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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 [email protected] 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: [email protected] P: 604-822-4012C: 604-779-6609
Mei Chi Ng, Marketing and Volunteer Program AssistantE: [email protected] P: 604-822-3358C: 604-778-389-0363
Emily Cao, Grad Fair Program AssistantE: [email protected] P: 604-822-3358C: 778-518-3972
Questions?
On-site Support