Good day and thank you for volunteering your time during the MBS Expo to be held during the October 2-4 weekend at the Greater Philadelphia Expo Center in Oaks, PA. We hope this site answers the questions you may have (and we receive) and explains what we do during the Expo. Should you have any questions please do not hesitate to contact Volunteer Coordinator, Robert Walpole, at firstname.lastname@example.org.
If your question is not here, please email Robert Walpole and put "MBS" in the subject line.
WHEN & WHERE DO WE MEET?
We meet at the beginning of your shift in the Volunteer Office. (We will tell you the location before the weekend of the expo.) Please be on time as you will need to sign in, get your name badge, volunteer vest, put away your bag and coat, and attend an orientation of the building and jobs to be done. Should your schedule change and you need to cancel or be late, please call Robert Walpole. DO NOT BE A NO SHOW. Robert will be giving his cell phone number out a couple of days before the expo to those who have confirmed their shifts. For those who do not confirm or respond to his emails by Sunday, September 27th, it will be assumed that you have decided not to volunteer and you will be removed from the list. No-Shows are put on the No-Go list for all future MBS Expos.
HOW DO I GET TO THE CONVENTION CENTER?
Parking is free. To find directions, please go here. Also should you need public transport.
WHAT ARE THE SHIFT TIMES?
The shift begins as statement on your confirmation letter. Please be on time. The Friday 3pm, Saturday and Sunday 9am volunteers will be given a tour of the building and an explanation of the jobs. I ask them to share the information and their own experiences with 1:30pm volunteers.
WHAT JOBS DO WE DO?
Volunteers register exhibitors on Friday as they check in, do preparation work on Friday morning before the Expo begins, take tickets, stamp hands of visitors, monitor speaker room, monitor the speaker room monitors, use our eyes and ears to detect/prevent problems in the Expo hall, assist visitors with information, take tickets for the paid events AND prevent non-ticket holders from entering a paid event, keep the volunteer office informed of problems, inform the volunteers of the next shift of what is going on. Volunteers do lots of things. If you have a preference of any particular job, just let Robert know and he will do his best to get you the job.
ANY SPECIAL JOBS? PLEASE LET ME KNOW IF YOU ARE INTERESTED IN FILLING ONE OF THESE POSITIONS.
Thank you for asking, YES. We particularly need:
Volunteer Office Manager: Involves keeping track of which volunteer is doing which job at what time, planning volunteers to be present at the big events to take tickets and/or direct the crowds, file the speaker sign-in sheets. Keep Anne Khoury, MBS Expo producer, informed of any big problems. Plan placement of audio video equipment in the speaker rooms as needed.
Audio/Video: Help with setting up of audio video equipment as needed. Know how to connect power point projector to computer. Make sure equipment is recovered from the speaker rooms and safely stored in the volunteer office.
Room Monitors. Each speaker room has sign-up sheets for the speakers. These are copied in the volunteer office and the copy (the original stays in the office) is given to the speaker at the end of the talk. This is for their data base and for ours. LIST IS NOT SOLD BY THE EXPO!
Room Monitor Monitor: Collect the sheets from the various speaker rooms, bring to the volunteer office to copied, and give the copy to the speaker. Subject to enough volunteers.
WHAT TO WEAR?
Keep an eye on the weather. The hall can be drafty. Do wear comfortable shoes. We will be dealing with exhibitors and visitors so please dress appropriately reflecting a clean neat appearance. Casual. As the Expo does not have any political, religious, or commercial affiliations, any badge, emblem etc. would be considered inappropriate.
FOOD AND DRINK?
We will have water available for the volunteers along with jugs to refill your bottle as needed. Do bring something to eat. We usually have snacks available however, due to cost and waste, the snack pack has not been used for a number of years.
MAY I SIT IN ON THE TALKS DURING MY SHIFT?
In general, NO. We need volunteers to work during their shift to help the Expo run smoothly, and if a volunteer is in the room, it is very disturbing to the other attendees when the volunteer is asked to leave. Being a volunteer involves helping the Expo run smoothly and you must be available to assist. Robert schedules volunteers to do the priority positions that have to be covered. In addition, there are also contractual obligations with the paid speakers that stipulate ONLY ticket holders are to be allowed into the room; this also applies to volunteers.
THE REWARDS PROGRAM? (SUBJECT TO CONTRACTUAL OBLIGATIONS WITH SPEAKERS.)
Basically it works as follows:
1 shift earns 2 free general admission tickets
2 shifts earns 2 free gen admission tickets + a work shop (THE AVAILABLE WORK SHOPS WILL ANNOUNCED AT A LATER DATE)
3 shifts earns 2 free gen admission tickets + a KEYNOTE speaker. Should there be 2 prices for the event, the ticket will be of the lower value.
For those doing more than one shift: the rewards are not cumulative. For example, 3 shifts does not earn a workshop AND Keynote speaker. If one wants to attend BOTH a workshop and keynote speaker, one would have to work 5 shifts which is very difficult to do. 4 shifts would earn you 2 workshops, or a keynote speaker and extra general admission tickets which you could give away.
PS. There are no substitutions allowed. No cash will be given in lieu of a reward; tickets cannot be traded in for a discount on a paid workshop/keynote speaker event. This program is subject to change, and is considered to be correct. No claims can be made for errors made in good faith.
HOW DO I GET MY REWARDS?
After you have completed your first shift, you will receive and sign for your 2 free general admission tickets. If you do more shifts, the same procedure applies for each level.
HOW DO I GET REIMBURSED AFTER I HAVE PAID FOR MY TICKETS, ATTENDED THE EXPO, and THEN DID MY SHIFT?
Keep your tickets and let the ticket taker know as your enter the Expo that you will be volunteering. Have the tickets signed on the back by Robert Walpole in order to get your refund AFTER you have completed your shift. If you have bought only 1 ticket, only that ticket will be refunded, and you will be given a second ticket. If you have paid for a workshop or paid speaker, let Robert know so that he can refund your money after completing the qualifying number of shifts.
SUNDAY 1:30 PM SHIFT VOLUNTEERS: Please inform Robert if you have tickets to be reimbursed as soon as possible. These must be processed as soon as possible due to the closing of the box-office and cash box.
DO I GET A FRONT ROW SEAT AT A PAID SPEAKER EVENT?
No. For those events with 2 admission prices, you will receive the less expensive ticket.
CAN I GIVE MY TICKETS AWAY?
YES! Once you have completed your shift, you are free to do what you wish with your rewards except selling them.
VOLUNTEER JOB DESCRIPTION AND RESPONSIBILITIES:
Main Lobby Monitors:
- Ask visitors to complete the registration/ticket order form
- Direct visitor to correct ticket line: cash payment; credit card; will call desk.
- Monitor the registration tables.
- No literature is to be left on tables, handed-out or distributed without Anne Khoury's approval.
- Check with the Information Booth for approved literature.
- Remove any unapproved literature and give to the Volunteer Center for disposal.
- Check Restrooms for cleanliness and literature. Report any problems to Volunteer Center
Main Entrance Ticket Takers:
- Take General Admission tickets and put WHOLE ticket into box
- Stamp visitor's hand with stamp in order for them to re-enter Expo
- Monitor people entering Expo - No ticket, hand-stamp, or badge NO ADMITTANCE!
- Visitor must have ticket or proper hand-stamp
- Exhibitors must have an Exhibitor's badge
- Speakers must have a Speaker's badge
- Send Speaker or Exhibitors with badge issues to the Will-Call Desk for resolution
Will- Call Desk
- The Will-Call desk holds the tickets for attendees who are guest or have pre-paid/pre-ordered
- This area also holds/stores exhibitor badges for their volunteers
- Detailed instructions/training will be given to volunteer assigned to this function.
- Answer visitors' questions (re: location of speaker rooms; booths; exhibitors; restrooms; atm machine; food court, driving directions, etc.)
- Monitor literature table (FYI: distributors pay a fee to use the table for their literature)
- NOBODY but EXPO staff can put literature on table.
- Non-exhibitors handing out literature WILL be escorted out of the EXPO
- Exhibitors need to speak to Ann or Robert (re: for placing their literature on the table.)
- Exhibitors with questions regarding signs/furniture in booth should be directed to Reber Friel.
- This is the company that builds/sets up the booths.
- Utilities (electric, internet, etc) direct to Volunteer Center which will notify VFCC representative
- Issues with restrooms; garbage; spills, etc. direct to Volunteer Center
- Provide assistance in the setup of audio visual equipment, (speakers, microphones, computers, whiteboard, etc)
- Test to ensure that equipment is functioning prior to start of lecture
- Ensure that equipment is returned to locked store room when not in use.
Speaker Room Coordinator (upstairs and downstairs subject to enough volunteers)
- Provide support to the Speaker Room Monitors, when needed (ie help with sign-in; collecting tickets)
- After each lecture, collect sign-in sheets, tickets from paid workshops from each room and deliver to the Volunteer Center.
- Notify Volunteer Center of any issues before or during lecture.
- Adhere to the detailed procedures/instructions for the Speaker Room Monitor
Speaker Room Monitor
- Prepare room for Lecture/Workshop (detail instructions attached to clipboard at each room)
- Ensure sign-up sheets are completed and returned to Information Center
- Collect tickets for paid workshop
- Ensure that speaker adheres to allotted time
- Notify Lecture Room Coordinator or Information Center of any issues before or during lecture
SPEAKER ROOM INSTRUCTIONS:
All equipment required by the speaker must be ordered in advance. NO audio-visual equipment is provided/ordered for speakers on the spot. Speakers are aware of procedure and may bring their own equipment.
Rooms with a speaker system with a lavelear microphone. Equipment is to stay in the room. Please make sure the speaker has returned the microphone to the table after the lecture.
- Projector Screen
- Overhead projector, if available
- Laptop computer for Powerpoint presentations.
***Computer stays in room for next speaker if needed, otherwise it is to be removed and brought back to the Volunteer Center at the end of the lecture.
The AV person is responsible for ensuring that computer works properly.
Needless to say, these items are very expensive and it is our job to make sure the equipment stays where it belongs or is returned to the Information Center when not in use.
Key Note Speakers
The following is general information. More detailed instructions will be given prior to the event
- Take ticket at the door, tear in half, give half ticket to visitor and place other half in containers
- Inform visitor to keep the half ticket in order to be re-admitted to the room should they leave
- Two different ticket-holders:
- Row 1-10 (or 16 depending on event) are reserved for ticket holders with colored stickers on heir right lapel
- Row 11 & higher (or higher) are for the lower priced event ticket holders
- Monitor the flow of traffic and direct the reserved ticket holders to the front rows.
Volunteer Center ALREADY ASSIGNED
The Volunteer Center is a centralized area for all activities pertaining to the general support of the Expo.
The following functions are performed at the Volunteer Center
- Job training and assignment for the volunteers
- General Support of all Expo areas (Speakers; Exhibitors; Visitors, Volunteers)
- All administrative functions (paperwork; filing, copying,)
- Keeping track of Robert and THE BOOK
Training will be given to volunteer assigned to this area.
Expo Floor Monitor (subject to enough volunteers)
Monitor possible issues on the expo floor (re: spills on floor; overflowing garbage cans; restroom problems; unauthorized access; blocked aisles; exhibitor problems, visitors comments, etc.)
Provide data to the Volunteer Center so that appropriate action, and/or personnel can be notified.