216 Prairie St. Elgin, IL 60120 855.933.6466 Volunteer Staff Program Information CPC 2017 Caribe Royale, Orlando, FL January 24 26 2017 Thank you so much for your willingness to serve along side of the INCM staff team in such a wonderful way! Our goal for the Children s Pastors Conference is to equip, encourage, inspire, motivate, and care for thousands of children s ministry leaders. By participating in this volunteer staff role, you become an extension of the INCM staff, working hard & serving our attendees, and being our eyes & ears throughout the conference. Serving our attendees well is what we re asking you to do. Our prayer for you is that you will be filled by your experience, and leave with the satisfaction that you served as God s hands and feet. SO WHAT S NEW YOU ASK? PLENTY! So many exciting new things for CPC17! The schedule is completely different which has caused our Volunteer Program to look very different. We re assigning volunteers in shifts. A shift is roughly a ½ day commitment. The number of shifts you volunteer for determines the benefits you ll receive. We re also adding a Bridge Mini Event this year. On Tuesday, we re offering attendees a special opportunity to focus on the topic of tweens. The event has great speakers, 4 hours of topic focused training, worship, and lunch! Those volunteers interested in assisting us with this mini event: this will be considered 1 shift, will include lunch, the opportunity to attend the mini event for free, and if this is the only shift you are serving, a discounted rate on CPC! In this packet, you will see a brief list of the positions we are looking to fill & what some of the responsibilities are. This year, we re asking for your flexibility, and will be assigning you positions based on the answers on your application. Being thorough on the application will be critical! Please review the information carefully and prayerfully. Please contact our Events Director, Tracy Baer ( tracy.baer@incm.org ) at any time if you have any questions. FOUNDATIONS Regardless of the position or number of shifts you ll be serving with us, these apply to all volunteers. Dress Code: We do require a dress code. It serves to help our attendees and the volunteer staff quickly and easily identify one another. Volunteer T shirts will be provided to each volunteer staff member upon check in. Please wear these shirts every day of your serve. Business casual slacks, capris, skirts, or nice jeans (denim should be free from holes, frays, or extreme fade) are acceptable bottoms. Be sure to wear comfortable shoes! In previous years, INCM has allowed volunteers to wear past events shirts or solid colored shirts. At this time, we are being very intentional about the look for the volunteer team, and ask that only the shirts provided at the conference be worn by a volunteer who is currently serving. If a volunteer is not serving, but attending the conference, please feel free to wear other clothing. 1
Training: All volunteer staff members will receive training documents before the event, and go through an orientation and on the job training when you check in and report to your Team Lead. We want you to be as prepared as possible, so rest assured, we ll make sure you have what you need. We are planning cross training this year, and you ll receive a welcome packet upon check in. Teambuilding & Fellowship : Our goal this year will be to have as many volunteers report for duty on Monday, January 23, 2017 by 1:45pm in the afternoon. We are planning dedicated time for cross training, team building activities, fellowship, and dinner! We hear you you want to know each other better & we re doing everything we can to facilitate this. We have also created a private INCM Volunteer Facebook page to help us stay connected & conversing throughout the year. Once your application is accepted, you ll be invited to participate in this group. Meals: To be the best stewards of the money attendees pay to be at the event, INCM has re evaluated the way the meal program is run. INCM makes a large financial investment in all of our volunteers, varying by number of hotel nights, meals, transportation benefits, digital resources, and other related supplies. As a result, we will provide a meal voucher (based on the number of shifts and position specific benefits) that you can use at any of the Caribe s 5 on site outlets as well as at the cash concessions during the event. The voucher is intended to offset the cost of meals. How you choose to use it will determine how far it will go. There will be very few meals actually coordinated for you. The volunteers who will have their meals coordinated will receive meal specific tickets to be presented upon entry. Travel: Volunteer staff members are responsible for their own airfare and ground transportation. Lodging: INCM will arrange, and provide at our expense, hotel accommodations based on serve/position and available benefits listed below. We reserve non smoking, double occupancy rooms for all volunteer members unless other arrangements are made in advance with the Events Director. Volunteers will receive room/roommate assignments 14 days prior to the start of the event. If you have any questions, please contact the Events Director at tracy.baer@incm.org. Potential Conference Schedule : Monday, January 23, 2017 Tuesday, January 24, 2017 Wednesday, January 25, 2017 breakout sessions day coaching opportunities resource center open Thursday, January 26, 2017 general session day teardown setup day with attendee & speaker check in beginning in the afternoon resource center setup day volunteer training & fellowship day intensive training sessions in the morning Bridge Mini Event in the morning resource center opening and celebration kick off evening session 2
VOLUNTEER TEAM ROLES & BENEFITS Volunteer Team Members: There are many different roles available to serve in; roles suited for every age (18+ up please), physical ability, gifts & talents, and desired length of serve. Please complete the Volunteer Application completely so we can match you up with your ideal serving role. The sooner we receive your application, the better the chances are for you to serve for your desired number of shifts. A phone interview may be requested, especially if this is your first time serving with INCM. Because of the new conference schedule design, there is an opportunity for you to serve with us for as little as ½ a day, or for the entire conference. Attendance at the training sessions is mandatory regardless of position or length of serve. Shifts may NOT overlap at any point. Serving Benefits: An event of this magnitude would not be possible without the dedication and service of the volunteer team members. We hope to honor your service by offering some benefits to express our gratitude. First of all, we encourage you to participate in the conference when possible. Because of the responsibility of some positions, not everyone will be able to participate at the same level. Please review the information carefully, considering your schedule and budget. Benefits received will differ based on number and length of shifts, total number of days served, and level of responsibility assigned. At this time, we have received a large volume of willing & able volunteers. We are currently accepting volunteer applications for our wait list. As duties open up, we will be in touch. As a result, only 1 & 2 shifts may become available. Benefits for those serving at the Mini Events ONLY (no other shifts scheduled) CURRENTLY FULLY STAFFED complimentary attendance to the mini event complimentary lunch at the mini event $50 discount on super early bird rate conference registration for the entire conference One (1) shift = approximately ½ day of service Benefits for one (1) shift include: 2 complimentary digital downloads $20 discount on super early bird rate conference registration for the entire conference Benefits for two (2) shifts include: 3 complimentary digital downloads $30 discount on super early bird rate conference registration for the entire conference 3
Benefits for three (3) shifts include: 4 complimentary digital downloads 1 night hotel stay (additional nights can be arranged at your expense double occupancy room) $40 discount on super early bird rate conference registration for the entire conference Benefits for four (4) shifts include: 5 complimentary digital downloads 2 volunteer shirts 2 nights hotel stay (additional nights can be arranged at your expense double occupancy room) $50 discount on super early bird rate conference registration for the entire conference Positions Available: INCM will assign roles based on your application so please be thorough. (not all positions are open at this time) AV/Tech Team Members Check in/guest Services Church Tour Hosts (1 coordinator) Coaching Hosts General Session Merchandise Sales Mini Event Team Members Prayer Partners Production Assistant Resource Center Host Assistant Room Hosts Runner Set Up Stage Manager Store Team Members Ushers BASIC POSITION DESCRIPTIONS Position Descriptions: A basic position description for each duty is listed below. Upon assignment, you will receive a detailed position description for review before signing a contract. Please be sure to list any physical limitations and gifts & talents on the application. All volunteers should be prepared to pray with and for the team members, INCM staff, and conference attendees. 4
AV/Tech Team Members Responsibilities Unpack, organize, and mini event and/or breakout equipment (sound systems, screens, projectors and DVD players). Distribute and set up all equipment in breakout rooms. Monitor equipment function and return audio recordings to the AV Lead. Monitor potential safety & security concerns with equipment, such as cords and wires. Tear down and pack up all breakout equipment after the final breakout session. Physical Requirements Must be physically able to move or lift heavy equipment and be able to stand and/or walk for long periods of time. Expectations Must have experience with AV equipment and a basic knowledge of computers, audio systems & projectors. Experience with apple computers recommended, or a willingness to learn. Check in/guest Services Team Members Responsibilities Unpack and set up for conference check in. Greet and check in attendees. Provide assistance to the attendees as needed and monitor lost & found. Guest Services includes answering questions and customer service. Expectations Must have a welcoming smile and hospitable personality. Knowledge of or willingness to learn ipads for electronic check in. Also includes speaker check in, handbooks, nametags & t shirt distribution. Coaching Hosts Responsibilities Monitor the coaching sessions and greet & check in attendees for their appointment. Keep the coaches on time. Expectations Must have welcoming smile and hospitable personality. General Session Merchandise Sales Responsibilities Assist General Session Speakers with unpacking, organizing, and preparation of merchandise tables. Sell merchandise for the General Session Speaker after each session. Process credit cards and make change on cash sales. Inventory and pack remaining product and materials after 45 minutes. Physical Requirements Lifting of merchandise supplies, minimal standing, sitting, and standing. Expectations Knowledge of ipads and cash handling are helpful. Mini Event Team Members Responsibilities There will be a separate coordinator overseeing this team. Other team members include: check in, merchandise sales, breakout room hosts, AV/Tech team members, ushers and a production assistant. Physical Requirements Some lifting, standing, sitting and walking. Expectations The team is the INCM representatives at this event. Your behavior and actions should reflect that. The gift of hospitality and flexibility will be helpful. Prayer Partners Responsibilities Be available to pray with attendees after each general session. You may also make yourself available to pray with speakers, volunteers, INCM staff members, and attendees throughout the conference at will. Physical Requirements Minimal standing, sitting, and walking. Expectations Must have a welcoming smile and hospitable personality. Heart to encourage and pray for others. Production Assistant Responsibilities Assist the Stage Manager, work with the speakers, ensure video feed to greenroom is functioning. Assist with speaker props and equipment. Expectations Must have a welcoming smile and hospitable personality. Ability to troubleshoot. 5
Room Hosts Responsibilities Deliver presenter and participant materials to the breakout room. Arrive at your assigned breakout room 30 minutes prior to the start of the session. Greet the presenter and alert the AV/Tech team of any technical issues. Post the breakout sign 15 minutes prior to the start of the session. Greet attendees and distribute presenter handouts as needed. Keep the presenter on schedule; start on time & give a 2 and 5 minute warning prompt to end the session. Remain inside or just outside the breakout room for the duration of the session. Each host(ess) will be responsible for 1 room. Expectations Must have welcoming smile and hospitable personality. Resource Center Host Responsibilities Assist with check in of the Resource Providers, handing out name badges, supplies, schedules, booth locations, monitor refreshments, etc.. and answer questions for the Resource Providers as they set up. Monitor the door of the Resource Center keeping conference attendees out of this area when it is closed and/or the Resource Providers are setting up. Report any suspicious activity to the Resource Provider Specialist, Erika Watkins, as needed. One host will also double as a stage coordinator, overseeing various Resource Providers as they perform 1 (one) number on a small stage inside the resource center. Expectations Must have welcoming smile and hospitable personality. Set Up & Teardown we would love for any volunteers arriving early or staying late at the conference to assist us with setup & teardown if possible. Responsibilities Assist with unpacking, organizing, and preparation of supplies from the truck. This could include the INCM office, registration, media sales, merchandise, and prayer experience. At the end, carefully repacking boxes and supplies to be loaded on the truck. Physical Requirements Due to the variety of duties to perform, some volunteers must be physically able to move or lift heavy equipment and be able to stand and/or walk for long periods of time. There will also be sitting responsibilities available for those who cannot lift heavy items. Expectations Flexibility and patience are key in this role. Ability to follow a list of instructions. Stage Manager Responsibilities Escort speakers to stage, get them mic d, remove nametags, and assist with props and equipment. Expectations Must have a welcoming smile and hospitable personality. Ability to troubleshoot. Store Team Members Responsibilities Assist with unpacking, organizing, and preparation of merchandise tables. Assist attendees with merchandise purchases. Process credit cards and make change on cash sales. Inventory and pack remaining product and materials at the close of the conference. Physical Requirements May need to move merchandise supplies. Minimal standing, sitting, and walking. Expectations Knowledge of ipads & Shopify, and cash handling are helpful. Usher Responsibilities Place pamphlets & materials on the general session chairs as needed before each session. Remove these materials after each session and return them to the Volunteer Coordinator LEAD. Monitor the doors of the general sessions watching for name badges. Welcome the attendees as they enter the general sessions. This position will most likely also perform another duty between General Sessions. Expectations Must have a welcoming smile and hospitable personality. Energy & enthusiasm to greet a crowd. 6