Student Volunteer Job Descriptions

These are job descriptions for all the possible jobs that may appear on the website. All AVAILABLE jobs will be visible when you log in to the sign up page, or when you view or edit your existing student volunteer schedule.

All student volunteers must understand and speak English well. Good customer service and teamwork is critical in all positions in order to interact effectively with attendees and staff. Most jobs are fast-paced. Volunteers should dress neatly (except where noted below) and wear comfortable shoes.

Advanced Registration Desk Assistant
Hand out badges, programs, and answer meeting-related questions from arriving registrants.

Advanced Registration Desk Lead
Lead position in charge of supporting advanced registration staff by: keeping meeting materials stocked at each station and area cleared of debris; answering FAQs from attendees; recycling cardboard, paper, and plastic; acting as a liaison to the badge-reprint staff member. It's essential that you be able to own your voice and effectively assist attendees in need of badge corrections, directions inside the convention center, and answers to other frequently asked questions.

Alternates may be assigned a wide variety of positions to help where needed, or when other volunteers miss assignments. Bring course work or reading materials while waiting for assignments in the Student Volunteer Office. Alternates are strongly encouraged to attend one of the Technical Session Coordinator Training Sessions, offered Saturday from 3:30-4:00 p.m. and Sunday through Tuesday from 12:15 to 12:45 p.m. (no need to sign up; you’ll get credit for one hour).

Annual Meeting Office/Hotel Annual Meeting Office Runner
Run errands, deliver signs, and check meeting rooms. Assist the office managers as needed for any requests.

Awards Assistant
Help assemble awards and plaques for presentation ceremony. Care and accuracy are critical. May need to help move boxes and transport awards as well.

Badge Recycling Assistant
The badge recycling assistant reports to the Registration Coordinator. You will be stationed at the front of the convention center, and you will offer to recycle used plastic badge holders as attendees are leaving the meeting.

Bookstore Assistant
Opening and unpacking inventory boxes, tagging merchandise, stuffing bags, delivering boxes to other GSA booths and other assorted misc jobs (No heavy lifting is required).

Bookstore Tear down
Heavy lifting of boxes (25-50 pounds) off of skids onto tables per the direction of staff and floor plans. Must be organized and able to work independently and quickly after receiving instructions. Neatly re-pack inventory for shipment, lift boxes onto a pallet for shipping. Wear comfortable clothes and shoes suitable for lifting, carrying, standing on cement floor, etc.

Division A/V assistant (Div. Chairs Meeting)
Help set up and monitor the AV equipment for the Division Chairs meeting. AV experience preferred.

Division Display Set-up
Assist with setting up a display of pamphlets and other materials in the convention center.

Exhibitor Check-in Assistant
Insert badges into badge holders for distribution to exhibitors, and direct them to their booth space in the exhibit hall. Previous experience with laser printers is a plus.

Exhibitor Registration Set-up Assistant
Assist in lifting, moving, unpacking/packing crates and boxes (up to 50 pounds), organizing registration materials. Errands and deliveries to nearby hotels may be required.

Field Trip Check-in Assistant
Help check in field trip participants and hand out material. Being on time (early a.m.) for scheduled shift is critical.

GSA Opportunities Booth Assistant
***Must have been a participant in one of the GSA programs represented at the booth (GeoCorps, GIP, Research Grant, etc.) Sit at the GSA Opportunities Booth in the Exhibit Hall, answer questions, pass out print material, sign people up for e-mail lists.

Human Directional/Walking Sign Holder
You will be positioned in a corridor or hallway area and will provide directions to meeting attendees who have questions about where certain rooms are located within the convention center. You may also be asked to carry a sign directing people to specific events.

President's Reception Check-in Assistant
Sit at a registration desk and sign people in for the President's Reception. Also assist with minimal set-up before the event.

PR/Newsroom Assistant
Assist Newsroom staff as requested.  Typical tasks: run errands, take and deliver messages, locate scientists or session rooms, coordinate press releases, compile online news coverage, monitor social media, answer (light) phones, cover breaks, and assist with media inquiries.  May be asked to assist with press conference logistics or scout the meeting to take still photos.  Need a quick learner who enjoys science communication and is comfortable with handling the unexpected.

Program Assistant
Place paperwork on tables and assist with set up, help generate an audience by directing people toward the program, and facilitate seating of attendees. Collect index cards from attendees during the program and deliver them to the panel of mentors. Collect evaluation forms at the end of the program.

Program Assistant - Indiana Geology - Presentations for the Public and the Geocaching Community
Help set up for the event, and other light tasks associated with the event. Will get to watch presentations.

Program Assistant - Rocks & Hops Soiree
Help set up for the soiree, and other light tasks associated with the event. Will get to participate in the Soiree.

Program Assistant - Student Networking
Assist with program registration and crowd control.

Registration Ambassador
Help attendees register in a quick, efficient manner by providing badge holders and programs. Answer questions and direct attendees to other areas of the convention center as requested.

Registration Greeter
Stand in various areas of the convention center to direct people to registration and other GSA areas of the meeting. Comfortable shoes recommended for two hours of standing.

Registration Print Monitor
Insert badges into badge holders for distribution to on-site meeting registrants. Previous experience with laser printers is a plus.

Registration Runner
Run errands for GSA staff and keep registration materials stocked and in order. May require lifting up to 25 pounds and will need to become familiar with the Convention Center map.

Registration Setup/Tear Down
Assist in lifting, moving, unpacking/packing crates and boxes (up to 50 pounds). Errands and deliveries to nearby hotels may be required. Jeans/work clothes and work gloves are suggested.

Short Course Assistant
Each Assistant is assigned to one short course. Help set up classrooms, make sure all attendees have registered, pass out paperwork, and ensure that all AV works and catering arrives when needed. (Since all volunteers may work no more than 15 hours, you may not assist on both days of a two-day short course.) In the event that the short course that you signed up to assist for gets canceled, the job will be removed from your schedule and you will be notified so that you may edit your schedule to find other jobs.

Speaker Ready Room Assistant
Assist with directing people through the Speaker Ready Room process. Must be knowledgeable with computers and have Mac, PC, Powerpoint, and PDF experience.

Student Volunteer Office Assistant
Answer questions from student volunteers and staff (often in absence of Student Volunteer Coordinator). Must be able to deal effectively with many people/problems at once without getting flustered. You must be a quick learner with good judgment, to decide whether you can help someone now or must ask them to return later. Variety of clerical tasks (so prior office experience is required); also run errands, check meeting rooms; and fill in for absent volunteers.

Technical Session Coordinator
Must attend one (and only one) Technical Session Coordinator Training prior to serving in this job (trainings are held Saturday, 3:30-4:00 p.m.; Sunday, Monday, or Tuesday, 12:15-12:45 p.m.). Responsible for room set up and any problems with AV or other equipment in coordination with chair during the course of the session. You can sign up for a particular session you’d like to coordinate during your assigned slot one-half day in advance in the Student Volunteer Office. For morning sessions, sign up begins at 12:05 p.m. the day before; for afternoon sessions, sign up begins at 7 a.m. that day. People get in line ahead of time to sign up, so plan accordingly. If you don’t sign up ahead of time, come to the SVO at 7:15 (morning sessions) or 12:15 (afternoon sessions) to be assigned a session (or if none are left, you’ll be an Alternate).

Technical Session Coordinator Training
All Technical Session Coordinators must attend one (and only one) of these trainings (Saturday, 3:30-4:00 p.m.; Sunday, Monday, or Tuesday, 12:15-12:45 p.m.) before their first scheduled technical session coordinator position. Alternates are strongly recommended to also take this training. The training counts as one hour toward the total number of volunteered hours.

Technical Sessions: Easel and Signage Distribution/Pick Up
Assist the Technical Program Manager to distribute or pick up sign holders, easles, pointers, and head table/student volunteer books.

Ticket Taker
Take tickets from attendees at various events. May also sell tickets to attendees, help with crowd control and seating arrangements, use people counters, facilitate Q&A with portable microphones, and collect evaluation forms at end of an event.


Student Volunteer Office Hours
Indiana Convention Center, Room 203
Friday 2 Nov. 7 a.m.–5 p.m.
Saturday–Wednesday 3–7 Nov. 6:30 a.m.–6 p.m.

Contact Info

Student Volunteer Coordinator

Heather Clark, +1-800-472-1988, ext 1018 (toll-free), or +1-303-357-1018, if you have any questions or concerns about your work schedule (please read the FAQs first).

By signing up to be a Student Volunteer at the GSA 2018 Annual Meeting, you agree to abide by the GSA Events Code of Conduct and acknowledge that you have read GSA's Privacy Policy.