Volunteering with ET Events

Role Description

The Volunteer Leader serves as the primary point of contact for event volunteers and provides on-site coordination and support during the event. This role helps ensure volunteers are informed, supported, and deployed effectively so the event runs smoothly. Volunteer Leaders work closely with the ET Events team to communicate expectations, assist with real-time needs, and help create a positive experience for both volunteers and attendees.

Key Responsibilities

• Serve as the main point of contact for assigned volunteers during the event
• Assist with volunteer check-in, orientation, and shift transitions
• Communicate event details, assignments, and any day-of updates or changes
• Provide guidance and answer questions related to volunteer roles and tasks
• Help monitor coverage and reassign volunteers as needed based on event flow
• Escalate issues, questions, or concerns to the ET Events team when necessary
• Support a welcoming, professional, and organized volunteer experience

Role Description: The Behind-the-Scenes Crew plays a vital role in bringing the event to life. This team supports the physical setup, coordination, and breakdown of event spaces, ensuring everything is prepared, functional, and aligned with the event vision before attendees arrive—and responsibly packed away afterward. While much of this work happens out of sight, its impact is felt everywhere. Your teamwork, flexibility, and care directly support a smooth, inclusive, and welcoming experience for all participants, and we are deeply grateful for the contributions you make in this role.

Key Responsibilities include but are not limited to:

Before the Event / Set-Up

• Unload supplies and equipment at the venue as directed.
• Set up event spaces according to the layout plan.
• Complete stage preparation, including chairs, tables, rugs, décor, and other furnishings.
• Install all signage, ensuring correct placement and visibility.
• Set up the Exhale Space, a dedicated sensory and decompression room, with care and attention to detail:
• Verify all spaces are safe, accessible, and ready for use.
• Coordinate with event staff and Team Leads to confirm setup completion.

After the Event / Tear-Down

• Assist with event breakdown across all spaces.
• Pack and repack supplies, décor, signage, and equipment according to instructions.
• Ensure borrowed or rented items are secured and accounted for.
• Help clear spaces responsibly, separating trash and recycling properly.
• Support final load-out and transport of supplies as directed.
• Check out with the Team Lead before departure.

Role Description: This volunteer role supports the check-in desk and plays an essential part in creating a positive first impression for our event. As one of the first faces attendees see, you help set the tone by offering friendly, efficient, and accurate support. Your professionalism, kindness, and willingness to help contribute directly to a welcoming and enjoyable experience for everyone involved, including attendees, event staff, and vendors. We truly appreciate the energy and care you bring to this role.

Key Responsibilities include but are not limited to:  

Registration & Guest Services Support

• Deliver exceptional customer service at the registration and check-in area, serving as a welcoming first point of contact for all attendees.
• Welcome and orient attendees, providing clear directions, wayfinding assistance, and answers to general event questions.
• Share event-specific information, including agendas, programs, maps, and key logistical details.

Badge Preparation & Distribution

• Prepare and distribute attendee badges, name tags, lanyards, and other registration materials.

• Operate registration technology, including laptops, printers, scanners, and badge supplies. 

   

• Assist non-registered attendees by:
  • Confirming capacity availability.
  • Issuing blank badges upon approval.
  • Collecting required photo release forms.
  • Recording attendee names for tracking and follow-up.

Registration Area Maintenance

• Maintain and refresh the registration space, ensuring it remains organized, stocked, and attendee-ready throughout the event.
• Monitor supplies and proactively restock badges, lanyards, forms, and printed materials as needed.

Attendee Experience & Information Support

• Distribute swag items and promotional materials.
• Provide parking information and transportation guidance using approved sources.
• Respond to attendee questions with accuracy, professionalism, and a solutions-oriented mindset.

• Offer proactive assistance to help create a smooth, positive, and welcoming guest experience.

   

Role Description: Room Support Volunteers play a vital role in ensuring sessions run smoothly and attendees feel supported throughout the event. You help create a welcoming, organized, and sustainable environment for speakers and guests by managing room readiness, assisting with logistics, and responding to real-time needs. Your attentiveness and behind-the-scenes support directly contribute to a seamless and high-quality event experience, and we truly appreciate the care you bring to this role.

Key Responsibilities include but are not limited to: 

Before the Session

• Arrive early and check in with the Room Lead or event staff.
• Set up the room according to the session plan (chairs, tables, materials).
• Confirm AV setup is ready (laptop, microphone, projector, screen).
  • Test basic functionality and flag any issues immediately.

• Ensure room supplies are ready (clicker, walkie-talkie, markers, notes, etc.).

   

• Greet attendees and meet speakers as they arrive and provide any needed assistance.

During the Session

• Run microphones during Q&A if required.
• Capture attendance and record using the provided clicker.
• Answer general event questions or direct attendees to the right resource.

After the Session

• Clean and reset the room for the next session.

   

• Properly dispose of trash and recycling using provided gloves.

   

• Confirm all room equipment and supplies (laptop, walkie-talkie, clicker) are accounted for.
• Take photos of session notes (as needed).

Role Description: Expo Support Volunteers play an essential role in creating a smooth, engaging, and well-supported expo experience for exhibitors and attendees. By serving as a helpful point of contact, assisting with logistics and light technical needs, and maintaining an organized and sustainable environment, you help ensure the expo runs efficiently and feels welcoming to everyone. Your flexibility, attentiveness, and teamwork make a meaningful difference, and we truly appreciate the support you provide in this role.

Key Responsibilities include but are not limited to: 

Before the Expo Opens

• Check in with the Team Lead and review assigned zones or tables.
• Familiarize yourself with the expo layout, table locations, exits, and utilities.

• Confirm power access for tables (outlets, extension cords, displays).

   

• Welcome table owners as they arrive and offer setup assistance.
• Identify high-traffic areas and potential congestion points.
• Track shared supplies and ensure items are returned after use.

During the Expo

• Serve as a primary point of support for table owners and exhibitors.
• Escalate issues promptly to the Team Lead when support is beyond your scope.
• Answer event questions and help attendees navigate the expo space.
• Monitor the room for safety, accessibility, and flow.

• Perform light cleanup as needed to keep the space tidy and welcoming.

   

After the Expo / Breakdown

• Assist with expo breakdown and repacking ET event supplies.
• Confirm all supplies are accounted for using the inventory log.
• Support table owners as they pack up and exit the space.
• Ensure trash and recycling are cleared and sorted correctly.

At Enterprise Technology events we do what we can to make our events fully sustainable. We strive towards a Zero Waste result. 

As a volunteer, we ask that you help us spread the word and encourage others to participate in these actions.