Volunteer Guide
Thank you so much for your willingness to volunteer for the UCMHP SUMMIT. On behalf of the Board of Directors, we appreciate and value your service. This guide should serve as some clarification and tips for your volunteer experience. As thanks, you are welcome to attend any sessions and participate in lunch and the conference activities outside of your assignments. Please reach out if you have any questions or concerns.
Agenda:
Room assignments are in the EventLeaf App. Some last minute changes are not likely but may be made the night before the conference begins
If you would like to participate in a different presentation than assigned please reach out. Someone may be willing to trade with you
When you do not have assigned responsibilities, ask where additional help is needed or you are welcome to attend any presentation
You are just as much a guest at this conference as anyone else. If you want to participate in the meetings, please do.
Primary contacts:
Throughout the conference these are your primary contacts:
Leanne Rupp (NASW-UT Executive Director) #720-988-4730
Celeste Esplin (UAMFT Executive Director) #208-521-8430
Jim Macedone (UMHCA Executive Director) #385-201-7236
Text/call one of us with any issues.
Zoom Monitor Duties:
Throughout the presentation:
Pay attention to the chats
Admit people from the waiting room
Respond via chat to any needs
Ensure that attendees via zoom have equal access to the presenter and questions as individuals attending live.
Comments and Complaints
We are interested in any and all complaints from lack of accessibility to poor carpet color. We use this information to improve the way we provide continuing education to our counselors. Please make a note of any general complaints including getting the individuals name and contact information so that UCMHP can follow-up with them. If there is an urgent/serious complaint, please contact Jim or Celeste or Leanne to address it in-person.
Expectations:
Please arrive to the conference at 6:30am.
We will have a meeting for all volunteers to review assignments, practice zoom monitoring, and technical issues.
Parking is FREE and ample. Please do not park in clearly designated parking spaces that say you cannot park there.
Zoom Monitor
Room Moderator
Room Moderator Duties:
Please arrive to each assigned session 10-15 minutes early
Please bring your own laptop (with charger)
Reserve a seat in the front and connect to the Zoom meeting via your laptop
Zoom will be set up by our contracted audio visual team. Please work with them to ensure things are working 10-15 before the session begins
Begin the Zoom session
Give co-host controls to the speaker
Discuss with the presenter:
Handling of the bio and introductions.
Presenters may want to introduce themselves or be introduced.
If you introduce – please read their bio
Ask the presenter to address how they want questions handled and how they would like zoom comments handled (i.e. raise your hand, make a weird face, etc.)
At the end of the presentation:
Thank the presenter thoroughly.
Remind attendees to fill out session evaluations after the presentation. Describe how to do that.
Registration/ Greeter
Registration Duties:
This is the face of UCMHP and will set the mood for the rest of their day. Please be cheerful and grateful that they are there.
Greet all attendees:
Ensure they know how to access the agenda
Please assist guests with directions.
If problems arise, our priority is to lessen the "bottleneck" of registration. Don't worry about solving the problem right away. Just get people through the line and document who they are and contact one of the three directors if needed
Any serious concerns contact one of the co-directors
FAMILIARIZE YOURSELF WITH THE EVENTLEAF APP. Show attendees how to use it. People will receive their certificates through the app!
Opening the Session:
Ensure everyone is on mute (you have control to mute) and at the beginning ask everyone to remain on mute (via chat). Let them know that questions can be asked from chat and you will be the “voice” for them. This makes the conference run much smoother.
Write in the chat at the beginning and periodically throughout the presentation sometime like:
"My name is ___________________ I am your connection to the live presentation. Please write any questions in the chat and I will ask them for you. There may be time at the end of the presentation to unmute and verbally ask a question. If you experience any audio or visual difficulties, feel free to log off and log back in."
If there are many questions, it is a good idea to wait and ask all the questions at once (sometimes they are the same question or theme). Often participants via zoom ask many more questions than they would in-person.
