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Student Volunteer Registration
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9/22/2018 to 9/23/2018
When: September 22-23, 2018
Where: Santa Clara Convention Center
5001 Great American Parkway
Santa Clara, CA  95054
United States
Contact: Rita Pierson
(916) 929-2782 x105


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All Student Volunteer Positions have been filled. Thank you to our Student Members!

What We Need

Student Members are needed to assist at registration, information desk, scanning badges at educational sessions, checking badges at the Exhibit Hall entrance, and a variety of other supportive services.Your shift can be either Saturday or Sunday and will last 2-3 hours.

 

No experience necessary; however, this offer is available only to Student Members.

 

Volunteering is a great way to serve your association, meet other students and members, and perhaps your future employer!

 

Student Volunteer Registration Includes

Conference Programming Saturday & Sunday

Exhibit Hall access

Volunteer T-shirt

Lunch on Saturday & Sunday

Noland Address & Awards Celebration

Poster Presentations

 

Want to be in the know about Annual Conference?

Check us out on Twitter and Facebook! Don't forget to use the official hashtag: #CPTAConference!

 

Cancellation Policy

Cancellation requests must be received in writing, and may be emailed to awiesemann@ccapta.org. Full refund less 20% administrative fee if cancellation is received by September 5, 2018. 50% refund if received by September 14, 2018. No refunds after September 14, 2018.

 

Job Descriptions

Thank you for serving as a Student Volunteer at 2018 CPTA Annual Conference in Santa Clara, CA! It is with the help of our student volunteers that allows Annual Conference to be such a great success.

 

 

You have been assigned a task between 2-4 hours. You are welcome to attend the full conference as long as you follow through on your commitment to your assigned task.

 

View your assignment by CLICKING HERE!

 

As a student volunteer, there are a few general guidelines that we ask you to follow:

1. Smile! Greet attendees as you meet them and thank them for attending conference.

2. You will be provided a Student Volunteer t-shirt upon check in at Student Volunteer Registration. You must wear your shirt during your volunteer time.

3. Please arrive to your assigned area at least 5 minutes prior to the start of your shift. This will allow appropriate time for a shift change and brief orientation.

4. Eating and drinking during your shift should be kept to a minimum. All shifts over the lunch hour have been assigned to allow for meal times. You will either eat lunch before or after your shift, not during.

5. Remember, that during your shift, you are a representative of CPTA. Please be professional and courteous at all times.

6. Be sure to tell us about your experience! An email with an evaluation form will be sent following conference. We ask that you take a few minutes to tell us your thoughts.

 

 

Please find your job assignment below and read the notes related to your task.

 

Attendee Registration
Staff Liaisons - Allison Wiesemann/Jennifer Guico/Kristy Murchison

Location - Attendee Registration Area

1. Attendee badges are sorted by last name. Each attendee will receive their registration envelope (which will contain their badge, ribbons and tickets), a bag, a lanyard, and a conference t-shirt (their size will be marked on the outside of their registration envelope.)

2. If there is an error with an attendee’s badge (spelling mistake, incorrect designations, etc.), please direct them to On-Site Registration to have a new badge printed.

3. Encourage attendees to access the Mobile App. For assistance, please direct them to the Mobile App Help Desk. Through the app, they can access speaker bios, handouts, and the #CPTAConference challenge.

 

Student Volunteer Registration

Staff Liaisons - Saturday: Bernice Shia & Matt Downey; Sunday: Cindy Walton & Raju Mantena

Location - Student Volunteer Registration Booth

1. Student Volunteer badges are sorted by last name. Each volunteer will receive their registration envelope (which will contain their badge, ribbons and tickets), a bag, a lanyard, and their Student Volunteer t-shirt (their size will be marked on the outside of their registration envelope.)

2. If there is an error with a volunteer’s badge (spelling mistake, incorrect designations, etc.), please direct them to On-Site Registration to have a new badge printed.

3. Encourage volunteers to access the Mobile App. For assistance, please direct them to the Mobile App Help Desk. Through the app, they can access speaker bios, handouts, and the #CPTAConference challenge.

 

Exhibitor Registration
Staff Liaison - Allison Wiesemann/Jennifer Guico/Kristy Murchison

Location - Exhibitor Registration Booth

1. Exhibitor badges are sorted by company, and then by last name within the company. Each representative from the company should pick up their own envelope (which will contain their badge, ribbons and tickets). If the company did not provide names ahead of time, there will be an envelope that says “No Badge Requested.” Please write their names on the company name card, and direct those individuals to On-Site Registration to have a badge printed.

2. Each company is allowed up to four badges. They are allowed to purchase more, which some do ahead of time. If they have not purchased them ahead of time, but wish to do so, please write their names on the company name card and direct them to On-Site Registration.

3. If there is an error with an exhibitor’s badge (spelling mistake, incorrect designations, etc.), please direct them to On-Site Registration to have a new badge printed.

4. Some companies may have a guest badge set aside. All companies are allowed one guest badge, and the guest must be accompanied by a company representative at all times.

5. There will be a program delivered to each exhibit booth Saturday morning. They are not provided at registration.

 

Mobile App Help Desk
Staff Liaison - Kristy Murchison

Location - Mobile App Help Desk

1. You will be helping attendees access and login to the Mobile App. Our app can be accessed in one of two ways - by downloading the EventMobi app through the app store and entering the event code "cptaconference2018" or by visiting the URL https://eventmobi.com/cptaconference2018/ on any device (tablet, phone, or computer). If they access the app via tablet or phone, it will ask them to save it to their device or create a shortcut. This is highly recommended as it makes it easier to go back to.

2. For attendees to login, they will use the email address they used when registering for conference. All attendees are required to login to use the app. If they do not remember which email address they used, please direct them to Onsite Registration for assistance. Once they login, they can play the #CPTAConference Challenge, save their schedule, and take notes.

3. Prior to conference, it is highly recommended that you access and login to the app to familiarize yourself with it. You will have questions from attendees regarding everything from accessing handouts to finding exhibitors to playing the challenge, so the more you know, the more they will.

4. A laptop will be provided at the desk to show a video of how to access the app and utilize it. The laptop is not to be used for any other purpose other than showing the video.

 

Educational Session Greeter

Staff Liaison - Saturday: Bernice Shia & Matt Downey; Sunday: Cindy Walton & Raju Mantena

Location - Student Volunteer Registration Booth

1. Scan the QR code on the attendee’s badge as they enter the session. Attendees must have their badge scanned to be awarded CEUs. Badges can be scanned more than once if an attendee is unsure if they’re badge was scanned.

a. Exhibitor badges will not have a QR code to scan, as they cannot earn CEUs. Exhibitors are welcome to attend Educational Sessions, if space permits. Exhibitors should not be allowed into the session until it has started and only if there are seats available.

b. Exhibit Hall Only badges will be a different color than all other badges. Exhibit Hall Only registration does not include educational programming, and they are not permitted in Education Sessions. This should be strictly enforced by the Session Greeters.

c. Pay attention to "Saturday Only" and "Sunday Only" attendee badges. They are only permitted into sessions for the day corresponding to their badge. If an attendee is trying to enter a session on the day not stated on their badge, please direct them to On-Site Registration.

2. Attendees are not allowed to sit or stand in the aisles or along the walls of the session room. This is in accordance with fire code. Strollers should be left outside of session rooms. If an attendee has a child that is becoming disruptive, please ask the attendee to step outside until the child is quieted.

3. DO NOT SWITCH ROOMS. The scanner that you are using has been programmed to that specific time/session, and switching rooms will a fellow greeter will cause disruption in attendee CEUs. When you return your scanner, please let the attendant know which session you are returning from so that the scanner can be returned to the appropriate dock.

4. Once the session has started and you have scanned all immediate attendee badges, you may step inside the session. Please stand or sit at the back of the room and watch for latecomers. Towards the end of the session, be sure you are available to scan any attendee badges that may have been forgotten.

 

Exhibit Hall Door Guard

Staff Liaison - Saturday: Angie Blaikie & Cam Lippincott; Sunday: Cara Greenwald & Phil Gomez

Location - Exhibit Hall A&B Entrance

1. Everyone must have a badge to enter the Exhibit Hall. NO EXCEPTIONS.
2. Conference attendees may only enter the Exhibit Hall when it is open. Exhibit Hall hours are:

Saturday 11:15am – 4:30pm
Sunday 9:00am – 1:30pm

3. There are three types of badge holders that may enter the hall at any time.

a. Exhibitors will have a black “Exhibitor” ribbon attached to their badge.

b. CPTA Management Team will have a teal “Management Team” ribbon attached to their badge.

c. Conference Task Force members will have an orange “Conference Task Force” ribbon attached to their badge.

4. Exhibitor Set-Up will be on Saturday from 7-11:15am. The three types of badge holders above may enter the hall during this time. Anyone trying to make a delivery will need to call their contact, or enter through the loading dock. NO EXCEPTIONS.

a. In addition to the three types of badge holders above, Poster Presenters with a forest green "Poster Presenter" ribbon are allowed in the hall during Exhibitor Set-Up to hang their research poster. Only attendees with a "Poster Presenter" ribbon may enter the hall during this time - co-authors, friends, and family will need to wait outside the hall.

5. Exhibitor Breakdown will be on Sunday from 1:30-6pm. Only the three types of badge holders above may enter the hall during this time. Anyone trying to make a delivery will need to call their contact, or enter through the loading dock. NO EXCEPTIONS.

a. In addition to the three types of badge holders above, Poster Presenters with a forest green "Poster Presenter" ribbon are allowed in the hall during Exhibitor Breakdown to retrieve their research poster. Only attendees with a "Poster Presenter" ribbon may enter the hall during this time - co-authors, friends, and family will need to wait outside the hall.

6. Pay attention to "Saturday Only" and "Sunday Only" attendee badges. They are only permitted into the Exhibit Hall for the day corresponding to their badge. If an attendee is trying to enter the hall on the day not stated on their badge, please direct them to On-Site Registration. This includes any attendee with a "Poster Presenter" ribbon.

7. If someone is trying to enter the Exhibit Hall without a badge, please direct them to On-Site Registration.

 

Awards Celebration

Staff Liaison - Rita Pierson

Location - Mission City Ballroom

1. Please report to the front of the stage inside the Mission City Ballroom.

2. You will be assisting with setting up and breaking down the Awards Celebration. This includes putting out reserved seating signs, place cards for VIPs, CAL-PT-PAC donation envelopes, CAL-PT-FUND donation envelopes and other important reminders.

3. At the start of the event, you will hand out programs to our attendees at the entrance.

4. You will need to stay for the entire celebration to greet latecomers and to assist with clean up after the event.

 

 

CAL-PT-FUND Baggage Check

Staff Liaison - Kristy Murchison

Location - Main Lobby Across from Attendee Registration Area

1. When an attendee brings their bags to the baggage check, they will fill out an information form. You will staple one half of the blue ticket to their form and give them the other half. 
2. Write their full name (Last, First), cell phone number, blue ticket number, and bag number (1 of 1, 1 of 2, etc.) on the white tag(s) and attach to their bags. Each bag should have a white tag attached to it.
3. Place the completed form in the “Baggage Claim Envelope.”
4. When an attendee comes to claim their bag(s), they will need their blue ticket and a photo ID. Check the ID to make sure it matches the name of the tag.

a. If an attendee picks up a portion of their bags (i.e. 1 out of 3), please note that on their information form.

5. Most attendees will make a donation for holding their bag.

a. When you collect their contribution, write the amount of their contribution on their information form. Also, write out a receipt. The attendee receives the white copy; the yellow copy should be stapled to their information form.

b. Checks should be made out to the “CAL-PT-FUND”.

c. ALL (cash, check, credit card) donations should be placed in the cash deposit bag.

6. Once an attendee has picked up all of their bags, mark the box on their information form.

 

CPTA Voting Station

Staff Liaison - Lisa Ruport

Location - Santa Clara Convention Center, Exhibit Hall A&B, CPTA Booth

1. You will be encouraging and assisting PT and PTA members to vote. Students are not eligible.

2. Members will stand at the voting station and open the web browser. The voting page will be the default home screen. They will not need to log in to vote. Once they have completed their ballot, they should close the web browser.

3. Members have the option of completing a paper ballot. There will be a dropbox next to the voting station for members to place their completed paper ballots.

3. Do not stand behind a voting station unless an attendee asks for assistance.

4. After the member has voted, please give them an “I VOTED” sticker. 

 

CPTA Booth - Membership Pins

Staff Liaison - Lisa Ruport

Location - Santa Clara Convention Center, Exhibit Hall A&B, CPTA Booth

1. Hand out Membership Pins to attendees.

2. Distribute and gather prize slips from exhibitors.

3. Assist attendees in playing the game and hand out prizes.

 

Meeting Assistant

Staff Liaison - Rita Pierson

Location - Santa Clara Convention Center, Room 208 (2nd floor)

1. Friday - Assist with preparing the Research Poster Area.

2. Saturday - Assist Poster Presenters with hanging posters.

3. Saturday - Distribute Conference Program to each booth.

4. Sunday - Confirm all Poster Presenters are at their Poster from 9:00-10:00am

5. Sunday - Collect Raffle Prize Drawing sheet from each Exhibitor who has a raffle prize

6. Sunday - Distribute gift certificates to Poster Presenters at 1:30pm

 

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