2018 Volunteer Information

All volunteer spots have been filled for the 2018 conference and the waiting list has reached capacity as well. This page is a resource for volunteers who have signed up for the 2018 conference.


Volunteers help to set up the day before the conference and to keep things running smoothly on conference day. You are required to work only one shift and, in exchange for volunteering, you will receive free admission to the conference. Please do not sign up for the conference separately – you are registered through the volunteer program.

Volunteer sign up is ONLINE ONLY, and each shift has a limited number of spots. If you are unable to access the sign-up sheet for the shift you prefer, it has reached capacity and you will need to sign up for a different shift.

You will receive an email generated by the website to confirm that your submission was registered. If you do not receive such an email within two (2) days of filling out the online form, please go back and try signing up again using the same email address. The system will either accept the second try or indicate that the email has already been registered – either way your submission is confirmed. Please do not email the volunteer coordinator until you have tried to re-register as directed.

Six (6) weeks before the conference, you will receive an email indicating you have been selected to assist as a volunteer and seeking confirmation that you are still interested and available to assist. You MUST respond to this email to secure your spot. Be sure to check your spam folders – the volunteer coordinator will no longer call potential volunteers, and if you do not respond to the confirmation email we will reach out to someone else on the list.

IMPORTANT NOTES:

– There are very few tasks that do not involve walking or standing. Anyone who needs to sit or has other restrictions should sign up for Shift 1.

– Preference will be given to local volunteers.

–  Volunteers helping with Resume Review or Coaches Corner should NOT sign up here. Please email [email protected] for additional information.

– The waiting list begins only after all spots on all shifts are full.


Shift Information

DAY BEFORE CONFERENCE (Nov. 8) VOLUNTEER SHIFT OPTION:

SHIFT 1 (Day before conference: 9:00 am-4:00 pm)
NOTE: Volunteers may be released early, if all tasks are complete, but please plan on a full day.

Duties Include: stuffing conference goodie bags, putting name badges together, delivering materials to session rooms, assisting with speaker materials, etc.

Dress: Casual, comfortable clothes and shoes that support a lot of standing and walking.

CONFERENCE DAY (Nov. 9) VOLUNTEER SHIFT OPTIONS:
(Please note the new shift times for 2018.)

SHIFT 2 (Early shift day of conference: 5:45 am-10:45 am)

SHIFT 3 (Second shift day of conference: 8:00 am-1:00 pm)

SHIFT 4 (Afternoon shift day of conference: 12:00 pm-5:00pm)

Duties Include: speaker escorts, session timekeepers, session monitors and helping in the Career Pavilion, with booking singings and other activities in the Exhibit Hall.

Dress: All volunteers are requested to wear white and black (i.e., black pants and a white blouse or sweater) or all black. No jeans or graphic t-shirts. We recommend comfortable clothes and shoes that support a lot of walking.

Frequently Asked Questions

Who can I contact with questions not answered on the website?

Amy Blankenbiller, Volunteer Coordinator for the Conference for Women, can be reached at [email protected], but please read through the information on this page and other parts of the conference website first.

Do I need to register for the conference separately?

NO. Registration for the conference is handled through the Volunteer Coordinator (Amy B.) for volunteers.

Can I attend the conference if I am a volunteer?

YES. Volunteers for Shift 1 are provided a pass to attend the entire conference.  Volunteers for Shifts 2,3 & 4 can attend sessions before and/or after their assigned shifts.

Will I be able to attend the keynote luncheon?

All volunteers will be provided lunch and hear the keynote luncheon speakers.

Lunch will be also provided during Shift 1 on the day before the conference.

Are special meals provided?

Meals which satisfy vegetarian, vegan and gluten free needs will be provided if you make a notation on your sign-up form. If you have other dietary restrictions, please bring your own food, as no other special meals will be offered.

What will I be doing during my volunteer shift?

Specific duty assignments and related instructions are handled on site.

Are parking and travel costs covered for volunteers?

NO. The conference does not reimburse volunteers for parking or travel.  If you have questions regarding parking locations or transportation, look under the “Conference” tab on the home page for travel information.

What are the next steps?

Amy B. will reach out to you approximately forty-five (45) days prior to the conference to confirm your availability and shift assignment. Each year folks reach out earlier to “check in,” but please be patient.

What should I do if I do not receive a confirmation email?

Be sure to check the email account used on your volunteer form and your spam folders approximately 4-5 weeks before the conference. If you do not have a message, email Amy B. at [email protected] to inquire. DO NOT WAIT until a week or two before the event or you risk losing your spot.


Waiting List Information

 

This year the waiting list will not ask you to rank your preference of the different shifts. The Volunteer Coordinator will reach out to folks in order of signing up to fill vacancies as needed. You can choose to decline the offer when contacted, but you will then forfeit the opportunity to volunteer at this year’s conference. The Volunteer Coordinator will not contact people on the Waiting List repeatedly for openings on different shifts. The Volunteer Coordinator manages over 250 names to fill the four volunteer shifts and ensure all tasks to support the conference are covered; she is not able to contact each person several times or accommodate requests to fill an opening for only one of the shifts.

In August, the Volunteer Coordinator will begin confirming availability with folks already signed up on the original lists. This process takes time. The Volunteer Coordinator may not contact people on the waiting list until just a few days before the conference. Sometimes, there is more notice, but not always. And, there is no way to know which shifts may have openings that need to be filled.

All of us at the TX Conference for Women want to thank you for your flexibility and interest in helping us make 2018 the best conference ever!

Important Notes

  • There are four volunteer shifts outlined below. In exchange for your helping us on any one of the volunteer shifts, you will receive free admission to the conference. Your conference pass will provide access to all conference offerings that do not interfere with your volunteer duties; it also includes lunch and the opportunity to hear our keynote speakers.
  • After you complete and submit the waiting list form, you should receive an email generated by the website to confirm that your submission was registered. If you do not receive such an email within two (2) days of submitting the online form, please go back onto the site and try resubmitting your form using the same email address. The system will either take the second try or indicate that the email has already been registered – either way your submission is confirmed. You do not need to contact the Volunteer Coordinator.
  • There are only a few tasks that do not involve walking or standing on the day of the conference. Anyone who needs to sit or has other restrictions is asked to make a note in the comments box.
  • If you are interested in helping with Resume Review or Career Coaching, you should not sign up to volunteer here. You should email [email protected] for more information.
  • You do not need to sign up for the conference separately. Your registration is handled through the Volunteer Coordinator.

Volunteer Shift Descriptions

Day before (Shift 1 – 11/8, 9:00am-4:00pm)

Duties Include: stuffing conference goodie bags, working on name badges, delivering materials to session rooms, assisting with speaker materials, etc.
Dress: Casual, comfortable clothes and shoes that support a lot of standing and walking.

Day of (11/9, 5:45am-10:45am, 8:00am-1:00pm, 12:00pm-5:00pm)

Duties Include: speaker escorts, session timekeepers and room monitors, handing out conference bags and helping with booking singings and other activities in the Exhibit Hall.
Dress: All volunteers are requested to wear white and black (i.e., black pants and a white blouse or sweater) or all black. No jeans or graphic t-shirts. Comfortable clothes and shoes that support a lot of walking are a must.