Call for Student Volunteers

2013 ESA Annual Meeting
Minneapolis, MN
August 4-9, 2013

Application Deadline: June 13, 2013

Please read this page thoroughly before beginning the online application.

Note that if you are presenting in Minneapolis, you should wait to apply until AFTER the scheduling notifications go out in May. This opportunity is not a rolling deadline – we’ll consider ALL complete applications received by June 13.


About Volunteering

ESA will select 85 to 100 responsible undergraduate and graduate students as volunteers to perform the tasks outlined below during the ESA Annual Meeting. We appreciate your interest in providing assistance. Our staff relies heavily on student volunteers to run such a large and complex meeting smoothly.

Kimberly Quach ( is the Volunteer Coordinator for the 2013 Annual Meeting and will be the primary point of contact before and during the event.


Student Volunteer applications must be received by the June 13 Early Bird Registration deadline in order to be considered. Students who are presenting will be notified of their abstract scheduling by mid-late May, so consider applying in advance of the June 13 deadline. Current ESA student members, including those who join ESA at the time of Early Bird registration, will be given priority during volunteer selection; however, students who are not ESA members will also be considered.

In order to be considered for a volunteer assignment at this meeting, applicants MUST:

  • Be a student as of the June 13 Early Bird Registration deadline.
  • Register to attend the meeting at the student rate by the June 13 Early Bird deadline which includes paying the appropriate fee.
  • Complete and submit the online student volunteer application form, also by the June 13 Early Bird deadline.

In order to be eligible for a refund of the meeting registration fee, volunteers MUST:

  • Confirm your volunteer assignments when you receive them in early July.
  • Sign an Accident Waiver and Release Liability Form and return it to the Onsite Registration Desk before your first assignment.
  • Show up on time and complete all volunteer assignments (14 hours).
  • Document completion of all volunteer assignments by having an ESA staff member or other designated alternate sign where indicated on your timesheet.
  • Turn in your completed timesheet at the On-Site Registration Desk by 11:30 AM Friday, August 9.

Volunteers will be eligible for a refund of only their meeting registration fee after completing all volunteer assignments and submitting a completed timesheet. Volunteers are responsible for securing housing, transportation, parking (if applicable), and meals. Volunteers will be reimbursed for the applicable Early Bird student fee, but not for any optional field trip, workshop, or ticketed event fees. Most refunds will be processed after the meeting but no later than October 1, 2013.

Those accepted to serve as Student Volunteers will be notified of their selection and assignments by early July. Each Student Volunteer will receive a copy of the Accident Waiver and Release of Liability Form, a print copy of his/her final work assignments, and a timesheet with his/her registration materials on site. A schedule reflecting all student volunteer assignments will also be available in the Student Lounge at the Minneapolis Convention Center.

During the meeting, the primary point of contact for Student Volunteers will be Kimberly Quach (, the Student Volunteer coordinator.

Volunteer Assignments

Student Volunteers usually work several shifts to complete the 14 required service hours. Shifts are available every day from Saturday, August 4, through Friday, August 9. Typical assignments are described below.


Assignment times: 2.5 – 4 hours, AM or PM, Monday afternoon through Friday morning.
What volunteers do: Follow very simple technical support instructions (we promise) and serve as a backup presider in cases where a presider does not show up (this is rare).

No previous experience with A/V support or presiding is required. All projectionists will be trained on site at one of three 30 minute training sessions. Time spent in training will be counted as part of the 14 hours of service required.

Training session times:

  • Sunday, August 4 from 3:00-3:30 PM
  • Monday, August 5 from 11:30 AM-12:00 PM
  • Wednesday, August 7 from 11:30 AM-12:00 PM

Field Trip Check-In Helper

Assignment times: 1 hour, mostly on Saturday and Sunday, with most start times early in the morning.
What volunteers do: Collect signed waiver forms from field trip registrants and help hand out lunches and water.

Event Ticket Taker

Assignment times: 1 hour, various start times, but mostly in evenings.
What volunteers do: Collect tickets at the door, control access to the event, and direct people without tickets to the Onsite Registration Desk. These assignments do not include a free event ticket.

Advance/Onsite Registration Desk Helper

Assignment times: 2-3 hours, various times throughout the week.
What volunteers do: Greet attendees and give them their registration materials, help keep the Registration area organized, and perform other support tasks as assigned by ESA staff.

Information Desk

Assignment times: 4 hours, various times throughout the week.
What volunteers do: Answer questions, help attendees sign up to use a Speaker Ready Room, help session presiders and moderators check out various materials they need for their sessions.

ESA Booth Helper (Exhibit Hall)

Assignment times: 3 hours, various times throughout the week.
What volunteers do: Help sell merchandise at the ESA booth.

Fun Run Helper

Assignment times: 2-3 hours, early Wednesday morning.
What volunteers do: Help ensure each Fun Run participant signs a waiver and release of liability form, lead Fun Run participants from the Convention Center to the event site, and cheer participants at the finish line.

Pack Up Helper

Assignment times: 1-3 hours on Friday morning.
What volunteers do: Lots of packing!


Summary of Timeline

March Volunteer information and application available
April Meeting registration opens
May 16 Presenters notified of abstract scheduling
June 13 Deadline for applying to volunteer
Early July Selected volunteers notified of assignments




Submit your application here!