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20th AVA Biennial Convention

2017 Logo AVA Logo

Stepping Out of Bounds in Billings

Volunteering for the 20th AVA Biennial Convention in Billings, Montana

This convention is going to be a little bit different. In the past, the convention location was chosen based upon the availability of clubs willing to perform the major required functions. This time, we are in an area of the Rocky Mountain Region where there are no clubs close by.

That means, we will be relying on volunteers from all over the United States to provide the necessary support for these activities. If you have been doing this for any length of time, you know there are lots of different positions that can be staffed by volunteers. Providing information, stamping books, checkpoints. We have those same requirements, but for a series of events in a row.

Because of the remoteness of this convention, we are also soliciting for "Long Term Volunteers", more of a management position that will start from one to six months prior to the convention. You will be picking up where the Convention Committee has left these tasks. In other words, much will be done, but you will be responsible for the final detail work and for coordinating the volunteers necessary to perform this function during the convention itself.

We also are accepting donations to help pay for this and future conventions. Donations will be applied directly to the costs of the convention. Donations received prior to January 2017 will be used to lower the individual costs for this convention. Funds received after that will be applied to the next convention in 2019. Thank you for your Support. Please follow this link to Donate to the Convention.

Long Term Volunteer Positions

As you scroll down, each of the positions we need filled are described. If you have any questions, please ask. Once we have a volunteer, the position description will be removed from the site.

If you are interested in a Long Term Volunteer position, please click on the link below and it will take you to the Long Term Volunteer signup web site. You can also click on the title of the Long Term Volunteer position and that will take you to the signup sheet.

Thank you in advance for your support.

Click to View Volunteer Opportunities at the 20th AVA Biennial Convention
  • HOSPITALITY COORDINATOR
  • The convention committee is gathering promises from the Chambers of Commerce for stuff. You will be tracking and collecting it, and making sure everything is put into our gift bags.

    • Responsible for collecting items to go in Hospitality Packets
    • Coordinates assembly of Hospitality Packets
  • EXHIBITOR COORDINATOR
    • On-site coordinator for all exhibit hall activities
    • Reserves booth space
    • Arranges for all necessary supplies to administer booth, to include videotapes, maps, tourism brochures, state visitor guides, posters, photos, etc.
    • Schedules adequate workers to staff booth and monitors staffing during exhibit hall hours
    • Prepare exhibit packets
    • Help solicit potential exhibitors
    • Arrange for booth pipe & drape, if hotel/convention center does not provide
  • PUBLICITY COORDINATOR
  • We will need at least three volunteers for this - one for Buffalo, WY; one for Billings; and one for Red Lodge/Cody.

    • Coordinates advertising directed toward both volkssport community and general public
    • Liaison between convention committee and local visitor bureaus, or state tourism boards
    • Responsible for TAW convention articles and publicity overall
    • Responsible for Information/Bulletin Board at Convention Site
    • Responsible for publishing the Daily Communiqué
  • SILENT AUCTION COORDINATOR
    • Responsible for advanced publicity to advertise auction
    • Develop form to request donation, with standardized format to record included items
    • Arrange schedule of volunteers to staff auction room during viewing/bidding hours
  • SPECIALTIES COORDINATOR (Convention)
    • Determines order and re-order quantities of Convention specialties
    • Develops order forms (hard copy and internet)
    • Maintains inventory
  • TOURS COORDINATOR
    • Establishes, advertises and administers tours to local attractions during convention
    • Responsible for securing transportation, setting prices, and scheduling events and participants
  • TRANSPORTATION COORDINATOR
  • The vendors will be selected by the Convention Committee.

    • Organizes schedule of buses to provide transportation to and from sanctioned events
    • Organizes system to accommodate all passengers according to need
    • Creates pricing system based on usage
  • QUICKSTART YRE/SEA COORDINATOR
    • Maintains “box” with all necessary supplies for YRE/SEA events in vicinity of convention events, and assures it’s presence at each event
    • Maintains "box" with staff in Hospitality Room
    • Schedules workers to staff QuickStart table
    • Tabulates fees received, and submits funds to Treasurer of each sponsoring club
    • Arranges for additional event stamps as needed
  • ENTERTAINMENT COORDINATOR
    • Provide music for entertainment and dancing
    • Responsible for opening/closing ceremony activities and personnel; color guard
  • SOCIALS COORDINATOR
    • Arrange for adequate food and drink, with adequate wait staff, in conjunction with convention site chair
    • Meal choices with prices listed on convention registration form
    • Determine type of dress for socials
  • GEOCACHE COORDINATOR
    • Determine Geocache environment for each event
    • Establishes any special rules or activities
    • Provides information as requested
  • TRAIL MARKER
  • This is a special position. We would like to get two couples that will mark ALL of the trails so we get great consistency.

    • Responsible for marking the route, following guidelines provided
    • Will be completed the day before the upcoming event
    • Supplies will be maintained by the Trail Marker, with extra in the truck
    • Coordinate with Trail Cleanup as necessary

Jobs During the Convention

Here are the jobs available during the convention itself. There are multiples available. Select how you would like to help by the job description. Then, find the event below when you would like to volunteer. You can volunteer for one, or for all of them. Each position is associated with a specific time frame such that you should be able to do the event as well as work.

When you select the link it will take you to a volunteer schedule for that event. Find the job you decided on, find which time slot you would like to work, and sign up. You may select as many as you wish.

Once you have signed up to work, you are entitled to receive a special volunteer T-Shirt. Go all the way to the bottom and signup for your T-Shirt. Please make sure and provide a good email address and telephone number, as the Coordinator for that area may be in contact with you.

We also are accepting donations to help pay for this and future conventions. Donations will be applied directly to the costs of the convention. Donations received prior to January 2017 will be used to lower the individual costs for this convention. Funds received after that will be applied to the next convention in 2019. Thank you for your Support. Please follow this link to Donate to the Convention.

Thank you to everyone in advance for making the 20th AVA Bienniel Convention in Billings, Montana a HUGE success.

  • Event Coordinator – Responsible for the overall administration of the event. Primary contact during the event. Makes all decisions necessary. Overall responsible for money.
  • Truck Driver – This could be a UHaul type truck, or a vehicle towing a trailer. The truck/trailer contains all of the physical components for the Start/Finish and checkpoints. Tables, chairs, canopies, and all other related supplies like trash bags, water jugs, start cards, table cloths, dog water containers, etc. It is the responsibility of the Truck Driver to unload and load the truck/trailer. This position will report at least two hours before the advertised start time, and hopefully will assist with the setup. This position will be able to do the event during the normal time of the event once the checkpoints have been unloaded. Reloading will begin with the end of the start time, and complete after all participants have checked in.
  • Setup Crew – Responsible for assembling the Start/Finish area with components unloaded from the truck. Each Start/Finish will have a drawing identifying how it is to be setup.
  • Trail Checker – Responsible for verifying the trail markers prior to the beginning of the event, but on the day of the event. Can be a combination of walking/driving/biking. It will be a visual inspection, but trail marking materials will be carried to replace markers that have been lost.
  • Sales – Responsible for setting up and selling both Convention and Club sales items. There will be a table in the Start/Finish. This is a money accountable position.
  • Checkpoint – Responsible for assembling the checkpoint at the beginning, disassembling at the end. During the event will validate participants and provide water, shade, seat support.
  • Information – Provide answers to participant questions about any portion of the convention. Station is the Start/Finish and the Convention hotel, will have distinct identification so participants can recognize this individual. May be strategically located as required.
  • Parking Attendant – Responsible for safe and efficient placement of cars for maximum capacity. Each event will have parking detailed ahead of time.
  • Pre-Registration – Responsible for checking in pre-registered participants at the Start/Finish.
  • Quick Start Monitor – Responsible for assisting participants who wish to register for any of the Seasonal events in the area of a Convention event. Station is at the Start/Finish of each Convention event, and in the Hospitality Room of the Convention hotel.
  • Registration – Registers participants that have not pre-registered. This is a money accountable position.
  • Start Stamp – Doubtful if we will use this. Locate the description of all the tasks and flow.
  • Finish – Responsible for checking in participants that have completed the event. Includes accounting for the participant number, determining distance, stamping all books including special programs.
  • Trail Cleanup – Responsible for picking up all trail markers used for the event, saving what can be saved for re-use. Coordinate with Trail Marker as appropriate. Surplus markings will be maintained in the truck.
  • Swim Safety – Responsible for monitoring a lane or two during the swim event. Reports to lifeguard.
  • Lifeguard – Responsible for overall pool safety. Must be a certified lifeguard.
  • Hospitality Room – Responsible for staffing all functions within this room. Information, Registration, Sales, SNOB, Lost and Found, Catchup Stamps, Quick Start, and any other function deemed necessary. Some positions are money accountable.
  • Exhibit Hall Monitor – Responsible for paying attention to the exhibits and exhibitors, providing any support required.
  • Silent Auction – Check in of items, monitor of items and room in general. After auction concludes, collection of funds and disbursement of items to the winners of each item.
  • Fooder – Responsible for validating access to the food rooms.

Volunteering for the 20th AVA Biennial Convention in Billings, Montana

Volunteer by Event - As Many As You Like

NOTES: When you click the link, the first thing the signup site asks you for is your email address. This is how you will receive confirmation, and is how we will normally contact you. The privacy policy of signup.com indicates they will not share your email address. Once you select a position and time slot, you will need to enter your first name, last name, and telephone number. It saves that information so when you sign up for multiple positions you do not have to re-enter that information. Depending on your device, you can select multiples. When complete, choose 'Save' to record your selections.

When you see your confirmation on the screen, make a note of the two check boxes at the bottom. If you do not uncheck these you will receive emails with their sponsor advertising. I'm just sayin'. When you select 'Done' you will get an immediate confirmation with Calendar options, and then will send you a confirmation email. That email will also give you the option of adding this to your personal calendar - that of course works depending upon your calendar (Outlook, iCal, Google, Cozi). Close the tab to go back to the Convention web site.

You should keep your confirmation email. Should things change in the future (remember, we are almost a year away!!) you can click on the link 'View/Change My Commitments' and it will take you back to the site, confirming your email address. You can then make changes to your signups.



Swim Event

There will be one swim event, but it can be done anytime the pool is open during the primary convention days, June 5th, 6th, and 7th. We want to not use the pool exclusively, so we have made it available all day each day, but for limited space. Those wishing to participate in the swim event will pick up the Start Card at Walk Central and take it to the pool. Even those not registered at the hotel may participate. This event is self-monitored. Lap counters will NOT be provided. Bring your own towel.



Bike Event
There is a Bike Event available during the three days of convention. Those wishing to do the bike event should either bring their own bikes or plan to rent a bike in Billings. There is a VERY limited supply of bike rentals. As part of our effort to make this as easy as possible, we are looking for folks to donate bikes we can loan to our participants at the convention. The signup for the bike event will be at Walk Central. At this time we do not have any specific positions relative to the bike event. Everything will be handled at Walk Central.

Volunteering for the 20th AVA Biennial Convention in Billings, Montana

Volunteer for Positions at the Hotel

We have many positions available at the Convention Hotel itself. Everything from helping with lunch and other food activities, working in the Hospitality Room and Walk Central, Registration, Workshops. Please note, however, that these positions are subject to change as we finalize the actual processes and procedures. Please check back periodically if your volunteer ambitions have not yet been met to check for new places to work.

We also are accepting donations to help pay for this and future conventions. Donations will be applied directly to the costs of the convention. Donations received prior to January 2017 will be used to lower the individual costs for this convention. Funds received after that will be applied to the next convention in 2019. Thank you for your Support. Please follow this link to Donate to the Convention.

Thank you to everyone in advance for making the 20th AVA Bienniel Convention in Billings, Montana a HUGE success.

Click to View Volunteer Opportunities at the 20th AVA Biennial Convention

Sign up for your Volunteer T-Shirt Here

Of course, you have already completed your signup for a volunteer position, right?

Please select your preferred size. Your shirt will be available at the location of your first volunteer shift. For example, if you are going to work a checkpoint at Buffalo, you will sign in at the 'Volunteer Check In' table at the Start/Finish area for the Buffalo walk. You will be given your T-Shirt at that time. Then you report for your work at the checkpoint. Easy, eh?

So, please follow this link to signup for your T-Shirt, so we can get them ordered and identified. Thanks for Volunteering!!

Click to View Volunteer Opportunities at the 20th AVA Biennial Convention