Student Volunteer Opportunity

Application deadline has passed.

The ACES 2018 Organizing Committee is recruiting student volunteers for various supporting roles during the upcoming conference scheduled December 3-6, 2018 in Washington, DC, USA at the Crystal Gateway Marriott Hotel. Student volunteers must be currently pursuing an undergraduate or graduate degree from an accredited college or university, preferably in a subject area applicable to Ecosystem Services.

Volunteer Responsibilities

Volunteers typically serve in the following capacities:

  • AV ASSISTANTS work during technical sessions and are seated at a tech table in the back of the meeting room. They are responsible for pulling up speaker PowerPoint files according to the program schedule and monitoring sound levels during presentations. All equipment is clearly labeled and most files are already pre-loaded on the presentation laptop by conference staff. AV Operators also help session moderators with any technical difficulties and may assist with showing speakers how to use the PowerPoint slide remote control, familiarizing speakers with the laser pointer, and ensuring the speaker timer cards are in place.
  • MODERATOR ASSISTANTS primarily help during Plenary Sessions by keeping time during speakers’ talks. They may also help session moderators with placing the lapel microphone on speakers, showing speakers how to use the PowerPoint slide remote control, familiarizing speakers with the laser pointer, and ensuring the speaker timer cards are in place.
  • REGISTRATION ASSISTANTS help at the conference registration desk with welcoming attendees, handing out nametags and materials, answering participant questions, and directing people.

IMPORTANT NOTE: All accepted student volunteers should plan to arrive at the host hotel by 3:00pm on Sunday, December 2nd (local time) to attend the Volunteer Training Meeting, become oriented with the conference center, help the Organizing Committee, and assist with pre-conference preparations such as assembly of conference registration packets and other set-up tasks. Monday Pre-Conference Workshops may require AV operator assistance, and if so, volunteers will be needed during the workshop hours as well.

Why Volunteer?

In return for service, student volunteers receive a free registration and free shared guest room accommodations (two people per room) for up to five (5) nights. Airfare, meals, and incidental expenses are not included.

How Do I Apply to be a Volunteer?

If you are interested in volunteering, complete the online application form by clicking the link below no later than Friday, August 17th.

How Are Volunteers Assigned?

Once the detailed program agenda is completed and all volunteers are selected, we will email volunteers the agenda and ask them to send us their preferred sessions to work. Session requests are confirmed on a first-come, first-served basis. It is possible someone else may have already signed up for a volunteer’s preferred session, so in some instances, we may not always be able to grant requests.

Volunteer Training Meeting

Before the conference begins, a training session is conducted to familiarize volunteers with the audiovisual equipment, meeting room set-up, registration area, and conference center. In this meeting, any final questions about the volunteer role are addressed. The 2018 Volunteer Training Meeting is scheduled for Sunday, December 2nd at 5:30pm.

Important Dates to Remember

August 17, 2018 Volunteer Application Deadline
September 12, 2018 Volunteer Acceptance Notifications Delivered
December 2, 2018 Volunteer Training Meeting at Crystal Gateway Marriott Hotel


Kristin Zupancic
Conference Coordinator
UF/IFAS Office of Conferences and Institutes
PH: 352-294-3582

Application deadline has passed.

The University of Florida’s Institute of Food and Agricultural Sciences (UF/IFAS) is a federal-state-county partnership dedicated to developing knowledge in agriculture, human and natural resources, and the life sciences, and enhancing and sustaining the quality of human life by making that information accessible. While extending into every community of the state, UF/IFAS has developed a national and international reputation for its accomplishments in teaching, research and Extension.


OCI stands for the Office of Conferences & Institutes. It is a full service conference planning agency at the University of Florida. OCI was created to support the Institute of Food and Agricultural Sciences (IFAS) mission to develop knowledge in agriculture, human and natural resources, and to make that knowledge available to people to sustain and enhance the quality of life.

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Kristin Zupancic
ACES Conference Coordinator
  • Phone:
    (352) 294-3582
  • Email:
  • Address:
    2311 Mowry Road, Bldg. 78
    PO Box 110750
    Gainesville, FL 32611
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