Volunteer Program

The NHRMA Volunteer Program is essential to the seamless execution of the NHRMA Annual Conference & Tradeshow. Volunteers who donate their time provide invaluable assistance to the onsite coordination of the Conference. Volunteering also serves as a great way to expand your HR network!

Conference Solutions is the official meeting planner for the NHRMA Conference & Tradeshow and will coordinate the onsite Volunteer Program and provide the necessary training for Volunteers to fulfill their assignments.

BENEFITS

In exchange for volunteering for a minimum of six (6) hours throughout the duration of the Conference, volunteers can register for the full conference at the following discounted rates (a savings of over $250 on non-student, standard registration rates!!):

• Volunteer Standard Conference Pass: $505
• Volunteer All-Access Conference Pass: $725
• Volunteer VIP All-Access Conference Pass: $835
• Student Chapter Member Rate: $189

Volunteers who sign up for less than six (6) hours are not eligible for the discounted registration rate.

Note: Cancellation or reduction of volunteer hours resulting in less than six (6) hours may impact eligibility for the discounted rate.

VOLUNTEER AREAS

Registration Bag Assembly

Assist in preparing conference registration packets. Tasks may include:

• Collate registration materials such as paper inserts and giveaways
• Stuff and organize materials for bags provided to Conference attendees

Volunteers should be able to lift 15 lbs., stand for at least 2-3 hours, and work in an assembly-line-style environment.

Registration & Information Desk

Assist at the Registration and Information Desk. A three-hour shift is requested due to the training required. Volunteers will receive their training from the NHRMA Registration Coordinator.

• Check in Conference attendees, answer questions regarding the Conference, and provide directional support
• Check attendee name badges for accuracy
• Provide attendees with appropriate registration materials and giveaways, if any
• Explain information listed on the back of the badge (if any)

Exhibitor Install

Assist Conference Solutions staff in overseeing the exhibitor check-in and installation process.

• Check in with exhibiting organizations as they arrive and provide directional assistance as needed
• Direct Exhibitors to the Help Desk operated by the Tradeshow Decorator as needed
• Assist Exhibitors with questions

General Session Liaison

Assist NHRMA event staff prior to and during general sessions.

• Keep the room closed to attendees until authorization is received to admit attendees by event staff
• Help staff with adjustments to meeting room sets or audiovisual equipment
• Distribute and collect handouts or sponsor promotional items (if applicable)
• Assist attendees in finding a seat as the room becomes full
• Once the session begins, count the number of attendees in the session and provide the total to the Registration Coordinator

Pre-Conference Workshop Check-In

Assist NHRMA event staff with attendee check-in prior to and during pre-conference workshops on Wednesday, September 9th.

• Keep the room closed to attendees until authorization is received to admit attendees by event staff
• Check attendee badges to ensure they have registered for the pre-conference workshop
• Direct attendees to the correct pre-conference workshop room

Pre-Conference Workshop Moderator

The moderator serves as the on-site coordinator to maintain a professional, organized, and comfortable workshop experience for both speakers and attendees on Wednesday, September 9th.

• Pick up Moderator Packet no less than fifteen (15) minutes prior to the start of the workshop
• Place presenter name cards at presenter’s head table
• Check the workshop room for temperature, cleanliness and comfort
• Give a five-minute notice that the workshop is starting
• Coordinate start and end times with speakers
• Introduce the speaker (read their brief bio)
• Ensure workshop starts and ends on time
• Make necessary session announcements/reminders (as denoted in your packet)
• Record the number of workshop attendees on the outside of the packet
• Return the Moderator Packet to the Registration Desk

HR Leadership Forum Check-In

Assist NHRMA event staff prior to and during HR Leadership Forum workshops on Thursday, September 10th.

• Keep the room closed to attendees until authorization is received to admit attendees by event staff
• Check attendee badges to ensure they have registered for the HR Leadership forum

Workshop Moderator

The moderator serves as the on-site coordinator to maintain a professional, organized, and comfortable workshop experience for both speakers and attendees.

• Pick up Moderator Packet no less than fifteen (15) minutes prior to the start of the workshop
• Place presenter name cards at presenter’s head table
• Check the workshop room for temperature, cleanliness and comfort
• Give a five-minute notice that the workshop is starting
• Coordinate start and end times with speakers
• Introduce the speaker (read their brief bio)
• Ensure workshop starts and ends on time
• Make necessary session announcements/reminders (as denoted in your packet)
• Record the number of workshop attendees on the outside of the packet
• Return the Moderator Packet to the Registration Desk