2015 ESA Annual Meeting
Baltimore, MD
August 9-14, 2015
Application Deadline: June 18, 2015
Please read this page thoroughly before beginning the online application.
Note that if you are presenting in Baltimore, you should wait to apply until AFTER the scheduling notifications go out in May. This is because we will need you to tell us when you are available during the conference, so that we can schedule volunteer work around your presentation.
This opportunity is not a rolling deadline – we will consider ALL complete applications received by June 18.
About Volunteering
ESA will select around 100 responsible undergraduate and graduate students as volunteers to perform the tasks outlined below during the ESA Annual Meeting. We appreciate your interest in providing assistance. Our staff relies heavily on student volunteers to run such a large and complex meeting smoothly.
The Student Volunteer Coordinator, Crystal Escolero (devintern@esa.org), is the primary point of contact before and during the event.
Requirements
In order to be considered for a volunteer assignment at this meeting, applicants MUST:
- Be a student as of the June 18 Early Bird Registration deadline.
- Register to attend the meeting at the student rate by the June 18 Early Bird deadline which includes paying the appropriate fee.
- Complete and submit the online student volunteer application form, also by the June 18 Early Bird deadline.
Students who are presenting will be notified of their abstract scheduling in late May and should apply after they receive the notification so that we can be sure to schedule around their presentation.
In order to be eligible for a refund of the meeting registration fee, volunteers MUST:
- Confirm their volunteer assignments when they receive them in early July.
- Sign an Accident Waiver and Release Liability Form. It will be on the back of the volunteer timesheet.
- Show up on time and complete all volunteer assignments (14 hours).
- Document completion of all volunteer assignments by having an ESA staff member or other designated alternate sign where indicated on the timesheet.
- Turn in their completed timesheet at the On Site Registration Desk by 11:30 AM Friday, August 14.
Volunteers will be eligible for a refund of only their meeting registration fee after completing all volunteer assignments and submitting a completed timesheet. Volunteers are responsible for securing housing, transportation, parking (if applicable), and meals. Volunteers will be reimbursed for the applicable Early Bird student fee, but not for any optional field trip, workshop, or ticketed event fees. Most refunds will be processed after the meeting but no later than October 1, 2015.
Those accepted to serve as Student Volunteers will be notified of their selection and assignments by early July. Each Student Volunteer will receive a copy of the Accident Waiver and Release of Liability Form, a print copy of his/her final work assignments, and a timesheet with his/her registration materials on site. A schedule reflecting all student volunteer assignments will also be available in the Student Lounge at the Baltimore Convention Center.
During the meeting, the primary point of contact for Student Volunteers will be the Student Volunteer Coordinator, Crystal Escolero (devintern@esa.org).
Volunteer Assignments
Student Volunteers usually work several shifts to complete the 14 required service hours. Shifts are available every day from Saturday, August 8, through Friday, August 14. Typical assignments are described below.
Projectionist
Assignment times: 1.5 – 4 hours, AM or PM, Monday afternoon through Friday morning.
What volunteers do: Follow very simple technical support instructions (we promise) and serve as a backup presider in cases where a presider does not show up (this is rare).
No previous experience with A/V support or presiding is required. All projectionists will be trained on site at one of three 30 minute training sessions. Time spent in training will be counted as part of the 14 hours of service required.
Field Trip Check-In Helper
Assignment times: 1 hour, mostly on Saturday and Sunday, with most start times early in the morning.
What volunteers do: Collect signed waiver forms from field trip registrants and help hand out lunches and water.
Event Ticket Taker
Assignment times: 1 hour, various start times, but mostly in evenings.
What volunteers do: Collect tickets at the door, control access to the event, and direct people without tickets to the Onsite Registration Desk. These assignments do not include a free event ticket.
Advance/Onsite Registration Desk Helper
Assignment times: 2-3 hours, various times throughout the week.
What volunteers do: Greet attendees and give them their registration materials, help keep the Registration area organized, and perform other support tasks as assigned by ESA staff.
Information Desk
Assignment times: 4 hours, various times throughout the week.
What volunteers do: Answer questions, help attendees sign up to use a Speaker Ready Room, help session presiders and moderators check out various materials they need for their sessions.
ESA Booth Helper (Exhibit Hall)
Assignment times: 3 hours, various times throughout the week.
What volunteers do: Help sell merchandise at the ESA booth.
Fun Run Helper
Assignment times: 2-3 hours, VERY early Wednesday morning. This assignment is for early birds only.
What volunteers do: Help ensure each Fun Run participant signs a waiver and release of liability form, lead Fun Run participants from the Convention Center to the event site, and cheer participants at the finish line.
Pack Up Helper
Assignment times: 1-3 hours on Friday morning.
What volunteers do: Lots of packing! Boxes and crates galore. We need to make sure everything is properly packed and labeled to make it back to the ESA office safely.
Summary of Timeline
| early May | Volunteer information and application available. |
| May 21 | Presenters notified of abstract scheduling. |
| June 18 | Deadline for Early Bird Registration and volunteer applications. |
| Early July | Selected volunteers notified of assignments. |