Volunteering with at Agentic AI and the Student Experience

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: 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. This team also supports the physical setup, coordination, and breakdown of the registration space, ensuring everything is prepared, functional, and aligned with the event vision before attendees arrive—and responsibly packed away afterward. 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:  

Set Up

• Packing swag bags in preparation for the event.
• Unload supplies and equipment at the venue as directed. Collect and distribute deliveries sent to the hotel.

• Install/ set up 

  registration and front of house signage, ensuring correct placement and visibility.

• Verify registration and front of house spaces are safe, accessible, and ready for use.
• Coordinate with event staff and Team Leads to confirm setup completion.

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.

• Maintain and refresh the registration space, ensuring it remains organized, stocked, and attendee-ready throughout the event.

   

• 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.
• Provide rush support for rooms by scanning in attendees through the STOVA app. 

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:

   

  • Assisting non-paid registrants to get registered and paid.

  • Issuing blank badges only upon approval.

     

  • Recording attendee names for tracking and follow-up.

     

• Monitor supplies and proactively restock badges, lanyards, forms, and printed materials as needed.
• Distribute swag items and promotional materials.

Tear Down and Clean Up

• 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: 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. This team also supports the physical setup, coordination, and breakdown of breakout rooms, ensuring everything is prepared, functional, and aligned with the event vision before attendees arrive—and responsibly packed away afterward.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/ Event

• Arrive early and check in with the Room Lead or event staff.
• Install/ set up all signage, ensuring correct placement and visibility.
• Confirm rooms are set and ready according to the layout plan. Verify all spaces are safe, accessible, and ready for use.
  • Coordinate with event staff and Team Leads to confirm setup completion.
• 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.

   

• Provide frontline support by addressing general inquiries and coordinating with the event team to resolve more complex issues.
• Monitors presentation timing, gives clear cues to speakers, and keeps sessions running on schedule.
• Scan in all attendees through the STOVA app.
• Familiarize yourself with venue layouts, session locations, restrooms, exits, and key traffic routes.

After the Session

• Clean and reset the room for the next session.

   

• Properly dispose of trash and recycling using provided gloves.

   

• Ensure borrowed or rented items are secured and accounted for (laptop, walkie-talkie, clicker)

Event Tear Down 

• Pack and repack supplies, décor, signage, and equipment according to instructions.
• Ensure borrowed or rented items are secured and accounted for.
• Support final load-out and transport of supplies as directed.

Service points:

• Sun Devil Ballrooms (1st floor)

• Bronze, 

  Crimson, 

  Terracotta,  Pre-function North hallway

   

• Ballroom 6/7 & 8, Pre-function South hallway

   

Role Description: Event Flow Volunteers support the overall flow and experience of the event by assisting attendees, exhibitors, and event staff throughout the venue. Volunteers serve as visible, approachable points of contact, helping with way finding, managing traffic during session transitions, and supporting basic logistical or light technical needs. Positioned in key areas such as the expo floor, hallways, and near main event spaces, volunteers help ensure entrances and exits remain accessible and the environment stays organized and welcoming. This team also supports the physical setup, coordination, and breakdown of breakout rooms, ensuring everything is prepared, functional, and aligned with the event vision before attendees arrive—and responsibly packed away

Key Responsibilities include but are not limited to: 

Before the event Opens

• Check in with the Team Lead(s) and review assigned zones or tables.
• Packing swag bags in preparation for the event.
• Unload supplies and equipment at the venue as directed. Collect and distribute deliveries sent to the hotel.
• Install/ set up all signage, ensuring correct placement and visibility.

• Familiarize yourself with venue layouts, session locations, restrooms, exits, and key traffic routes.

   

• Welcome table owners as they arrive and offer setup assistance. Confirm power access for tables had been set up (outlets, extension cords, displays).
• Identify high-traffic areas and potential congestion points, provide solutions for changes.
• Note shared supplies to ensure items are returned after use.
• Welcome attendees, exhibitors, and speakers as they arrive, offering directional guidance and light assistance as needed.

During the event

• Serve as a visible, approachable point of contact for attendees, exhibitors, and event staff.
• Capture attendance and record using the provided clicker.
• Scan in all attendees for breakout sessions through the STOVA app.

• Escalate issues promptly to the Team Lead when support is beyond your scope.

   

• Monitor the space for safety, accessibility, and flow.

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

   

• Help manage incoming and outgoing traffic at the main ballroom doors during sessions and transitions. Ensure doors do not slam shut to minimize noise and disruptions

   

• Provide frontline support by addressing general inquiries and coordinating with the event team to resolve more complex issues.
• Serve as a friendly point of contact in the hallways, guiding attendees to session locations and assisting with event-related questions.

• Help maintain a smooth, welcoming, and professional event environment.

   

After the event / Breakdown

• Assist with expo breakdown and repacking ET event supplies.

• Confirm all supplies are accounted for using the inventory log.

   

• Ensure trash and recycling are cleared and sorted correctly.
• Help clear spaces responsibly, separating trash and recycling properly.
• Support final load-out and transport of supplies as directed.

Service points:

• Main Stage, Pre-function West hallway

   

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.