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Alex's recommendations

Here are my recommendations:

Make it exciting by suggesting some of the perks of being volunteer.

Thank you for your interest in volunteering Calgary UX's Design Forward Summit! April 26, 2025 9 am to 7pm. Our volunteers are a vital part of ensuring the success of the event, and we truly appreciate your willingness to contribute your time and skills.

This form will help us understand your availability, skills, and preferences so we can match you with the best volunteer opportunities. Whether you have experience in event planning or are simply eager to help, there’s a role for everyone.

Please fill out the following questions, and we will be in touch soon with more details. Let's make the our Design Forward Summit an unforgettable experience!

Some suggestions:

By joining Calgary UX as a volunteer during this event you’ll get to experience firsthand the best that the Design community has to offer during this event packed with great activities.

Volunteer benefits:

- Conference pass

- Access to event sessions upon completion of your shift or as time allows

- Opportunity to network with key members of the Calgary UX design community

- Complementary snacks and drinks?

- Volunteer Recognition

- Opportunity to be featured on Calgary UX social media page

Things to add or clarify:

Clarify if volunteer opportunities are just presential or also virtual, e.g. people advertising the conference that may not necessarily want to volunteer during the event but only before

Clarify if the event will only be presential or also online

I noticed you mentioned the event to be a summit and before it said conference. I suggest keeping it consistent to avoid confusion.

I know the length of shifts will vary but if you have an idea of the minimum commitment you request from volunteers prior to and during the event, this would be beneficial. For the SDGC 2023 they asked 4 hours per week commitment plus a shift during the conference.

If you decide you can offer remote-only support positions, I would separate these categories in the survey.

I would also add some screeners to the survey such as age, minimum 18 years old, City where they live, level of English, availability during the day of the event and available time per week to support the event. These answers would also help to assign roles.

I would also ask about their profession and area of expertise.

Other questions to add:

What motivated you to start volunteering for this event with Calgary UX? (Select all that apply)

To give back to the community

To gain work experience

To meet new people

To support a cause, I care about

To develop new skills

To spend free time productively

Other (please specify)

Maybe instead of asking people what they want to volunteer for, we could match them based on the answers to this question:

What skills do you bring to your volunteer role? (Select all that apply)

Communication and interpersonal skills

Decoration and set up

Session/Room Moderation

Leadership or management experience

Administrative or organizational skills

Logistics and Coordination

Social Media and Marketing

Catering

Photo and video recording

Technical skills (e.g., IT, design)

Event planning and coordination

Other (please specify)

How often are you available to volunteer? (you’d need to think the minimum time you’d need from them so we could choose based on these answers)

Four hours per month

More than four hours a month, I have flexible availability

Full-time during the day of the event only

Less than four hours per month

Other, specify ____

In which settings are you most comfortable volunteering?

In-person, on-site

Virtual or remote

A mix of both

What way would be best for the organizational committee to stay in touch with you?

- Slack

- WhatsApp

- Email

- Other, specify____

What kind of support or resources would help you in your volunteering role?

Training or workshops

Clear guidelines and expectations

Ongoing communication with team leads

Recognition or appreciation events

Other (please specify)

What challenges have you encountered, or do you anticipate in volunteering?

Lack of time

Lack of resources or training

Feeling undervalued or unappreciated

Conflicts with other responsibilities

Unclear roles or expectations

N/A

Other (please specify)

What would make you more likely to continue volunteering with us?

Flexible volunteering options

Good communication from the organization

Recognition or rewards

A clear sense of impact or contribution

Opportunities for growth or leadership

Social activities with other volunteers

Other (please specify)

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