Volunteer at Entomology 2013
Come to Austin, volunteer some time,
and get your meeting registration fee reimbursed!
ESA student members who volunteer to assist at Entomology 2013 in Austin for a minimum of six hours (unless otherwise approved) are eligible for reimbursement of their registration fee after the meeting. ESA only reimburses at the early-bird registration fee rate (maximum of $165.)
If you are not currently a student member and wish to volunteer at the meeting and receive reimbursement, you must join or renew your membership online. Join or renew online here.
Student volunteer assistance is needed in the following areas: Presentation Preview Room, Career Center, Linnaean Games, Virtual Poster Assistants, Poster Set Up and Tear Down, Membership Booth, and Town Crier. Click here for a detailed description of each job.
Positions fill quickly so sign up early!!
Steps for volunteering at the Annual Meeting:
1. Complete the volunteer application by clicking here.
Click here for a video instructional guide on how to use the enrollment.
2. Save email confirmation for proof of assignment.
3. Register for the meeting and pay the appropriate registration fee. Registration (early-bird) fees will be refunded after the Annual Meeting when volunteer participation has been confirmed. Click here to register online.
4. Show up on time and ready to help in Austin!
Volunteer Criteria for volunteering:
1. Volunteer must be an ESA student member.
2. Volunteer must be registered for the annual meeting.
3. A minimum of six hours is required to get reimbursed (unless otherwise approved.)
Frequently Asked Questions:
Q: Are non-student members allowed to volunteer?
Q: How many volunteer hours are required for reimbursement?
Q: Can I register for multiple shifts and ESA will assign me?
Q: Can I register for shifts in multiple areas?
Q: All the shifts I am available for have been taken. What can I do?
Q: My availability has changed. Can I cancel or reschedule my shift?
Q: I need to switch days? Can you find someone to switch with me?
Q: How and when will I be reimbursed?
Q: Where and when do I check in?
Q: When do I receive my t-shirt?
Frequently Asked Questions:
Q: Are non-student members allowed to volunteer?
A: No, all volunteer shifts are for ESA student members only. If you are not an ESA student member, you will be removed from the calendar.
Q: How many volunteer hours are required for reimbursement?
A: Volunteers are required to enroll for a total of six hours in order to be reimbursed for their annual meeting registration. If you do not complete your full six hours, you will not be reimbursed.
Q: Can I register for multiple shifts and ESA will assign me?
A: No, when enrolling, select only one shift to be assigned to you. Volunteers who register for multiple shifts will be removed from the calendar.
Q: Can I register for shifts in multiple areas?
A: We strongly encourage you to register for shifts in only one area. For the Poster Set-Up and Tear-Down job, you must register only for shifts in that area or you will be removed from the calendar.
Q: All the shifts I am available for have been taken. What can I do?
A: If you are not able to work the available shifts, or if the schedule has no open shifts, you may send your information to Katherine Matthews at kmatthews@entsoc.org and she will add you to a waiting list. However, we encourage you to check back frequently for any spots opened as the result of a cancellation.
Q: My availability has changed. Can I cancel or reschedule my shift?
A: Yes, you are able to cancel your shift and select alternate assignments up until 7 days prior to the start of the annual meeting given availability. To cancel a shift, go to the My Schedule tab and select the cancel link after the assignment. Then, to select a new assignment, you can go to the Full Schedule tab and view available shifts. Please note that you will only be able to sign up for jobs that are selected in your profile. To add jobs to you profile, go to my profile and add all “available jobs” to “my jobs.”
Q: I need to switch days? Can you find someone to switch with me?
A: Due to the large number of volunteers, we are not able to contact individuals for swaps. If you are not able to work your shift, you will need to cancel your shift and find another available position.
Q: How and when will I be reimbursed?
You will be refunded by the way you paid for your registration. Refunds will be processed mid-December.
Q: Where and when do I check in?
A: ALL volunteers will need to check in 15 minutes prior to your scheduled shift in the Presentation Preview Room (room 11AB.) At the end of your shift, please return back to the presentation preview room to check out.
Q: When do I receive my t-shirt?
A: T-shirts will be handed out at check in. A variety of sizes will be available.
Presentation Preview Room: Volunteers will greet presenters and assist them with uploading their presentation to Confex, check out/in ESA’s timers for scientific sessions, and update/maintain the announcement bulletin board. One six hour shift in this area will satisfy the volunteer requirement. The Presentation Preview Room is located in Meeting Room 11AB in the Austin Convention Center.
Career Center: Volunteers will assist with set-up and take-down of Career Center, located in the exhibition hall. During the meeting, volunteers will assist members using the Career Center resources.
Linnean Games: Volunteers will assist on stage between games and be responsible for updating brackets. Volunteers will also assist with the preparation of the Student Awards session and other duties as assigned. The Linnaean Games will be held in Exhibit Hall 4 in the Austin Convention Center.
Virtual Posters: These volunteers will staff the international virtual poster stations to assist attendees in accessing these online, interactive poster presentations. Volunteers are responsible for engaging the presenters and recruiting individuals to come into the virtual poster room. The virtual poster room is located in Meeting Room 11AB in the Austin Convention Center.
Membership Booth: These volunteers will assist in the ESA membership booth producing luggage tags for members and assisting members general information about products and services. The membership booth will be located in the main exhibit hall in the Austin Convention Center.
Poster Set Up and Tear Down: In order to volunteer for the Poster Set Up and Tear Down position, you may not register for any other shifts outside this area. The combination of short shifts in this area will satisfy the volunteer requirement. Volunteers will assist with the set-up and take-down of the poster areas.
Insect Expo: For student volunteers for the Insert Expo, please report directly to the Bullock Texas State History Museum by 8:00 AM on Saturday, November 9. Please check in with volunteer coordinator when you arrive. The volunteer coordinator will assign your specific role once you have checked in. Shuttle service is limited and must be confirmed with the volunteer coordinator in advance. Contact msnyder@ipminstitute.org for more information on this position.
Town Crier: This volunteer with an outgoing personality will walk the exhibit hall and other meeting areas wearing a ‘newsboy’ hat and satchel and handing out ESA flyers with valuable ESA and meeting information.
For additional information on volunteering you may contact Katherine Matthews kmatthews@entsoc.org.
