Conference Operations Volunteer Opportunity

Joining our volunteer team offers rich, invaluable professional and personal experience in supporting the mission of our international conferences through networking, direct interaction with prominent experts and visionaries, organizing a major international professional event, and assisting in developing program components and outcomes.
Examples of Pre-Conference, On-site, and Post-Conference tasks are listed here:

A. Pre-Conference:

1) Publicizing the Conferences:

(a) Public Relations / Media Contact: Assist in developing and implementing publicity programs to raise awareness of the conference, including:

  1. Gathering contact information for various media sources  (newspaper, TV, radio, Internet publications,  Internet radio, etc.) to send Press Releases, Public Service Announcements, and Calendar Listings to
  2. Assist staff in arranging for media interviews of CBI representative & presenters

(b) Contacting and Networking with relevant organizations, such as universities and colleges, NGO’s, professional and community organizations, activist groups, community and government representatives, events, etc. to inform of the conference, encourage participation, and ask to provide them with conference materials for posting and distributing to their networks.

(c) Publicizing through Social Media sites (see above and below under Technical Assistance).

(d) Sending out E-mail-tree/fax tree/and phone-tree announcements

(e) Posting & distributing flyers & notices at various locations (on campuses, at organizational sites, at relevant events, in public locations such as bookstores, Internet cafes, coffee houses, restaurants, etc.)

(f) Posting in hard-copy publications (journals, newsletters, magazines, calendar of events, etc.)

(g) Internet promotion: Researching relevant websites, event calendars and directories, & social networking sites to post notices, E-mailing notices to interested mailing lists & networks, developing a contact list for various schools and departments, etc.). A written process and materials for this task is provided.

2) Technical Assistance:

(a) Website work – (depending on skill level) Examples: Assisting in formatting and editing web pages, creating and designing pages, adding new Interactive features for use during and after the conference, operation of a conference blog, E-conferencing set-up and operation, editing E-Journal articles, creating components of a web-based multimedia resource library of audio-video, written, and graphic materials from our conferences, trainings, etc.)

(b) Developing and maximizing use of social networking sites and vehicles (Facebook, etc.) to raise awareness of conferences, share learning and opportunities for involvement, and promote on-going public dialogue on vital topics and issues addressed through CBI’s conferences.

(c) Desktop publishing. Assisting with text, graphics, and layout for a hard-copy on-site conference program, a collection of presenter articles, and any additional publications, documents, or printed materials related to the event.

(d) Assist in creating media features for the conference (including a media room highlighting organizations doing good work in the world).

3) Networking with key related organizations to enlist representation at conferences and cooperation on applications of conference outcomes and putting principles into practice.

4) Recruiting Resource Support: (a description of these, along with order forms, is provided)

(a) Ads for the hard-copy on-site program and separate participant tote bags
(b) Display table rentals
(c) Showcase table agreements
(d) Contributions of in-kind items and services
(e) Contributed gift items to insert in the tote bags
(f) Funding development: assist staff in identifying and researching funding opportunities (including grants and corporate donations), writing and submitting grants, and assist with fund raising campaigns.

5) Clerical and Logistics Assistance:

Assisting with pre-conference correspondence, monitoring, and status tracking of conference inquiries, etc. Assisting with creating and organizing site materials (equipment, registration materials, signage, etc). Assisting with presenter relations and logistics (confirming presentation needs, confirming dates of attendance, whether meals or hotel rooms are needed, etc.).
Note:  # 1, 3, 4, and 5 above can be done by individuals with basic computer, E-mail, Internet, and people skills.  # 2 above does require at least a basic level of skill in web management and design, desktop publishing, and/or media & graphics.

B. On-Site:

Assisting conference staff with overall operations and logistics during the conference. *(It is preferred that all “on-site” volunteers first be involved in “pre-conference” assignments for a minimum period of time to ensure they are linked to our operational team and each other, and oriented to the conference purpose and structure before assigned on-site responsibilities. We endeavor as much as possible to schedule volunteers in a way that allows them to participate in conference program sessions they indicate as a priority.

1) Registration and Participant Support:

(a) On-site Check-in and Registration, and data management.
(b) Assist in organizing site materials: name tags, signage, participants packets, supplies, etc.
(c) Managing and monitoring Information Boards
(d) Responding to questions and requests as needed

2) Technical Assistance:

(a) Equipment management and operation:* Assisting staff with setting up and operating basic equipment for sessions, events, and exhibits (LCD PowerPoint projector, DVD player, TV, overhead projector, Public Address system, laptop computers, etc.). Assisting staff or recording service with set-up and monitoring for audio/video recording of proceedings.
(b) Assisting with setting up and operating media features* (media exhibits, media room, E-conferencing, Internet blog, etc.)
(c) Assisting with room set up if needed for day sessions and evening events (seating, etc.)

* These task areas does require a minimum level of skills in working with various basic equipment.

3) Presenter Support:

(a) Session Monitors. Monitoring sessions and assisting presenters during the session with various needs (passing out handouts, distributing and collecting evaluation forms, etc.). *We attempt to assign volunteers to sessions on their preference list, as this offers opportunities to have direct interaction with presenters, including sometimes acting as a presentation assistant.
(b) Assisting presenters.

4) Dialogue Process Support:

(a) Dialogue Group scribes: Being one of several scribes taking notes of content during facilitated dialogue groups (notes from each break-out group are then collected and compiled at end of day)
(b) Compiling and Posting daily summary of all dialogue group notes on CBI website blog at the end of each day during the conference.

5) Monitoring Conference Community Meals.

6) Resource and Networking Hub:

Monitoring and assisting team with a designated space at the conference where participants come to explore, brainstorm, and share effective, practical methods, tools, and technology for expanding direct person to person (public) engagement in a global community, and to promote networking and collaboration beyond the conference.

7) Conducting videotaped Interviews with participants, and taking conference photos for conference resource library and photo album.

8) Misc. Tasks as needed (site move-in & move-out tasks, meeting key presenters at airport to transport to hotel, participant relations, distributing & collecting evaluation forms, misc. errands, etc.)

C. Post-Conference:

1) Assist with compiling and organizing data and information for future program planning and development, and to make available, including information on outcomes, requests for cooperation from the conference, action planning materials from dialogue groups and Resource & Networking Hub, participant evaluations, conference roster, etc.

2) Assist with organizing follow-up meetings and community-based dialogue groups, networking for collaboration, and linking these processes to future conferences.

3) Assist with editing and programming recorded conference materials and graphics to produce multimedia resources for inclusion in a virtual resource library offered through our web site to disseminate conference content and outcomes to the global public.

4) Assist with expansion and development of conference website as networking and information hub, and an interactive vehicle for continuing the dialogue, promoting cooperation among participants between annual conferences, and sharing materials generated from these events.

5) Assist with compiling, formatting, and editing articles for E-Journal, as well as additional publications, documents, or printed materials.

6) Assist with E-newsletter / Blog to inform participants and interested parties of outcomes and future plans, promoting cooperation on practical applications, receiving news and information from participants to share, etc.

7) Additional Tasks as they emerge, to include input from participants, presenters, and volunteers.

Creative ideas for pre-conference, on-site, or post-conference processes are always welcome.

Depending on the amount of pre-conference and on-site work and time put in, an intern or volunteer can earn a discount, and in some cases up to a waiver, of the conference program fee portion of costs. Details are available through our Volunteer Coordinator.
For details on current efforts refer to links in the side menu of this website.