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Volunteer at the Conference

Did you know that the annual WAI Conference isn't possible without a small army of volunteers? In addition to the core team of the WAI staff, over 400 volunteers pull together to make each annual Conference a success. The huge team of volunteers also helps us keep cost for the Conference low and permits more funds to be used for scholarships and other member benefits. But the real secret the volunteer corps is keeping is that they have more fun and meet the most interesting people through their volunteer work at the Conference

Take a look at the list of volunteer jobs below, pick out some areas that interest you and contact our Volunteer Coordinator at to get involved. Let us know:

  • The job(s) you are interested in,
  • The days and times you would be available to volunteer, and
  • Your contact information: cell phone and email address please.

All shifts are 2 hours unless otherwise noted, but we could always use your help for longer shifts - even whole days! We ask that all volunteers be able to commit to a full shift. Thank you for your support - we'll have a great time!

Truck Unloading and Loading

Overview:
The WAI staff drives the truck from Ohio to Nashville, loaded with all the tools and equipment necessary to put on a fantastic conference, and we sure could use some help at the very beginning of preparation and after the conference is over.

Responsibilities:

  • Help with unloading and loading boxes
  • Relocating boxes, tables, equipment with and without a dolly
  • Staff Coordination Center and take inventory as truck is loaded and unloaded

Number of Volunteers Needed: 4-6 per day

Days/Times Volunteers Needed:

Saturday, March 5, 2:00 pm - 6:00 pm
Sunday, March 13, 9:00 am - early afternoon

Packet Stuffing

Overview:
You know those great bags filled with useful information and goodies you get when you check in at registration? Well, we have a great time on Tuesday, March 8, unpacking the bags and loading them up with goodies and we could use your help!

Number of Volunteers Needed: 10+

Days/Times Volunteers Needed:

Tuesday, March 8, 9:00 am - 3:00 pm

Coordination Center

Overview:
The Coordination Center is the hub for behind-the-scenes conference operations. Please be on time for your shift and allow for 15 minutes overlap time for debriefing your replacement. A minimum shift of 4 hours in the coordination center is requested (could potentially be divided).

Responsibilities:

  • Answer phone calls, take messages, relay to appropriate person.
  • Monitor and control use of office supplies and equipment.
  • Maintain a professional image in the Coordination Center.
  • Accept and control Lost and Found items.
  • Perform other duties as requested by key personnel.
  • Do not bring food or drinks to the Coordination Center while on duty (water is permitted)
  • Review and understand the Coordination Center portion of the Conference Flight Plan - especially the cancellation policy and the FAQs.

Number of Volunteers Needed: 2 per shift

Days/Times Volunteers Needed:

Monday, March 7, 8:00 am - 6:00 pm
Tuesday, March 8, 8:00 am - 6:00 pm
Wednesday, March 9, 7:00 am - 6:00 pm
Thursday, March 10, 7:00 am - 6:00 pm
Friday, March 11, 7:30 am - 6:00 pm (closed during General Session and Luncheon)
Saturday, March 12, 7:30 am - 6:00 pm (closed during General Session)

Information & Volunteer Booths

Overview:
Not your first WAI conference? Then this is the job for you! You will help newcomers get their bearings, point people in the right direction and help other volunteers sign in for their shift. Volunteers for this job should have attended at least one other WAI Conference and be able to assist attendees and answer their questions. Also help the volunteer coordinator recruit additional volunteers for unfilled positions.

Responsibilities:

  • Answer general conference questions, give directions, etc.
  • Sign in volunteers for their shift and recruit and sign up new volunteers for unfilled positions

Number of Volunteers Needed: 2-4 per shift

Days/Times Volunteers Needed:

Tuesday, March 8, 1:00 pm - 5:00 pm
Wednesday, March 9, 8:00 am - 5:00 pm
Thursday, March 10, 8:00 am - 6:00 pm
Friday, March 11, 8:00 am - 6:00 pm (closed during General Session and Luncheon)
Saturday, March 12, 8:00 am - 2:00 pm (closed during General Session)

Fast Pass Staffing & Registration

Overview:
It is important to our airline partners to keep a tight schedule, to welcome Fast Pass holders and to help airline personnel as necessary. For this task, we need a team of professional, upbeat and organized volunteers to help keep things moving, and to adapt to changing needs. Marshalling at doors and other errands may also be necessary.

Responsibilities:

  • Assist airline personnel with registration, communication and organization.
  • Assist airline personnel with errands and needs that may arise.
  • The ability to maintain composure, adapt to changing needs and stay upbeat, positive and encouraging is necessary.
  • Provide directions to attendees at doors and in general areas.
  • Assist desk staff as necessary.

Number of Volunteers Needed: 22-24 per shift

Days/Times Volunteers Needed:

Wednesday, March 9, 8:00 am - 6:00 pm
Thursday, March 10, 8:00 am - 6:00 pm
Friday, March 11, 7:30 am - noon

Membership Booth

Overview:
Not your first WAI conference? Then this is a great job for you! You will help members renew their membership, encourage non-members to sign up and answer membership and benefits questions. Volunteers for this job should have attended at least one other WAI Conference and be able to assist attendees and answer their questions. Volunteers in the membership booth should be comfortable using a computer and entering data. A minimum shift of 4 hours in the membership booth is requested.

Responsibilities:

  • Answer general membership questions, pass out membership and benefit materials, etc.
  • Renew memberships
  • Sign up new members
  • Update members data
  • Help membership coordinator

Number of Volunteers Needed: 1-2 per shift

Days/Times Volunteers Needed:

Thursday, March 10, 1:00 pm - 6:00 pm
Friday, March 11, 9:30 am - 6:00 pm (closed during Luncheon)
Saturday, March 12, 10:00 am - 3:30 pm

Exhibit Hall & Marshalling

Overview:
This is an important job where we always need volunteers. Volunteers stand at the entrance doors to the Exhibit Hall and ensure that only WAI badge holders with appropriate badges are admitted to the room. Volunteers in this area might also be stationed in other areas of the Conference Center, such as Registration, Check-In, and other Help Desk areas, to direct people to the correct location and to assist with crowd marshalling. The Exhibit Hall Coordinator will provide instructions and badge examples.

Responsibilities:

  • Check attendee and exhibitor badges
  • Assist Exhibit Hall Coordinator as needed

Number of Volunteers Needed: 6 per shift

Days/Times Volunteers Needed:

Wednesday, March 9, 8:00 am - 6:00 pm
Thursday, March 10, 8:00 am - 6:00 pm
Friday, March 11, 8:00 am - 5:00 pm (closed during Luncheon)
Saturday, March 12, 8:00 am - 4:00 pm

Airline Crowd Control

Overview:
While we have tried to accommodate job seekers with the Fast Pass process and area, there is the potential for crowds to grow and make navigating the exhibit hall difficult. The job of the Airline Crowd Control volunteer will be to work with their assigned airline to assist in handling crowds if/when they develop with the airline's preferred process.

Responsibilities:

  • Help airline personnel inside the company booth to direct crowds and assist attendees
  • Assist airline personnel as necessary

Number of Volunteers Needed: 6-8 per shift

Days/Times Volunteers Needed:

Thursday, March 10, 12:50 pm - 5:30 pm
Friday, March 11, 10:15 am - 5:00 pm (closed during Luncheon)
Saturday, March 12, 10:15 am - 3:00 pm

Registration

Overview:
The registration area is a fun, fast paced place to volunteer. Help check in pre-registered conference attendees and welcome them to the conference! Volunteers are also needed to help keep registration desks stocked with Conference Packets and to serve as runners. A minimum shift of 4 hours in the registration area is requested.

Responsibilities:

  • Check in pre-registered conference attendees; print out badge sheets and tickets
  • Review the printed items with the attendee to make sure their information is correct
  • Advise attendees on Meal Ticket procedures
  • Hand out stuffed conference tote bags
  • If unable to answer attendee's questions, refer them to the Information/Volunteer Booth
  • Keep printers stocked with badge sheets and paper
  • Perform other duties as requested by key personnel

Number of Volunteers Needed: 6 per shift (4 per shift on Friday morning, 2 per shift on Friday afternoon and Saturday)

Days/Times Volunteers Needed:

Wednesday, March 9, 7:30 am - 5:00 pm
Thursday, March 10, 7:30 am - 5:00 pm
Friday, March 11, 7:30 am - 5:00 pm (closed during Luncheon)
Saturday, March 12, 8:00 am - noon

Press Room

Overview:
Press Room volunteers are needed early in the morning to distribute the WAI Show Daily to exhibitors and other conference locations. Experienced writers are also needed for the Press Room to take on short writing assignments to interview and write brief articles for the WAI Show Daily on a deadline. Both professional and amateur writers are welcome. In addition, volunteers may be asked to perform errands, greet the media, and serve as a host for the press room.

Responsibilities:

  • Work on assignments as directed by Editor, Kelly Nelson, or Daily Editor, Patricia Luebke.
  • Help with general functions of the press room, including greeting & assisting registered media.
  • Assistance with distribution of WAI's Daily, first thing in the morning.

Number of Volunteers Needed: 1 per shift

Days/Times Volunteers Needed:

Wednesday, March 9, 12:00 pm - 4:00 pm
Thursday, March 10, tentatively 6:00 am - 7:30 am
Thursday, March 10, 9:00 am - 4:00 pm
Friday, March 11, tentatively 6:00 am - 7:30 am
Friday, March 11, 9:00 am - 4:00 pm
Saturday, March 12, tentatively 6:00 am - 7:30 am
Saturday, March 12, 9:00 am - 2:00 pm

Merchandise Sales

Overview:
Volunteers will help in the Merchandise Area of the Exhibit Hall. This is a busy place, so volunteers are always a huge help.

Responsibilities:

  • Ensure security of merchandise items
  • Answer questions
  • Re-stock merchandise
  • Keep merchandise area looking "neat and organized"
  • Help with packing and/or unpacking merchandise

Number of Volunteers Needed: 4 per shift

Days/Times Volunteers Needed:

Wednesday, March 9, 10:00 am - 4:00 pm
Thursday, March 10, 10:00 am - 6:00 pm
Friday, March 11, 9:00 am - 6:00 pm (closed during Luncheon)
Saturday, March 12, 9:00 am - 6:00 pm
Sunday, March 13, 10:30 am - 2:00 pm

Silent Auction

Overview:
Volunteers will help circulate in the Silent Auction display area. This is a great place to get an up close look at all the great items that will be up for bid and a great way to meet many of our attendees.

Responsibilities:

  • Ensure security of Silent Auction items
  • Answer questions
  • Assist in close-out of bids
  • Help ring up sales
  • Assist in packing up unsold items (if any)

Number of Volunteers Needed: 3 per shift, 5-10 needed on Saturday

Days/Times Volunteers Needed:

Thursday, March 10, 10:00 am - 6:00 pm
Friday, March 11, 9:00 am - 6:00 pm (closed during Luncheon)
Saturday, March 12, 9:00 am - noon (5-10 volunteers needed)

Saturday, March 12, noon - 3:00 pm (10-12 volunteers needed)

Ticket Takers & Badge Checkers

Overview:
Overview: We need lots of volunteers to take tickets and check badges for various functions, including Tours, Special Events, the Membership Meeting, General Sessions, and meal functions. This is a perfect job for anyone that cannot commit to the full 2 hour shift required for other volunteer positions.

Tours: Volunteers will check tour attendees in and provide tickets and boarding instructions.

Number of Volunteers Needed: 2 per 1.5 hour shift

Days/Times Volunteers Needed:

Wednesday, March 9, 6:30 am - 8:45 am
Thursday, March 10, 10:30 am - 11:45 am

Chapter Reception: Volunteers will stand at the entrance doors, take the attendee's tickets and also admit WAI staff, Board Members, and special guests to the room. Ticket Required. By invitation only.

Number of Volunteers Needed: 2 per 1.5 hour shift

Days/Times Volunteers Needed:

Wednesday, March 9, 6:00 pm - 7:30 pm

New Members Coffee: Volunteers will stand at the entrance doors, take the attendee's tickets and also admit WAI staff, Board Members, and special guests to the room. Ticket Required. By invitation only.

Number of Volunteers Needed: 4 per 1.5 hour shift

Days/Times Volunteers Needed:

Thursday, March 10, 9:45 am - 10:45 am

WAI Membership Meeting: Volunteers will stand at the doors and check badges to be sure only conference attendees are admitted to the room. Volunteers will also hand out Meeting Agenda as members enter the room.

Number of Volunteers Needed: 4 per 1.5 hour shift

Days/Times Volunteers Needed:

Thursday, March 10, 10:15 am - 11:30 am

Professional Development Seminars: Volunteers will stand at the entrance doors, take the attendee's tickets and also admit WAI staff, Board Members, and special guests to the room. Ticket Required.

Number of Volunteers Needed: 4 per 1.5 hour shift

Days/Times Volunteers Needed:

Thursday, March 10, 8:15 am - 10:00 am
Thursday, March 10, 1:15 pm - 2:30 pm

Opening Night Reception: Volunteers will stand at the hall entrance doors, take the attendee's tickets, and ensure that only ticket holders are admitted to the room. Ticket Required.

Number of Volunteers Needed: 6 per 1.5 hour shift

Days/Times Volunteers Needed:

Thursday, March 10, 5:30 pm - 7:00 pm

Movie Night: Volunteers will stand at the entrance to the function, confirm badges and provide assistance as necessary.

Number of Volunteers Needed: 4-6 per 1.5 hour shift

Days/Times Volunteers Needed:

Friday, March 11, tentatively 6:00 pm - 8:00 pm

Yoga: Volunteers will stand at the entrance doors, collect the class fee ($15) and deliver the cash box to the coordination center.

Number of Volunteers Needed: 2 per 1.5 hour shift

Days/Times Volunteers Needed:

Friday, March 11, 7:00 am - 8:30 am
Saturday, March 12, 7:00 am - 8:30 am

General Sessions: Volunteers will stand at the doors and check badges to be sure only people with appropriate badges are admitted to the room.

Number of Volunteers Needed: 4 per 1.5 hour shift

Days/Times Volunteers Needed:

Friday, March 11, 8:00 am - 9:30 am
Saturday, March 12, 8:00 am - 9:30 am

Friday Luncheon: Volunteers will stand at the hall entrance doors, take the attendee's tickets, tear them in half, return half to the attendee, put the other half in the ticket stub bag, and ensure that only ticket holders, WAI Staff badge holders, and special guests (escorted by Staff) are admitted to the room. Ticket Required.

Number of Volunteers Needed: 40 per shift

Days/Times Volunteers Needed:

Friday, March 11, 11:00 am - 12:30 pm

Girls in Aviation Day: Volunteers will help get individuals and groups registered and checked in, direct attendees, answer questions, and be of assistance to GIAD staff. If you are happy, helpful and love sharing your passion for aviation with the next generation, this posting could be for you.

Number of Volunteers Needed: 12-15 per shift

Days/Times Volunteers Needed:

Saturday, March 12, 8:00 am - 2:00 pm

Saturday Banquet: Volunteers will stand at the hall entrance doors, take the attendee's tickets, tear them in half, return half to the attendee, put the other half in the ticket stub bag, and ensure that only ticket holders, WAI Staff badge holders, and special guests (escorted by Staff) are admitted to the room.

Number of Volunteers Needed: 12-15 per shift

Days/Times Volunteers Needed:

Saturday, March 12, 6:00 pm - 7:30 pm