Volunteer Resources
Important Information
Last Updated: 18 October 2022
In the lead up to the conference we will send you important email reminders and updates. To ensure you receive the reminder emails please add helen.patrin@viconferences.com.au and conferences@viconferences.com.au to your contacts or “safe or white list”.
Volunteer Accreditation
All volunteers will need to watch the ICC safety video and read the Volunteer information below prior to volunteering at the conference.
ICC Sydney Safety and Security
In the event of an emergency, one of two alarms may sound:
- Alert alarm: “Beep! Beep! Beep!”
This is a warning alarm to notify everyone of a possible emergency, if it sounds, please stand by for further instructions from ICC Sydney’s Fire Wardens
- Evacuation Alarm: “Whoop! Whoop!”
This alarm means all occupants must evacuate. When it sounds, ICC wardens will direct everyone to leave via the nearest exits quickly but calmly and assemble at the nearest evacuation assembly point where they are to remain until ICC Sydney Staff advise that it is safe to return.
In case of fire, please:
- Break the glass of the nearest call point to activate the fire alarm
- Advise an ICC Sydney staff member of the situation
- Contain the fire by closing all doors
- Evacuate via designated emergency exits only
- Extinguish the fire using appropriate firefighting equipment only if you are trained and it is safe to do so
- Do not stop to collect personal items
- Do not take risks
- Do not return to the venue unless instructed to do so
First-aid trained ICC venue staff will be onsite. If anyone is in need of medical attention, contact your team leader or other VI Conferences staff member and they will contact the appropriate staff.
In case of any emergency and then take the following action:
- Assess the scene – if possible, remove the danger but do not put yourself at risk.
- Stay with the person and keep calm.
- If you have a mobile, contact your Team Leader, volunteer coordinator or other VI Conferences staff member. Otherwise, get somebody to contact them for you.
- Please ensure accurate location details are provided with emergency calls.
- NEVER move a person unless you are qualified.
- NEVER provide any Panadol, analgesics or other medications.
- Only provide First Aid if you are suitably qualified otherwise wait for support.
- Assist staff responding to the emergency.
General Information
Please take the time to read and familiarise yourself with the following information.
Volunteer Information
Please make sure you arrive 15mins prior to the start of all shifts to assist you to orientate to your role. All volunteers are required to meet in Room C2.1 near Pyrmont Theatre, located on Level 2.
You will receive your T-Shirt, name badge, and will sign in and be given a general overview briefing for the day by your team leader, volunteer coordinator or VI Conferences staff member.
Lunch and breaks are provided for those who work over 5.5hours, however we do encourage you all to always stay happy and healthy. Therefore, if you need to leave your volunteer position please let another volunteer and/or your team leader know so they can be of help whilst you are absent.
Your break must be taken during conference sessions. Please do not take a break whilst delegates are on break.
Please ensure that you wear your VI Conferences Volunteer t-shirt and dark coloured pants and your Conference Name Badge at all times during your shift. If it is cold you may wear a dark coloured long-sleeved top under your Volunteer t-shirt.
Please wear comfortable and supportive enclosed shoes, as you will be on your feet a lot. No open sandals or thongs.
Please note: Before, after and during break times, we ask that you cover your volunteer t-shirt when entering public areas. This can help avoid confusion and frustration from both delegates and volunteers.
We ask volunteers to avoid bringing any valuables with you. VI Conferences takes no responsibility if any personal belongings are lost or stolen. You can leave you bag in the designated volunteer area of room C2.1, Level 2.
Note: Items can be stored at the main ICC Sydney registration desk/cloak room with the ICC staff, located on ground level.
A lunch pack is provided for volunteers. Please note the morning or afternoon teas served in conference break times are mainly for delegates and speakers.
NB: You can help yourself to coffee and tea and a snack towards the end of the break or after delegates have finished. Please consume when the next conference session begins.
Role Descriptions
The Registration and Conference information area is a welcoming face of the conference, offering assistance to delegates and other participants on arrival at the conference and to give out delegate name badges.
You are responsible for registration desk setup, help with ticketing enquiries, lost badges and workshop registrations.
You also offer assistance to delegates by answering all enquiries and questions. Delegates can get information about the conference program, venue, parking and surrounding amenities as well as buy ONSITE offer tickets to the conference in November 2023.
Guest Services team is the main welcoming face of the conference, offering visual assistance to all participants on arrival, during breaks and at departure. Includes, meet and greet, ushers, directional guides, checking tickets at conference and workshop entry doors, handing out conference satchel bags, guiding delegates to late entry doors, management of flow of traffic during breaks and offering assistance to delegates with disability, mobility concerns, pregnant women and aged.
The Speaker Care team is the main point of contact for speakers. The team is responsible for assisting speakers to and from the stage and book signings. Volunteers on the Speaker Care team should be familiar with information on speakers and the conference production schedule.
Book Signings volunteers will set-up and manage book signing area. Organise queues and marshal delegates to move as many people through as possible. Book signing times are during conference breaks. A schedule will be provided closer to the time.
Key staff and organisers will be working at the conference. Some of these will also be team leaders for certain areas. They will be wearing RED STAFF lanyards.
Speaker Information
There is no specially allocated seating for speakers this year. Speakers wishing to watch the conference can be ushered to the back of the auditorium, only if spare seats are available.
Speakers speaking next will have a few seats inside near the sound desk. Speaker team will allocate these as required.
Morning and afternoon tea refreshments will be served for Happiness & Its Causes speakers together with the delegates.
A round red sticker will signify dietary requirements.
If you are stationed near the special dietary requirements table, please make sure only those with red stickers on their name badge are eating from this table.
There is no speaker lunch served this year.
Speaker Room is C2.1 and this will be shared with volunteers.
So please make sure you keep noise levels to a minimum as staff will also be working from this room.
Delegate Information
All conference delegates and speakers will need to collect their name badges onsite.
Any ‘walk in customers’ wanting to purchase a ticket or for any ticket related queries, please direct them to the Registration Desk.
NOTE: Delegates who have lost their badge need to go to the Registration Desk to get a new name badge re-printed.
All delegates will need to wear their Conference Badge to access conference areas, sessions and workshops.
Note: Speakers need to go to the Speaker Registration located in Room C2.1 Level 2, ICC Sydney, near Pyrmont Theatre.
Thu 10 Nov – 08:00 – 17:30
Eastern Registration Desk, ICC Sydney, Ground Level
Fri 11 Nov – 08:00 – 17:30
Foyer, Pyrmont Theatre entrance, ICC Sydney, Level 2
A tannoy announcement will ring 10 minutes before the commencement of each day and 10 minutes before every session is due to commence after a break, for both conferences.
Ushers will need to guide delegates to take their seats promptly before each session starts.
NOTE: All mobile phones will need to be switched off during sessions, whilst in the theatre or workshop rooms.
There are 5 different coloured lanyards in use at the conference:
Morning and afternoon tea refreshments will be served for Happiness & Its Causes conference delegates and speakers, in the foyer area outside the Pyrmont Theatre, Level 2.
A round red sticker will signify dietary requirements.
If you are stationed near the special dietary requirements table, please make sure only those with red stickers on their name badge are eating from this table.
All catering stations will have a table allocated for special dietary requirements and the food will be labelled.
Please become familiar with the location of this table and help direct any delegates who have these dietary requirements, they will have a red round sticker on their name badge. It is recommended that one volunteer man this area, to make sure that people without dietary requirements are not eating this food.
The ICC cafe is located on Ground Level and will be open on Thursday and Friday 10am to 4:30pm.
Volunteers and Delegates are welcome to purchase food or drinks from this outlet during their breaks. There is a variety of snacks and food available.
Pre-purchased lunch boxes will be available for collection during the lunch break, for delegates wearing a yellow lanyard.
Pick up from the catering station in foyer area outside Pyrmont Theatre, Level 2.
NB: A round red sticker will signify dietary requirements. Please make sure you check the dietary requirements spreadsheet for correct lunchbox.
Accessible seating if required is available at the front of the Pyrmont Theatre and workshops rooms.
There is a lift inside Pyrmont Theatre to for easy access to the front area.
If delegates arrive after the start of a session, ushers will need to quietly help direct them to an available seat at the back of the theatre.
Please check Delegate name badges to determine whether the delegate has Platinum Premium Seating. If they do, escort them to the reserved seating at the front of the auditorium.
These are some questions that you may be asked:
- Where are the nearest toilets?
- Do you have a map/ where am I now?
- Is there a Café/ what time does it open/close?
- Where can I buy lunch?
- Where do I go for registration?
- Where can I leave my bag/umbrella/coat?
- Do you know if there is an ATM nearby?
- Is there a water dispenser anywhere?
- Where is the Auditorium?
- Who is speaking next/when is the next session due to start?
- Where is the Bookshop?
- Where is morning or afternoon tea?
- How long is the tea/lunch break?
- Where can I see/meet……………..where can I leave someone a message?
- Do you have a Band-aid by any chance?
- Where is the nearest chemist?
- Is there a First Aid Room?
- Is there Lost Property?
- I want to make a complaint about XXX, who do I speak to?
- What time does the Venue open/close?
- What time does the Bookshop open/close?
- What time does the Car park open/close?
- How do I get to Central Station, Circular Quay, Town Hall, light rail station, nearest bus stop……etc?
Remember if you’re not sure of the answer or need additional information, please refer the attendee to the Registration & Information Desk, there will be a folder with useful information, or ask a team leader or VI Conferences staff member.
Protocols
Always be friendly, smile, make eye contact and say hello and goodbye to all individual people you are interacting with. Make the delegates feel comfortable and relaxed by the greeting – a simple smile crosses all language or cultural barriers.
- Always use ‘please’ and ‘thank you’
- Help attendees as required
When communicating with an attendee ask questions, use active listening and careful observation. Use appropriate body language and visual aids to communicate. Remember each attendee is an individual and the responses will be varied.
If you don’t know the answer you may respond by saying, “I am sorry, I am unable to answer that question, but this is where your question can be answered” e.g. “the nearest information desk is…”
In a situation where a delegate is dissatisfied, he or she may look puzzled or just walk away or may become irate. Some strategies to help you in a difficult situation:
- Be courteous at all times; ensure the attendee feels valued
- Stay calm, take a breath and smile
- Use interpersonal skills – show empathy, listen actively and use questions to clarify
- Summarise the problem so you both have a common understanding
- If there are complaints that you are unable to resolve due to lack of information or authority to act, contact your team leader or volunteer coordinator, if possible or contact any of the Key VI Conferences staff members.
- Please inform your team leader of the problem as soon as possible or alternatively at the end of the day and what action you have undertaken, and all information pertaining to the event.
- Team Leader to assist VI Conferences staff members to document as much as possible if the situation is of serious concern.
Please be aware that you are there as a volunteer and should never accept any form of abuse from any person no matter the situation. In a rare incident that this should happen please direct the person to volunteer manager/coordinator or any of the Key VI Conferences staff members to manage the complaint.
VI conferences asks for your help and cooperation in observing these guidelines for behaviour when assisting ordained Sangha or our Speakers as a gesture of respect.
- Acknowledge their presence with a smile
- No intentional physical contact with any Sangha, including their robes
- Do not approach members of the Sangha, Official Guests or other VIPs, if it is not part of your job but of course respond to any enquires if you are approached.
Program & Activities
Download a PDF copy of the 2 day conference final program here.
There will be a few Q&A sessions during the lunch break times on the two days of the main conference.
Plus other activities view schedule here.
Some speakers participate in book signing session(s) on both days of the conference, during the morning and afternoon coffee breaks, lunch breaks and at the end of the conference.
View schedule here.
Location: Foyer Area near Room C2.1, Level 2, ICC Sydney
Windhorse Books will run the conference bookshop. It will feature speakers’ publications and general mind related books. Delegates will be able to purchase books from their favourite authors, and have them signed.
There will also be a marketplace in the same location with various stalls.
Opening Times:
Thursday & Friday: 8am – 6:00pm
Location: Room c2.2 & C2.3 Level 2, ICC Sydney
Venue Information
Pyrmont Theatre, Level 2, Convention Centre, ICC Sydney.
There are a wide range of access options to ICC Sydney. These include
- Train – Town Hall and Central Stations are a 10 – 15minwalk from ICC Sydney
- Bus – ICC Sydney has its own bus stop. Bus routes 389 and 501 stop at Harris Street near Allen Street – a 10min walk from ICC Sydney
- Light Rail –The Convention Centre station is the nearest stop.
- Taxi – The best taxi drop off and pick up locations is the Sofitel Sydney Darling Harbour, Iron Wharf Place (next to Harbourside Shopping Centre) accessed via Darling Drive
ICC Sydney operates two 24 hour car parking stations with a total of 826 parking spaces including 12 disabled parking bays, 25 motorcycle parking spaces, 50 bicycle racks and 20 electric car charge spaces. Parking rates apply.
ATM – Conveniently located at the Convention Centre beside the main café on ground level
First Aid Rooms – A fully equipped first aid centre is located at the ground level of the convention centre.
Toilets – Male and female toilets are located throughout the entire ICC venue
Wi-Fi – Complimentary Wi-Fi is available throughout the entire ICC venue
Cloak Room – ICC has a cloaking facility located at the ICC Main Information desk, Ground Level
Disabled parking spaces for patrons are available in the car park. Level access is available from the car park to The Gallery.
Lifts and accessible unisex toilet facilities are available throughout ICC Sydney.
For Lost Property contact our Registration & Information Desk in the foyer area near C2 rooms.
Alternatively, contact the main ICC registration desk on the ground floor of ICC Sydney, if item has not been found at the above location.
