Event volunteers

Favoritenstraße 15A, 1040 Vienna, Vienna, Austria
14 weeks ago

Description

Volunteer Job Description – ACS 2026 Round Table
Event: Civil Society Diplomacy and International Dialogue – ACS 2026 Round Table
Date & Time: 22 June 2026, 18:00 – 20:00 (setup from 17:00)
Location: Diplomatic Academy of Vienna, Vienna, Austria
Reporting To: Event Coordinator / Team Leaders

About the Event
The ACS 2026 Round Table is part of the IPHD–IFME Citizen Diplomacy Initiative. The event brings together diplomats, civil society organizations, researchers, and development practitioners from Austria, the Democratic Republic of Congo, and international partners. It focuses on promoting bilateral cooperation, peacebuilding, sustainable development, and intercultural dialogue.
Volunteers will play a vital role in ensuring the smooth execution of the panel discussion and networking reception, providing support across logistics, guest services, and cultural activities.

Requirements

Volunteer Requirements – ACS 2026 Round Table
1. General Requirements for All Volunteers
  • Minimum age: 18 years
  • Professional, courteous, and reliable demeanor
  • Punctuality: arrive 30–45 minutes before shift
  • Willingness to work as part of a team
  • Good communication skills in English (and optionally French or German)
  • Ability to follow instructions and handle unexpected situations calmly
  • Commitment for assigned time slots
2. Role-Specific Requirements
Role / ShiftResponsibilitiesRequired Skills / QualificationsPhysical / Other Requirements
Setup Team (17:00–18:00)Arrange chairs, tables, signage; prepare AV; setup registration desk and refreshmentsOrganizational skills; attention to detail; basic AV familiarityAbility to lift/move chairs & light equipment
Registration Desk (18:00–18:30)Check RSVPs, hand out badges and info packets, collect tombola paymentsFriendly, professional; basic cash handling; attention to detailComfortable standing for long periods
Guides / Ushers (18:00–20:00)Direct participants, assist VIPs, maintain audience orderGood communication; knowledge of venue layout; interpersonal skillsAble to move around venue; quick problem-solving
Panel Support (18:00–19:00)AV support, microphone management, timing, note-takingAV literacy; time management; note-taking & summarizingCalm under pressure; tech-savvy
Reception – Food & Tombola (19:00–20:00)Serve food, manage tombola tickets, facilitate networkingCustomer service skills; cash handling; friendly personalityStanding for extended periods; able to lift trays or light items
Cleanup Team (20:00–20:30)Clear venue, pack leftover materials, secure tombola fundsOrganizational skills; teamwork; attention to detailPhysical stamina; lifting and moving equipment

3. Optional / Desired Skills
  • Multilingual (English, French, German) – helpful for international guests
  • Previous volunteer or event management experience
  • Interest in diplomacy, international development, or civil society initiatives
  • Cultural sensitivity and intercultural communication skills
4. Availability Requirements
  • Volunteers must be available for their entire assigned shift.
  • Orientation session: 30 minutes before event start (17:30–18:00 recommended).
  • Backup volunteers should be available for emergency substitution.
5. Identification & Materials
  • Volunteers must wear event lanyards/badges for role identification
  • Provided materials: checklist, instructions, registration sheets, AV guides, tombola tickets (as applicable)

Bonuses

1. Certificates of Appreciation
  • Personalized certificates acknowledging volunteer contributions
  • Can mention the specific role (e.g., “Panel Support Volunteer”)
  • Useful for resumes, LinkedIn profiles, or academic portfolios
2. Networking Opportunities
  • Exclusive access to panel discussions and reception before general attendees
  • Chance to meet diplomats, academics, civil society leaders, and international development professionals
  • Great for career development and professional connections
3. Volunteer Gift Bags
  • Small culturally inspired items from Austria and the Democratic Republic of Congo
    • E.g., local crafts, traditional foods, branded merchandise (pens, notebooks, tote bags)
  • Can include event souvenirs and thank-you notes
4. Priority Access / Reserved Seating
  • Reserved front-row seating during the panel session
  • Early access to the networking reception and tombola
5. Professional References
  • Offer letters of recommendation for academic, diplomatic, or professional purposes
  • Especially useful for students, interns, or early-career volunteers
6. Learning & Development Bonus
  • Access to a short post-event briefing or discussion with moderators/speakers
  • Opportunity to gain insights on civil society diplomacy, international cooperation, and peacebuilding
7. Recognition During the Event
  • Verbal acknowledgment by the moderator or assistant moderator
  • Public thank-you at the end of the panel or reception
✅ Recommended Combination for ACS 2026
  • Certificate of Appreciation + Volunteer Gift Bag
  • Priority Access + Networking Opportunities
  • Optional: Professional Reference Letter (upon request)

Benefits

Volunteer Benefits
  • Certificate of Appreciation
  • Networking opportunities with diplomats, civil society leaders, and academics
  • Access to panel discussion and reception
  • Volunteer gift bag with culturally inspired items
  • Opportunity for letters of recommendation
  • Exposure to international dialogue, civil society diplomacy, and intercultural exchange

Responsibilities

Volunteers will be assigned to one of the following areas:
1. Setup Team (17:00 – 18:00)
  • Arrange seating, signage, and AV equipment
  • Prepare registration desk with name badges, info packets, and tombola tickets
  • Set up food and beverage tables
2. Registration Desk (18:00 – 18:30)
  • Welcome guests and check RSVPs
  • Distribute name badges and information packets
  • Assist with tombola ticket sales
3. Guides / Ushers (18:00 – 20:00)
  • Direct participants to the panel and reception areas
  • Assist VIPs and speakers
  • Ensure audience order and smooth movement
4. Panel Support (18:00 – 19:00)
  • Manage microphones and presentation slides
  • Assist moderators with timing and audience questions
  • Take notes on key insights and discussion points
5. Networking Reception / Tombola (19:00 – 20:00)
  • Serve food and beverages
  • Manage tombola ticket sales and prize distribution
  • Facilitate cultural exchange and networking
6. Cleanup Team (20:00 – 20:30)
  • Clear the venue of furniture and trash
  • Pack leftover materials
  • Secure tombola funds and prizes
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