EDTx 2017 Volunteer Handbook

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VOLUNTEER HANDBOOK



Dear Earth Day Volunteer:

W

elcome to the Earth Day Texas family! Along with Trammell S. Crow, the Board of Directors and EDTx staff, I am pleased to have you become a part of our community. As a volunteer, you are an integral part of Earth Day Texas conference, exposition, and film festival. Your service is a valuable asset that has a visual impact on everything we do, and your time, energy and experience contributed is essential to our success — Thank You! This handbook is intended to serve as your introduction to the Earth Day Texas event. You will find the policies and procedures, job descriptions, training, volunteer records and emergency procedures. If you need any additional information do not hesitate to contact the Volunteer Office. I am delighted to have you in the Earth Day Texas family, and look forward to a mutually beneficial relationship. Sincerely,

RYAN A. BROWN CEO EARTH DAY TEXAS

VOLUNTEER HANDBOOK

LETTER FROM THE PRESIDENT

VOLUNTEER HANDBOOK 1


EDTX HISTORY VISION OPPORTUNITIES

What started in 2011 as an outdoor event spanning five blocks of Flora Street in Dallas’ Arts District grew to occupy approximately one million square feet of indoor and outdoor event space in Dallas’ historic Fair Park. In 2016, Earth Day Texas hosted over 130,000 attendees, 700+ exhibitors and 250+ speakers, becoming the largest annual environmental exhibition and programming initiative in the world. While many of our efforts are centered on our Earth Day Texas event in April, Earth Day Texas has also launched numerous year-round events to generate additional awareness and inspire people to get involved and help make a difference. Earth Day Texas continues to present attendees and participants with breakthrough solutions and fascinating innovations that will empower them to make a difference in their communities and the world — 365 days a year.

POLICIES & PROCEDURES

BENEFITS

TRAINING

HISTORY

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EDTX HISTORY

VOLUNTEER VISION

VISION

APPLICATION PROCESS

BENEFITS POLICIES & PROCEDURES

VOLUNTEER HANDBOOK 3

TRAINING

With over a thousand volunteer positions to fill for Earth Day Texas, the Volunteer Program reaches all areas of the EDTx event. Whatever your interest, skill, or degree of interactions desired, there is a special niche at Earth Day Texas for you. To become a volunteer with Earth Day Texas you must first register on our website, EarthDayTx.org. Under the tab Get Involved, click Volunteer, then fill out the online application. At the end, you will be asked to sign a waiver standard for all volunteers helping on a big project. Once this is submitted someone in the volunteer office will get back with you to set up an appointment to talk about the opportunities available and where a good fit for you might be. This will also be the time you can help us by sharing what jobs you are interested in working.

OPPORTUNITIES

The vision of Earth Day Texas Volunteer team is to promote a positive impact on the environment through education at events like the world’s largest Earth Day event, Earth Day Texas.


EDTX HISTORY VISION

VOLUNTEER OPPORTUNITIES ANATOLE CONCIERGE Work at a desk in the Anatole hotel providing basic Earth Day Texas event information to patrons choosing to house at the event sponsored hotel. The work will require knowledge of Dallas area and being good at giving directions. A friendly helpful attitude, as well as business dress will be required of these volunteers.

TRAINING

OPPORTUNITIES

CONFERENCE ATTENDANT Recruit audience, guide attendees in where to go to find their meetings, keep lines orderly, and assist in registration when needed.

CREATURE TEACHER Greet and welcome attendees and encourage participation in activities in an orderly fashion. This station will directly interact with animals.

POLICIES & PROCEDURES

BENEFITS

EARTHPITCH; EARTHPITCH (K-12); EARTHPITCH (EVU) Recruit audience, guide attendees in where to go to present, keep lines orderly, and assist in judge and finalist check-in when needed. These fun events are for groups to pitch their ideas to judges in hopes of winning a monetary award for their project.

ELECTRIC BIKE TEST Greeters to assist attendees as they enter the track for Electric Bikes. Welcome attendees and encourage participation in an orderly fashion. Help them sign waivers, pick their bikes and monitor the track.

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Friendly greeters to implement orderly, efficient check-in/out procedures. Accurately distribute badges and exhibitor packets, communicate assignments and generally assist staff running the check-in stations.

EDTX HISTORY

EXHIBITOR CHECK-IN; EXHIBITOR LOUNGE

FAMILY ZONE

FLOATER

TRAINING

The Field Trip program targets 4th grade science, 7th grade science, 11th & 12th grade environmental science students. Small groups of about 25 students are guided throughout Fair Park on Friday, April 21, 2017. Each group of students will be escorted around the expo to pre-determined, age appropriate exhibits. All children will eat their lunch in the band shell.

OPPORTUNITIES

FIELD TRIPS; FIELD TRIP LUNCH STATION BAND SHELL

VISION

Greet, usher and guide attendees to activities located in the Family Zone. Work a craft station, play with games, or supervise an art project. This position is great for kid lovers. A documented background check will be required of all volunteers in this position.

Fill in as needed in any position as requested, run errands. Must have ability to walk briskly from location to location. Able to lift and carry a box or stack of event guides.

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POLICIES & PROCEDURES

For the book lover and toy lover of all ages: Earth Day Texas has assembled a variety of green, sustainable toys and a selection of books for attendees to browse. The collection is a great way to see what might make sustainable gift choice before you buy. [no sales will be made from the booth] Green Toy and Booklover Docents will share the joy of the various toys & books, provide information and monitor and secure the safety of the inventory.

BENEFITS

GREEN LIBRARY; GREEN TOY BOOTH


EDTX HISTORY VISION OPPORTUNITIES TRAINING BENEFITS POLICIES & PROCEDURES

HACKATHON Volunteers will assist with EARTHHACK for shifts within the entirety of the 36-hour event. There will be eight 4.5 hour shifts. In groups of 15-20, volunteers will provide basic needs such as food and water to the participants. This means that there will be overnight opportunities as well as the daytime needs. This is the opportunity for tech savvy people looking to be in the know.

OMNIGLOBES Greet and welcome attendees and encourage participation in activities, guide attendees in how to use the OmniGlobe, and keep crowds moving in an orderly fashion.

POLLINATOR ACCELERATOR In coordination with Texas Discovery Gardens, volunteers will provide assistance in collecting signatures for the Citizen’s Pollinator Pledge. Those with gardening experience will be needed to assist with questions at the Monarch Waystations. There will be special training for volunteers working this event.

RECYCLE RANGERS Recycling In ACTION! Docents will provide friendly instructions and encourage Fair Park attendees to place items in the appropriate recycling container. Our goal is that everyone who attends Earth Day Texas 2017 will leave Fair Park with the knowledge of how to recycle, what should not be recycled and why it’s important to the environment. Recycling Rangers are critical to that success. Volunteers will be assigned to recycling stations located throughout the event. There will be a recycling professional at each station.

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Solar Cars are planning to do a daily “drive” around some portion of the footprint, time and location TBD. Volunteers are needed to ensure safety of cars as they are parked at their exhibit spot and also keep crowds back when moving on the “drives”.

Rev your engines, get your race gear on, and come work the track. Volunteers will assist in crowd control around the track. Interact with drives and patrons talking about the cool cars at Solar Rollers.

TRAINING

SOLAR ROLLERS

OPPORTUNITIES

SOLAR CAR CHALLENGE

VISION

These spherical displays are the perfect way to bring earth sciences to life for children of all ages, especially visual learners. The Science on a Sphere brings data from the National Oceanic and Atmospheric Administration (NOAA) to life with stateof-the-art graphics, animations, and apps. Volunteers will help audiences interact with these interactive exhibits.

EDTX HISTORY

SCIENCE ON A SPHERE

SPEAKER ATTENDANT There are some very important speakers coming to talk at Earth Day Texas, so we are providing them with one on one assistance with a dedicated volunteer. You will guide and assist your speaker with whatever needs arise while they are at Fair Park.

BENEFITS

SPEAKER CHECK-IN

POLICIES & PROCEDURES

Friendly greeters to implement orderly, efficient check-in/ out procedures. Accurately distribute badges, communicate assignments, and inform speakers of any pertinent information they may need for the day. Maintain Speaker Headquarters and assist in packing up.

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EDTX HISTORY VISION

SPEAKER LOUNGE Be prepared to greet every Speaker that arrives in the lounge, as well as make sure that they feel welcomed and their needs are met. Guide them to the food and beverage station in the lounge. Inform staff if any of the food or beverages need to be restocked. It will be important to read up on the potential speakers who will be arriving during your shift (information will be available in the event guide) so that you are familiar with who they are and where they are scheduled to speak. Be familiar with the different stage locations on the map, so that you may guide the speakers, should they need your assistance with this.

OPPORTUNITIES

STAGE ASSISTANT Work one on one with the paid stage hand, AV professional, and the stage mediator. You may be asked to run all over Fair Park to get last minute items. You will have front seat admittance to the speakers scheduled at your stage during your shift.

TRAINING

STAGE USHER Recruit audiences from crowds passing your stage, inform them who is speaking and what the topic is. Make sure that seats are filled orderly and that speakers feel appreciated by having a great reception. You will be able to enjoy first class talks so schedule when and what stage you wish to work on based on the speakers if you wish.

POLICIES & PROCEDURES

BENEFITS

TINY HOUSE VILLAGE Tiny houses are all the rage. Last year we had crowds waiting hours to see the insides of these fascinating homes. This year we need volunteers for crowd control, general information on the tiny home movement, and sending people to the other two of the three separate areas the tiny homes will be featured.

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EDTX HISTORY

TREE CLIMBER’S INTERNATIONAL

VISION

Assist Tree Climber International to organize and harness participants into “saddles” and helmets, as well as returning equipment at end of climb. This position is an all-day position so you need to sign up for both am and pm shift to get this job.

VOLUNTEER CHECK-IN AND VOLUNTEER LOUNGE OPPORTUNITIES

Friendly greeters to implement orderly, efficient check-in/ out procedures. Accurately distribute badges and T-shirts, communicate assignments, ensure waivers are completed accurately with proper signatures. Keep accurate volunteer records and inventory supplies. Maintain Volunteer Headquarters and assist in packing up.

WATER STATIONS TRAINING

Explain to guests the importance of using reusable containers and not plastic bottles for water. Maintain supplies around the water station. Have fun interacting with attendees.

WELCOME BOOTH

A couple of volunteers will work the event making sure visitors know what is happening in the cotton bowl and that they are welcomed to participate.

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POLICIES & PROCEDURES

YOGA IN THE BOWL

BENEFITS

Greet and create a welcoming atmosphere and positive experience for attendees, vendors, staff and fellow volunteers. Provide accurate information, direction and encourage participation in scheduled speakers and performances. You should be proficient in disseminating information regarding event programming, entertainment, schedules and emergency procedures.


EDTX HISTORY VISION OPPORTUNITIES TRAINING

Volunteers come to EDTx with a wide variety of expert backgrounds; however, previous experience is not necessary to participate in EDTx programs. The Volunteer Department will work closely with all volunteers to ensure that they have the tools and information needed to successfully complete their jobs. Special training sessions are held prior to the event. This year we are implementing some training on video, which saves time for working professionals, and students that can’t always find a way to get away multiple times to get ready for an event. You can look for the Volunteer Department to release web-links to these videos as they become live. There will be some form of recognition as to finishing this online component of training. All volunteers should expect at least one “in person” volunteer session at Fair Park prior to the event. For some this may only be the half hour before the shift starts to go over basics. For others, that will mean having a 2 hour+ meeting to walk through the whole area you are to be working and go over what you are in charge of. Either way please be ready to train for your position.

POLICIES & PROCEDURES

BENEFITS

VOLUNTEER TRAINING

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EDTX HISTORY

VOLUNTEER BENEFITS Special training on Earth Day and the events happening not only that weekend in Fair Park, but also what people are doing around the world.

TRAINING

For everyone giving at least two shifts you will receive tickets for a free meal.

PARKING

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Free t-shirt and water bottle as a thank you for your service.

FREE

OPPORTUNITIES

Free parking the day of volunteering.

VISION

Access to world class speakers covering a multitude of topics pertaining to the environment.

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EDTX HISTORY VISION OPPORTUNITIES TRAINING

POLICIES & PROCEDURES VOLUNTEER OFFICE The Volunteer Office is located in the Centennial Building at the rear of Fair Park, near Gate 3. In addition to being an office for the Volunteer staff, this area includes a combination work space/meeting area/lounge. The Volunteer office serves as a central gathering place within Fair Park where volunteers check in, store personal items, and exchange information. There will be no locked areas provided, so we encourage volunteers to refrain from bringing valuables to Fair Park while volunteering. The Volunteer Office will be staffed Thursday through Sunday from 9 AM to 6 PM.

BADGES Volunteer badges should be worn at all times. As a conservation effort, we ask that at the end of your shift you return them so we can reuse them.

APPEARANCE/UNIFORM Volunteer uniform for the Earth Day Texas event will be the given t-shirt, jeans (blue or black) or khaki pants (tan), with closed toe shoes. (Unless unseasonably hot, shorts will not be appropriate for this event.)

POLICIES & PROCEDURES

BENEFITS

PARKING A free parking pass is provided to each volunteer. You are responsible to bring it with you to the event, we will not be bringing them to you during the event. The volunteers will have a special lot to park in. It will be on the tram path providing rides to the main event areas every 20 minutes. Please keep this timing in mind as you plan your trip in to the event. If you choose to park anywhere but the volunteer lot, please be aware you will be required to pay for parking at the rate asked of visitors.

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VISION

We understand that illness and accidents happen. If you are going to be late, or can’t come at all, we ask you inform us as soon as possible. We are able to fill in for you better with time to prepare. Please email, call or text one of the volunteer staff as soon as you know you will be late or unable to come. Staff contact information can be found on the following page.

EDTX HISTORY

ABSENCES/TARDINESS

CODE OF ETHICS OPPORTUNITIES

Volunteers should not accept gifts, favors, loans, items of value, or any other compensation from non-EDTx personnel for carrying out volunteer duties during event. Volunteers must hold matters of programming, administration functions, staff activities, and associated privileged information confidential.

POLICIES & PROCEDURES

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BENEFITS

In case of true emergency please call 911. If nonlife threatening, please first inform your nearest staff person then proceed to inform the volunteer department. Every building will have basic first aid available. There will also be designated First Aid stations on Fair Park property. Please use contact numbers given the day of your volunteering to make sure the correct staff members are informed of emergencies. You may be asked to assist staff in an emergency situation. Please let staff know at the time if you do not feel you can perform the help they are asking.

TRAINING

EMERGENCY PROCEDURES


STAFF CONTACTS JENNIFER HOFFMAN VP of Volunteer Services 214-310-1205 (office) 214-250-8346 (cell) jennifer@earthdaytx.org

KIM WHITE Volunteer Coordinator 469-213-6947 (office) kim@earthdaytx.org

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EARTHDAYTX.ORG/VOLUNTEER


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