Volunteer Job Descriptions

All volunteers will check-in at the Science Fest Event Control Center. This will be located in the school quad, outdoors, near the Jackie Robinson Mural. At the control center, volunteers will receive assignments according to the pre-planned list.

Any student volunteers will earn volunteer community hours and some roles may generate additional credits. Adult volunteers will earn time accounted for in the PTA volunteer hours.

Each task has an assigned team of volunteers. Each team has a team leader. Team leaders will attend a meeting or briefing for all volunteer leads about one week before the science fest so that all leads are familiar with the roles of themselves and their teams.

Event Control Station deployment

Prior to the beginning of the event, the control will be set up so that all further coordination can be done there. The control station consists of some EZ-ups, tables, chairs and electrical power.

Set up of Table and Chairs

Volunteers will be carrying, transporting with dollies and carts, and setting up folding tables and chairs according to the event map.

Tables and chairs need to be set out exactly according to the event map.

Tables, chairs and pop-up EZ-up shelters will be stored at the school in the custodian’s warehouse. The event layout or map will be developed ahead of time by the Event Layout and Logistics subcommittee. The event map specifies where every table, chair and EZ-up needs to go so that every group has the space and supports that they need.

We may have as many as 200 tables and 350 chairs to set up before the science fest.

Pick up tables and chairs and clean up

Volunteers will be carrying, transporting with dollies and carts, and packing up folding tables and chairs.

Tables, chairs and pop-up EZ-up shelters will be returned to the school custodian’s warehouse.

We may have as many as 200 tables and 350 chairs to pack up after the science fest.

Distribution of Participant Refreshments

Lunches, snacks and drinks for participating exhibitors are being sourced from the PUSD Food and Nutrition Services and the PTA. They will be stored in the school cafeteria walk-in refrigerators.

Volunteers will be collecting food and drinks from the walk-in refrigerators and distributing them to the participating exhibitors and other volunteers. Distribution needs to begin at 11am when exhibitors will be arriving and must continue throughout the day. Volunteers need to ensure that all participants are offered food and drinks several times during the day to ensure they are hydrated.

Note: Participants will not be able to leave their tables when they are busy engaging with visitors to the science fest but those periods are when delivery of drinks will be most important.

Parking Lot Control

All vehicle parking will be prioritized for participating exhibitors. All participating groups will be allocated specific parking spaces according to their needs and in relation to where they will be located.

Parking control volunteers will be stationed at entrances to parking lots and have a list of all groups and maps of the assigned parking (this information will also be sent prior to the event to all participating groups). Volunteers will control access to the parking lot, admitting those people assigned to the lot, or directing them to their assigned lot.

Once the science fest is underway and participating exhibitors have arrived (about 12.30pm), parking can be opened to the public.

Visitor information and greeting tables

At public entrances to the science fest, tables will be set with event maps, lists of participating groups and other information.

Volunteers will greet public visitors and distribute information as needed.

Event signage deployment and collection

Signage will need to be set around the school to identify parking lots, public entrances, restrooms, etc.

Signs will be printed ahead of time and attached to fences and convenient structures with tape and/or zip ties. Tape, zip ties and scissors will be supplied.

Volunteers will attach signs according to a printed layout of which sign goes where. Volunteers will retrieve signs after the science fest.

Electrical power deployment and collection

Many groups need electrical power for their demos and displays. Volunteers will lay out electrical extension cords outside according to a plan, inside the cafeteria according to a plan, and in the main building if needed. The plans will be developed ahead of the science fest and printed out for volunteers to follow.

Volunteer Check-In

At the control station, volunteers will meet and check in fellow volunteers and tell them their assigned roles.

Participant/Exhibitor Check-In

At the control station, volunteers will meet and check in participating exhibitors, checking that they know where to go to their tables or room and dealing with requests for PUSD WiFi hotspots.

Participant supports and helpers

Volunteers will be based at the event control station where participants will check-in. Volunteers will guide participants to their stations if needed, volunteers will also help participants to bring equipment from their vehicles if needed. Some volunteers may be needed to guide and host VIPs or groups in costumes.

Technical supports

Volunteers will be based at the event control station where participants will check-in. Volunteers will assist participants that need help with PUSD WiFi connections, including hotspots.

Speaker room set up and take down

Volunteers will set up a classroom for presentations and for the audience. This includes ensuring that screens, projectors and microphones are all working.

Panel session room set up and, take down

Volunteers will set up a classroom for discussions and for the audience. This includes ensuring that screens, projectors and microphones are all working.

Hosts for speakers and panel sessions

Volunteers will ensure that;

the needs of presenters and panel members are met, such as drinking water, projectors and audio equipment are working,
audience members are seated prior to the start of each presentation or panel session, and
introduce presenters, manage questions from the audience and moderate panel discussions.

Videographer & Photographer

Volunteer videographers and photographers will document the science fest and make records that can be distributed. Volunteer videographers and photographers will need to have their own equipment.