NWMAF would not exist without the help and participation of members like you… so thank you!
Browse the volunteer roles below; our most urgent needs are at the top of the list. If you are interested in a role but can’t do it exactly as written, please reach out anyway. We might be able to arrange a hand-off or divide the responsibilities.
Some roles receive Annual Conference registration credit!*
*Please review our registration credit policy.
As you can see, we have a lot of jobs to fill. How can you contribute?
Essential Roles
These roles are crucial to a successful conference and many need to be filled during the conference planning phase, typically by April or May of the conference year.
If you have noticed gaps in our programming, help us fill them. We are especially interested in uncommon arts and practices, specialized curricula or knowledge, and trainers with diverse identities and life experiences.
What’s Involved
- Contact someone who would be a great instructor and let them know they can apply.
- Volunteer to answer their questions about NWMAF and the conference, and send them links to more information and the application.
- Here are some trainer recruitment tips, and the trainer application form.
Estimated Time Commitment
You can begin anytime! Concludes when trainer application closes.
Qualifications
Strong organizational skills
What’s Involved
- Review every submitted class proposal and recommend acceptance or rejection
- Work with other members of committee to propose final slate of trainers
Estimated Time Commitment
20-30 hours total over ~10 weeks. Begins when application opens (September); decisions due mid-November.
Qualifications
Member for 1 year; practitioner of your art(s) for 5 years; cannot apply to be an instructor the same year.
Registration Credit $200.00
What’s Involved
- Follow up on missing materials
- Serve as point of contact for candidate questions
- Help coordinate background checks and trainer contracts
Estimated Time Commitment
Variable – less than 2 hours/week for ~16 weeks Begins during trainer application process, ends when trainer contracts are returned (January-ish).
Qualifications
Strong organizational skills
Registration Credit $150.00
What’s Involved
- Create logo based on conference theme
- Create other marketing materials for digital and social media
Estimated Time Commitment
Variable, starts in August or September of preceding year
Qualifications
Graphic design skills & tools
Registration Credit $150.00
What’s Involved
- Create t-shirt design based on logo
- Work with Secretary to create materials schedule
Estimated Time Commitment
Variable. Set schedule in January; all materials must be ready by end of May
Qualifications
Graphic design skills & tools
Registration Credit $100.00
What’s Involved
- Create Conference Booklet
- Work with Secretary to create materials schedule
- Ensure delivery of printed booklets as required
Estimated Time Commitment
Variable. Set schedule in January; all materials must be ready by end of May
Qualifications
Graphic design skills & tools
Registration Credit $150.00
What’s Involved
- Work with board members on local publicity plan (fliers for performance, postcards to local schools, etc.)
- Advise on local resources and amenities
- Do small amount of in-person work, such as going to look at a space
Estimated Time Commitment
5-10 hrs total, flexible, up to the start of the conference. Commit by March 1st
Qualifications
Local resident with good knowledge of community.
Registration Credit $50.00
What’s Involved
- Work with Events Coordinator to track and follow up on roles and compensation for event volunteers whose roles take place at least partially during the event
- Serve as point of contact for volunteers and volunteer coordinators
- Help Events Coordinator and Treasurer track registration credits
Estimated Time Commitment
40 hours total over 6 months. Begins when event volunteers start reaching out; ends when all wrap-up is completed after event
Qualifications
Strong organizational skills
Registration Credit $400.00
What’s Involved
- Assign roommates based on registration forms and/or preferences
- Field housing questions and make adjustments
Estimated Time Commitment
10-20 hours total over 2 weeks. Must be completed by venue’s deadline, usually 3 weeks before conference begins
Qualifications
Strong organizational skills, patience skills
Registration Credit $200.00
What’s Involved
- Set up equipment for webcasting each class (computer, camera, microphone)
- Host virtual class
- Watch chat for questions and relay them to presenter
- Take down equipment after class
Estimated Time Commitment
Variable, depending on the schedule
Qualifications
Comfortable with web-conferencing software (probably Zoom)
Preferred: Own and bring computer, camera, and microphone to conference (but we can borrow them too)
Willing to lend the equipment to other webcaster volunteers
What’s Involved
- Work with Events Coordinator and Secretary to develop plan for email or other communications providing reminders and links
- Schedule or send communications as planned
Estimated Time Commitment
5 hours total; be ready to go at time of first scheduled communication; ends after last communication has gone out
Qualifications
Some familiarity with drag-and-drop emails (like MailChimp or Constant Contact) would be a plus.
What’s Involved
- Work with Registrar and Events Coordinator to create check-in packets
- Arrive at conference before check-in opens to deliver packets
Estimated Time Commitment
5 hours total. Must be done by first day of conference.
Qualifications
Strong organizational skills, access to unlimited free printing preferred!
Registration Credit $50.00
What’s Involved
- Contact registrants who request accommodations
- Work with Events Coordinator and venue to provide requested accommodations
- Facilitate 1-hour accessibility orientation at beginning of conference
- Address accessibility concerns from trainers
- Connect with volunteers as necessary
Estimated Time Commitment
1-2 hours/month through April or May; more time (1-2 hours/week?) between then and the conference; at least 1 hour at the conference Begins when registration opens (January); ends when conference ends (August)
Qualifications
Strong understanding of accessibility concerns and corresponding accommodations
Registration Credit $100.00
What’s Involved
- Track registrations, follow up, and respond to questions/concerns
- Assist Treasurer, Events Coordinator, and Development Coordinator with adjusting invoices to reflect scholarships, coupon and other compensation
- Contact Accessibility Coordinator, Housing Coordinator, and Check-in Materials Coordinator as necessary
Estimated Time Commitment
1-2 hours/week for ~20 weeks, then up to 5 hours/week for final 4 weeks Begins when registration opens; ends at the conference
Qualifications
Strong organizational skills
Registration Credit $400.00
What’s Involved
- Coordinate CEU (Continuing Education Units) approval for selected classes
- Work with Events Coordinator and CEU Implementation Coordinator on requirements (evaluations, signatures, etc.) and advise on any wrap-up steps
Estimated Time Commitment
Variable, can begin as early as final class decisions (December); must be completed by end of May
Qualifications
Understanding of CEU process for your field; organizational skills.
What’s Involved
- Coordinate to fulfill CEU requirements (evaluations, signatures, etc.)
- Perform any post-even wrap-up and/or correspondence with attendees
Estimated Time Commitment
Variable, begin a month before conference; ends when necessary follow-up is completed afterwards
Qualifications
Familiarity with common CEU approval processes preferred, strong organizational skills
Registration Credit $50.00
What’s Involved
- Fill out this application to be considered. Current first aid and/or CPR certifications are required.
- Review list of first aid items, update if necessary, and acquire items if necessary (reimbursed by NWMAF)
- Assemble and place first aid kits at event
- Serve as point of contact and support for team
- Develop schedule and distribute contact information
- Make sure team members understand responsibilities and Universal Precautions for body fluid clean-up
- Act as first aid team member in all respects (carry emergency contact list; provide assistance as needed/requested)
- Provide reports and feedback after event
Estimated Time Commitment
1-2 hours before event; 2-4 hours at event plus one night on call; begins 1-2 weeks before conference; ends once final report is sent to NWMAF board
Qualifications
Current first aid and CPR certifications
Registration Credit $350.00
What’s Involved
- Fill out this application to be considered. Current first aid and/or CPR certifications are required.
- Work with team lead to create schedule; be on call one night
- Carry emergency contact list
- Provide assistance as requested/needed
- Maintain a brief log of first aid activities during event, and send to team lead for compilation afterwards
Estimated Time Commitment
Contact with team coordinator ahead of time; 2-4 hours during conference plus one night on call Begins when conference begins; ends once final report is submitted to team lead
Qualifications
Current first aid and CPR certifications
Registration Credit $250.00
What’s Involved
- Take official NWMAF photos of conference
- Organize images based on day, follow file naming conventions: yyyymmdd-001.jpg, etc.
- Get photos to Post-Event Photo Editor afterwards
- Create a backup of all photos
Estimated Time Commitment
Variable. Begins at conference; ends when Post-Event Photo Editor receives photos afterwards
Qualifications
Photography skills & equipment; experience with athletic photography preferred
Registration Credit $400.00
What’s Involved
- Sort through official photos from event and delete ones that are out of focus or include people wearing no-photo marker
- Make minor edits if possible: fix brightness/contrast, straighten, etc.
- Upload photos to NWMAF Google Drive for storage and for use by Marketing coordinator for social media and website.
Estimated Time Commitment
10 hours for sorting and uploading; 10 hours for minor editing (if applicable). Begins when Photographer wraps up their photography; ends when photos have been sorted and uploaded
Qualifications
Photo-editing and graphics experience, own software a plus, hard drive space
Registration Credit $200.00
What’s Involved
- Plan a social event for members or part of membership
- Keep Events Coordinator up to date but work independently
Estimated Time Commitment
Up to you! Need commitment by May 30th for scheduling purposes. Type of event (including intended audience) and rough needs (space, time of day) should also be sent to NWMAF at this time.
Qualifications
Strong organizational skills
What’s Involved
- Host or facilitate an affinity group of discussion for members of a protected or marginalized group
Estimated Time Commitment
2 hours at event, including meeting time, plus optional prep
Qualifications
You should be a member of the group you want to invite.
What’s Involved
- Serve as point of contact for trainers regarding equipment and space needs
- Work with Events Coordinator to obtain additional equipment as necessary (rent mats, arrange loans from local schools, etc.)
- Work with Set-Up Team Coordinator on set-up needs
Estimated Time Commitment
10 hours total over 10 weeks, May – July. Commit by April 1st
Qualifications
Strong organizational skills
Registration Credit $100.00
If you want to facilitate a group gathering, such as a prayer group, a 12-step group, an early-morning free workout, or some other group activity, please reach out by April 1 to be sure logistics get worked out and the gathering can be added to the schedule.
What’s Involved
- Serve as point of contact and/or facilitator for free-standing group or activity
- Prepare for and run activity
Estimated Time Commitment
Time needed for actual activity, plus as much planning as you want to do
Qualifications
Strong organizational skills
What’s Involved
- Serve as point of contact for interested performers
- Help solicit acts for performance
- Organize performance and help run rehearsal
- Work with and support Stage Manager
Estimated Time Commitment
1 hour/week for 6-8 weeks before conference; 3-4 hours at conference; can begin earlier, but should start soliciting acts by May; runs through the performance at the end of the conference
Qualifications
Experience with coordinating performances, strong organizational skills
Registration Credit $100.00
What’s Involved
- Work with Development Coordinator to plan Saturday night bazaar and raffle
- Solicit raffle donations
- Assist with bazaar set-up and serve as point of contact for vendors
Estimated Time Commitment
5 hours before conference; 1-2 hours at conference Begin time is flexible; ends when bazaar is taken down Saturday night
Qualifications
Strong organizational skills
What’s Involved
- Work with Performance Coordinator to plan performance in available space
- Coordinate lights, AV, etc. for performance and rehearsal
Estimated Time Commitment
Coordinate lights, AV, etc. for performance and rehearsal
Qualifications
Strong organizational skills
What’s Involved
- Review and update handouts from past years as necessary
- Create and/or format new handouts as requested
Estimated Time Commitment
2-8 hours total, must be completed by end of June.
Qualifications
Strong organizational skills
The Purple Ribbon Team provides emotional support and crisis intervention to individual attendees.
What’s Involved
- Update local resource list
- Update materials for inclusion in check-in materials
- Serve as point of contact and support for Purple Ribbon (emotional support) team
- Provide reports and feedback after event
Estimated Time Commitment
1-3 hours total at event; 2 hours total outside event
Qualifications
Crisis intervention, counseling, or emotional support experience, organizational skills
What’s Involved
- Update materials for inclusion in check-in materials
- Serve as point of contact and support for team
- Provide reports and feedback after event
Estimated Time Commitment
2 hours before event; 1-3 hours at event; updates to materials must be completed by end of June; ends once final report is sent to NWMAF board afterwards
Qualifications
Conflict resolution, mediation, or emotional support experience
What’s Involved
- Develop and present content of trainer orientation (build camaraderie; convey expectations; answer questions and address concerns from trainers; etc.)
Estimated Time Commitment
1-3 hours planning; 1-2 hours at conference Must be present and ready to go by scheduled slot; ends when slot ends.
Qualifications
Experience as a trainer for at least one NWMAF conference
What’s Involved
- Work with Equipment Coordinator to discuss needs for specific classes
- Coordinate volunteers, supplies, and schedule
- Serve as contact point for team
- Provide reports and feedback after event
Estimated Time Commitment
2-4 hours before event; 1-3 hours at event; Begins 1-2 weeks before conference; ends when conference is taken down
Qualifications
Strong organizational skills
What’s Involved
- Create and set up signage for the conference (directions, room-table labels, etc.)
- Be responsible for creating and posting additional signage as needed
Estimated Time Commitment
2-4 hours before event; 1-3 hours at event. Have materials ready when event begins; ends once everything is taken down on Sunday
Qualifications
Common sense & basic problem-solving
Sign up now or when you arrive at the Conference:
What’s Involved
- Provide emotional support and crisis intervention to individual attendees
Estimated Time Commitment
1-2 hours at conference
Qualifications
Crisis intervention, counseling, or emotional support experience
What’s Involved
- Staff the registration desk between classes to help with check-in
- Answer questions and/or help attendees locate the right person to ask
- Track materials and money and keep board members and other volunteers up to date
Estimated Time Commitment
Minimum of 2 thirty-minute shifts, sign up for 2+ shifts when you arrive; ends once your chosen shifts are completed,shifts are available beginning Wednesday morning through Saturday afternoon
Qualifications
Common sense and basic problem-solving
What’s Involved
- Assist attendees to resolve conflicts with other attendees
Estimated Time Commitment
1-2 hours total at conference
Qualifications
None – resources provided
What’s Involved
- Staff the registration desk between classes to help with check-in
- Answer questions and/or help attendees locate the right person to ask
- Track materials and money and keep board members and other volunteers up to date
Estimated Time Commitment
Minimum of 2 thirty-minute shifts, sign up for 2 or more shifts when you arrive; ends once your chosen shifts are completed, shifts are available beginning Wednesday morning through Saturday afternoon
Qualifications
Common sense and basic problem-solving skills
Sign up anytime:
What’s Involved
- Look through post-event survey responses
- Format and organize results in a useful way (past examples available)
Estimated Time Commitment
5-7 hours, begins when post-event survey closes; ends when summary & collated results are sent to board
Qualifications
Handy with spreadsheets a plus
Do you know a campus or camp that would make a great venue for the conference? Help us bring this event to your backyard!
What’s Involved
- Get the name and address of a venue that meets all our requirements, plus the contact person for renting it
- Get a ballpark estimate of rental costs, housing, and food
- A small amount of “on the ground” work – ideally a one-on-one tour, where you can walk around with your contact and ask them questions
Estimated Time Commitment
This is an ongoing effort, we need information developed 16 months ahead of any event date.
Qualifications
None, specifically.
If you don’t see the role you’d like listed in this column, it means someone has signed up for it already. Please reach out to events@nwmaf.org for more information.
Social Event Coordinator