Volunteer for the Hospitality Sub-Committee

added on: August 26, 2019

If you have been interested in serving on the Conference Committee, but don’t have time for the year-round commitment it requires, the Hospitality Sub-Committee is a great way to get involved!

The Hospitality Sub-Committee members will be the face of the organization during the conference, handling many of the attendee- and speaker-facing details that make the conference run smoothly, while the Conference Committee handles venue- and sponsor-facing details behind the scenes.

If you think you might want to volunteer on this committee, read through the responsibilities and tentative meeting schedule to find the volunteer sign-up link at the bottom.

NEED: 8-12 people


Responsibilities and timing could include the following; subject to change. We’ll use a scheduling tool to sign up for shifts for these tasks.

All Available

  • Pre-conference: Help stuff goodie bags, alphabetize name badges, ribbons, etc.
  • Post-conference: Help with packing/shipping on Wednesday afternoon

Conference HQ Hospitality

  • Welcome and check in registered attendees
  • Welcome and register un-registered attendees
  • Print on-demand name tags
  • Answer questions PRN: rooming issues, special sessions, membership questions, Monday night event, sponsor questions
  • Lay out PACE forms, then file once each sheet is full

F&B Hospitality

  • Monitor banquet set ups against BEOs and communicate issues to Venue Chair/Conference Chair/Executive Director ASAP
  • Watch F&B quantities against those still needing to get served and communicate to Venue Chair/Conference Chair/Executive Director ASAP
  • Monday night event counts???

Photographer Hospitality

  • Talk to attendees and solicit interviews and group pictures
  • Hand out drink tickets/other incentive goodies
  • Prepare snack/food plate, get drinks while food is out for photog while they’re taking pictures
  • Help ensure important pics are taken, like group photo

Speaker Hospitality

  • Welcome speakers upon arrival
  • Give thank you gift and name tag
  • Introduce to Speaker Chair/Conference Chair/Executive Director
  • Escort to green room, session room, and meals
  • Confirm set up time or tech rehearsal time and schedule with appropriate person in Slack
  • Ring chime at end of breaks
  • PRN: Man laptop; switch between speaker slide deck and SOMSA break slide deck; help speaker put on lavalier mic; bring toss mic to/from office/session room every day and keep it charged; runner: bring awards, books, hand outs, etc. to session room as needed.

Special Event Hospitality

  • Sunday night, new member mixer, Monday night
  • Check-in
  • Direct people to correct location
  • Monday night event?? (with F&B Hospitality person)


  • Thursdays or Fridays, time TBD
  • December: orientation meeting
    • Introduce Conference Committee
    • Introduce Hospitality Committee
    • Review responsibilities lists
  • January: (1 meeting)
    • Conf Com update
    • Internal agenda run-through
    • Review Venue Map
    • Share sign-up link
  • February: (1 meeting)
    • Conf Com update
    • Internal agenda run-through
    • Review sign ups
    • Internal agenda updates
  • March: (2 meetings)
    • First
      • Conf Com update
      • Internal agenda run-through
    • Second
      • Conf Com update
      • Internal agenda run-through
  • April (1 call, 1 meeting on-site)
    • April #1: Pre-conference meeting
      • Finalize and review sign ups
      • Detailed task review/last minute notes/updates
    • April #2: on-site volunteer orientation, tentative Sunday 4/19 @ 4:00 PM
      • Meet board and Conf Com in person
      • Site tour
      • Breakouts with Chairs for individualized, on-site training

    Ready to Volunteer?

    If you’d like to volunteer, click here to complete the volunteer sign up form and let us know how you’d like to be involved!

Posted In: committees