2019 IABC World Conference
Call for Volunteers: IABC/BC Hospitality Task Force
The 2019 IABC World Conference hospitality task force is chaired by the effervescent and fabulously-shod duo of Laurie Dawkins and Jennifer Wah. Combined, they have much of the alphabet after their names, but what’s really important is a) they know Vancouver to be the best host city of all time for an IABC World Conference, b) they reward hard work with good play and better homemade treats, and c) they are both mums to teenagers, so have a low tolerance for drama and eyerolls. Three key positions report in to Laurie and Jennifer, each with their own sub-committee. (Full transparency: Laurie and Jennifer will be thanked with complimentary conference registration.)
Wherever possible, we are looking to integrate conference volunteering with support for our local IABC/BC chapter. This means you may be asked to give a few hours of your time to help support chapter activities – in addition to the conference – between now and June 2019. Please keep this in mind if you sign up for the conference roles.
World Conference 2019
YOUWell connected (and always connecting), shiny, happy human who is passionate about attracting volunteers to, and leaving them with, a rare and extraordinary volunteer opportunity. You radiate the same sense of welcome you expect from volunteers who will be the face of Vancouver for 1,500 communicators from around the world. You are jaw-droppingly organized, and think in spreadsheets
THE JOBTime commitment: Average 8-10 hours per month from November to April, increasing to as much as 20 hours per month in May and June. Perk: One complimentary Regular Conference Registration The volunteer coordinator:
- Recruits 16 core volunteers to help staff registration, hospitality and dine around tables, check badges at general sessions, take tickets at luncheons and do room checks. Following an established volunteer schedule, these 16 volunteers work in shifts for a total of 9-11 hours over the conference and in return receive a complimentary Regular Conference registration each.
- Confirms these volunteers and assigns schedules at least two months prior to the conference, and provides information/instructions about their responsibilities.
- Provides IABC staff liaison with a schedule that lists volunteer names, contact information and schedule.
- Working with the Dine-around coordinator, recruits a dine-around host for each of the dine-around restaurants and provides direction for their assignment.
- Working with the hospitality coordinator, recruits volunteers to lead the hospitality activities on Saturday/Sunday.
- With the hospitality and dine-around coordinators recruits volunteers to staff the hospitality and dine-around tables over the four days of the conference.
YOUYour circulatory system bears a striking similarity to a map of Vancouver; that’s how passionate you are about our world-ranked city. You have hunches, haunts and happy places you love to show off to locals and visitors alike, and secretly wonder about trading your day job for a concierge position. You’ve been out in the world, and have a sense of Vancouver from a global perspective – you know how others see us, and want to see us. People want to follow you places.
THE JOBTime commitment: Average 8-10 hours per month from November to April, increasing to as much as 20 hours per month in May and June. Perk: One complimentary Regular Conference Registration The hospitality team is largely responsible for making sure that the conference social programs not only capture the international culture of the association, but also the spirit of the host city and region. The hospitality coordinator:
- Coordinates one or several Saturday/Sunday outings for early conference arrivers to a nearby local attraction that is within walking distance or an easy public transportation ride of the hotel and is little to no charge.
- Provides a brief description of these tours to IABC staff by February for inclusion on the conference website.
- Manages the staffing and setup of a hospitality table onsite to introduce visitors to the host city, including where conference attendees can get information about restaurants, city tours, points of interest and other must-sees.
- May develop a resource list of city restaurants, attractions and information to help familiarize attendees with the city.
- Obtains hospitality table materials such as city maps, transportation information and coupons (if possible).
- Works with the chapter, local not-for-profit agencies and IABC staff to support the Gift of Communication program, by providing up to 20 agency names and local liaison/coordination if needed.
YOUYou know how to make a dinner party “pop” – you’re passionate about great food and venues that inspire mirth, merriment and lasting IABC memories from the opening toast to the cab ride home.
THE JOBTime commitment: Average 8-10 hours per month from November to April, increasing to as much as 20 hours per month in May and June. Perk: One complimentary Regular Conference Registration The Monday evening dine-around — coordinated entirely by the local chapter — has proven to be one of the conference highlights. The dine-around provides conference participants an opportunity to network with one another in a relaxed and informal setting, to enjoy one of the city's restaurants and to learn more about the conference city. The local chapter volunteers serve as hosts at this "pay your own way" dinner. The dine-around coordinator:
- Coordinates Monday evening dinners to approximately 25-30 local restaurants.
- Identifies restaurants in a range of cuisines and budgets, makes reservations prior to conference, and reconfirms all reservations on the day of the event. Coordinator should avoid restaurants that require a credit card hold for a reservation.
- Develops individual restaurant sign-up sheets with sample menus, cost information, and other key restaurant information for the dine-around table at conference.
- May choose to create an Eventbrite page that allows attendees to view and sign up for the dine-around electronically instead of paper sign-up sheets.
- Providing support at IABC conference registration desks to welcome attendees and distribute conference badges and materials
- Checking badges at the general sessions doors
- Taking tickets at ticketed events
- Staffing the hospitality table which will serve two purposes: