DESCRIPTIONS OF VOLUNTEERS RESPONSIBILITIES
UNCLASSIFIED SESSION MONITOR
Description of Responsibilities:
These volunteers should be able to be firm with the tasks assigned below. They also need to be interested in getting a resolution to whatever issues may arise. For people who do not feel comfortable with large crowds, this task is ideal as there are seldom more than 30 in attendance and most conversation is on a one-to-one basis. This is a good job for those with a technical interest, as they learn while doing.
Specific Responsibilities
Each unclassified technical papers session will be run by two persons: the session chairperson and the session monitor. Close coordination between these individuals is critical to ensure the success of the session. The session chairperson and the session monitor should meet prior to the start of the session to get acquainted and to "talk through" the running of the session.
- Show up at the session room a minimum of 1 hour before the start of the session.
- Ensure that all presentations for the session are loaded on the session computer and are listed in schedule order. If one or more presentations are missing, notify the IT chair and also attempt to contact the presenter if he or she is in the vicinity of the session room.
- Meet with the session chairperson at least one-half hour before the start of the session to discuss operation of the session (e.g., timekeeping and presenter notification of remaining time).
- Check credentials at the session room entrance and permit access to conference attendees and volunteers. EXHIBITORS ARE NOT ALLOWED IN!
- Take attendance numbers at the beginning and end of session and provide this information to the volunteer center at the end of your session.
- Assist attendees with questions.
- Updates to the content of presentations can only be accomplished via the speaker prep area prior to the scheduled presentations. Updated content will be loaded on to an approved MILCOM 2010 thumb drive and walked over to the appropriate session to be loaded onto the room laptop. Do not allow authors to upload their presentations from memory sticks or CDs that they supply. The computer should be locked during breaks so that authors cannot upload their presentations. Should there not be enough time for the presentation to be updated, then the author will have to conduct the talk using the presentation that exists on the computer.
- Ensure that placard at the session room entrance identifies the correct session.
- Move pointer to correct presentation after each presentation.
- Run the presentation computer, if required.
- Check operation of computer, projector, remote control, laser pointer, microphones and speakers.
- Be familiar with microphone on/off controls.
- Obtain the computer login from IT and provide to the chairperson.
- Assist the session chairperson in keeping track of time for each presentation.
- Assist chairperson in managing the 15-minute break after the fourth paper.
- It is imperative that the session re-starts on time, regardless of whether or not all attendees are back in the room or if 15 minutes has elapsed.
- Morning re-start after break
- Re-start after afternoon break on all days should be at p.m. sharp
- ANY PROBLEMS – call for help using the contact data sheet.
UNCLASSIFIED TUTORIAL FACILITATOR
Description of Responsibilities:
These volunteers should be able to sit still for long periods of time (2-3 hours), calm, conscientious, potentially willing to learn more about technical topics.
Specific Responsibilities
Prior to Tutorial
- Ensure that appropriate sign is in front of tutorial room.
- Ensure room is in good order.
- Place tent tags for mentors in tutorial room.
- Ensure that all A/V equipment is in working order (computer, projector, remote control, laser pointer, microphone/speakers).
- Ensure that whiteboard, easels/flip charts, and markers are available in room.
- Ensure that the appropriate presentation package is preloaded on the computer and works.
- Ensure tutorial presenter(s) is present (report no-shows immediately).
- Ensure only ticketed attendees enter tutorial room.
- Ensure that evaluation sheets are available.
- Ensure that tutorial guides/handouts are available.
- Distribute handout material to ticketed attendees (tutorial material plus evaluation forms).
- Introduce yourself to the tutorial mentor(s) so they know who to contact with any issues/concerns.
- Know where restrooms are in case attendees need a biobreak during the presentation and need directions.
During Tutorial
- Ensure only ticketed attendees enter tutorial room.
- Help mentor keep on time (including announcing end of break).
- Ensure that mentor requests completion of evaluation forms at the end of session.
- Run computer for mentor if he/she prefers.
- Remain in room during tutorial to address any problems.
After Tutorial
- Collect evaluation forms at the door and return them to the volunteer headquarters room.
- Collect unused tutorial materials and return to volunteer headquarters.
- Direct mentor(s) where to pick up Honorarium (Operations Center).
- For any issues/concerns, see contact list (IT, Facilities, Technical, Security).
SECURITY VISITOR CONTROL
DESCRIPTION OF RESPONSIBILITIES (FOR THOSE WITH CURRENT DoD CLEARANCES):
Volunteers should be able to be firm, while maintaining a sense of humor. Make people feel welcome and glad they are attending.
Security Team Position Responsibilities
A. Badge Administration Personnel
During registration, Security will confirm an attendee's identification via a government-issued picture ID, verify the attendees name on the classified conference listing, and issue the attendee's conference classified session badge. Issuance of the classified session badge is contingent on submission of a visit authorization letter (VAL) Lockheed Martin. Upon issuance of the badge, the attendee will also be provided a copy of the classified session security guidelines and map of the bus staging location.
Standards
- Verify identity with a government form of identification.
- Verify conference registration and VAL prior to issuance of badges.
- Inform attendees of the classified session procedures and prohibited items (list).
B. Bus Monitors
Bus Monitor personnel will act as "traffic cops" to ensure the smooth flow of conference attendees through the entrance lines and to the transportation buses to the Lockheed Martin facility. Bus Monitors will control the bus staging area.
Standards
- Ensure the Prohibited Items List is posted at the bus staging area<./li>
- Bus Monitors must position themselves at the bus door to control on-boarding.
- Ensure no one gets on a bus without possessing a classified session badge.
- The photograph on the badge must match the presenter.
- Be prepared to establish multiple lines based on surges of attendees.
- Maintain control to fill two buses simultaneously.
- Provide bag and/or tags for collection at the Lockheed Martin facility.
- Once the bus is full, board the bus and travel with it to the Lockheed Martin facility.
- While on the bus, provide the bag and tag instruction to the attendees and review the classified session guidelines and prohibited item list.
- Contact Bag & Tag when bus departs standards (Bus Monitors): Identify and provide tags to all attendees with bags.
- Ensure all bags are tagged uniformly; a tag should be attached to the top handle of the bag.
- Ensure that attendees are aware of the purpose of the tags.
- Brief attendees of the security guidelines for attending the classified program.
C. Bag & Tag Team
- Attendance at the Classified Sessions requires all bags and electronic devices to be checked-in upon arrival at the Lockheed Martin facility.
- To attend the classified sessions, attendees will arrive at the bus staging area. As attendees are in line, the Bag & Tag Team will identify and issue tags to persons with bags.
- Sealable envelopes with numbered tear-off receipts will be issued to persons not carrying bags, but with personal communication devices or items on the Classified Session Prohibited List.
- Bag check-in is located in the main lobby and will be adequately staffed. Checked items will be stored numerically to expedite the return of items. Bag & Tag Personnel at the facility may augment Classified Session Monitors who are responsible for ensuring that individuals are not allowed into the conference without the appropriate clearance, conference badges, and that the individual is not in possession of prohibited items.
- Checked items will be available for use during breaks and departure from the facility.
Standards (Bag and Tag)
- Provide a person to initially guide attendees to the Bag and Tag area.
- Ensure the Classified Session Prohibited Items List is visibly posted.
- Be prepared to receive attendees.
- Store bags in numerical sequence.
- Be prepared to issue cell phones during breaks.
- Ensure orderly return of bags upon attendee departure.
D. HOTEL/SJCC SECURITY
Contract Security Officers will monitor the area around the conference venue to ensure perimeter and interior security of the Exhibit Hall and the Meeting Hall areas. Security Officers will manage access control to the Seaport Hotel/World Trade Center. Volunteers should report any security or safety concerns to the Security staff or the MILCOM Security staff.
Standards
- Coordinate with Protocol VIP visits and requirements.
- Inform the Security Chair of VIPs with protective details.
- Control access to the VIP area on the Mezzanine level.
