If you have already completed a CAHR 2012 Volunteer Application you may log into the volunteer system to make changes by entering your access key in the “Volunteer Login” field below and clicking the “Log In” button.
If you have misplaced your access key, you can request it to be sent to the email address you provided when registering by entering the email address in the “Forgotten Your Access Key?” field below and clicking the “Send” button.
CAHR 2012 Volunteer Registration is now closed!
Conference organizers are seeking enthusiastic, committed individuals to volunteer at the 21st Annual Canadian Conference on HIV/AIDS Research in Montréal.
As a volunteer, your roles and duties may include any number of the following tasks:
- Delegate Bags: Fill delegate bags with printed materials
- Meeting Rooms: Help manage meeting rooms
- Registration: Distribute name badges and delegate bags and provide information
- Posters: Help poster presenters to locate their poster boards
- Directional: Provide directional information
- Special Services: Assist delegates with special needs
- Opening & Gala Reception: Greet guests and assist with logistics
- Positive Lounge: Manage the Positive Lounge
- General Volunteer: Assist with other general tasks
VOLUNTEER BENEFITS: A limited number of volunteers can be accepted! In recognition of 10 hours or more of volunteer service, volunteers will receive:
- FREE registration to attend the conference
- FREE attendance at some social events, e.g. Opening Reception
- T-shirt and delegate bag
- Opportunities to network with HIV researchers from across Canada
Volunteers will attend an orientation on Wednesday, April 18 from 16:00 to 17:00 in the Nicolet Room of the Fairmont the Queen Elizabeth hotel. At the orientation, we will review the responsibilities of the volunteers so that you feel comfortable in your role during the conference. Everyone is expected to attend.
For those who will be delegate bag stuffing on Wednesday, April 18 (from 11:00 to 16:00), you will report to the Batiscan Room. Note that you should come in casual dress with comfortable shoes as there will be a lot of movement and standing.
A few things:
Starting Thursday, please report for your assigned shift 15 minutes prior to your start time so that you have time to sign in, be briefed and ask any questions. Sherri will be your check in person and she will be located at the Registration Desk on the Mezzanine. Please sign in and out of each shift.
Upon arrival for your first shift, you will receive your complimentary volunteer conference t-shirt. Please wear your conference t-shirt for the full duration of your shift, along with a pair of black pants (no jeans please) and black shoes. Please keep accessories to a minimum.
Light refreshments will be available in the Volunteer Lounge, though you may like to bring a snack with you as the refreshments do not constitute a full meal.
If you have been assigned a shift and you are unable to make it, please call or text Sherri at 778-230-6539. The phone will be manned during the registration hours. If you are volunteering at the delegate bag stuffing and cannot make it, you can call 778-230-6539 and ask for Glenda.
A Few Reminders
- Always smile while participants are present.
- Do not chew gum or drink alcohol while on shift.
- Do not help yourself to the food and beverage set out for participants. There are light refreshments available in the Volunteer Lounge.
- There is no smoking in the hotel.
- Unfortunately, we cannot cover the cost of parking at or around the hotel; this will be at your own expense.
ROLES AND RESPONSIBILITIES
DELEGATE BAG FILLERS
- Day: Wednesday, April 18
- Location: Batiscan Room
- Role: Inserting materials like the Onsite Program into delegate bags
- Wear comfortable clothing and good shoes as you will be standing and moving
- A 1-hour volunteer orientation will take place between 16:00-17:00
- If you have an exacto knife, please bring it along as it will come in handy when opening up boxes
REGISTRATION
- Day: Thursday, April 19 to Sunday, April 22
- Location: Registration Desk on the Mezzanine
- Role: Assist with the distribution of name badge envelopes and delegate bags, answer participant questions and provide information about the conference
- Full instructions will be provided by Glenda Freeman (Registration Manager) during orientation and upon your arrival on site
POSTER SET UP
- Day: Thursday, April 19
- Location: Exhibit/Poster Hall – Hochelaga 2 to 6
- Role: Assist poster presenters with finding their poster boards, distribute velcro dots, provide assistance as required
- A master list of posters can be found in the Onsite Program
- The posterboards will have signs to help presenters find their spot and some signage will also be placed - Please ensure you are familiar with the poster area
POSTER SESSIONS
- Day: Thursday, April 19 to Saturday, April 21
- Location: Exhibit/Poster Hall – Hochelaga 2 to 6
- Role: Provide assistance to poster presenters as required
POSITIVE LOUNGE
- Day: Thursday, April 19 to Sunday, April 22
- Location: Chaudière
- Role: Manage the room, be available to assist participants as required
About the Positive Lounge:
This is a lounge for our HIV Community Members (people who are HIV+). This is a safe place for them to take medication and relax while at the Conference.
GENERAL VOLUNTEERS
- Day: Thursday, April 19 to Sunday, April 22
- Location: Various locations each day – see the Registration Desk for instructions at the start of your shift
- Role: Assist the CAHR Executive Director, Conference Co-Chairs and Volunteer Coordinator
DIRECTIONAL/SPECIAL SERVICES
- Day: Thursday, April 19 to Sunday, April 22
- Location: Various locations each day – positioned in ‘high-traffic’ areas throughout the hotel and may also be ‘roaming’ – see the Registration Desk for instructions at the start of your shift
- Role: Provide directional information to participants, answer participant questions and enquiries, assist participants with special needs
- A pre-tour of the facilities as well as a map/program will be provided at Orientation
EXHIBIT HALL MONITOR
- Day: Friday, April 20 and Saturday, April 21
- Location: Exhibit/Poster Hall – Hochelaga 2 to 6
- Role: Assist participants with directions and questions, be the liaison between the conference organizer and exhibitors, ensure participants are wearing name badges
OPENING, PLENARY, AGM, CONCURRENT & ORAL SESSIONS
- Day: Thursday, April 19 to Sunday, April 22
- Location: Various locations each day
- Role: Monitor who enters the room (check for conference badges), count the number of participants, continually ensure fresh water is on the head table, ensure that the lighting and temperature is OK for your assigned room and report any problems to the AV technician, assist speakers, distribute handouts if required, collect evaluation forms, provide participants with a microphone during the Q&A session following the presentations (microphones can be collected from the AV tech desk)
INTERPRETATION HEADSET DISTRIBUTION
- Day: Thursday, April 19 to Sunday, April 22
- Location: Le Grand Salon
- Role: Hand out and receive interpretation headsets (need to be comfortable handling ID and credit cards as security)
GALA PARTY
- Day: Saturday, April 21
- Location: Altitudes 737, across the street from the hotel - 1 Place Ville-Marie, Niveau Ph 2 (Enter 1 Place Ville-Marie from University Street (near the Royal Bank). Take the elevator to the Penthouse (floor Ph2). Exit the elevator and walk to the end of the hallway and take the elevator to the top.)
- Roles: Greeting guests, distributing drink tickets
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Dress-Code: Your volunteer t-shirt with black pants, black dress shoes and your conference badge. Please NO jeans or running shoes
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