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Volunteer
Welcome TECHSPO At Sea 2025 Volunteers!
Interested in attending TECHSPO At Sea 2025 but the registration price is restrictive? We can always use some extra hands on site and have a limited amount of spots available to those wishing to contribute some volunteer hours during the event.
In exchange for your help, we are happy to offer our volunteers passes at no cost.
Volunteer Benefits
Event Volunteers receive a Staff Pass which is similar to the All Access Pass, and gives you access to the event sessions and networking events when you are not on your shift.
Please Note: Volunteers are still responsible to get their cruise cabin under our reserved group block.
Volunteers receive:
Volunteer Requirements
Event Volunteers are required to:
- Be at least 18 years of age
- Work a minimum of 15 hours
- Attend the mandatory Volunteer Orientation and assist in pre-event preparation activities
- Be available during all dates of the entire event
- Have a valid email address (no sharing of email addresses, please)
- Be responsible for working with Volunteer Manager to create your own schedule
- Agree to the Volunteer Release & Waiver of Liability
- Acknowledge and adhere to the Volunteer Policies and Guidelines
Volunteer Roles
Before applying, please click the plus signs next to each available volunteer role below for descriptions:
Registration Support
- Welcome attendees to TECHSPO At Sea 2025
- Assist attendees with digital check-in
- Distribute badges, lanyards, and tote bags and answer any general questions from attendees
- Remind attendees to wear badges at all times
- Handle any registration issues (ie. purchasing upgrades, reprinting a badge)
- Serve as Info Desk where attendees can inquire about other things related to the locale or event (i.e. local maps, nearby restaurants, event speakers, event events, etc.)
- Volunteer registrars will work with our hired professional on-site Registration Manager, and will receive individual detailed training onsite, including an introduction to the registration software
Registration volunteers must be computer literate and have the ability to stay calm when faced with a large crowd with lots of questions. Enjoying working with people is a must. Standing will be required for busy times. This position requires ability to trouble-shoot, process questions/information, and be a positive face for TECHSPO At Sea 2025. Attendees will expect you to have the answer to everything, so familiarize yourself with the event schedule; special events, restaurants, and other items that you believe will contribute to an overall positive event experience including information about the event for first-time attendees.
Hospitality Support
- Greet and welcome attendees, providing directions and general information for the event venue, as well as seeing to their general comfort
- Help direct attendees to the right rooms and point out where events are being held
- Checking in volunteers as they report for duty
- Handling Lost and Found inquiries
- Checking in and out supplies from the Supply Room
Hospitality Volunteers will be stationed at the Help Desk and report to the Support Manager. Hospitality volunteers must be computer literate and have the ability to stay calm when faced with a large crowd with lots of questions. Enjoying working with people is a must. Standing will be required for busy times. This position requires ability to trouble-shoot, process questions/information, and be a positive face for TECHSPO At Sea 2025. Attendees will expect you to have the answer to everything, so familiarize yourself with the event schedule; special events, restaurants, and other items that you believe will contribute to an overall positive event experience including information about the event for first-time attendees.
Exhibition Support
- Responsible for checking in and assisting exhibitors
- Monitoring attendee access to the Exhibition Hall during public hours
- Work closely with exhibitors and will help execute on events and activities happening throughout the Exhibition Hall
- Encouraging attendees to visit the Exhibition Hall
Hospitality Volunteers will be stationed at the Help Desk and report to the Support Manager. Hospitality volunteers must be computer literate and have the ability to stay calm when faced with a large crowd with lots of questions. Enjoying working with people is a must. Standing will be required for busy times. This position requires ability to trouble-shoot, process questions/information, and be a positive face for TECHSPO At Sea 2025. Attendees will expect you to have the answer to everything, so familiarize yourself with the event schedule; special events, restaurants, and other items that you believe will contribute to an overall positive event experience including information about the event for first-time attendees.
Workshop Attendant
- Main contact for Workshop Facilitator to turn to for assistance/questions during workshop
- Assist Workshop Facilitator with technical setup: connecting to projectors, microphone audio levels, room lighting and general troubleshooting
- Ensure room is setup and clean, speakers have what they need and ensure the logistics of the session run smoothly
- Check badges of attendees coming into the Workshop session and remain available during the session
- Direct VIP’s to their reserved seating
- Distribute Workshop Session Handouts
- Distribute and collect Evaluation Forms, asking the audience prior to the start of the workshop to fill out the evaluation forms before leaving the workshop
- Complete a Room Count Log Sheet
- During Workshop
- Work closely with Event Manager who will make the rounds to all Workshop rooms prior to the start of each session, making sure any issues are addressed
- May be needed to assist with other miscellaneous event tasks.
- After the final workshop they must pack away all Workshop equipment
- Workshop Attendants will be briefed by, and work closely with Event Manager
- Join the Event Manager for the Workshop Facilitator Briefing
Note: This role requires strong people skills and great communicators. All Workshop Attendants must have PC and AV experience.
Timekeeper
- Ensure General Session keynotes are running on schedule by timing each of the speakers according to the timings given in the agenda
- Setting and starting the table stop watch timer for each new speaker.
PowerPoint Technician
- Ensure General Session PowerPoint slides are switched to the correct PowerPoint slide on schedule according to the timings given in the PowerPoint slide schedule
Stage Technician
- Hold Speaker badges during their keynote.
- Assist Speakers put on Lavalier Microphones before going to the platform
- Ensure Lavalier Microphones are set to the correct volume level
- Ensure Speakers are wearing the Lavalier Microphones before coming to the podium
- Ensure Lavalier microphones are not on when they are meant to be off
- Ensure Lavalier Microphones are turned on when Speaker goes to podium and turned off when Speaker leaves podium
Speaker Coordinator
- Responsible for ensuring Speakers are where they are supposed to be at the right time
- If a Speaker is missing, this person will help locate him/her and get them to their session
- Materials that will be provided to the Speaker Coordinator include speaker contact info and photos
Usher/Badge Monitor
- Make sure everyone who wants to pass the ‘check point’ has a valid badge and the right access permissions
- There are a handful of badge types that this role will need to be familiar with – and you will need to familiarize yourself with this badges
- Direct VIP’s to their reserved seating
Attendees will expect you to have the answer to everything, so familiarize yourself with the event schedules, the Event Program Guide, the event mobile app, room locations, etc.
If you’re a people person this will be a great role for you!
Evening/Special Events Attendant
- Help organize prepare and set-up for special networking events
- Special event volunteers will receive individual instructions by our Event Operations Manager
Meal Attendant
- Assist venue catering staff before, during and after each Food and Beverage Services, including; networking breaks, receptions etc.
- Ensure correct sponsor signage is displayed for each Food and Beverage Service
- Ensure correct sponsored items are included for each Food and Beverage Service
Note Taker
- Attend various sessions throughout the event, taking explicit notes on the topic, speakers and key quotes and takeaways for use in daily wrap-up articles, with a lens toward capturing these takeaways for potential use in follow-up articles
- Distill notes down to 1-2 paragraphs per session attended, and turn in to the Managing Editor no later than the following day
- This position requires a personal laptop
If you like to write and have a discerning ear and a knack for culling interesting details from potentially technical material, this is the role for you! If you are interested in this role, please send a writing sample to our Editor in Chief, who can speak with you further about this opportunity.
Safety and Security
- Keep the event safe, secure and enjoyable for all those who attend
- Perform routine search procedures utilizing bag searches prior to attendees entering the venue
- Provide a visual deterrence by maintaining high visibility at all times
- Conduct detailed observations of people and property within their area of responsibility
- Ensure attendees are always wearing their event badges at all times
- Patrol grounds of Event venue to protect against terrorism, theft of property and other illegal activities
- Observe attendees to ensure that they are abiding by the rules and regulations of the venue at all times
- Alert Event management to any safety hazards to be fixed
- Alert Event management to any equipment to be secured
- Perform crowd control, and may be required to direct traffic after the event is over
Setup & Take-down
- Assist in setting up and taking down of exhibits, signage, equipment, furniture, supplies, before, during and after the event
Ability to do lots of heavy lifting is required.
Floater
- Daily duties will change depending on needs that develop throughout the event and will be directed by your Volunteer Manager
- Wears many different hats, and is flexible so as to fill in as needed and directed
- Available for special requests, session needs, handling issues that come up during the day, supporting other volunteer positions, and jumping into any role that requires assistance
- A floater may have several different assignments within the course of a day
- A floater may be asked to roam the entire event area looking for issues you can handle or that need attention by staff
Social Media Assistant
- Maintain, manage and curate the official event Social Media Outlets (Twitter, Facebook, Google+, LinkedIn, Pinterest, Instagram)
- Source and post relevant social updates
- Select best photos from onsite Photographers to be used in Social Media Outlets
These volunteers must be experienced social media marketers and “Tweeters” who are knowledgeable about tweeting protocol and Twitter best practices (use of hash tags, re-tweeting and attribution, etc.). Volunteers must be on site for the duration of the event. Volunteers will not be posting social media messages as official representatives of TECHSPO At Sea 2025 but will coordinate with TECHSPO At Sea 2025 staff to ensure consistency of message.
Photographer(s)
If you are interested in this role, please send us examples of your work or a portfolio to Event Management.
Please note: This role is for those with developed photography skills that can provide their own professional HD camera for the job.
Videographer(s)
If you are interested in this role, please send us examples of your work or a portfolio to Event Management.
Please note: This role is for those with developed photography skills that can provide their own professional HD video equipment for the job.
Volunteer Application
Please fill out the application form below to apply for a volunteer position and our Event Management will be in touch with you!
Please note, acceptance into the Volunteer program, along with the volunteer’s schedule and assignments, will be made in accordance with the needs of event management.
