Volunteer Policies and Information

• Bag stuffing will take place in the registration area on Level Two in the Grand Hall of the Pennsylvania Convention Center. Please go directly to Registration, as the volunteer room will not be open. YOU DO NOT HAVE TO CHECK IN THE VOLUNTEER ROOM FOR THIS POSITION.
• Volunteers will place informational and promotional materials into Conference attendee bags and neck wallets. You may also be asked to provide other ‘swag’ related assistance as well.

**If you are bag stuffing on Saturday or on Sunday morning, keep in mind that you will not be able to pick up your registration materials for the conference until registration opens on Sunday, September 27 at 12 noon.

• Please arrive at the Volunteer Room at least 30 minutes prior to your shift to check-in. The Best of the Best volunteers must check out with someone on the NRPA staff before leaving. We keep track of your attendance.
• Best of the Best will take place in the Grand Hall Ballroom on level 3 of the Pennsylvania Convention Center. This room is located right above registration. PLEASE CHECK INTO THE VOLUNTEER ROOM AND THE GROUP WILL WALK TOGETHER.
• Best of the Best volunteers will assist with checking in attendees, handing out programs and ushering groups to their seating area.

• Please arrive at the Volunteer Room at least 30 minutes prior to your shift to check in. Once checked in, you will spread out along level 2 of the Pennsylvania Convention center wearing your volunteer vest. You must check out with NRPA Staff. We keep track of your attendance.
• Day 2 General Session Ushers will check for attendee badges. If you see an attendee without their badge on, please let them know they need to pick up their badge in registration in order to gain access to the General Session.

• Please arrive at the Volunteer Room 15 minutes prior to your shift to check in and then report to the Food Court area on the exhibit hall. You will be responsible for collecting snack box tickets from attendees and help keep the distribution line moving to minimize wait times.

• Please arrive at the Volunteer Room at least 15 minutes prior to each shift in order to receive your training. Upon check-in, you will be informed which session room areas you will be assigned for your floor captain duties. Be sure to wear comfortable shoes, as you may be doing a lot of standing and/or walking. You must check out at the Volunteer Room once your Floor Captain assignment is complete.
• Floor captains will provide support to the Room Hosts and assist when information or supplies are needed, contact the proper person for help if a speaker needs AV assistance and check rooms to ensure all assigned Room Hosts arrive on time and with the assigned session packet. (Two-way radios will be provided for communication purposes and you will be trained how to use them — don’t worry, it’s easy).

• Please arrive at the Volunteer Room 15 minutes prior to each shift to check in. Depending on what you are needed for, you may be standing/walking often or you may be waiting for tasks. You must check out at the Volunteer Room once you have completed your Flying Squad assignment.
• Flying squad volunteers must be flexible about where they are assigned and will be on constant call during their shift. Volunteers will be stationed in the Volunteer Room to await instructions.
• Flying Squad members will help fill in areas where additional volunteers are needed. Additional roles filling in for room hosting, floor captain or assisting in the volunteer room.

• Please arrive at the Volunteer Room 15 minutes prior to your shift to check in and then report to the Hospitality Information Kiosk in near registration. You must check out at the Volunteer Room once your duties are complete.
• Hospitality Attendants will assist attendees by checking out and checking in mobility scooters, answering general conference questions, and directing attendees to shuttles, off-site events, and the Exhibit Hall.
• New This Year: A second, smaller Hospitality Kiosk will be located on Level 1 of the Convention Center to provide attendees with general conference information, answer questions, and offer directions. Conference information packets will be available at both hospitality kiosks for quick reference.

• Please arrive at the Volunteer Room 15 minutes prior to your shift to check in and then report to the Member Area booth #1345 in the Exhibit Hall. You must check out at the Volunteer Room once your duties are complete.
• Member Area volunteers will assist NRPA staff as needed in the various departments in the booth, help to keep the area clean and organized, answer attendee questions or direct them to NRPA staff as needed.

• Volunteers should meet in the Volunteer Room, 30 minutes prior to their assigned time for check in. Please be prompt.
• Volunteers will then meet an NRPA Staff member to board a shuttle bus where they will receive further instructions. Volunteers will be released and must check out with NRPA staff once their duties are complete. We keep track of your attendance.
• Assigned tasks may include:
  • Assistance with scanning badge tickets and handing out party passports.
  • Assisting people throughout the reception.

• Please arrive at the Volunteer Room 15 minutes prior to your shift to check in and then report to the NRPA Member Area Booth #1345 in the Exhibit Hall. You must check out at the Volunteer Room once your duties are complete.
• NRPA Swag Attendants will assist with swapping badge tickets for NRPA sponsored swag which will be eligible to exchange for fun, limited edition NRPA member swag.

• Please arrive at the Volunteer Room at least 30 minutes prior to your shift to check in. Once checked in, you will spread out along level 2 of the Pennsylvania Convention center wearing your volunteer vest. You must check out with NRPA Staff. We keep track of your attendance.
• Opening General Session Ushers will check for attendee badges. If you see an attendee without their badge on, please let them know they need to pick up their badge in registration in order to gain access to the General Session.

• Please arrive at the Volunteer Room 15 minutes prior to your shift to check in and then report to the Registration area. You must check out at the Volunteer Room once your duties are complete.
• Registration Line Usher volunteers will assist in the registration area by directing attendees to the correct registration counter (Pre-Registered or Onsite Registration). Registration Line Ushers will assist attendees by answering questions, providing directions, and ensuring conference bags remain fully stocked at the bag distribution racks.

• More information will be provided about the training(s) soon.
• When you check in at the Volunteer Room you will receive a packet of information with all necessary materials. Please arrive at the Volunteer Room 30 minutes prior to your volunteer time slot to pick up your packet and receive any last-minute instructions.
• Room Hosts are responsible for the tasks listed below and will have access to a Floor Captain who will be stationed near, but outside, of your session room in case you should encounter a problem.
• Room host responsibilities include:
  • Checking the room set-up, ensuring chairs are neatly placed and debris is cleared from tables and floors.
  • Reading the provided Session Room Host Script prior to the Education Session.
  • Working with the floor captains to resolve an Audio/Visual (AV) issues.
  • Assisting speakers with handouts or challenges.
  • Monitoring room capacity as individuals enter session rooms (overcrowded rooms are not permitted).
  • Aid with questions related to the App-based evaluation and CEU process.
  • May help with any app-based issues if attendees have problems.
  • Determining and recording the number of attendees on a head-count sheet.
  • Returning any necessary materials back to the Volunteer Room immediately following the session.
• As a Room Host you are eligible to receive CEUs if you attend the entire session. To obtain CEUs, you must follow the same CEU procedures as the other session attendees.
• Room Host volunteers must check-out at the Volunteer Room once they have completed their assignment.

• Please arrive at the Volunteer Room 15 minutes prior to your shift and await instructions.
• Volunteer room volunteers will check volunteers in and out, pass out Volunteer vests, answer all questions to the best of your ability, assist with Room Host Script handouts and/or provide general information to other volunteers.
• Checking volunteers in and out is critical. Anyone not signing in or out for their assigned volunteer responsibility may be required to pay a no-show fee for assignments missed, or for their registration if they do not attend the Conference at all.
• Volunteer Room volunteers are often the Volunteer Coordinator’s “right-hand person!”