35th Annual Conference

March 27-29, 2023

 

Volunteer Schedule

For any questions

During the days of the conference (March 27-29), if you cannot make your shift or will be late, please email the Forum general inbox at workplaceforum@augsburg.edu.

Thank you for becoming a volunteer at the 2023 Forum on Workplace Inclusion®!

35th Annual Conference – Combining Forces(X)

The Forum’s success depends on the selfless dedication of hundreds of people just like you. We truly value your time and will do our best to make The Forum a fantastic experience for you!

You have been selected as a volunteer for one or more of four different volunteer roles. On this page you will find your confirmed assignment(s), the date(s) and time(s) of your shifts, as well as a host of information regarding the responsibilities of each role, mandatory volunteer orientation sessions, and more.

Please see the table below for your specific role and shift assignments. Then click the box with your role to download the PDF with full details.

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Shifts are separated in to morning (approx. 6:30 am – 1:00 pm), afternoon (approx. 12:00 pm – 5:30 pm),  or all day (approx. 6:30 am – 5:30 pm).

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Volunteers are welcome to attend general sessions during their shifts, or attend any other conference concurrent sessions outside of their shifts on the days they volunteer.

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Volunteers will also receive a full complimentary conference registration (see FAQ for breakdown).

WHAT ARE THE RESPONSIBILITES FOR MY ROLE?

Hospitality Volunteer

Hospitality volunteers are the face of the Forum. You may be the first person an attendee will see at the Forum. You are Forum ambassadors and share a common goal with Forum staff – to ensure attendees have an exceptional learning experience. With a national, and increasingly international presence of attendees at the Forum, we ask that you extend and share Minnesota hospitality.

Duties include greeting and wayfinding, assisting attendees with disabilities, and providing guidance to those who appear lost, inquisitive, or generally have questions about the event. Hospitality volunteers may also be asked to attend to the Diversity, Equity & Inclusion Coaching Center. This role may require standing and/or walking for significant periods of time.

Click to download the Hospitality Volunteer PDF.

Registration

Our registration team will check in approximately 1,000 attendees over the course of three days, ensuring that all attendees receive a warm welcome to The Forum, receive all conference collateral, and a brief orientation to the conference space. This is a busy role during peak times! It is also a good role for those who prefer to volunteer, mostly sitting down.

Session Coordinator

The main duty of a session coordinator is to assist the session host and presenters to ensure a smooth session. Volunteers are assigned to one room for the duration of their shift for continuity and easy transition between sessions. Coordinators should have basic knowledge of how to operate PCs and Macs, how to call up documents from flash drives and how to start PowerPoint presentations. Coordinators track session time, manage room supplies, and should use innovative thinking when approaching logistical problem situations. This is a good role for those who prefer to volunteer, mostly sitting down.

Click to download the Session Coordinator Volunteer PDF.

Session Host

The session host is responsible for working with presenters and the session coordinator to ensure session management and success. Volunteer hosts act as official representatives of The Forum and the presenters, panelists, and attendees. Hosts introduce presenters, help to keep discussions on track and manage conflict resolution if needed. Hosts complete evaluations after each session for the highest caliber content and presentation form. While we encourage anyone to apply, host roles are typically given to seasoned Forum volunteers. This is a good role for those who prefer to volunteer, mostly sitting down.

Click to download the Session Host Volunteer PDF.

Volunteer FAQs

If you have any questions about your assignments, please email workplaceforum@augsburg.edu.
What volunteer roles are available?

Hospitality Volunteer:

Hospitality volunteers are the face of the Forum. You may be the first person an attendee will see at the Forum. You are Forum ambassadors and share a common goal with Forum staff – to ensure attendees have an exceptional learning experience. With a national, and increasingly international presence of attendees at the Forum, we ask that you extend and share Minnesota hospitality.

Duties include greeting and wayfinding, assisting attendees with disabilities, and providing guidance to those who appear lost, inquisitive, or generally have questions about the event. Hospitality volunteers may also be asked to attend to the Diversity, Equity & Inclusion Coaching Center. This role may require standing and/or walking for significant periods of time.

Registration:

Our registration team will check in approximately 1,000 attendees over the course of three days, ensuring that all attendees receive a warm welcome to The Forum, receive all conference collateral, and a brief orientation to the conference space. This is a busy role during peak times! It is also a good role for those who prefer to volunteer, mostly sitting down.

Session Coordinator Volunteer:

The main duty of a session coordinator is to assist the session host and presenters to ensure a smooth session. Volunteers are assigned to one room for the duration of their shift for continuity and easy transition between sessions. Coordinators should have basic knowledge of how to operate PCs and Macs, how to call up documents from flash drives and how to start PowerPoint presentations. Coordinators track session time, manage room supplies, and should use innovative thinking when approaching logistical problem situations. This is a good role for those who prefer to volunteer, mostly sitting down.

Session Host Volunteer:

The session host is responsible for working with presenters and the session coordinator to ensure session management and success. Volunteer hosts act as official representatives of The Forum and the presenters, panelists, and attendees. Hosts introduce presenters, help to keep discussions on track and manage conflict resolution if needed. Hosts complete evaluations after each session for the highest caliber content and presentation form. While we encourage anyone to apply, host roles are typically given to seasoned Forum volunteers. This is a good role for those who prefer to volunteer, mostly sitting down.

How old do I need to be to volunteer?

Because The Forum on Workplace Inclusion is hosted by the Augsburg University, university policy requires all volunteers to be 18 years of age or older.

What training / orientation opportunities are available for Forum volunteers?

In the days leading up to The Forum, all volunteers are asked to participate in an orientation webinar. This webinar will be held on Thursday, March 23 at 10 AM approximately 75 minutes in length. Webinar registration details will be emailed to all approved volunteers a few days prior to March 23. The webinar will be recorded, and materials included in the webinar provided for volunteers to review.

On the days I volunteer, what should I do?

The Forum on Workplace Inclusion is back in-person this year. So on the days you volunteer we ask that you arrive early for your shift to receive an orientation about your role for the shift and any other updates we may have at that time. First, you'll come up to the 3rd floor, where registration is located, then you will head to Symphony IV, on the 2nd floor to the volunteer office.

On the days I volunteer, where should I park?

The Forum on Workplace Inclusion contracts with a City of Minneapolis-owned parking ramp, the Leamington Ramp, on the southeast corner of 10th Street and 2nd Avenue South. The Leamington Ramp is across the street from the Hilton Minneapolis. It is also connected to the via the skyway.

All Forum volunteers who drive for their shifts should park in the Leamington Ramp. For each day you volunteer, you will receive a validated parking ticket to cover your parking expenses. Unfortunately, we cannot validate parking in any other location; The Forum cannot reimburse for any other parking charges.

What conference benefits are available to volunteers?

The Forum is pleased to offer all conference volunteers three benefits:

  • Complimentary Conference Registration**
  • Volunteer T-shirt
  • Parking on the day(s) you volunteer

**Complimentary Conference Registration is provided in the following ways:

  • Volunteer days are considered complementary; for example, if you volunteer on Tuesday morning, we invite you to attend the in-person conference for the rest of the day at no cost to you.
  • If you volunteer for only one shift* you will receive a complimentary virtual+ registration for the balance of the conference.
  • If you volunteer for two or more shifts* the entire conference is complementary to you.
    *A volunteer shift is considered either a morning or afternoon.

All volunteers are invited to attend general sessions and meals at no cost.
Please note that The Forum encourages individuals to work two or more shifts.

How should I dress for the conference?

We ask that all conference attendees follow a business casual dress style. We suggest comfortable khaki or dress pants/skirt, with comfortable shoes. Many volunteers arrive already wearing their volunteer t-shirt, or choose to put it over a collared shirt or blouse. If this is your first time volunteering, you will receive a complimentary Forum t-shirt, in maroon, with The Forum’s institutional logo on the left side at volunteer check-in. For 2023, we are using the same volunteer t-shirt from the 2020 conference. If you already have a Forum t-shirt from 2020, you will not need a new t-shirt for the 2023 conference.

I applied to become a volunteer. When will I know what days, shifts, and role I will be placed into?

In 2020, we received about 200 applications for volunteers. We are so grateful for so much interest in supporting the Forum’s conference! This year we will be looking to accept around 100+ volunteers to assist across all three days of the event.

It is likely that you may not hear back from us regarding your application for a few weeks, outside of the automated confirmation email that your application has been received.

We try to assign and place volunteers on a rolling basis, so that no one must wait for weeks and receive notice of their acceptance and placement too close to the event in March. We want to be very accommodating to our applicants’ time and schedules. This is a big task, to juggle ranked preferences for days, times and roles. We do apologize for the wait, and we certainly hope The Forum is worth the wait!

 

If you are listed as a backup, please report to volunteer check-in at the beginning of your shift for your specific volunteer assignment.

The Forum on Workplace Inclusion®
2211 Riverside Ave, CB 54
Minneapolis, MN 55454
workplaceforum@augsburg.edu
(612) 373-5994

Photos by Sarah Morreim Photography
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