Name of Conference:

Date:

Location:

Sage colored box indicates on stage/presentation activity
Activity / Time Frame / Facilitators/
Speakers & Stage Activity / Volunteer Name & Role / Details of Volunteer Role: / AV Needs / Notes
Venue Setup / Day before event: 3-6pm / SetupVolunteers (6): / Setup-
- Furniture & stage
- Registration & sponsor tables
- Swag bags
- Signage & collateral
-Banners
- Projectors
- Décor
- Sound check
- A/V / - NEGOTIATE w/Venue to Setup a day before
- Make sure you have enough people to assist with Setup and carrying furniture
* Hire moving helpers to assist with heavy lifting
Venue Setup / Day of event:
7:00am – 8:00am
7:15am - / Setup & Registration Table Volunteers: / - All Volunteers arrive for final Setup and 7:15am meeting
Double check/finishSetup of:
- Furniture & stage
- Registration & sponsor tables
- Swag bags
- Signage & collateral
- Banners
- Projectors
- Décor
- Sound check
- A/V / - Day of Setup is highly discouraged; it always takes longer than expected!
Keynote Management / 7:15am-8:45am / Speaker Management Volunteer (1): / - Support and manage first keynotes and usher to main room by 8:45am
Registration desk Setup and training / 7:30am-9:00am / Chapter Volunteer Lead (1):
Registration & Info Table Volunteers (4): / - Volunteer Lead trains group on registration process
- Registration table uses Google sheets to check off attendees
- Direct attendees to breakfast
- Use PayPal for walk in registrants
- Registration table to stay open until 9am and convert to CC table for information and CC book sales / - 4 laptops and or iPadsSetup with ability to accept payment and able to mark participants arrived / - Keep registration table /area clean and organized
Greeters, welcome and directional help / 8:00am-8:45am / General Greeter Volunteers (4):
Sponsor Management Volunteers (2):
Media Management Volunteers (2): / - General greeters smile and welcome people and show people where to go to register and usher guests into the main room at 8:45am
- Sponsor greeters welcome and direct to tables
- Media greeters welcome and direct to media area / Make sure to open and close doors as speakers begin and during breaks.
Encourage people to not leave empty seating spaces
Registration / 8:00am – 9:00am / Catering Point Volunteer (1):
Media Management Volunteers (2):
PhotographerVolunteer (1): / - Registration table live
- During breakfast the catering point volunteer monitors food/beverage levels and notifies if adjustments or additions are needed with caterer
- Photographer active in capturing beginning of the event / Keep registration table clean and organized
Main Room Setup and Prep / 8:15am / Main Room Volunteer (1): / - Setup PPT slide and manage PPT deck during presentations
- Ensure stage Setup that includes table for drinks & unlabeled water bottles
- Usher speakers to stage and prepare to start / - A/V setting up confidence monitor, PPT loaded, sound check, and micSetup
PPT Slide # / Make sure stage looks clean
and reset after each speaker
Welcome and Intro
(Main Room) / 8:45 am - 9:15 am / People starting to enter room at 8:45am
Intro, Welcome & Overview of day
Presence practice to bring everyone into the room
MC Intro / Chapter Lead:
Timekeeper Volunteer (1):
PhotographerVolunteer (1): / - Welcome attendees, give overview of the day, introduce MC
- TimekeeperVolunteer to use 10 minute, 5 minute and STOP signs that speakers can see
- Photographer active / Identify mic needs
PPT Slide #
Info Table Shift #1 / 9:00am - 10:30am / Registration Table Volunteer (1): / - Transition registration table to information table and for CC book sales
SPEAKER #1 / 9:13am – 9:15am
9:15am – 9:50am / MC: Intro
Speaker #1: / TimekeeperVolunteer (1):
PhotographerVolunteer (1): / - TimekeeperVolunteer to use 10 minute, 5 minute and STOP signs that speakers can see
- Photographer active / Identify mic needs
PPT Slide #
Transition to Interactive Session / 9:50am - 9:54 am / Main RoomVolunteer (1): / - Ensure mics, and A/V are set for next session and reset stage / Identify mic needs
PPT Slide # / Make sure stage looks appropriate/clean up trash
Interactive Session
(Main Room) / 9:54am – 9:55 am
9:55am – 10:40 am / MC intro to
Facilitator:
Interactive Break Out Session / TimekeeperVolunteer (1): / - TimekeeperVolunteer to use 10 minute, 5 minute and STOP signs that speakers can see
- Conclude with informing attendees coffee for 15mins – back at 10:55am / Identify mic needs
PPT Slide #
10:40am –10:55 am / Catering Point Volunteer (1): / - Observe food/beverage levels an inform caterer of needed adjustments / PPT Slide #
Main Room Setup and Prep / 10:40am – 10:55am / Main Room Volunteer (1): / - Ensure mics, and A/V are set for next session and reset stage
- Manage PPT deck during presentation / Identify mic needs
PPT Slide # / Make sure stage looks appropriate/clean up trash
Info Table Shift #2 / 10:30am- 1:00pm / Info Table Volunteer (1): / - Answer questions and be available for book sales / Ensure info table is clean and free of clutter
Panel Session
(Main Room) / 10:55am -1058am
11:00 am -11:53am / MC intro to Moderator and Panelists
Moderator:
Panelists:
1.
2.
3.
4.
Panel Session
When Panel wraps, MC announces lunch / Timekeeper Volunteer (1):
Photographer Volunteer (1): / - TimekeeperVolunteer to use 10 minute, 5 minute and STOP signs that speakers can see
- Photographer active / Identify mic needs
PPT Slide #
Lunch / 11:55am –12:55 pm / General Greeter Volunteers (4):
Catering PointVolunteer (1): / - Direct attendees to location for lunch
- Observe food/beverage levels an inform caterer of needed adjustments
Main Room Setup and Prep / 12:30am – 12:45am / Main Room Volunteer (1): / - Ensure mics, and A/V are set for next session and reset stage
- Manage PPT deck during presentation / Identify mic needs
PPT Slide # / Make sure stage looks appropriate/clean up trash
Info Table Shift #3 / 1:00pm-3:00pm / Info Table Volunteer (1): / - Answer questions and be available for book sales / Ensure info table is clean and free of clutter
SPEAKER #2
(Main Room) / 1pm – 1:05pm
1pm - 1:30pm / MC: Quick Overview of the morning sessions.
Intro Speaker #2 & Moderator / Timekeeper Volunteer (1):
Photographer Volunteer (1): / - TimekeeperVolunteer to use 10 minute, 5 minute and STOP signs that speakers can see
- Photographer active / PPT Slide #
Intro to Practicums
(Main Room) / 1:30pm -1:35pm / Chapter Lead intro of practicums / PPT slide that shows description and the locations of each of the practicums
PPT Slide #
Practicum Session Room Setup / 1:20pm-1:45 / Practicum Speakers (8 total, 2 per session):
Room Volunteers (4): / - Room Volunteer manages room Setupto specifications of speakers / PPT presentation loaded on practicum speakers’ laptop
Transition to Workshops A1-A4 / 1:35pm – 1:45pm / General Greeter Volunteers (4): / - Direct attendees to practicum locations
Workshops: A1-A4
Assigned Break-Out Rooms / 1:45pm – 2:45 pm / Each workshop assigned a facilitator and a business collaborator with case studies on the 4 Tenets / PPT loaded on practicum speakers’ laptop
A1. Conscious Leadership / 1:45pm – 2:45 pm / Practicum Speakers: / Practicum Speaker (2):
Room Volunteer (1): / - Assist the speakers with loading PPT Presentations
- Assist with room flow and guide participants on where to sit
- Pass out any handout materials where applicable / Projector Setup with PPT
A2. Conscious Culture / 1:45pm – 2:45 pm / Practicum Speakers: / Practicum Speaker (2):
Room Volunteer (1): / - Assist the speakers with loading PPT Presentations
- Assist with room flow and guide participants on where to sit
- Pass out any handout materials where applicable / Projector Setup with PPT
A3. Stakeholder Orientation / 1:45pm – 2:45 pm / Practicum Speakers: / Practicum Speaker (2):
Room Volunteer (1): / - Assist the speakers with loading PPT Presentations
- Assist with room flow and guide participants on where to sit
- Pass out any handout materials where applicable / Projector Setup with PPT
A4. Purpose / 1:45pm – 2:45 pm / Practicum Speakers: / Practicum Speaker (2):
Room Volunteer (1): / - Assist the speakers with loading PPT Presentations
- Assist with room flow and guide participants on where to sit
- Pass out any handout materials where applicable / Projector Setup with PPT
Transition to Workshops B1-B4 / 2:45pm - 3pm / General Greeter Volunteers (4): / - Direct attendees to practicum locations
Info Table Shift #4 / 3:00pm-5:00pm / Info Table Volunteer (1): / - Answer questions and be available for book sales / Ensure info table is clean and free of clutter
Workshops:
B1-B4
Assigned Practicum Rooms / 3pm – 4pm / Same people, room assignments and presentations as A1-A4 / Practicum Speakers (8 total, 2 per session):
Room Volunteers (4): / - Room Volunteer manages room Setupto specifications of speakers
- Second session practicums / Make sure room is reset, looks appropriate, and is cleaned up
Coffee Break / 4:00 pm - 4:25 pm / Catering Point Volunteer (1): / - Observe food/beverage levels an inform caterer of needed adjustments
Main Room Setup and Prep / 3:45pm – 4:00pm / Main Room Volunteer / - Setup PPT slide and manage PPT deck during presentation
- Ensure stage Setup that includes table for drinks & unlabeled water bottles
- Usher speaker to stage and prepare to start / - A/V setting up confidence monitor, main PPT reloaded, and micSetup
PPT Slide # / Make sure stage looks clean
and reset after each speaker
SPEAKER #3
(Main Room) / 4:25 pm – 4:30pm
4:30pm – 4:55 pm / MC: Intro
Speaker #3 / Timekeeper Volunteer (1):
Photographer Volunteer (1): / - TimekeeperVolunteer to use 10 minute, 5 minute and STOP signs that speakers can see
- Photographer active / PPT Slide #
Wrap Up
(Main Room) / 4:55pm – 5:05 pm / Chapter Lead / - Thank You/Lessons Learnt/ Next Action Steps of how to get involved in the CC Movement.
- Next Chapter and CCI Event
Directions to Social Mixer / PPT Slide #
Directional Assistance to Social Mixer / 5:00pm-5:20pm / General Greeter Volunteers (4): / - Direct attendees to Happy Hour/Social location
Breakdown & Clean Up of
Main Room & Practicum Spaces / 6:00pm – 7:30pm / Volunteer Lead (1):
Clean Up Volunteers (6): / - Volunteer Lead to delegate
- Pack up the signs, registration table, leftover supplies, printouts or goodie bags...etc.
- Make sure any laptops that belong to volunteers are returned and that the venue has collected all of its equipment
- Load out equipment and supplies to predetermined location / Breakdown doesn’t start until all attendees have left the room
Make sure you have enough people to assist with breakdown and carrying furniture. Should be new volunteers who have not been on duty all day.
Hire moving helpers to assist with heavy lifting
Happy Hour/Social Mixer / 5:00 – 7:00 pm / Open Invite / Photographer Volunteer (1): / - Actively taking photos of social attendees / Cash Bar

Volunteer Names & Phone Numbers

Volunteer Role: / Name: / Phone Number:
Volunteer Lead
1. Setup
2. Setup
3. Setup
4. Setup
5. Setup
6. Setup
Main Room
1. Registration Table
2. Registration Table
3. Registration Table
4. Registration Table
Speaker Management
1. Media Management
2. Media Management
1. Sponsor Management
2. Sponsor Management
1. General Greeter
2. General Greeter
3. General Greeter
4. General Greeter
1. Shift 1 Info Table
2. Shift 2 Info Table
3. Shift 3 Info Table
4. Shift 4 Info Table
Timekeeper
Photographer
1. Practicum Room
2. Practicum Room
3. Practicum Room
4. Practicum Room
1. Clean Up
2. Clean Up
3. Clean Up
4. Clean Up
5. Clean Up
6. Clean Up