Volunteer Job Descriptions for
Local Support for NMF National Conference

Report To: NMF Conference Coordinator
  NMF Manager of Volunteer Development
  Local Conference Volunteer Coordinator

Time Commitment:  Variable

Location:  In or near the city hosting the conference

Goals and Objectives of this job:

• To put a local imprint on each national conference through using local members’ ideas, resources and talents
• To work with the NMF staff and create the best National  Conference ever!
• To help reduce conference costs and keep this annual educational event affordable for members and their families

The following jobs are most effectively done through the initiative of local NMF members living in areas surrounding the conference location.  Local volunteers know best aboutavailable resources, and local vendors respond to residents very positively.  Some jobs jobs can done in collaboration with the local Tall Clubs International, or by volunteers from out of town, while on site during the conference.  Consider what you can do and know that we are most grateful for your volunteering!

  
Pre-Conference Jobs:

• Volunteer Coordinator
  This is the key person who organizes the local conference volunteer group (convenes meetings, delegates jobs to be done, monitors progress) and keeps in touch with the NMF liaison.
• Fundraising 
  The goal of the NMF is to make theconference affordable to members.  Your fundraising and any underwriting the NMF receives helps realize this goal.  Events such as a walkathon, garage sale, used book sale, raffle, or a social event can be fun as well as lucrative!  Local NMF members are also in an excellent position to solicit funds from  companies and foundations in the area to help support the conference. The NMF can provide letters describing the event and sponsorship options.  All donors will be acknowledged in conference materials.  All checks should be made out to the National Marfan Foundation, with NMF Conference on the memo line.
• Heart Mart Coordinator & Staff
  This silent “Chinese Auction” with a heart theme has been an increasingly popular member event to help raise money for conference scholarships.  You would receive donations before the conference, but most are donated by conference attendees, and arrive on site.  Before registration opens ( and continuing), you would coordinate numbering and displaying the donated items.  The coordinator would draw the winning tickets and arange the winner’s board.  We also need volunteers to staff the Heart Mart during the conference.
• Proclamation
  4-6 months prior to conference, contact city government office to request an official proclamation stating the week (or month) of the NMF Conference to be “Marfan Syndrome Awareness Week” in the city.  This will be presented at the Awards Luncheon on Friday of Conference, either by an invited government official or by a member of the local NMF chapter or support group.
• Teen Group Activities 
  Plan the destination for a local walk or casual dinner and activity to help teens get to know each other during their first evening together. Consider cost (must be affordable for most people) and transportation needs.  There are usually 60-70 teens, plus 5 group leaders,plus chaperones/guides as needed.  Consult with  Kathy Jeffers on possible plans.

Also, their second day is a full day out of the hotel, experiencing the city, special local attractions, or an activity (such as a ropes course).  Consult with Kathy Jeffers on plans. 

• Children’s Activities

During the first evening, up to 60 children ages 6-12 gather for light entertainment, fun activities, and some food (snacks or simple dinner) to help them feel comfortable in this new environment and meet new friends.  Past activities have included a clown, magician, balloon sculptures, games, pizza party, make your own ice cream sundaes, etc.   Can you find volunteers who enjoy leading children’s groups (teachers are ideal)?   

On their second day, arrange an appropriate day long excursion  (60 kids ages 6-12, plus group leaders and chaperones).  Include plans for lunch, entry tickets and transportation.   In the past, they have visited the zoo, children’s museum, aquarium, etc.

Their third day is spent at the hotel doing activities and some educational sessions.  We try to make this a light, interactive, fun day, while providing support in self esteem and education on the Marfan syndrome (by a Professional Advisory Board member).  As a highlight, are there any local celebrities who could make a visit? 

• Help identify leaders for Children’s Group
  Two (or more) leaders are needed to take charge of 50-70 children ages 6-12, from the opening evening welcome activity, the field trip, and  workshop day at the hotel.  Are there people in your community who specialize in interactive programs for this
  special age group?  Elementary school teachers are also ideal to run the children’s program.  We have had volunteers do this job, and have also paid professionals in the past*. Consult with the Conference Coordinator on deciding who will take this job.
• Identify local resources for Group Child Care
  Group Child Care runs during Saturday (8:00 am-5:00 pm) and Sunday (8:00 am to 3:00 pm) for up to 30 children ages 5 and under.  Their program should include making new friends, varied engaging activities, crafts, games, quiet time, snacks and lunch.  Experienced volunteers (teachers -retired or on vacation) have provided this service, or we may pay a professional child care group*.  We must plan to have an appropriate ratio of adults to children, depending on their age levels. 
• Babysitters
  Sitters are needed for the evening while parents go out, or during the day if parents prefer not to use group child care.  In the past we have had volunteers offer to do this at no charge.  As well, we can announce fees and contact information in the registration brochure (deadline January 1).  Some cities have professional babysitting agencies (e.g. Rent-A-Mom).  Or, a list of people known to our members also works well.
• Conference Program Notebooks 
  One week prior to the conference, photocopy and assemble materials for around 400 loose leaf binders (about 50 pages printed on both sides).  Xeroxing could be donated by a business or educational institution.  This in kind service would be recognized gratefully and is tax deductible.  Otherwise it can be done at Kinko’s (cost to the NMF about $2,400*).  After printing, the notebooks need to be assembled.  A production line of about 10 volunteers can do this in about  3 hours.  This can be done either at the hotel or at someone’s home.
• Welcome Bags 
  Explore donation of canvas tote bags or gift bags (need 400) from a local department store or business.   The donor’s business logo can be printed on one side, and the NMF’s on the other. 

Solicit items to fill the bags, such as giveaways pertinent to the host city, restaurant and store coupons, premiums from drug companies, and local businesses.  Donations of wrapped snacks, cookies,  brownies or fruit are alwlays appreciated.  These can be assembled on the same day as notebooks, if convenient.  It will take 10 volunteers about 2 hours.  This can be done either at the hotel a day or two before the conference, or at someone’s home.

 ON-SITE CONFERENCE JOBS

• Chaperones/Guides for Teen and Children’s Trips
  Chaperones and guides will help group leaders manage, protect and guide our groups of teenagers and children (6-12 year olds) on their excursions in or around the city.   There are  50 – 70 kids in each group.
• Registration and Resource Area 
  Four volunteers are needed for two hour shifts (or longer) to assist NMF staff in setting up on Tuesday afternoon or  Wednesday morning, depending on hotel space availability). 

Four volunteers are also needed to assist the staff in registration and sales on Friday from 2:00 – 6:00; Saturday 8:00 am – 4:00 pm; Sunday 9:00 am – 12:00 pm (2 hour shifts).

Starting after lunch on Saturday, volunteers help the staff break down the Registration and Resource area, pack and seal boxes for shipping.

• Provide background music for Opening Reception
  Do you play the piano (or another instrument)?  Do you know someone else who does?  Music adds so much to the welcoming atmosphere of this event.
• Workshop Monitors
  Monitors are needed for each workshop on Friday afternoon and Saturday morning.  Responsibilities include making sure the session begins and ends on time, introducing the workshop leader, ensuring that everyone has a chance to participate without one person  dominating. 

Clinic Jobs:

• Greeters and Escorts are needed to facilitate shuttle transportation and to welcome and guide patients to their clinic appointments.  Two stationed at the hospital, and one at the hotel lobby, can be be done in two-hour shifts. 
• Runners assist hospital staff so everything goes smoothly and efficiently, for example: carrying patient’s echocardiograms, reports, x-rays etc. to and from Cardiology Clinic, Echo Lab, Pediatrics Echo Lab, etc.  Can be done in two-hour shifts (or longer).

*NOTE:  The NMF Conference Coordinator will provide guidance and support for the volunteers and handle all payments and contracts through the NMF office.   

The NMF office will distribute surveys or evaluation forms at appropriate times.  It is part of the volunteer commitment to return these forms as requested.