2013 ANCC National Magnet Conference VOLUNTEER MANUAL

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1 Table of Contents 2013 ANCC National Magnet Conference Volunteering: The Basics... 3 Responsibilities... 3 Key Personnel... 4 Volunteer Position Descriptions... 4 Attending Sessions and Receiving CNE Contact Hours... 4 Badges and Bags... 4 Volunteer Lounge... 5 Volunteer Opportunities... 5 Art Gallery... 5 Points of Contact... 5 Overview: Conference Bookstore... 6 Points of Contact... 6 Overview Community Project... 6 Point of Contact... 6 Overview Concurrent Sessions... 7 Overview General Session Greeters and Guides... 9 Points of Contact Live Posters

2 Points of Contact Overview Pre-conference Presenter Ready Room Point of Contact Registration Points of Contact Research Symposium Point of Contact Volunteer Office Points of Contact

3 The American Nurses Credentialing Center (ANCC) thanks you for your time and efforts. This event is the highlight of our year and represents the public face of the Magnet Recognition Program. During the Conference, you are our ambassadors; the success of this conference is very much in your hands. We hope your involvement in the 2013 ANCC National Magnet Conference will be an experience you enjoy. Please use this unique opportunity to make new connections with others from Magnet organizations in your state as well as with attendees from the U.S. and around the world. Report to the Volunteer Office at the Orlando Convention Center for one of the following orientation sessions (these are not mandatory): Monday, September 30, at noon Orientation and tour for host volunteer coordinators ONLY Tuesday, October 1, at 6:30 am & noon General orientation and self tour If you are unable to attend the orientation sessions, general information will be provided on-site please report earlier than your first shift. Please report to the Volunteer Office each day you have a volunteer shift to sign in and pick up a volunteer badge. Shirts will be provided by our Florida Magnet co-hosts, who will distribute them to volunteers. Please wear black pants/skirt and comfortable shoes. Volunteering: The Basics You will be the first person attendees turn to for information, directions, and assistance. The more you know, the more helpful you will be! Responsibilities As a volunteer it is your responsibility to familiarize yourself with the following: 1. The on-site Conference Program especially the Helpful Information section and the Schedule-at-a-Glance 2. The Convention Center and conference office locations as well as meeting spaces; map is provided 3. The locations of landmarks such as the hotels and the conference shuttle bus drop-off 4. The location of bathrooms, fire extinguishers, and the first aid room 5. The Volunteer Office phone number and contacts General FAQ cards with key information will be available on-site. 3

4 Please consult the volunteer coordinators on duty in the Volunteer Office if you need assistance. The coordinators will be able to reach key staff members by radio. Key Personnel Some of the key personnel for the conference are: Volunteer coordinators: Kathy Krolak and Funmi Yusuf Conference managers: Amanda Gayle and Kim Lee ANCC staff point person: Michelle Healy Headquarters Office: Lisa Randall Exhibits: Christine Williams Registration: Scotie (Eileen) Bradshaw and Stephanie Gimmi AV company: AVMG All the above report to Cynthia Sweeney, director of the ANCC Credentialing Knowledge Center. Volunteer Position Descriptions Please be sure to read and understand the position description for your volunteer assignment(s) before you start your shift. If you have questions, please ask the volunteer coordinators and/or the point person for the job you are doing, which will be listed in the position description. Attending Sessions and Receiving CNE Contact Hours Volunteers who are registered as paid attendees will receive conference name badges with badge ID numbers and bar codes. These can be used to access the CNE evaluation and certificate programs per instructions in the on-site program. They may receive contact hours for any education session they attend, including sessions for which they are either ushering or facilitating. They are free to participate in any conference activity when not performing volunteer duties. Volunteers who have not registered as paid attendees will not receive contact hours. They may not attend conference education activities unless there is space available after all paid attendees have been accommodated. Badges and Bags All volunteers will report to the Volunteer Office prior to their shifts to pick up their volunteer badges. Unregistered volunteers may receive conference tote bags if there are any left at the end of the conference. Leftover bags will be distributed through the volunteer room. All registered volunteers receive a bag at registration. 4

5 Volunteer Lounge 2013 ANCC National Magnet Conference If you need a place to sit and relax in between shifts, please come to the Volunteer Lounge. We advise keeping valuables with you at all times; do not leave them unattended in the lounge. Volunteer Opportunities There are volunteer opportunities available throughout the conference. Some pertain to specific programs and events, and others are available as your schedule allows. Volunteer opportunities include: Art of Magnet Gallery: Assistants for setup, monitoring, quilters, takedown On-site conference Bookstore: Assistants and book signings Community project: Assistants Concurrent sessions: Facilitators and ushers Greeters and Guides: throughout the Convention Center Live Posters: Assistants for setup and takedown Pre-conference: Ushers Presenter Ready Room: Assistants Registration: Assistants Research Symposium: Facilitators and Ushers Volunteer Office: Assistants and floaters Art Gallery Points of Contact Roz Sloan and Angela Crawford Overview: The annual Art Gallery celebrates the spirit of Magnet nursing. The submissions are from both Magnet organizations and active applicant organizations. Quilting Bee for Conference Quilts: Designed by our co-hosts; stitches from conference participants. Annual reports from Magnet organizations are on-site and available for review. Art Gallery Setup: 5

6 Assist with receiving pieces of artwork as they arrive and properly display them in the gallery. Help with sign-in utilizing ANCC sign-in log, help position or hang artwork, and move artwork as necessary for aesthetic purposes. Quilters: Assist attendees who may want to work on the quilt. Experience will vary. This is a great networking opportunity. Art Gallery Monitor: Keep an eye on artwork (things have disappeared in the past); no food or drinks are allowed in the Art Gallery. Alert ANCC staff immediately about any issues. Please hand out gallery brochures. Art Gallery Takedown: Assist with removing artwork from display areas. Help pack up artwork and supplies. Conference Bookstore Points of Contact Barbara Dickson Overview The bookstore will include: Books from many publishers The Magnet Model Magnet logo merchandise Commemorative conference pins Book signings Assistant in Bookstore and for Book Signings: Assist ANA/ANCC staff with bookstore operations as needed. Community Project Point of Contact Kate Battiste 6

7 Overview ANCC supports local community groups by hosting organizations at the National Magnet Conference and having staff share information about their organizations with conference participants. Assistant: Assist the community organizations with their booths and collecting donations. Concurrent Sessions Overview There are 15 sessions occurring simultaneously during each concurrent session block. There are nine time blocks: Wednesday, October 2 o 11:30 am 12:30 pm o 2:30 pm 3:30 pm Thursday, October 3 o 8:00 am 9:00 am o 11:00 am 12:00 pm o 2:00 pm 3:00 pm o 3:30 pm 4:30 pm Friday, October 3 o 8:00 am 9:00 am o 9:30 am 10:30 am o 12:30 pm 1:30 pm Sessions will be held at the Convention Center. Each session is one hour and earns attendees 1.0 contact hour. Volunteers will provide coverage one-half hour before and after each session. When room empties, ushers can go into the hallway as a greeter or guide to help move people in high-traffic areas. Session handouts: All registered attendees will receive online access to handouts prior to the conference. No printed handouts will be available. Important information: Seating for concurrent sessions is on a first-come, first-serve basis. Pre-selection of sessions during registration does not guarantee seating. 7

8 Once room capacity is met, session will be closed. Attendees must select another session. Due to fire code regulations, volunteers will be asked to enforce a no sitting on the floor or standing in the back of the room rule. Ushers: Make sure everyone entering has attendee badge (exhibitors and unregistered volunteers may attend a session ONLY if there is room after registered attendees have been seated). Each usher will be given a paddle to hold one side will say Open Seats and the other side will state Section Full. Work with the session facilitator to fill all seats by asking attendees to move up/move over in rows. Saving seats is not allowed. Once seats are full, turn your paddle around to say Section Full so that the other ushers know not to send people to that section of seating. Once all seats are filled, put up the SESSION FULL sign at door. If speaker requests it, hold up signs in the back of the room during the session indicating the amount of time remaining (5, 3, 1, and stop) to keep on time. Stay inside or outside the room until the session ends to monitor for problems. Facilitators: Prior to the session: Introduce yourself to the speaker(s) and remind them that they need to introduce themselves at the beginning of the session after you have made required announcements. Make sure laptop, projector, and microphone are working. If any are not, alert the AV company and/or ANCC staff; don t try to fix it yourself. Help ushers encourage people to move to the front and/or to the middle of rows until seats are filled. Review list of announcements to make before session starts. If the speaker requests, hold up time signs (see usher). Once session has started: one usher will estimate the room count (full, three-quarters full, half full) and report this to the Volunteer Office. At the beginning of each session: Introduce yourself to the room. Announce the title and session number of the presentation and contact hours to be earned (1.0). Let them know they can order session recordings at the order desk in the Convention Center lobby. Disclosure of speaker s commercial/conflict of interest will be in the packet with speaker introductions you MUST read these to the audience if there are any. If not, then please say The planners and presenters of the CNE activity have disclosed no relevant financial relationships with any commercial companies pertaining to this activity. 8

9 During Q & A: Encourage attendees to use microphones (sessions are recorded) or have the speaker repeat the questions. Help keep on subject track if discussion strays into unrelated topics. At the end of the session: Thank the audience for coming and briefly describe the next event on the schedule. Thank and assist the speaker to collect program materials. Remind the speaker to finish up any necessary paperwork in the Presenter Ready Room for the next session. Assist with traffic flow outside the room. General Session Opening session on Wednesday, October 2, 9:00 a.m. Usher: The room is divided into sections check with ANCC staff in the Volunteer Office for assignment. Ushers will be given a paddle to hold one side will say Open Seats and the other side will state Section Full. Please hold up the paddle to help registrants find empty seats. During the opening session, there is a reserved section at the front of the conference room for international attendees. International attendees will be wearing big, red ribbons on their name badges and should be directed to this seating area. Due to fire code regulations, volunteers will be asked to enforce a no sitting on the floor or standing in the back of the room rule. Greeters and Guides Points of Contact Kathy Krolak and Funmi Yusuf Greeters and Guides: Requires you to be a combination compass and information kiosk! Keep an eye open for anyone looking lost, ask if they need directions, and don t wait for them to approach you. Be welcoming and engaging with attendees; please don t stand in groups and chat with one other. Have your FAQ cards and program to refer to schedules, maps, etc. Make sure you know the locations of restrooms (including which ones have been 9

10 changed from men s to women s) and the first aid room. If you need assistance, contact the Volunteer Office. Live Posters Points of Contact Don Griesheimer Overview Posters will be displayed in Magnet Central, throughout the conference. Attendees can view the posters at any time and can talk with presenters during the hours listed in the program. Poster Setup: Go to the poster area with push pins and poster list to assist presenters in finding their assigned poster board. Each board has signage with the poster number. These signs must not be removed. Help presenters as needed. Pins and list are available in the Presenter Ready Room. Poster Takedown: Assist presenters to take down posters collect push pins. Begin after brunch on the last day. Any poster remaining should be rolled up, labeled, and taken to the Presenter Ready Room. Pre-conference Tuesday, October 1, 1:00 pm 5:00 pm Usher: Distribute handouts (one set per attendee); encourage people to move up/move over in seats; use paddles for Open Seat ; stay through the session to monitor for any problems; and assist with flow of traffic in, out, and around the room. 10

11 Presenter Ready Room Point of Contact Don Griesheimer 2013 ANCC National Magnet Conference Administrative Presenter Ready Room Assistant: Detail-oriented people are required. Volunteers in this position must review the Presenter Ready Room Orientation (narrated PowerPoint), which will be ed to them before their first shift. Presenter Ready Room Functions: Check in speakers and poster presenters Assist presenters to complete necessary paperwork Distribute ribbons Give directions Assist with any speaker and poster presenter issues Presenter Ready Room Process: All poster presenters and speakers are required to check in at the Presenter Ready Room when they arrive. Volunteers ensure that all paperwork is complete for each speaker and poster presenter. Volunteers distribute presenter s information sheet to each speaker and poster presenter. Volunteer directs speaker to AV station. Speakers must present electronic copies of their presentations to the AV company. AV staff collects, verifies, and loads presentations onto laptops in concurrent presentation rooms. Registration Points of Contact Scotie Bradshaw and Stephanie Gimmi Registration Assistant and Express Registration Assistant: 11

12 Assist with directing attendee traffic. Keep the registration lines moving by directing attendees to the roped-off line cue area as openings occur at the registration counters and by asking them to proceed to the registration counter; in the case of groups, ask all group members to proceed to the counters together. Research Symposium Tuesday, October 1, 9:00 am 5:00 pm Point of Contact Vickie Lundmark Sign in at Volunteer Office, then report to Vickie. Note: Shifts start prior to and after symposium times listed above. Assistant: Help staff monitor the main desk and provide directions to anyone arriving late to the Research Symposium. Facilitator: Read CNE disclaimer and assist with timing the speakers. If speaker requests, hold up signs during session indicating the amount of time remaining (5, 3, 1, and stop) to keep the presentations on time. Ushers: Ensure that everyone entering has an attendee badge (exhibitors and unregistered volunteers may attend a session ONLY if there is room after registered attendees have been seated) and hand out programs. Work with session facilitator to fill all seats by asking attendees to move up/move over in rows. Saving seats is not allowed. Once seats are full, put up the SESSION FULL sign at the door. Stay inside or outside the room until the end of the session to monitor for problems. At the end of the session, collect CNE evaluation forms from participants. Volunteer Office Points of Contact Kathy Krolak and Funmi Yusuf 12

13 Assistants: 2013 ANCC National Magnet Conference Assist volunteer coordinators to check in volunteers and distribute volunteer badges. Staff the Volunteer Office as needed. Assist coordinators to monitor volunteer shifts for needs and help volunteers sign up for open shifts. May be assigned to cover an open shift. Floaters: Assist in the Volunteer Office and be available to fill in volunteer shifts as needs arise throughout the conference. Thank You 13

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