Team Leader Manual A guide for the TESOL International Convention Volunteer Leaders Updated 1 August 2017
Team Leader Manual TABLE OF CONTENTS I. TESOL Annual Convention.. 3 II. TESOL Annual Convention Goals.. 3 III. Convention Organization and Management. 4 A. Convention Program Chair... 4 B. Local Co-Chairs & Team Leaders 4-6 C. Conference Services Department.. 6-8 D. Executive Director. 8 E. Director of Finance 8 F. Director of Marketing... 8-9 G. Professional Development Manager... 9 IV. Team Leader Responsibilities. 9 V. Support for Volunteers 9-10 VI. Policies and Procedures. 10-11 1. Contracts.... 10 2. Communications with Hotel/Convention Site 10 3. Space Allocation. 10 4. Communications with Exhibitors 11 5. Communications with Central Office 11 6. Complimentary Registration.. 11 VII. Team Descriptions, Responsibilities, and Time Lines 11 1. Bag and Program Distribution 11-12 2. Hospitality..... 12-14 3. Educational Visits.. 13-15 4. Tea with Distinguished TESOLers.. 15-16 5. Poster Sessions.. 16 6. Networking Sessions 17 7. Pre- and Post-Convention Institutes Facilitators 17-18 8. PreK-12 Day Facilitators 18-19 9. Volunteers 19-20 2
**Please Note: This document is provided for reference and may be updated at the conclusion of the 2018 convention** I. TESOL Annual Convention Purpose: The purpose of the TESOL Team Leader Handbook is to spell out the policies and logistical operating procedures for TESOL s annual convention so that the conferences professional council, local planning committee, executive director, director of conference services, staff, and volunteers involved in planning and implementing the convention are aware of the policies, responsibilities, duties, and procedures. KEY TERMS The following terms are found throughout the manual and are listed below to facilitate reading the Manual. Conferences Professional Council Chair (CPCC): Two years before the convention, the incoming conferences professional council chair is confirmed by the Board/Executive Committee. Conferences Professional Council (CPC): Oversees all aspects of the convention program Local Co-Chair (LCC): The Local Co-Chairs are responsible for recruiting volunteers needed to support the convention activities. The local affiliate may nominate Local Co-Chairs; however, it is the prerogative of the CPCC to select all Local Co-Chairs. Normally, there are 2-3. Team Leader (TL): The CPCC will select the teams and team leaders in consultation with LCCs and the DCS. Director of Conference Services (DCS): The Director of Conference Services is a professional staff member who oversees the Department of Conference Services. The DCS manages all logistical aspects of the annual convention. Department of Conference Services (DOCS): The Department of Conference Services currently includes the Director of Conference Services, Conference & Exhibit Services Coordinator and the Conference & Administrative Services Administrator. DOCS is responsible for the management of all logistical aspects of the annual convention. TESOL Executive Committee (Excom): The Executive Committee consists of the president, president-elect, and immediate past president. II. TESOL Annual Convention Goals TESOL Annual Convention Goals: Professional development Networking Revenue generation 3
TESOL s goal has been, and continues to be, to provide its membership and the profession with the most affordable accommodations and the lowest registration costs possible. The Board of Directors in conjunction with the TESOL Central Office continually balances the needs of attendees with the real costs of operating a professional convention. III. Convention Organization and Management Convention logistical management consists of Director of Conference Services Department of Conference Services convention contractors Central Office Staff Annual Convention Planning Structure, Responsibilities, and Duties A. Conferences Professional Council The Conferences Professional Council (CPC) is responsible for putting together a dynamic, wellbalanced educational program. The CPC is also responsible for the following: development of convention program theme recruitment of local planning committee study of trends and currents events in the profession evaluation of proposals development of academic program inviting keynote and invited speakers development of policies regarding the academic program criteria and selection B. Local Co-Chairs Appointed (with recommendations from the local affiliate) by the CPCC, The Local Co-Chairs are responsible for recruiting, supporting and working with volunteers to support the convention activities, as needed. The work of the CPC and the Local Co-Chairs focuses on the following areas: solicitation and evaluation of program proposals organization of program elements (see above list under the CPC responsibilities) recruitment of volunteers development of a team leader roster local highlights hospitality area 1. Local Co-Chairs 4
a. The duties and responsibilities of the Local Co-Chairs may change as technology and convention management methods and techniques evolve and improve. All members of the LCC group will be active members of TESOL Currently the duties and responsibilities of the Local Co-Chairs are as follows: b. shape the goals and activities of the local teams c. develop leadership and communication procedures within the team and CO d. attend planning meetings or participate in conference calls e. make oral and/or written reports at convention planning meetings, when appropriate f. meet deadlines, especially print deadlines g. recruit volunteers as needed h. collaborate with next year s Local Co-Chairs, as needed i. submit an evaluation and outline of activities to the CO, along with copies of correspondence, in a written report after the convention, ensure all team leaders also submit a written report after the convention j. serve, if needed, as back-up proposal readers k. recruitment of local area speakers l. serve as liaison to local education authorities and establishments m. monitor the convention team listserv for their assigned teams activities 2. Local Co-Chair Tenure a. Local Co-Chairs typically serve for approximately18 months. b. The appointment is at the discretion of the Conferences Professional Council Chair. 3. Team Leaders may include the following positions (the make-up of the Teams is subject to change depending on convention venue and needs): a. Bag and Program Distribution: Arrange for volunteers to distribute convention bags and programs. b. Hospitality: Compile information on all aspects of the convention and provide on-site assistance and support to convention volunteers and attendees. During the convention, volunteers staff an information booth and arrange for Ask Me volunteers to be stationed at strategic locations to provide directions and answer questions. Ask Me people will typically be people who are familiar with the locale and the types of local attractions, entertainment and food venues that are popular with teachers and students. Work in conjunction with the headquarters staff. c. Educational Visits: In conjunction with CPC (re. theme and focus) identify local TESOL programs and other educationally distinct programs that would be of interest to TESOL members, establish contact with individuals in those programs, and arrange tours of those programs. CO is responsible for providing the transportation and information materials for these visits. Compile and submit information about tours by the deadline for the Advanced Program and Registration Materials. During the convention, volunteers coordinate the tours and provide one person to accompany each tour. d. Tea with Distinguished TESOLers: Help with topics, moderator recruiting, scheduling of teas, and hosting of sessions. 5
e. Poster Sessions: Plan and organize Poster Sessions area on site, with boards on which presenters display their materials. f. PreK-12 Day: Pre-event duties include: 1) assisting TESOL Office with building session strands, topics, and local speakers, 2) suggesting specific PreK-12 marketing avenues to attract local attendees, and 3) (if applicable) recruiting volunteers to assist with day-of event activities. The day of the event duties include: 1) making sure all session rooms are ready, 2) checking tickets and badges of presenters and visitors before they are admitted, 3) handling problems that arise concerning rooms or presentations, and 4) (if applicable) handing out and collecting evaluations. Note: PCI room monitor volunteers may attend PreK-12 day sessions free of charge. g. Pre- and Postconvention Institutes (PCIs): Assist with PCIs by (1) ensuring all PCI rooms are ready, (2) checking tickets and badges of presenters and paid participants before they are admitted, (3) handling problems that may arise concerning rooms or presentations, and (4) distributing and collecting evaluations. Note: PCI room monitor volunteers may attend PCIs free of charge. h. Networking Sessions: Schedule networking topics in time to be in program; plan and organize roundtable discussion area on site, including tent signs on each table indicating the topic. i. Volunteers: 1. Assessment: consult with the local planning committee members to determine the required number of volunteers and hours they are needed during the convention D. Conference Services Department 2. Organization and management: schedule volunteers using information from CO and other TL, manage the volunteer booth at the convention, replace no-shows with other volunteers, and distribute special gifts, if applicable, forward the database of volunteers to the DCS so that volunteers receive registration refund (if applicable). The Director of Conference Services and the Conference Services Staff will be responsible for logistical, contractual, and financial aspects of the annual convention. The responsibilities are as follows: 1. Program a. Pre- and Postconvention Institutes (with Professional Development Manager and PDPC) b. development and management of logistical aspects of proposal submission and adjudication c. assistance for CPC with the preparation with the Call For Papers d. distribution of all confirmation and rejection notices e. communication with presenters f. distribution of post-convention evaluations g. program scheduling in consultation with the convention program chair 6
h. arrange convention format i. advice and counsel for local teams on budget procedures 2. Logistics a. audiovisual/media b. audio recording of sessions c. signs and bulletin boards d. hospitality for VIPs e. local transportation as needed f. provisions for those with disabilities g. food and beverage functions h. stage management/protocol in consultation with Convention Program Chair i. all on-site management activities 3. Promotion/Communications a. advertising b. promotional items c. mailing coordination 4. Exhibitors a. development of exhibit hall floor plan b. development and distribution of sales materials c. development and implementation of sales and marketing plan 5. Registration a. record keeping b. packets, badges, print information, and so on c. electronic communications d. registration process and work schedule of registration staff 6. Financial a. preparation of budget b. negotiation of all contracts c. future site selection, as needed, in consultation with the executive director and the board of directors through a formal RAI 7. Communications a. VIP relations b. media relations c. political relations d. local media coverage e. institutional dignitaries f. local highlights g. updating of convention manuals h. preparation of the Call for Papers. 8. Training and Orientation of Staff a. Central Office Staff 7
b. volunteers c. temporary staff d. convention center and hotel facility staff 9. Duties The Director of Convention Services and the Conference Services staff will be responsible for performing the duties detailed below related to the convention. These duties are broken down into the following categories: preconvention, development of the convention resume, on-site management issues, activities before the convention, activities during the convention, and activities after the convention. a. Preconvention i. Serve as liaison with hotel sales and catering personnel, the convention bureau, and those coordinators who need hotel and convention bureau information. ii. Contact all paid speakers in writing with clear information about financial arrangements. All financial arrangements must be confirmed with a contract. Only the Conferences Professional Council Chair and the Convention Services Department should contact major presenters. b. Development of the Convention Resume The Convention Resume is a helpful document that provides a convention overview and that notes hotel and/or convention center needs. c. On-Site Management Issues On-site convention management will be handled by the DCS and CO staff, including signage, room set-up and all changes thereto. E. Executive Director The executive director, as the CEO, of the corporation must oversee all operational policies, contracts, and budgets. F. Director of Finance 1. provides credit information to local suppliers 2. reconciles on-site registration payments 3. reimburses convention team members for budgeted expenses 4. prepares honoraria payments 5. consults on the budget with the Director of Conference Services G. Director of Marketing 1. collaborates with DSC to create the convention marketing plan 8
2. collaborates with DCS to develop informational and promotional materials for the convention, including Call for Participation, convention poster, ads, and advanced program and registration materials and program book H. Professional Development Manager 1. gives input to CPC on current topics of interest 2. consults with Professional Development Professional Council on the Pre-convention Institutes and PreK-12 Day 3. serves as staff liaison to the PDPC IV. Team Leader Responsibilities A. Team Leaders (TL) have numerous responsibilities for the TESOL convention, which include: 1. Shaping the goals and activities of the teams as outlined in the Teams Overview and Detailed Descriptions section to meet the needs and facilities of the convention city. Developing leadership and communication procedures within the team. 2. Familiarizing themselves with the team reports of previous conventions, especially that of the previous year. 3. Attending local team leader meetings as scheduled 4. Keeping the Local Co-Chairs informed of plans, activities and concerns. 5. Communicating with TESOL Central Office through the designated Local Co-Chair. However, team leaders, on occasion, may be asked by their Local Co-Chair to communicate directly with the CO depending upon purpose and specific tasks. 6. Meeting deadlines. 7. Recruiting, training, and supervising volunteers to accomplish the team s goals. 8. Keeping copies of all convention -related correspondence (electronic and paper). Cc: appropriate team members as needed. 9. Writing and submitting a report of team activities to Central Office no later than a month after the convention, including supporting documents (e.g., copies of correspondence, forms, etc. Reimbursement for convention related expenses is contingent upon receipt of post-convention report. V. Support for Volunteers A. Team Leaders: TESOL should not, and does not, expect more of volunteers than is reasonable. TESOL reimburses all expenses such as, mileage and parking for meetings should be submitted directly to the Director of Conference Services. A completed reimbursement form and receipts must be included. TLs receive a limited amount of financial support during the planning stage and on site at the convention. Team Leaders should not feel obligated to use their own funds for approved budgeted expenses. 9
TLs who elect not to request reimbursement for out-of-pocket expenses may claim these expenses as charitable contributions (100% tax deductible for federal and state taxes). For contributions, consult the Director of Finance for details on how to claim contributions as a tax deduction. Team Leaders must get approval for expenses for any meetings they call for their own team from the Director of Conference Services in advance of planning the meeting. The DCS will approve projected expenses and give final approval for reimbursement. B. Types of support provided for team leaders and local co-chairs a. waiver of registration fees for prior year convention for shadowing and for hosting year b. during the planning stage, reimbursement for mileage, parking, supplies, copying, phone, and fax as determined by the budget c. during the convention, morning coffee in the Team Leader lounge, daily food per diem given to each team leader, according to number of days team leader is required to be on site d. listing in the program book to credit both the individual and his or her place of employment e. invitation to the Team Leader Appreciation Party f. certificates, letters, or nominal gifts of appreciation as determined by the CPC and DCS. TESOL provides support for the Local Co-Chairs and team leaders to attend the convention prior to the one they are hosting for purposes of shadowing their team leader counterpart, and for running the promotional booth. A $7,500 stipend to off-set airfare and hotel expenses will be sent to the host affiliate in December prior to the year they will be shadowing their counterparts (for example, a check in December 2017 for 2019 team members to shadow 2018 team members in Chicago). It will be up to the affiliate to decide how to disperse the support to team leaders and local co-chairs. VI. Policies and Procedures These policies and procedures provide guidelines for both the volunteers and the association. If an activity has fiscal or legal implications for TESOL, Central Office must be involved. 1. Contracts Contracts reflect budgeted projections. All contracts are negotiated by TESOL Central Office staff and can be signed only by the Executive Director. 2. Communication with Hotel/Convention Site Only the DCS communicates with the convention center and/or host hotel(s) regarding food and beverage orders, sleeping and meeting rooms, reservations, room set-ups, supplies and equipment, labor, tours, and other services necessary for the convention. Local Co-Chairs and Teams do not communicate directly with the convention center and/or host hotel(s). 3. Space Allocation The Director of Conference Services allocates all space in the convention center and hotels. 10
4. Communication with Exhibitors All contact with all exhibitors must be directed to the Director of Conference Services. 5. Communication with Central Office Please communicate with Central Office through your designated Local Co-Chair. This will speed up response time and make sure that communication is clear. When Central Office contacts you, they will send copies of correspondence to your Local Co-Chair. 6. Complimentary Registration Central Office will provide a special registration code to all convention team members for online registration. This will waive the member convention registration fee. Additional fees not covered by complimentary registration but can be paid for at the time of online registration: Pre- and Postconvention Institutes PreK-12 Day Educational Visits Tea with Distinguished TESOLers VII. Team Descriptions, Responsibilities, and Time Lines Number and composition of teams may vary by location. The length of a volunteer shift is usually 4 hours. Over-schedule by a couple of people each shift to cover cancellations and no-shows. Ask volunteers to arrive a few minutes early to check in at the volunteer check-in desk and get trained at his/her assigned duty station. 1. Bag and Program Distribution Responsibilities: This team oversees the distribution of convention bags and program books at the convention. The team also recruits volunteers to staff bag pick-up station during registration hours at the convention. Considerations: 1. Contact DCS to check on registration hours. 2. Contact Volunteer Team about securing volunteers. Coordinate with: Director of Conference Services and Volunteers Suggested Time Line: 12 months before Shadow Bag and Program Distribution Team at convention preceding yours (if possible). Determine duties of team volunteers. 11
6-3 months before Consult with Volunteers Coordinator on the number of volunteers needed Walk through Convention Center and review preliminary floor plan. 2 months before Finalize plan for a fast and efficient distribution of bags and programs. Schedule volunteers, making sure that adequate people are available for peak hours. At the convention Prepare all Team for responsibilities as well as answering questions about Convention Center and referring people to Hospitality. Oversee shifts and fill in as needed. 1 month after File Team report. Write thank-you notes. Personnel Resources: Pre-Convention: Convention: 1 team members to coordinate with volunteers coordinator and to create plan to efficiently distribute bags and programs on site Number of volunteers to staff Bag/Program Distribution area. Consider a minimum of 15 per day. 2. Hospitality Responsibilities: This Team oversees the hospitality desk for the TESOL Convention by compiling information about all aspects of the Convention and by providing on-site assistance and support to other teams and convention attendees. This team offers visitor assistance to convention attendees during their stay in the city hosting the convention. This can include: (1) answering questions on local attractions and other information about the convention city (the city s convention and visitors bureau (CVB) will provide desks and staff to assist attendees with inquiries about the city); (2) arranging for escorted dinners (TESOL-Dine-A-Round); and (3) staffing a booth during the convention to answer questions, and provide information. Considerations: 1. Determine where Ask Me people need to be posted to answer questions, guide participants to sessions and other events. 2. Make up schedule of shifts in advance for the booth and for the Ask Me volunteers. 3. Assign them to their posts and give them Ask Me ribbons for their badges 4. Two volunteers (preferably one team member) should be assigned to the booth for each major time slot of the convention to make sure everything is going 12
smoothly. 2-4 Ask Me Volunteers should be located in strategic locations so they can be found easily by attendees with questions. Coordinate with: Local Co-Chairs, Volunteers, and DCS Suggested Time Line: 6 months before Begin to recruit volunteers and direct them to the Volunteer Coordinator for scheduling. (Consult with Local Co-Chairs about number of volunteers needed.) 6-3 months before Visit convention site to determine the number and location of Ask Me sites. Compile information for Ask Me volunteers about the venue and the city. Through the local TESOL affiliate, recruit hosts for the escorted dinners. 2 months before Make schedule for Ask Me sites and hospitality desk, to be filled with volunteers by Volunteer Coordinator. Make schedule of escorted dinners. Send to TESOL two weeks before the conference to be posted online. At the convention Oversee the hospitality desk. Oversee Ask Me sites. Fill in, as needed. Train volunteers. 1 month after File team report. Write thank-you notes. Personnel Resources: Pre-Convention: 1 Team members Convention: 15 Hospitality volunteers suggested per day In the case of a two-facility venue, volunteers will be needed in both facilities 3. Educational Visits Responsibilities: This team identifies local ESL/EFL and other educationally unique programs that would be of interest to TESOL members, establishes contact with individuals in those programs, and arranges tours to those programs in consultation with the DCS. This team compiles and submits information about these tours by the deadline for the web site. During the convention, members of the team and other volunteers coordinate the tours and provide one person to accompany each tour. Considerations: 13
1. Plan for no more than 5 sites. The number of tours to be arranged must be determined in consultation with the DCS. There must be a limit on the number of participants for each visit as well as the number of tours. Consult previous Programs to get a sense of the balance of programs (Elementary, Secondary, Higher Ed, Adult, CALL, etc.). 2. Tours will run on Wednesday, 8 am 12 pm. 3. Central Office has data to arrive at a reasonable break-even cost. CO will negotiate a contract with a transportation company. 4. Indicate the total time participants will be gone from the convention site, including travel, so they can plan accordingly. Guides should be prepared with signs at the departure spot for easy identification. 5. Provide well-informed tour guides with detailed plans. Provide suggestions to sites to make visits rewarding, such as introduction with background/philosophy/descriptions of students, handouts, visiting classes in small groups, students trained to give part of tour, Q & A with staff and participants, optional refreshments at the end of visit, URL to site 6. TESOL s registration company will sell tickets prior to the convention. Educational visits with space remaining (i.e., unsold tickets; no-shows cannot be re-sold on site) will be sold on site. 7. Be sure that visitors will have classes to observe. Coordinate with: Conferences Professional Council Chair, Central Office, and Volunteers Suggested Time Line: 12 months before Contact possible sites for school visits. Collect information about number that can be accommodated. Inform schools of expectations (e.g., brief orientation, Q&A time, program description, etc.). 10-11 months before Select sites for school visits. Choose willing sites that represent quality programs for various ages, backgrounds, etc. Consider convenience of transportation and number of people sites can accommodate. Obtain any PR materials from schools. Ongoing Maintain contact with a specific person at each site. 9 months before Complete list and descriptions of sites for web site. (See previous year s descriptions for information and format. (Due August 1) Send follow-up letters to all school visit sites. 1-2 months before Contact TESOL to obtain latest count on ticket sales. Determine if any tours may have to be canceled. Contact school sites with number of visitors to expect. Assign host for each school visit. Assign volunteers for buses. Reconfirm starting and return times and pick-up points at both ends. Create handouts for volunteers giving information on their sites (contact person, phone number, address) At the convention Arrive an hour or more before the event. Hosts/volunteers lead groups to buses and help oversee visits; they will need the handout, sign, and your 14
contact information. They should be prepared to offer sightseeing information about the area during transit. 1 month after File Team report. Write thank-you notes. Personnel Resources: Pre-Convention: 1 Team member (to assist with contacting schools/programs). Convention: Up to 6 hosts/volunteers adequate for all school visits to staff booth, help load buses, accompany each visit, etc 4. Tea with Distinguished TESOLers short discussions, with food. Responsibilities: The Tea with Distinguished TESOLers features a host, who is a recognized person in an area of TESOL, at a table with 9 other participants. The featured host leads a discussion on a selected topic and answers questions. There could be up to 10 tables and 10 hosts at a time. This team works collaboratively with the CPC to identify potential table hosts and topics of interest. Coordinates With: Registration, Volunteers, CPC, CO Suggested Time Line: 14 months before Consult with CPC on themes for discussions, total number of table hosts, possible table hosts, etc. (usually 8-10 tables each day.) Begin compiling list of table hosts. 13 months before Discuss possible hosts with CPC. (Central Office will arrange the refreshments for this event.) 10 months before Finalize invitations and confirmation of table hosts. 9 months before Submit copy for web site. (Deadline: August 1) Check with DCS on proposed location for teas. 6 months before Send letters/email to table hosts, thanking them for their participation and informing them of their tea date, time, responsibilities, etc. 3-6 months before Recruit volunteers to take tickets at the teas. 1 month before Send follow-up letter/e-mail to table hosts to confirm their participation. At the convention Oversee all arrangements for teas. One to two volunteers, as hosts, per session. 15
1 month after File Team report. Write thank-you notes. 5. Poster Sessions Responsibilities: This team oversees the poster sessions and area for the convention. The Poster Sessions take place in a large area usually in the exhibition hall with boards for the presenters to use to set up their materials. Duties include recruiting volunteers to assist with running the area, organizing and running the poster sessions area. Time Line: 6 months before Central Office will contact all presenters with details, such as space available, location, date, time, etc. 1 month before Check with the Volunteer Team Leader for number of volunteers still needed. Recruit more if necessary. Using the on-line Program, print the pages listing the poster sessions for Wednesday-Friday. Use these at the convention to keep track of the presenters each day. Make a sign in form for poster presenters. Make a sign in and out form for the volunteers. Read the previous year s Poster Team Leader Report for recommendations for the current session. At the convention The day before the convention, check out the poster area for furniture, signs and materials and check with the Volunteer Team Leader for any updates on your volunteer list. During the convention, keep track of the presenters, no-shows, and volunteers each day. Also, keep notes of successes and your recommendations for the next year. Assign tasks for the volunteers and work closely with the next year s team leader. Tidy up at the end of each day, making sure all posters have been removed. 1 month after File Team report and send a copy to the next year s team leader. Write thank-you notes. Personnel Resources: Convention: 2 volunteers for each 2-hour segment on Wednesday-Friday to act as hosts/assistants/monitors. 16
6. Networking Sessions Responsibilities: This team leader plans and organizes networking sessions. The networking sessions take place in a large area on the expo floor. Duties include assigning sessions to tables using tent cards provided by the DCS, recruiting volunteers to assist with running the area, and organizing and running the area. Time Line: 9 months before Solicit networking session topics 6 months before Schedule all networking sessions 2 months before Contact all networking session organizers with details, such location, date, time, etc. 1 month after File Team report. Write thank-you notes. Personnel Resources: Convention: 2 volunteers per session to act as hosts/assistants/monitors 7. Pre- and Post-Convention Institutes Responsibilities: This team is responsible for the Pre- and Post-Convention ticketed events. Its duties include: (1) making sure all PCI rooms are ready, (2) checking tickets and badges of presenters and participants before they are admitted, (3) handling problems that arise concerning rooms or presentations, and (4) handing out and collecting evaluations. PCI room monitor volunteers may attend PCIs free of charge. Volunteers are encouraged to select to volunteer for PCI of their interests. Considerations: 1. TESOL s registration provider will provide tickets to registrants. The locations of PCIs are not advertised and are printed only on these tickets to try to ensure access to paid registrants only. 2. Tickets will be sold on-site for any PCIs with unsold spots. 3. There is a separate Call for Participation for PCIs and a separate adjudication process, which is handled by TESOL s Professional Development Professional Council. Coordinate with: Professional Development Manager, Director of Conference Services Time Line: 6 months before Work with volunteer coordinator to recruit volunteers, 1 needed for each PCI; 2 for the PCI desk during PCI hours Determine procedures for volunteers. 17
At the convention Oversee volunteers in taking tickets, admitting PCI participants, and seeing that sessions run smoothly. Man the PCI desk to answer questions and direct attendees 1 month after File Team report. Personnel Resources: Pre-Convention: Convention: 1 Team member to coordinate with volunteer coordinator and the Professional Development Manager 1 volunteer for each PCI, 2 volunteers at PCI desk during PCI hours 8. PreK-12 Day Responsibilities: This team is responsible for the PreK-12 Day ticketed events. Pre-event duties include: 1) assisting TESOL Office with building session strands, topics, and local speakers, and suggesting specific PreK-12 marketing avenues to attract local attendees. The day of the event duties include: 1) making sure all session rooms are ready, 2) checking tickets and badges of presenters and visitors before they are admitted, 3) handling problems that arise concerning rooms or presentations, and 4) (if applicable) handing out and collecting evaluations. PreK-12 Day room monitor volunteers may attend sessions free of charge. Considerations: 1. TESOL s registration provider will provide tickets to registrants. The locations of PreK- 12 Day sessions are not advertised and are printed only on these tickets to try to ensure access to paid registrants only. 2. Tickets will be sold on-site for any PreK-12 Day sessions with unsold spots. 3. There is a separate Call for Participation for PreK-12 Day and a separate adjudication process, which is handled by Central Office. Coordinate with: Professional Development Manager, Director of Conference Services Time Line: 12 months before Assist with building session strands and topics Suggest possible local speakers 6 months before Coordinate with volunteer coordinator to recruit volunteers, 1 needed for each session. At the convention Oversee volunteers in taking tickets, admitting PreK-12 Day participants, and seeing that sessions run smoothly. 18
1 month after File Team report. Personnel Resources: Pre-Convention: Convention: 1 Team member to coordinate with PDM and volunteer coordinator 1 volunteer for each session 9. Volunteers Responsibilities: This person recruits volunteers from local, national and international sources to work at the convention. Duties include: i. Assessment of needs: consult with the local planning committee members to determine the required number of volunteers and hours they are needed during the convention (assessment) ii. Recruitment of volunteers: TESOL Central Office solicits volunteers from local, national and international sources iii. Organization and management: confirm volunteers; schedule and manage volunteers; manage the volunteer booth at the convention, replace no-shows with other volunteers, troubleshoot, and distribute special gifts, if applicable. Considerations: 1. Director of Conference Services will include a recruitment form for on the convention web site. 2. A spreadsheet such as Excel is recommended so that you can check easily if someone has already volunteered/been recruited/been assigned. Check with the previous convention s volunteer coordinator about getting their spreadsheet. Coordinate with: All Teams Suggested Time Line: 6 months before Set up spreadsheet for volunteers. 3 months before Contact team leaders, asking for the number of volunteers anticipated. Set up mechanism for Team Leaders to update Volunteer Team about needs. Encourage Team Leaders to recruit their own personal contacts and colleagues (especially for PCIs). This broad base will reach more people. Ongoing Continue recruiting volunteers. Maintain spreadsheets. 1-2 months before Match volunteers with Team needs. 19
Option 1: Send volunteers list to team leaders so they can send confirmation letters to volunteers. Instruct team leaders to send schedule and duties information. Prepare Excel files of volunteers and their allocations and time slots. Option 2: Have the volunteer team leaders draft confirmation letters that include: name of volunteer, volunteer assignment, check-in time, duties, and responsibilities. Once the confirmation letters have been completed, the team leaders send these to the volunteer team leader. Have the volunteer team leader fill out these forms and then send them off to the volunteers requesting an email confirmation from each volunteer. Update the spreadsheet as needed (move volunteers, replace volunteers that cancel etc) Send the list of confirmed volunteers and their assignments to each team leader Have team leaders create volunteer sign-in/sign-out documents for each day of the convention. At the end of each day, each team leader should give the sign-in/sign-out document to the volunteer team leader (this provides a way to double check volunteer hours with the master spreadsheet) At the convention Arrive early for the convention set up and staff drop-in volunteers booth. 1 month after File Team report. Write thank-you notes If there are questions from the volunteers, direct them to Director of Conference Services Personnel Resources: Pre-Convention: 1 coordinator Convention: Volunteers to assist running check in desk 20
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