Volunteer Instructions 2019
Thank you so much for your willingness to help make The Biggest Week the success that it is, year after year. We couldn't do this without all of you!​ Below are outlined the procedures for two types of volunteers: Room Hosts and Registration / Sales Volunteers. Please read through the instructions that pertain to your shift before you arrive! 

​Please note that this page is not accessible from the main menus of the website, so you'll need to keep the direct link if you need to come back to this page.
​Here are links to print this information, if you would like to bring a copy with you to your shift:
ROOM HOSTS

ROOM HOST PROTOCOL
 
Pick up your volunteer registration materials from the Registration Desk at Maumee Bay Lodge & Conference Center before your scheduled volunteer activity. Please arrive 30 minutes prior to your session at the designated area (arrival time is on your schedule).
 
Ottawa National Wildlife Refuge (ONWR):
 
1.     The first host of the day should find a podium already set up in the front of the room with the following items:
 
  • A Laptop
  • Wireless remote presentation controller/pointer
  • Black File Box labeled “ONWR, Speaker Intros, Check-in Lists”
 
2.     Inside the Black File Box are hanging file folders in date order. Each hanging file has an individual folder for the day’s sessions that is labeled with both the program name and the name of the volunteer(s) for the session. The file folder contains:
 
  • A copy of these instructions
  • Check-in list containing attendee names
  • Small envelope for money received at the door
  • Copy of the speaker introduction
  • Large envelope
  • Clipboard and a pen.
 
3.     10AM Travel Talks
 
Attendees have pre-registered; however, because Travel Talks are free to attend, you will not have a check-in list. It is possible to have walk-ins. You will need to monitor the number of arrivals to assure the room capacity is not surpassed (80 seats).
 
Speaker Introduction: Please read through the text BEFORE the session begins, and make sure you know how to pronounce the speaker’s name correctly. Don’t hesitate to ask him/her to clarify it for you before you start. And, when reading the intro, please read slowly and speak clearly.
 
 
4.     Workshops/Programs
 
  • As attendees arrive, check their name off the check-in list.
  • If you are unable to find their name on the check-in list, ask to see their festival badge and registration confirmation. If they do not have their confirmation, they may pay at the door if there is space available. Your check-in sheet will indicate how many seats are available to sell for the program. Total seating capacity for ONWR is 80. Prices for the workshops/programs are as follows:
  1. 11:30AM Workshops $10
  2. 1PM Program $10
 
  • If your program is sold out, you will have to wait to see if you have any no-shows first to be able to accept walk-ins and take payment at the door.  It is important that those who have already registered and paid in advance get their seats before any walk-ins are admitted!
  • You are not required to make change - politely ask the attendee to find change.
  • Walk-ins (not pre-registered): You will write their name on the check-in list and indicate that they paid. At the door, you can accept checks made payable to BSBO and cash only. If they only have a credit card, take down their name and telephone number and ask them to pay at the BSBO Gift Shop or at the Registration Desk at Maumee Bay Lodge as soon as they can.  List them as not paid on the sheet.
  • Please be mindful of the back door to the room and make sure those people entering through the back door were pre-registered. If they were not pre-registered, treat them as other Walk-ins (see bullet point above).
  • Volunteers, Speakers, Press, Leaders/Drivers, Sponsors and badges with an orange dot are free to attend if they wish as long as seats are available or they may pay also if they wish.
  • Speaker Introduction: Please read through the text BEFORE the session begins, and make sure you know how to pronounce the speaker’s name correctly. Don’t hesitate to ask him/her to clarify it for you before you start. And, when reading the intro, please read slowly and speak clearly.
  • At the end of the program, indicate on the small envelope how many paid at the door and the total amount of money received; place any money in the small envelope and seal the envelope.
  • Place the check-in list and the small envelope inside the large envelope and seal.  On the outside of the envelope, complete the requested information on the envelope label indicating that the check-in list is enclosed, record the total number of walk-ins, and the amount of money received (if any). If there were no walk-ins, indicate this information on outside of envelope also. Drop the envelope off at the BSBO Gift Shop or deliver to the Registration Desk at Maumee Bay Lodge, by 5PM.
 
Maumee Bay Lodge & Conference Center
 
1.    Keynote & Spotlight Presentations:
 
  • Please arrive 30 minutes prior to your session at the Registration desk (arrival time is on your schedule) and pick up the folder of check-in materials. The folder will contain:
  1.  A copy of these instructions
  2. Check-in list containing attendee names
  3. Small envelope for money received at the door
  4. Copy of the speaker introduction
  5. Large envelope
  6. Clipboard and a pen
  •  As attendees arrive, check their name off the check-in list.
  • If you are unable to find their name on the check-in list, ask to see their festival badge and registration confirmation. If they do not have their confirmation, they may pay at the door if there is space available. Your check-in sheet will indicate how many seats are available to sell for the program. Total seating capacity for Keynotes is 120. Price is $15.
  • If your program is sold out, you will have to wait to see if you have any no-shows first to be able to accept walk-ins and take payment at the door.  It is important that those who have already registered and paid in advance get their seats before any walk-ins are admitted!
  • You are not required to make change - politely ask the attendee to find change.
  • Walk-ins (not pre-registered): You will write their name on the check-in list and indicate they
  • paid. At the door, you can accept checks made payable to BSBO and cash only. If they only have a credit card, take down their name and telephone number and ask them to pay at the BSBO Gift Shop or at the Registration Desk at Maumee Bay Lodge as soon as they can.  List them as not paid on the sheet.
NOTE: In 2019 the Spotlight Presentations are open to the public. The cost is still $10 to per walk-in (public or walk-in registrant), collected at the door.
  • Please be mindful of the back door to the room and make sure those people entering through the back door were pre-registered. If they were not pre-registered, treat them as other Walk-ins (see bullet point above).
  • Volunteers, Speakers, Press, Leaders/Drivers, Sponsors and badges with an orange dot are free to attend if they wish as long as seats are available or they may pay also if they wish.
  • Speaker Introduction: Please read through the text BEFORE the session begins, and make sure you know how to pronounce the speaker’s name correctly. Don’t hesitate to ask him/her to clarify it for you before you start. And, when reading the intro, please read slowly and speak clearly.
  • At the end of the program, indicate on the small envelope how many paid at the door and the total amount of money received; place any money in the small envelope and seal the envelope.
  • Place the check-in list and the small envelope inside large envelope and seal. On the outside of the envelope, complete the requested information on the envelope label indicating that the check-in list is enclosed, record the total number of walk-ins, and the amount of money received (if any). If there were no walk-ins, indicate this information on outside of envelope also. Drop the envelope off at the Registration Desk at the conclusion of the session.
​REGISTRATION DESK & SALES TABLE

DUTIES OF THE REGISTRATION DESK VOLUNTEER
Facilitate BWIAB participant check-in.

PROCEDURE

  • Registration Desk Volunteers are responsible for the check-in of three types of participants:
  1. pre-registered BWIAB participants
  2. special case pre-registered BWIAB participants
  3. walk-in registrants
  • Name Badges are divided into two boxes. The first box contains all pre-registered BWIAB participants. The second box contains all special case pre-registered participants. This includes volunteers, speakers, leaders/drivers, vendors, sponsors, dignitaries, board members and press.
 
  • Ask the registrant for their last name and look for their badge in the pre-registered BWIAB participant box.
 
  • Once the name badge has been located the Registration Desk Volunteer will present the name badge to the participant along with a lanyard and a festival bag.
 
  • If a person’s name badge is not in the pre-registered BWIAB participant box, see if they are a special case pre-registered BWIAB participant by checking the alphabetical list containing the names of the special case pre-registered participants.
 
  • If their name is on the list, give the participant their name badge from the special case pre-registered BWIAB participants box along with the items they should receive and then cross their name off the list. Special case categories and what they are to receive follow:
  1. Volunteers – Volunteer T-shirt, Festival Bag
  2. Speakers – Special Speaker Bag
  3. Leaders/Drivers – Volunteer T-shirt, Festival Bag
  4. Vendor – Name Badge and Lanyard
  5. Sponsors – Festival Bag if requested
  6. Board Member – Name Badge and Lanyard
  7. Press – Festival Bag
  8. If their name does not appear on either list, ask them if they have a copy of their confirmation receipt. If they do not have it in their possession, alert a Registration Desk Team Leader.
  • Walk-ins are those people who wish to attend the festival but are not pre-registered. A walk-in may register by filling out a Registration Form and paying the appropriate fee noted on the Registration Form. The registration fee for a walk-in includes the following:
  1. name badge (hand written), lanyard, festival guide and, if available, Festival Bag from last year
  2. ability to participate in the Magee Marsh guided walks at 8:00am and 10:30am daily (by showing their badge)
  3. evening socials
  4. ability to pay at the door for any activities that have space available 

Helpful addresses:

Ottawa National Wildlife Refuge (ONWR) 
14000 W. State Route 2 
Oak Harbor, OH 43449

Maumee Bay Lodge (MBL)
1750 State Park Road #2
Oregon, OH 43616

Black Swamp Bird Observatory / Magee Marsh (BSBO)
13551 W. State Route 2
Oak Harbor, OH 43449