Dear Colleague:
Thank you for your interest in participating as a volunteer at the American Counseling Association 2014
Conference & Expo in Honolulu, HI (March 26-30). This program is a great opportunity to meet and
interact with leading counseling professionals and fellow students.
The enclosed letter and agreement explains the commitment and criteria needed to be a part of the
volunteer program. Please read this entire letter and attached agreement before you commit. You
are required to:
Pay half your conference registration fee, submitted with the volunteer agreement. Please
designate the word “VOLUNTEER” at the top of the registration form.
Be an ACA Student Member. If you are not a member, you can include your ACA
membership application and fee with your volunteer agreement, OR you can complete the
membership application online at www.counseling.org/membership.
Work at least 10 hours over the 3-5 day conference period. You will be charged for your full
registration if you do not work at least 10 hours.
Returning volunteers do not have to pay a registration fee, but must pay a refundable $50
cancellation fee, in the event that volunteer obligations are not fulfilled or volunteer cancels
after March 1, 2014.
Volunteer cancellations after March 1, 2014 will result in a $50 cancellation fee if you do not
attend the conference. If you decide not to volunteer but still wish to attend, then the remaining
conference fee will be charged.
Have your application signed by a Faculty member.
After acceptance into the program, you complete the Travel Plan document that is provided to
you.
Volunteer Responsibilities:
● Volunteers will be assigned to all aspects of the conference, not solely for Learning Institutes and
Education Sessions. Assignments may include but not be limited to monitoring tables,
assisting in the Expo Hall, or assisting in the volunteer office. Please view the document “2014
Potential Volunteer Assignments” for further explanation.
● You will be required to arrive at each of your volunteer assignments at least 15 minutes before
their scheduled start time with all of the necessary materials required for that assignment. Being
prompt to your assignments is an important requirement in order for the conference to proceed on
schedule.
Important Notes:
● Volunteers must complete 10 hours over the entire course of the conference. This may include
working during any and all days of the conference the volunteer is present, not to exceed 12 hrs
unless the volunteer desires to complete available assignments at the conference.
● Volunteer schedules will be created on a first come first served basis. Therefore, it is in your best
interest to apply early.
● Volunteer schedules will not be adjusted to accommodate preferences to attend certain
sessions or events. You will have the opportunity to participate in the activities you are assigned
to as long as your volunteer requirements for that assigned activity are also completed.
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If your employer or professor has specific requests for you to attend certain Learning Institutes or
Education Sessions please understand that we cannot meet the conference needs for volunteers as
well as accommodate personal requests to the satisfaction of all parties. You will need to
carefully consider your options and decide for yourself whether or not volunteering is the best
option for your personal situation.
To optimize the balance between volunteer requirements and participation in the conference, it is
recommended that perspective volunteers plan to arrive at the conference on or before Friday,
March 28 and spend at least three or more days at the conference.
If your travel plans change upon arriving or departing from the conference, the coordinators will
work with you to fit in your 10 hours with your new schedule as is possible, or you may opt to
decline your volunteer status and remit payment of the remaining conference registration fee.
The Volunteer Coordinators do not have the ability to meet any preferences for pairing or
grouping friends to the same assignment or for similar time slots.
If you are a returning volunteer, and you have volunteered at one or both of the last two ACA Conference
and Expo in good standing, your registration will be complimentary. You must have volunteered at the
2013 Cincinnati and/or the 2012 San Francisco conferences only, meet the above criteria, and have filled
out the appropriate area on the Agreement Form (attached).
The agreement and conference registration must be mailed or faxed directly to Trinh Le. Please
make sure your agreement includes the proper faculty signature and appropriate registration fee. The first
125 volunteers will be selected on a first-come, first-serve basis. An e-mail confirmation will be sent to
you once your full application has been received. Please send/fax your agreement and conference
registration to:
C/O Trinh Le
Meeting Planner
5999 Stevenson Ave.
Alexandria, VA 22304
[email protected]
OR
Attn: Trinh Le, Meeting Planner
Fax: (703) 823-0252
Again, thank you for your interest in volunteering for the 2014 ACA Conference and Expo!
VOLUNTEER AGREEMENT
ACA 2014 ANNUAL CONFERENCE & EXPO
I (print your name)_____________________________________, plan to attend the American
Counseling Association 2014 Conference & Expo in Honolulu, HI (March 26-30). I agree to the
following:
1. I agree to pay half of my conference registration fee, and submit it along with my agreement. I have
designated “Volunteer” at the top of the conference registration form (attached).
2. I am (or will be) a member in good standing of the American Counseling Association no later than
November 30, 2014.
3. I understand that I will be contacted prior to the conference if I have been selected as a volunteer
(priority is placed on a first apply basis).
4. I agree to work the hours for the sessions/activities assigned to me by the Conference Volunteer
Coordinators.
5. It is my sole responsibility to keep track of my hours by logging my volunteer work hours at the
ACA Volunteer Office during and before leaving the conference. Failure to do so will forfeit my
registration compensation, and I will be charged remaining conference fee.
6. I understand that at least ten (10) hours must be completed and verified. There will be no prorating of hours.
7. The required faculty signature is included on this agreement.
8. If applicable: I have previously volunteered at the 2013 Conference in Cincinnati and/or the
2012 Conference in San Francisco (year/location) ____________________________________
9. I understand that I must complete the Volunteer Travel Form after acceptance into the program.
Without completion of the Volunteer Travel Form, I forfeit my volunteer status.
Name: (please print) ____________________________________ Member ID#__________________
Address: ______________________________City/State/Zip: _________________________________
Phone #: ________________________________ Email: _____________________________________
College/University: ____________________________________
Why do you want to volunteer at the ACA conference? ________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Applicant Signature: ___________________________________Date: __________________
APPLICATION DEADLINE: November 1, 2013
Faculty Attestation: I, (print name)_________________________________, of (print school) _____
__________________________________, confirm that the above student is a current graduate
student enrolled in classes at my respective college/university.
Faculty Signature:______________________ Membership ID#______________________
**It is recommended that you make a copy of this form for your records after completion.**