Volunteer Sign-Up Form for CAST25, Presented by STAT Logo

  • Volunteer Sign-Up Form for CAST25, Presented by STAT

    Thank you for volunteering at CAST25 in Dallas, November 13-15! Please review the volunteer positions and time slots available slots below and sign up for a minimum of two slots. Volunteer role descriptions are available on the last page of this form, with brief descriptions included as you progress in this form.

  • Role description:

    You are the first face attendees see; you set the tone for their entire experience.  Whether you are stationed at registration/badge printing or by the check-in booths, your confidence, competence, and cheery nature will ensure the teachers feel welcome, cared for, and glad they are here.

  • Role description:

    You are the first face attendees see; you set the tone for their entire experience.  Whether you are stationed at registration/badge printing or by the check-in booths, your confidence, competence, and cheery nature will ensure the teachers feel welcome, cared for, and glad they are here.

  • Role description:

    You are the first face attendees see; you set the tone for their entire experience.  Whether you are stationed at registration/badge printing or by the check-in booths, your confidence, competence, and cheery nature will ensure the teachers feel welcome, cared for, and glad they are here.

  • Role description:

    Exhibit Hall Badge Checkers will be stationed at the Exhibit Hall doors. If possible, familiarize yourself with the exhibit hall layout and key landmarks (like restrooms, water fountains, and food). Verify that all entrants to the Exhibit Hall have a valid badge. Be a friendly, smiling face and greet any attendees.

  • Role description:

    Exhibit Hall Badge Checkers will be stationed at the Exhibit Hall doors. If possible, familiarize yourself with the exhibit hall layout and key landmarks (like restrooms, water fountains, and food). Verify that all entrants to the Exhibit Hall have a valid badge. Be a friendly, smiling face and greet any attendees.

  • Role description:

    First Timer’s Coffee is an integral part of a new CAST attendee’s experience, and gives them an opportunity to learn more about STAT, CAST, and the benefits to being a part of this amazing community. To ensure that this experience remains focused on those new attendees, it is important that non-first-timers understand that as much as they add value to the CAST experience, they would be encroaching on the First Timer’s opportunity to network and engage.

  • Role description:

    Workshop Support Helpers will familiarize yourself with the conference lay-out in general and the area you've signed to work in specifically; look for landmarks, water fountains, restrooms, and stairs/escalators/elevators. You will greet the presenters before the session starts, direct attendees to the sessions, and reach out to staff on WhatsApp if you need assistance from staff.

  • Role description:

    Workshop Support Helpers will familiarize yourself with the conference lay-out in general and the area you've signed to work in specifically; look for landmarks, water fountains, restrooms, and stairs/escalators/elevators. You will greet the presenters before the session starts, direct attendees to the sessions, and reach out to staff on WhatsApp if you need assistance from staff

  • Role description:

    Workshop Support Helpers will familiarize yourself with the conference lay-out in general and the area you've signed to work in specifically; look for landmarks, water fountains, restrooms, and stairs/escalators/elevators. You will greet the presenters before the session starts, direct attendees to the sessions, and reach out to staff on WhatsApp if you need assistance from staff

  • Role description:

    As an Assembly Support Helper, you will report to General Session doors and be a friendly, smiling face at the entries to the general assembly. At the designated time, you will open the doors and welcome people to fill the front and center of the hall first, and you'll keep an eye on where the remaining seats are so that you can direct latecomers to the available seats.

  • CAST25 Volunteer Job Descriptions

  • Please Note:
    • All volunteers must wear their badges at all times.
    • On-site communication will be through the CAST WhatsApp channel.
    • Volunteers will be able to pick-up their shirts right before their selected volunteer slot time.
    • There is an on-site information booth should you need immediate assistance.
     
     
    Greeters: Badge Printing Computers (Registration)
    • Report to the Registration Computers on stands.
    • Be a friendly, smiling face and greet any attendees.
    • Ask attendees if they have their email with their name badge barcode.
      • Yes: Have them scan their barcode.
      • No: Please direct attendee to type in their last name.
    ▪ If they are found in the system, their badge will be printed.
    ▪ If they are found in the system, but their account shows a balance due, please direct attendee to the Balance Due area at Registration.
    ▪ If they are not found in the system, try switching first and last name (a common error). If name is still not found, please direct them to Onsite Registration for additional assistance.
    • If an attendee loses their badge, they may request (1) re-print. Please advise them the system will track the number of re-printed badges. If the badge is re-printed, they do not receive another bag.
    • Encourage attendees to download the CAST24 app by searching “STATCAST” in the app store/Google Play store.
     
    Greeters: Bag/Lanyard Pickup (Registration)
    • Report to the Registration Area.
    • Be a friendly, smiling face and greet any attendees.
    • Provide support by refilling structures with bags and lanyards.
      • Boxes of bags and lanyards will be located in respective areas if more are needed.
     
    Greeters: Presenter/Volunteer Check-In (Registration)
    • Report to Presenter/Volunteer Booth.
    • Communicate with leads/staff if Presenters are no-shows, track no-shows, and enforce registration for the conference for all Presenters by directing unregistered presenters to the on-site registration booth.
    • Give out volunteer duties and let volunteers know any required information necessary to do their job.
    • Give each volunteer their shirt at the start of their shift.
    • Verify that presenters or volunteers know their time, destinations, and role.
    • Give out t-shirts and ribbons (as appropriate).
    • Thank them for their contribution to CAST.
    • Record that they have checked-in and received their shirt
     
     
    Helpers: Exhibit Hall Badge Check
    • Report to Exhibit Hall doors on either the first or second floor, depending on what you choose.
    • If possible, familiarize yourself with the exhibit hall layout and key landmarks (like restrooms, water fountains, and food).
    • Verify that all entrants to the Exhibit Hall have a valid badge.
    • Be a friendly, smiling face and greet any attendees.
     
    Helpers: First Timer’s Coffee Badge Check
    First Timer’s Coffee is an integral part of a new CAST attendee’s experience, and gives them an opportunity to learn more about STAT, CAST, and the benefits to being a part of this amazing community. To ensure that this experience remains focused on those new attendees, it is important that non-first-timers understand that as much as they add value to the CAST experience, they would be encroaching on the First Timer’s opportunity to network and engage.
    • Report to First Timer’s Coffee doors.
    • Verify that all entrants to the First Timer’s Coffee have a “First Timer’s” or “Board Member” Badge Ribbon.
    • Be a friendly, smiling face and greet any attendees.
     
    Helpers: Workshop Support
    • Familiarize yourself with the conference lay-out in general and the area you’ve signed up to work in specifically; look for landmarks, water fountains, restrooms, and stairs/escalators/elevators.
    • Note the rooms in your area and what sessions and presenters will be there while you are on duty.
    • Greet the presenters before the session starts and let them know you will be nearby and popping into rooms if they need anything.
    • Direct attendees to the sessions.
      • If there are crowds, coax them into lines.  If there are more wanting to get into a room than can fit, suggest another session for the overflow.
    • Send notice on WhatsApp if:
      • a presenter hasn’t shown up by 10 minutes before start time.
      • presenters have not vacated or finished cleaning after their session in a timely manner.
      • there are any AV issues.
      • too many attendees are “camping out” in a room for the following session and you feel uncomfortable confronting them.  (this sometimes happens with really popular sessions and isn’t fair to teachers who have waited in line in the hall.
    • Let lead/staff know if attendee(s) are missing badges.
    • Post “SESSION FULL” sign if the room is at capacity.
    • When the sessions are underway, log into the form and note the room and how much it has filled.
     
    Helpers: Assembly Support
    • Report to General Session doors.
    • Be a friendly, smiling face at the entries to the general assembly.
    • At the designated time, open the doors and welcome people to fill the front and center of the hall first. (or whatever makes sense in this auditorium)
    • Keep an eye on where remaining seats are and direct latecomers to the available seats.
  • Should be Empty: