Volunteers Packet

We are going to communicate with everyone via the #volunteers channel in the MidCamp Slack:

mid.camp/slack » #volunteers

Please ensure that you have Slack installed on your phone with notifications turned on. Anything you need to know will be posted to @channel so you won’t need to check the app. If anything comes up, please post a message in the Slack channel and we’ll work on resolving it.

If you aren’t a member of the MidCamp Slack, go to mid.camp/slack and follow the instructions. Once you’ve signed up, join the #volunteers channel.

Please come to the Registration Desk at least 15 minutes prior to your shift and make sure that you have your badge and volunteer sticker.

Thank you for helping keep MidCamp awesome!

Job Descriptions

Camp Set-up Wed - Fri 8:30 AM

Meet on the 3rd Floor of the DePaul Student Center when you arrive and you will be assigned tasks. Registration opens at 8:00am and we anticipate heavy volumes until 9:30am, particularly on Wednesday and Thursday. Tasks may include:

• Posting signage to help attendees find the camp and its key locations
• Taping walking lanes
• Signs and easels in front of rooms
• Preparing registration table and sale items
• Double check extension cords, power strips, projectors and cords
• Helping sponsors set up their booths

End of Day Clean Up

Sign in at the registration desk, 3rd Floor DePaul Student Center when you arrive and you will be assigned tasks. Tasks may include:

• Tidy up session rooms for evening
• Assist sponsors with locking up their valuables (room 312)
• Move easels and signs that are outside to the nearest session room or back to registration

Camp Breakdown / Fri 5:00PM

Sign in at the registration desk, 3rd Floor DePaul Student Center when you arrive and you will be assigned tasks. Tasks may include:

• Packing up registration and store areas
• Removing signs and tape
• Helping sponsors break down booths or pack out their valuables
• Make sure all session rooms are cleaned out, trash removed
• Make sure all areas are cleaner than we found them!

Registration

Sign in at the registration desk, 3rd Floor DePaul Student Center when you arrive and you will be assigned tasks. Registration process is as follows:

1. You will be given access to the Ti.to Check-in page or app to check in attendees.  

1. If necessary, guide attendees into no more than 2 lines to wait to check-in.

2. To register an attendee, ask them their name then locate their name on the computer. Choose the Tap to check-in [button] to check them in.
3. If an attendee has not yet purchased a ticket, direct them to https://ti.to/midcamp/2024 to register for the event.  
4. Provide them with a badge and instruct them to put their name, relevant information, and any stickers that apply to them.
5. Advise the attendee that the YELLOW lanyard specifies that they would prefer to not have their photo taken or be on any camp videos.
6. Explain the process for connecting to WiFi and ask that they not use their own personal hotspots unless required for work.  Almost any attendee with .edu credentials will be able to use Eduroam to connect to WiFi outside of the DePaul Guest process.  WiFi instructions will be printed and placed in multiple places throughout the venue.
7. If an attendee is a sponsor with a table, check them in and direct them to their table.
   NOTE: Some sponsors may have shared badges.  If there are any questions, contact the organizers or post in the #sponsors channel in the MidCamp Slack.

Questions to ask:

1. Are you volunteering at all during MidCamp?

1. If “Yes”, instruct them to take a “Volunteer” sticker and direct them to the Volunteer page
2. If “No”, ask if they would be interested in volunteering during MidCamp.

2. Do you have any questions?

Things to keep in mind:

During the morning registration rush we will have volunteers dedicated to running credit cards to process vintage swag donations. When it is slower in the afternoon, the same volunteers will handle checking attendees in and processing payments.

Session Monitor

Go directly to the room you signed up to monitor.

Upon arrival

• Ensure room signage is up and visible
• Check wifi to make sure it’s working
• Check to see there are power cords/strips
• Turn on projector if not already on
• Pull down projection screen if there is a screen and it is not down
• Consult with the speaker to help them connect to the projector. In case of any issues: Kevin Thull, @kthull on MidCamp Slack
• Notes for Speakers:

• Do not hit the podium, it is loud for the recording
• Do not point at the screen without saying what you are pointing at
• Repeat questions
• If you do audience participation, describe the response (ie., “It’s about half the room”)
• Disable laptop and display sleep settings
• Disable screen saver

Before Start of Session

• Make sure that there are unopened water bottles at the podium/desk
• Discard any open bottles (dump and place in recycling bin)

Start of Session

• Press record on the device before presentation begins, ie. push the red button
• Introduce the presenter and their topic
• Call attention to how to connect to wifi
• Remind the audience…

• Contributions are going on in Room in 313
• Unconference is happening after sessions in Room 314a/b
• Take the survey on the session page

During Session

• Ensure that they pressed the red button (red line = good)
• Keep track of time.  Hold up “10 minute” and “5 minute” signs (found at podium) at 10 and 5 minutes before end of session.
• Count audience members then: Post to MidCamp Slack #volunteers channel with Room, Time & Headcount -OR- Email info@midcamp.org with Room, Time & Headcount

Monitor Live Captioning

Go directly to the room you signed up to monitor.

Before Start of Session

• Meet with Andrew Olson (@andrewozone) to discuss expectations

During Session

• Help ensure captions are active and working properly