!
YOU STILL NEED TO FILL OUT THE REGISTRATION FORM. Indicate on the form that
you are volunteering, and whether at Denver, at Breckenridge, or at both.
INSTRUCTIONS:
1) If a task or any of its components is marked TAKEN, then that task has
already been assigned to a volunteer. If unmarked, the task (or component)
has not yet been taken.
2) Look through the task list (see above) and, from the tasks (or components)
that are not yet "TAKEN", construct two threads---ranked 1 and 2---of your
prefered (9-hour for Denver, 6 for Breckenridge) schedule. Thread 1 is your
prefered schedule; Thread 2 is an alternate if we can't give you thread 1.
3) In connection with 2) above, note the following:
Each task has an (H hours X P persons) associated with it, where H is the
total task length, in hours, and P is the number of persons needed to
simultaneously work on it. For example (9 hours X 2 persons) would mean that
the task is of 9 hours length and 2 persons should work simultaneously on it.
As another example (18 hours X 3 persons) would mean that the task is of length
18 hours and 3 persons should be simultaneously active. But since no volunteer
is required to work more than 9 hours, this task would require at least SIX
persons working on it.
EXAMPLE:
Thread 1: Task #3, Task #5
Thread 2: Task #4 (Mon 8-11, Tue 11-2, Wed 8-11 only).
Note that each individual thread should add up to 9 hours for Denver and 6 hours
for Breckenridge. (Approximately if not exactly.)
4) E-mail your (thread 1, thread 2) plan to jagota@cse.ucsc.edu. The sooner
the better.
5) The status of your request will be e-mailed back to you, as soon as possible,
once the schedule has been constructed.
NOTE:
all volunteers should plan to attend the volunteer meeting Sunday
November 28 at 4:00pm at the Denver Marriott. Make your travel plans
accordingly. If you can't attend this meeting, please inform
jagota@cse.ucsc.edu by e-mail.
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TASK #1: POSTER SETUP (9 hours X 1 Person)
BEFORE CONFERENCE: print large numerals for all posters.
verify that we have poster room as needed.
SUNDAY 4:00-5:00pm: Attend volunteer meeting
SUNDAY 4:00-6:00pm: 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-12:00am: Check poster room from time to time to make
sure 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 by 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 #2 (LOCAL): INTERNET TERMINALS (9 hours X 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 OR EARLIER: arrange to have internet terminals delivered to where
they can be picked up on Sunday (with ???).
SUNDAY 8:00am: set up internet terminals at Marriott.
SUNDAY 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.
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TASK #3: SUNDAY REGISTRATION DESK WORK (4.5 hours X 3 persons)
SUNDAY 4:00-5:00pm: Attend volunteer meeting
SUNDAY 5:30-6:00pm: Help set up registration desk
SUNDAY 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).
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TASK #4: MONDAY THROUGH WEDNESDAY
REGISTRATION DESK WORK (27 hours X 4 persons)
MONDAY 8-11, 11-2, 2-5:30.
TUESDAY 8-11, 11-2, 2-5:30.
WEDNESDAY 8-11, 11-2, 2-5:30.
The 27 hours are partitioned into the above 3-hour blocks. (For simplicity,
2-5:30 is counted as a 3-hour block.) You may pick any THREE 3-hour blocks
to add up to your 9-hour requirement.
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TASK #5: THURSDAY REGISTRATION DESK WORK (4.5 hours X 2 persons)
THURSDAY 8-11:
WRAP-UP help to get registration stuff all cleaned
up and loaded into cars for the trip to Breckenridge.
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TASK #6: SUNDAY FLOATER (4.5 hours X 2 persons)
SUNDAY 4:00-5:00pm: Attend volunteer meeting
SUNDAY 6:00-10:00pm: Stand at base of elevator.
Show people where bathroom is, etc.
Answer general questions.
Help out where requested by volunteer organizers.
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TASK #7: MONDAY THROUGH WEDNESDAY FLOATER
(33 hours X 4 persons)
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.
MONDAY 8-11, 11-2, 2-5:30.
TUESDAY 8-11, 11-2, 2-5:30, 7:30-10:00 (poster session).
WEDNESDAY 8-11, 11-2, 2-5:30, 7:30-10:00 (poster session).
The 33 hours are partitioned into the above (approx.) 3-hour blocks. You
may pick any THREE 3-hour blocks to add up to your 9-hour requirement.
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TASK #8: THURSDAY FLOATER (4.5 hours X 1 person)
THURSDAY 8-1:00 activities same as MONDAY THROUGH WEDNESDAY FLOATER
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TASK #9: MISCELLANEOUS EXHIBITS COORDINATOR (9 hours X 1 person)
BEFORE 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 #10: TUTORIAL WORKER (9 hours X 1 person)
SUNDAY 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.
MONDAY 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 #11: BANQUET BADGE CHECKERS (2 hours X 3 persons)
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: MAIN MEETING BADGE CHECKERS (22.5 hours X 2 persons)
TUESDAY MORNING
TUESDAY AFTERNOON
WEDNESDAY MORNING
WEDNESDAY AFTERNOON
THURSDAY MORNING
Each session counts for 4.5 hours. 22.5 = 4.5 X 5.
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TASK #13: MAIN MEETING A/V HELP (22.5 hours X 1 person)
TUESDAY MORNING
TUESDAY AFTERNOON
WEDNESDAY MORNING
WEDNESDAY AFTERNOON
THURSDAY MORNING
Each session counts for 4.5 hours. 22.5 = 4.5 X 5.
DUTIES: At least 1 hour before your session, contact the session
chair and inform him/her you will be helping with A/V.
Find out which speakers will use a slide or video projector.
/Ensure that both these projectors are working/.
Ask the session chairs whether they would like you to help
the speakers with their microphones. In the affirmative,
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 and when needed, contact the hotel's A/V department.
XXX will supervise overall setup.
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TASK #14: POSTER SESSION GUARD (5 hours X 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: WORKSHOP REGISTRATION BRECKENRIDGE (4.5 hours X 2 persons)
THURSDAY AFTERNOON: Set up desk and handle registration.
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TASK #16: MISCELLANEOUS WORKSHOP TASKS (15 hours X 3 persons)
Tasks to be assigned at main meeting:
THURSDAY 5:00pm-7:00pm
FRIDAY MORNING
FRIDAY AFTERNOON
SATURDAY MORNING
SATURDAY AFTERNOON
BANQUET
FRIDAY BREAKFAST: Check badges.
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