Volunteer Information & FAQ

Transcription

1 Volunteer Information & FAQ Page 1 Volunteer Information & FAQ Thank you helping us ensure the success of MAKERFEST 2018 by volunteering. Please keep in mind that your primary responsibility as a volunteer is the safety and security of the participating students. The information below should help you navigate the waters of MAKERFEST 2018 successfully. Questions Answered Here 1. What time are things happening on Thursday, Friday and Saturday? 2. How do I find out what my specific duties are as a volunteer? 3. Who acts as my supervisor while I am on duty? 4. What time should I arrive at my work location (Apollo or the Civic Center)? 5. Where should I park? 6. In what door should I enter the Civic Center? 7. To whom should I report when I arrive? 8. What should I wear to volunteer? 9. Will there be a place to store my personal belongings, like a coat, purse, or backpack? 10. What will I be expected to do as a volunteer? 11. What am I expected to do if there is a behavior problem with one or more students? 12. Where are events located at the Civic Center on Friday? 13. Is there a lounge available for the volunteers? 14. Is lunch provided for volunteers on Friday? 15. Will there be food service provided on Saturday morning? 16. May I bring additional guests to MAKERFEST to observe? 17. Who do I call, text, or if I have more questions? 1. What time are things happening on Thursday, Friday and Saturday? Thursday s Skilled Trades Competitions at Apollo Career Center are from 8:30am to 12noon. Friday Brain Games STEM competitions and breakout sessions at the Lima Civic Center are from 9:15am to 12:25pm, with an Award Ceremony during lunch until 1:30pm. A special Sponsor Appreciation Lunch & Networking Forum Lunch will be from 12:30 to 3:30pm for sponsors only in the City Club. The Saturday MAKERFEST Job Fair is OPEN THE PUBLIC from 9:00am to 12:00noon, with certain breakout sessions between 10:00am and 12:00noon.

2 Volunteer Information & FAQ Page 2 The detailed event schedule is as follows: Thursday, October Apollo Career Center 8:00a Doors open, sign-in at each individual event location 8:30a to 12p - Skilled Trades Competitions 12:00p: Dismissal (Lunch provided by Apollo for sponsors only, not for students/teachers). Friday, October the Lima Civic Center 8:00a: Registration / Sign-in Opens 8:50a: Opening Ceremonies: Crouse Performance Hall 9:15a-12:25p Sessions 1,2,3: STEM Competitions / Breakout Sessions / Exhibit Hall Tour 12:25p: Lunch and Awards Ceremony: Crouse Performance Hall 1:30 pm High School Dismissal 12:30p-3:30p: Sponsor Appreciation Lunch & Networking Forum (exhibiting sponsors only) City Club Saturday, October the Lima Civic Center -- MAKERFEST JOB FAIR, hosted by OhioMeansJobs-Allen County OPEN TO THE PUBLIC 8:00a: Registration Opens 9:00a-12:00p: MAKERFEST Job Fair 10:00a Session 1 - AcuMax Index Workshop 11:00a Session 2 - AcuMax Index Workshop 12:00p: Job Fair Ends / Dismissal 2. How do I find out what my specific duties are as a volunteer? You will find a lot of information about your duties and responsibilities below in this Volunteer Information & FAQ document. You can inquire for more details from Teri Silone, Volunteer Coordinator ( , tsilone@limachamber.com). 3. Who acts as my supervisor while I am on duty? On Wednesday and Thursday at the Civic Center, Tony Daley of Spallinger Millwright is managing the venue setup inside the building. Brad Wendel of the Plumbers & Pipefitters Local 776 is managing setup outside the building on Main Street. Ask for Tony or Brad, who will guide you to your specific Task Coordinator.

3 Volunteer Information & FAQ Page 3 On Thursday, in addition to Tony and Brad, Teri Silone, Volunteer Coordinator, will be stationed at the Volunteer Sign-in Desk in the lobby of the Civic Center. When you arrive, you will be introduced by Teri to the Task Coordinator for the task to which you are assigned. On Friday and Saturday, Teri Silone, Volunteer Coordinator will be stationed at the Volunteer Sign-in Desk in the lobby of the Civic Center and will direct you to your Task Coordinator. 4. What time should I arrive at my work location (Apollo or the Civic Center)? t Please arrive 30 minutes before your assignment begins, and immediately check-in at the Volunteer Sign-in Desk in the lobby of the Civic Center. For those supporting Apollo events on Thursday, please arrive 30 minutes early and enter the main high school entrance (flag poles) and report directly to the school receptionist. 5. Where should I park? For the Civic Center, you may park in the Civic Center Public Parking Garage accessed from Market Street. If you request one, you will be given a Parking Pass coupon at the Registration Desk that you can turn in when you exit the garage instead of paying the parking fee. This is the only free parking provided by the MAKERFEST team. You must request a Parking Pass to get free parking! Other parking nearby at meters and lots is at your own expense, as is the cost of any parking tickets you might unfortunately receive for parking illegally. Parking at Apollo is free in the main parking lot in front of the school. 6. In what door should I enter the Civic Center? Please only enter the Civic Center through the main front doors on Main Street. (below the main MAKERFEST Welcome banner). Other entrances may be barricaded or blocked for security purposes. If you park in the Civic Center Public Parking Garage, please walk down the stairs to street level, walk to the traffic circle, and turn right down Main Street to the Main Street entrance of the Civic Center. 7. To whom should I report when I arrive? On Wednesday and Thursday, please report to the Volunteer Sign-in Desk in the lobby of the Civic Center, where a coordinator will greet you. On Friday and Saturday, Teri Silone and her team will be expecting you at the Volunteer Sign-in Desk in the front lobby of the Civic Center. Teri s team will get you checked in and will get you the information you need.

4 Volunteer Information & FAQ Page 4 8. What should I wear to volunteer? When you sign in, you will be issued a "Volunteer T-shirt that we need you to wear as your outermost garment while you are working. This T-shirt identifies you as an individual who can provide answers and directions for inquiring students and guests, who will be instructed to ask someone in a Volunteer shirt if they need help. You ll have time to visit the restroom and change your shirt or pull it on top of whatever you are wearing. You can wear your T-shirt over another shirt, such as a sweater, sweatshirt, or blouse. But the Volunteer T-shirt needs to be your outermost shirt, with nothing covering the front or back of the T-shirt. When you are not working as a volunteer, you are welcome to replace your T-shirt with another top. You may wear jeans (not torn, please), khakis, or dress pants, and comfortable closed-toed shoes. Flip-flops, sandals, and other open-toed shoes are discouraged for safety reasons. 9. Will there be a place to store my personal belongings, like a coat, purse, or backpack? No, you should assume that you are keeping your coat, purse, and other personal belongings with you at all times. There are many places where you might be tempted to set down or leave your coat or purse, but MAKERFEST cannot ensure that they won t be stolen, and is not responsible for personal belongings being lost or stolen. Lock valuables in your car if you can, preferably in your trunk. 10. What will I be expected to do as a volunteer? The general activities of each volunteer role are listed below. These descriptions are not intending to be complete or limiting, but rather to explore the general purpose of each role. VMCCC Setup (Wednesday) VMCCC Setup (Thursday) Apollo Management Support (Thursday) Bus Parking Support (Friday) School Registration Support (Friday) T-Shirt Station Support (Friday) Help Tony Daley and his crew set up exhibit booths, competition spaces, classrooms for breakout sessions, Help exhibitors load-in and setup individuals booths and troubleshoot issues encountered. Support event registration, processing of scoresheets and display of scores on the Leaderboard System. Greet arriving buses. Distribute name badge packets and rosters to incoming high school teachers. Support expedited student seating in assigned seats in Crouse Hall. Provide parking guidance to bus drivers. Support Registration System Coordinator and teachers in resolving student registration issues for unregistered students Distribute T-shirts to students and teachers on request from a station in the Main Exhibit Hall

5 Volunteer Information & FAQ Page 5 Food Service Support - Lunch (Friday) Food Service Support Sponsor Lunch (Friday) Traffic Director/Info Booth (Friday, Saturday) Crouse Hall Safety Monitor (Friday, Saturday) Exhibit Hall Safety Monitor (Friday, Saturday) Zone 1 Tent Safety Monitor (Friday) Roaming Safety Monitor (Friday) Perimeter Safety Monitor (Friday) Breakout Sessions Event Support (Friday) Food Service Support (Saturday) Guest Registration Support (Saturday) Expo Se Strike (Saturday) Staff the lunch distribution stations, collecting lunch tickets from students and adults and distributing one bag lunch per ticket as they enter the Crouse auditorium for lunch and the Award Ceremony Help manage the special Sponsor Appreciation Lunch and Networking Forum from 12:30-3:30 Help direct crowds of students as they move from current to next location at three times in the a.m. 10:05-10:25 (to next session), 11:15-11:35 (to next session), 12:25-12:40 (to lunch & Crouse), including locations of zones, and rest rooms. Station in Crouse Hall where students have deposited their coats and personal belongings. Be conspicuously visible at all times as a deterrent to students disturbing other students belongings. Answer questions when approached. Station in a conspicuous location in the Main Exhibit Hall, observing and noting student decorum and interrupting inappropriate behavior. Roam within all corners of the Exhibit Hall. Station in a conspicuous location in the Main Street Tent, observing and noting student decorum and interrupting inappropriate behavior. Roam within all corners of the Main Street Tent. Roam all six zones, observing and noting student decorum and interrupting inappropriate behavior. Roam within all corners of the Main Street Tent. Utilize an assigned walkietalkie radio to report issues or request help. Position along the perimeter border (yellow caution tape) of the Main Street exhibit space, and monitor activity at the border, either redirecting exiting students back into the approved zone, or guiding non-guest pedestrians to walk around the Expo site, rather than through it. Utilize an assigned walkie-talkie radio to report issues or request help. Provide attendance and roster support, and other support requested by the presenter or task coordinator for one or more of 17 breakout sessions. Provide support to the food service vendor, maintaining the dining area and related duties as directed by the vendor. Work at the Registration Desk, supporting guest sign-in and explaining the availability of the AcuMax Index workshop. At 12noon Saturday, work with the team disassembling the MAKERFEST expo, including equipment, supplies, furniture, inside and out. Support the Equipment Manager as he inventories rented items for return.

6 Volunteer Information & FAQ Page What am I expected to do if there is a behavior problem with one or more students? Obviously your first response should be to make your presence known and instruct the students to stop the inappropriate behavior. Many times, a simple Settle down or C mon ladies and gentlemen is all that is necessary. If you need support, please find a security staff member wearing a bright red shirt that says SECURITY. This individual will handle the misbehaving students. If needed, seats in the back row of Crouse Performance Hall have been reserved as a holding area for misbehaving students until their Head Coach can be located. If you are the identifying volunteer of student misbehavior, you or someone else can escort the student or students to the back row of Crouse, have them sit down, note their school on their name badge and ask a fellow staff member to go to the Registration Desk and radio for the Head Coach of their school to come to Crouse Performance Hall to address his or her students. With three Police Deputies onsite, 8+ Security staff in red shirts, security volunteers stationed around the site, more than 70 teachers in the building, and 15 staff with walkie-talkies, finding the Head Coach you are looking for should be a straightforward task. All participating schools understand and their administrators have concurred that MAKERFEST is an official school event and that the conduct and behavior policies of their school are in full force and effect while their students are in attendance at MAKERFEST. AS A VOLUNTEER, IT IS YOUR RESPONSIBILITY TO ENSURE THAT ANY OBSERVED BEHAVIOR ISSUES ARE NOT IGNORED, BUT RATHER ARE REPORTED IMMEDIATELY TO THE APPROPRIATE INDIVIDUALS. The designated HEAD COACH for each school is the responsible onsite representative of that school for each of its students. 12. Where are events located at the Civic Center on Friday? The Civic Center has been divided into six zones, with directions to each zone marked on signs around the facility. Zone 1 Outside the front door of the Civic Center on Main Street Main tent with 5 events plus demonstration vehicles and trailers Zone 2 Inside the Main Exhibit Hall and the front lobby of the Civic Center

7 Volunteer Information & FAQ Page 7 Zone 3 Market Street hallway (4 classrooms) + 1 competitive event, the parking lot Skywalk, and the Happy Daz Patio (2 competitive events) + Wingate Hotel dining area (breakout session) Zone 4 Crouse Performance Hall auditorium, stage, lobby, and back rooms Zone 5 2 nd floor classrooms 4 breakout sessions Zone 6 3 rd floor City Club 4 competitive events A layout map of the Civic Center is provided on the next page, and appears in the MAKERFEST program book, as well as on large posters around the facility, along with supporting signs. Signs point to zones rather than specific events or rooms, on the premise that, once in a desired zone, the guest should be able to find their target event with little issue. Volunteers should be prepared to help guests find their way to a requested zone.

8 Volunteer Information & FAQ Page Is there a lounge available for the volunteers? The lounge for the volunteers is the Chamber Hospitality Suite in the Green Room, accessed by the hallway in between Crouse lobby and the Main Exhibit Hall lobby. The Chamber Hospitality Suite is only open to volunteers and sponsor personnel. Complimentary coffee, bottled water, and light snacks will be provided. 14. Is lunch provided for volunteers on Friday? There is a complimentary bag lunch provided for all volunteers on Friday. You are provided a lunch ticket when you enter MAKERFEST, and that ticket is turned in for a lunch. You may redeem you lunch ticket at the main distribution location next to Crouse Performance Hall that is being accessed by the students and teachers. Alternatively, you may pick up your lunch in the Chamber Hospitality Suite. Students are eating their lunches in the Crouse Performance Hall while they are watching the Award Ceremony. You may join the students in the auditorium, or you may find a seat in the M Main Exhibit Hall. If you are representing one of the sponsor companies exhibiting at MAKERFEST, you are invited to attend a Sponsor Appreciation Lunch & Networking forum on Friday at 12:30pm in the City Club (3 rd floor). Participation is limited to sponsor company representatives and their preinvited guests. To arrange for tickets for guests in addition to sponsor representatives attending MAKERFEST to staff an exhibit booth, coordinate a competition, or facilitate a breakout session, contact Tracy Hollar, MAKERFEST Administrator, at , hollart@aedg.org. 15. Will there be food service provided on Saturday morning? Beginning at 9am on Saturday, we will be serving a complimentary breakfast to all attendees, sponsors, and volunteers, provided by Arby s, including breakfast sandwiches, coffee, and more. 16. May I bring additional guests to MAKERFEST to observe? No, not on Thursday or Friday when MAKERFEST is closed to the public. Only individuals who are officially volunteering, staffing a booth, coordinating one of the events, or are on staff at one of the high schools are invited to attend. If you have co-workers who would like to officially volunteer, please have them register before the event at following onscreen instructions to indicate they are registering as a volunteer. As official volunteers, they will be assigned duties during the times they indicate they are available to help.

9 Volunteer Information & FAQ Page 9 On the other hand, the MAKERFEST Job Fair on Saturday, October 20 th, is open to the public from 9am to 12noon. Guests are welcome to attend Saturday s activities with no prior registration required. 17. Who do I call, text, or if I have more questions? Teri Silone, Volunteer Coordinator, , tsilone@limachamber.com) Tracy Hollar, Event Administrator, , hollart@aedg.org Doug Arthur, Event Director, , doug.arthur@transformconsulting.us