As we prepare for the event, we are seeking volunteers to join several working committees that will support the organization and logistical implementation. Volunteers may also be asked to assist periodically in the days leading up to the event, as well as on the day of the event, Monday, October 27th.
If you’re interested in this opportunity, please complete the Volunteer Form and provide all necessary information by Tuesday, October 1st, 2025. NOTE: If you are volunteering on October 27th, do not register to attend as your volunteer roles will be assigned and communicated with you.
For any additional questions about volunteering, please feel free to contact me at barbara@elasticevents.com.
Here are the job descriptions for the various roles:
Greeter/Ushers – Welcome attendees, provide directions, and assist guests in finding registration, rooms, and amenities to ensure a smooth and friendly arrival experience.
Tent Setup – Assist with setting up tents, tables, signage, and event infrastructure prior to attendee arrival, ensuring all spaces are organized and safe. The tents and tables should be set-up, but there may be need to re-position tables and chairs, as well as put up signage, and possibly SWAG for the tents.
Information Station Attendant – Staff the information desk, answer attendee questions, provide schedules and directions, and troubleshoot basic onsite concerns.
Room Host – Welcome participants to breakout sessions, introduce speakers (if needed), manage time, and ensure housekeeping announcements are shared. Hand out door prizes. Share details on lunch pick ups Room Support Volunteer – Assist Room Hosts with setup, distribute materials, monitor room needs, and help facilitate attendee seating and comfort.
Speaker/Vendor Support – Provide onsite assistance to speakers and vendors, including setup needs, directions, and schedule coordination to ensure smooth participation. Could also support finding designated Speaker parking. Also, we are arranging transportation for some speakers to/from hotel/airport. Wondering if they could support Speakers with finding/connecting with their transportation post PLD morning. We will have arrangement pre-made.
Lunch Distribution – Help coordinate and distribute boxed lunches to attendees while maintaining orderly flow and ensuring dietary needs are respected.
Exhibit Support – Assist exhibitors during setup and throughout the day, provide directions, help troubleshoot onsite needs, and ensure exhibit area is tidy. Door prizes collection and distribution to appropriate breakout rooms.
Logistics & Wrap-Up Crew – Support general event logistics, manage supplies, and assist with clean-up and tear down after the event to restore venue to original condition.
IEYMH Facilitator - Guide table discussion, keep conversations on track, ensure equal voices are heard at the table, reflect back or summarize ideas and make connections to values and perspectives.