Setting Boundaries as a Conference Volunteer?

Does anyone have any experience volunteering at a conference? The last time I was a conference volunteer, I was a teenager.

I just learned that my application for a work/study program was accepted. The application said that I would have to work 15 hours in exchange for a scholarship that covers 2/3rds of the cost. I still have to pay 1/3. The acceptance email indicated that 15 hours is the minimum and it is usually more. I am excited about helping to make this conference successful (it's a local thing that now gets national attention).

I am the kind of person who will work for 12 hours with no break to get the job done if no one else seems to be doing it, and then get burnt out and resent it. I really DON'T want to do that this time. Has anyone worked through an issue like this?

I don't have any experience volunteering at conferences... but... I assume they mean 15 hours over the course of the conference (multiple days), not 15+ hours in a single day? Right?

The only advice I can think of... maybe plan out what you want to do. If you volunteer in the morning, figure out what afternoon sessions you want to do - and then make a conscious decision to get out "volunteer" mode and into "conference attendee" mode... basically have a plan going in, and know that you're going to stick to it... .

Good luck, and I hope you have fun and learn interesting things!

For me it is important to have regular healthy meals or snacks with enough protein. I also start my day with exercises and meditation. Those are the foundation of a successful day. Is there time to do your normal day start?

I've done a lot of personal work on taking care of myself, saying 'No" when I feel it is in my best interest, taking time for me, getting honest with myself when I am feeling resentful, etc.

I can tell you that when I began this project it was not comfortable at first to say 'No' or 'Let me think about it and get back with you'. It does get easier with time but initially it is scary.

I did learn that there are gray areas to operate in. Sometimes a flat out 'No' is what feels right. Sometimes I can negotiate ... 'I can't do X but I can do part of X or I can do Y instead' or 'I can do X if you/others will pitch in and help', etc.

(Too bad the requirements for the conference volunteer position were not spelled out more clearly - if asked to do what seems unreasonable over the required 15 hours, then you can try some new boundary skills.)

Kudos to you for recognizing your issues and wanting to try a healthier way.

Thank you all for the tips! I am learning to get better at saying no, but it is a long process. I wish it were easier already! I think since I am trying to improve on this, I am extra sensitive about the threat of boundary violations-- which probably isn't that helpful.

The 15 hours is spread over four days (two day set up/take down, two day conference), but I think that number was just flat out wrong-- maybe that was for people who are volunteering two days. According to the latest info they sent, we're putting in at least 7 hours on the first day alone. I'm alternating between feeling excited about going and wondering what the heck I just signed up for.

They do seem to be well organized in terms of volunteer management which bodes well- they are going to have us sign up for our preferred workshops and have emphasized that they want us to get something out of the conference. They've also thrown in more goodies, so even if I work 8 hour days, it will still be worth it

I would see what my assignment was and keep that in my mind as I work. Presumably there will be others doing their tasks and supervisors, etc. This is not home and your mother is not there supervising and making sure you do all the stuff she wants done, perfectly. I have been there, had that mother! (or perhaps the opposite where no one did anything in your family and you felt you had to do it all). This is not "your" conference and you are not in charge or culpable for how it goes, what is/is not done. Just because you love to be helpful and understand how the conference "works" because you are working it as well as attending, does not mean you have to jump up and satisfy everyone else's wishes -- run down the hall and tell "Susie-Q" that a guy you just talked to wants. . . . in her purview.

I guess, were I you, I would make myself a piece of paper with three columns on it; (1) my assigned tasks, (2) what I personally want from the conference as an attendee (3) how I would expect to be attended if I were a full-pay attendee instead of worker. I would be careful to not be more "eager" than I would expect of another. Friendly and helpful maybe but not eager :-) Learn what other people are assigned and their names, etc. and send people to see them instead of taking people there or doing it yourself or whatever. If people say, "Can you. . ." apologize and explain it is not where/what you are supposed to be doing and tell them how they can find the right person but don't over-explain what that person will do for them or what their job is, etc., just send them in the right direction. You don't have to get them across town when they are lost, just out of your neighborhood to the next policeman on the corner who can give them the next set of directions forward

Thank you, those are good tips!

I am getting nervous about it again as the organizers seem less and less organized the more I hear from them -- an email Sunday said that we would be asked to sign up for our preferred workshops this week, but I have not seen anything about that since-- and in another email, they asked for volunteers to do X and then two hours later said that it turns out they can't do X after all.

I think I have volunteer PTSD -- I worked with an incredibly poorly run organization earlier this year and now I'm worried this is going to turn into a four day nightmare as well. I need to just stop thinking this way!

It was even worse than I expected. Instead of volunteering for 15 hours, I worked 6-10 hours per day for four days with very little time to actually participate in the conference.

Half the volunteers were not interested in working unless an organizer was watching them and had no qualms about leaving things a wreck for the person who was to relieve them.

The tasks themselves were also overwhelming. When I showed up, I was told to take a pick up truck to load items (like large shelving units) from one place and bring them to another. I drive a very small car (not a pick up!) and was not familiar with the area. I am also not very strong and I was paired with a 70 year old man and a very tiny 20 year old to load and unload a pick up truck in 95 degree weather for 6 hours straight.

Thankfully, the 20 year old drove the truck.

I thought about leaving that night. In hindsight, I probably should have. I worked fewer hours that day than any other day.

I actually PAID for this. There were so many other things that went horribly wrong (scheduled to finish a task at 10 PM but start my next one at 5:30 AM the next day).

I did meet some very nice people I'll never see again and what I did get to see of the conference was interesting, but I think it's going to take me a while to get over this experience. I really failed at setting good boundaries --I would see someone else who was busting their ***** at the event struggling and couldn't not help -- although I only did that with the people who would/did do the same for me.

I took a lot of notes and will be giving very detailed feedback to the organizers.