Volunteer Host Orientation Thursday Sept 29

Career Days 2011 Volunteer HOSTS ORIENTATION

Volunteer HOSTS Meet & GreetThursday September 29th, 2011

Presented by

Mei Chi NgCareer Days Marketing and Volunteer Program Assistant

Emily Cao Grad Fair Program Assistant

Agenda

1.Event Overview2.TOUR3.Your Roles4.Scheduling 5.Networking

Event Overview

•2 concurrent fairs:•Career Days •Graduate & Professional School Fair

•86 employers!•64 graduate and professional schools!•RSVP numbers: 980 and counting•Expected attendance 3000+ students

What is Career Days?

Career Days Graduate & Professional Schools Fair

Career Days 2011

• 2 concurrent fairs:• Career Days • Graduate & Professional Schools Fair

Career Days 2011 Overview

Date: Oct 5 (Wed) & 6 (Thu), 2011Set-up: 7: 30 am – 10 am Event time: 10 am – 3 pmClean-up: 3 pm – 4 pm

Registration open on EventBrite atcareerdays2011.eventbrite.com

Employer Floor Plan Layout

Career Days Booth format •Sponsors (Ballroom B1, 42)•Executive Booths – Corner Booths•Dimensions – 8’ x 8’•Power for all booth (1 outlet per booth)•Skirted tables 

Grad Fair Floor Plan Layout

Grad Fair Booth Format•Power for all booths•Skirted table (6’x 4’)•Lighted concourse•Security at night, area will be fenced off

Your Team

•Hosts (50+)•Logistics, marketing, questions

•Leaders (8)•Logistics, marketing, supervision, questions

•Career Days Program Assistants (2)•Mei Chi Ng & Emily Cao

•Career Services Staff•Student inquiries, relations, on-site advising

•AMS Staff•Security, setup

Your Role

•Tell students about Career Days at booth •Classroom shout-outs

•Key details to include:•Event name (Career Days 2011)•Dates & Times (Oct. 5 &6, 10am-3pm)•Our website: http://careers.ubc.ca

•Postering and handing out flyers •Take part in Facebook and Twitter campaigns

Your Role – On the Day of

•Represent UBC•Ensure the smooth running of the event•Assist exhibitors throughout the day•Provide hospitality•Greet students & market the event•Network for potential career opportunities

Event Overview

•Location: Student Union Building (Concourse & 2nd floor)•Concourse (Both Days) - Grad Fair•Ballroom (Both Days) – Career Days •Party Room (Oct 5 Only) – Schools/Grad Fair Exhibitors •Party Room (Oct 6 Only) – Employers/ Career Days Exhibitors•Room 207 (Both days) - Resume Advising •Room 209 (Both days) – Employer Panels •Room 215 (Both days) - Exhibitors Hospitality Room •Room 205 (Oct 4- Oct 7) - Storage & Volunteer Check-In (SIGN-IN and SIGN-OUT for shifts)

Your Role – On the Day of

• Arrive at least 5 minutes early• Sign in at the storage room (Rm 205)• Be professional

•Know the event details•Smile and be approachable

• Communication•If you are not sure: “I will find out for you” and ask•Professional language – no slang

WHERE ARE THE CAREER DAYSVOLUNTEER HOSTS?

What do I wear?

Virtual Tour

NORTH PARKADE

EMPLOYER ENTRANCE

BOOTH GUIDES

STAIRS TO THE FAIR

STUDENT SIGN-IN

STORAGE AND VOLUNTEER CHECK-IN

WALK DOWN THE HALL

ROOM 207 – RESUME ADVISING

ROOM 209 – EMPLOYER PANELS

To the ….

HOSPITALITY ROOM

Your Role – On the Day of

•Represent UBC•Ensure the smooth running of the event•Assist exhibitors throughout the day•Provide hospitality•Greet Students & Market the Event•Network for potential career opportunities

Volunteer Stations

Let’s Get Up

•Please check your shifts and make note•Make sure your contact info is correct

•Please provide your phone #

•If you need to make changes, please email Mei Chi Ng at career.days@ubc.ca by tonight

Parkade and Drop-off Loop Assistants

• Assist in putting up signs between SUB and North Parkade to guide exhibitors • First impression of Career Days 2011• Greet and guide exhibitors from North Parkade (help with carrying materials)• “Welcome to UBC! My name is _______”

• BONUS: Great chance to speak with employers prior to the rush

Booth Guides

• Greet exhibitors upon entrance to the SUB• Primary responsibility: Check their location on the booth floor plan and lead them to their respective booth

• Secondary task: Assist with set-up of materials

Hospitality Room

• Oversee traffic flow in the hospitality room• Catering staff will be providing food• Breakfast served: 8 AM – 10 AM• Lunch served: 11 AM – 2 PM

Storage/Volunteer Room

• Responsible for overseeing volunteer sign- in/sign-out• Act as security for exhibitor materials inside the storage room• Get volunteer’s name/note their time of arrival on spreadsheet• Issue Career Days button to volunteers• Remind volunteers to only leave their post when someone relieves them at the end of their shift

Graduate Schools Assistants

• Assist late exhibitors with set-up• Act as floater to supervise the concourse area (help exhibitors as necessary)• Direct students to event (stay by SUB doors) and let students know about the fair – will also be distributing quartersheets

Info Desk Attendant

• Check-in station for schools begins at 10am• Provide information for students that come to ask questions – inform them of panels that are happening at Career Days

Counter

• Counters will be ready for pick-up in the volunteer room for 10 AM shift• Greet people upon their entrance and count number of people passing through into Career Days

Student Registration Desk

• Distribute program guides to students• Students can only receive program guide if they have RSVP’d on EventBrite• Students who wish to receive the program guide have to RSVP online (laptops will be provided)• Answer questions students may have about the fair

NETWORKING

NameAcademic BackgroundMotivation for AttendingEnquire about them

NAME

Important Skill - Networking

•This is a GREAT Networking opportunity•Be ready for the perfect opportunity•Talk to People you don’t know•Take the initiative to introduce yourself rather than wait to be approached•Introduce yourself with your first & last name•Prepare a short 30-sec. introduction – who you are, what you do, your interests, the value you bring•Be genuinely curious•Keep a positive attitude

Networking Continued

How can I prepare...?Research ahead of timePrepare a short speech about yourselfTry bringing business cards - Make them yourself or get them for free at http://www.vistaprint.ca

Networking Continued

•What should I say...?•Introduce yourself•Ask what they do

• Find relevant info•Try not to monopolize their time•Be genuinely interested

Networking Continued

•Example questions:•What would you recommend to somebody who wants to get started in this field?•How did you get started / learn about / find work in this field?•Do you have any internship or volunteer opportunities?•Do you have open houses, workshops or other events?•Will you be hiring in the future?

Networking Continued

•Example questions:•Ask them about their roles, their interests, what they like or dislike about their work, different ways to get involved, etc•Ask for their business card or contact info.

•Follow up•Take notes after the meeting •Follow up – Suggestion: send a thank you e-mail to everyone you spoke to or received advice from

Event Timeline

11.00 – 2.00 Rush period11.00 – 2.00 Hospitality Room open for lunch11.00 – 12 Panel #1 12:30 – 1:30 Panel #22.00 –3.00 Panel #33.00 Fairs closed for the day3.00 – 5.30 Tear down booths only here for 1 day3.30 On-site advising ends

Panels

Oct. 5th 11:00 - 12:00 Careers in the Public SectorOct. 5th 12:30 - 1:30 Study Law AbroadOct. 5th 2:00 - 3:00 Canadian Law School

Oct. 6th 11:00 - 12:00 Careers in the Finance SectorOct. 6th 12:30 - 1:30 Exploring Global HealthOct. 6th 2:00 - 3:00 Careers in Technology

Agenda

Next Steps

•Read through handouts•Familiarize yourself with the SUB•‘Like’ Career Services on Facebook:www.facebook.com/ubccareerservices •Keep an eye on emails from Leaders•Get involved with student marketing! •Let your friends/profs know about the event

Contacts

Jenny Au, OCR ConsultantE: jenny.au@ubc.ca P: 604-822-4012C: 604-779-6609

Mei Chi Ng, Marketing and Volunteer Program AssistantE: career.days@ubc.ca P: 604-822-3358C: 604-778-389-0363

Emily Cao, Grad Fair Program AssistantE: grad.fair@ubc.ca P: 604-822-3358C: 778-518-3972

Questions?

On-site Support