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URCAD 2015
Wednesday, April 22

URCAD Volunteer Roles

Send questions to Janet McGlynn ( )


Monday 4/20/2015

Flyer Distribution

Daytime (1-2 hr. Commitment)
Walk around campus putting up last minute signs and fliers about URCAD. Each volunteer is assigned to specific buildings or an area of campus. Check in with Janet McGlynn in Sherman Hall, Room #114-G beforehand to pick up supplies and your assignment.

Sign up!

Tuesday 4/21/2015

Ballroom Set-Up

Tuesday, 11:00 a.m. - 4:00 p.m.

These volunteers set up the presentation locations, post signs, and organize materials. Report to the UC Ballroom Lounge at your scheduled volunteer time. See Janet McGlynn.

Evening Flyer Distribution

Tuesday, 7:00 – 10:00 p.m. (1-2 hr. Commitment)
Evening volunteer hang up flyers throughout campus that announce “URCAD TODAY.” Each volunteer is assigned to specific buildings or an area of campus. E-mail Janet McGlynn to arrange a time on Monday (4/20) to pick up your posters in Sherman Hall, Room #114-G.

Sign up!

URCAD Wednesday 4/22/2015

All Wednesday volunteers should come to the Ballroom Lounge 10 minutes prior to starting your shift. Pick up a name tag and receive a briefing on your role(s).


9:00 a.m. - 4:00 p.m.
Check-in workers staff the hallway information table, distribute programs, keep a list of faculty in attendance, and explain the venues and schedule to event visitors.

Ballroom Lounge Assistants (3 volunteers needed)

9:00 a.m. – 3:30 p.m.

Ballroom lounge assistants will welcome and provide materials to faculty moderators and students presenters. This is an all-day affair and you will be interacting with staff and peers alike.

URCAD StickersURCAD Sticker

9:00 a.m.- 4:00 p.m.

We need more volunteers than any other single job at URCAD. Volunteers will place an URCAD sticker on each person who attends URCAD, allowing us to get a count of total attendance. volunteers should be outgoing and energetic people.


8:15 a.m. – 5:00 p.m. (Depending on time selection, will be assigned certain rooms)

Photographers take pictures at the URCAD presentations around campus. Photographers must have use of a digital camera and know how to use said camera. (SD Cards will be provided for ease of data transfer.)

Flyer Distribution / Removal

  • Placement: In the early morning, put up last minute URCAD signs. (7 a.m. - 10 a.m.)
  • Removal: Starting at 4:00 p.m. remove all URCAD signs from around the campus. ** Note: Many people are needed for this job.

Ballroom Attendant

8:00 a.m. - 10:00 a.m.

Monitor the entrances and exits of the ballroom to assist special guests. These volunteers should be willing to be assertive to ensure the day gets off to a good start and to police access during designated hours.

Research Information Table

10:00 a.m. -- 4:15 p.m.

The research table staffers talk with attendees, giving information about how to get involved in research. An information session is held in early April to prepare table staffers.

Set-up Helpers and Runners

7:00 a.m. – 5:30 p.m.

Helpers will arrange information tables and material before presenters and guests begin arriving for URCAD.
Runners will assist in the ease of the event by delivering materials or messages as needed.

Wrap Up Help

3:00-5:30 p.m.

These volunteers collect posters, help remove materials, ensure equipment is returned to proper locations, etc.

Sign up!

Room UC 310 and 312 and Engineering 023

AV Monitor

OUE will provide a computer with of all the (PowerPoint) presentations for use in each room. The AV operator will review the file names, and test operations before 9 am (for the morning session) and before 1pm. He or she will call up each new PowerPoint for use by the appropriate presenter and troubleshoot technical problems when required. Each operator shall also assist each presenter with their presentations if needed. (Ex. click slides forward for the presenter if the optical clicker fails in some way.)

One person needed for each shift below. Strongly prefer someone who can stay for the full shift

  • UC 310 10 a.m. to 12 p.m.
  • UC 310 1 – 4 p.m.
  • UC 312 10 to 11:45 a.m.
  • UC 312 12 – 1 p.m.
  • UC 312 1 – 4 p.m.
  • ENG 023 10 – 11:45 a.m.
  • ENG 023 1:00 – 4:15 p.m.

Room Monitor and Respondent

The room monitor will make sure everything is running smoothly. A faculty moderator will be in charge of the program. If the moderator needs help, he or she will turn to you. This might happen if there is a spill, a need for medical help, or a need to turn the lights off or on.

The respondent will listen closely to each speaker, and is prepared to ask at least one thoughtful question of each speaker, if no one else from the audience starts with a question. Almost always someone from the audience has a question. If not, don’t let the speaker stand with nothing to do after asking, “Are there any questions?” The Monitor is in touch with Janet McGlynn by cell phone for any questions or problems.


11:45 a.m.-12:05 p.m.

The plenary session seaters role requires very assertive and friendly individuals. They direct people to seats, cajoling and prodding them to take seats far from the door and to move the middle of the rows of seats and leaving absolutely no empty seats between people.

Usher / Sticker Volunteer

9:00 a.m.- 3:45 p.m.

The usher / sticker volunteer for each room will encourage attendees to enter, direct them to seating, and change signs showing current speakers. The usher / sticker volunteer will also ensure that each attendee and presenter has an URCAD sticker and give out one-page programs or program books as needed.

Sign up!

Thursday 4/23/2015

Follow up Assistant

9:00 - 11:00 a.m. (approximately)

The follow-up assistant should have a flexible schedule. He or she will take down flyers (from our event) all over campus, return poster boards and easels, throw away paper posters, etc. Volunteers will report to Janet McGlynn in Sherman Hall Rm. 114-G


For More Information on how to get involved with URCAD or to

Sign up!

Janet McGlynn
Director of Communication and Outreach | (410) 455-5754