Conference Volunteer
Leadership Applications are now OPEN! Apply today to be on the Leadership Team for Pre-Health Conference.
Deadline to submit is Sunday, December 15th at 11:59pm.
Pre-Health Conference is made possible every year by UC Davis student volunteers. Conference volunteers include our leadership team, workshop moderators, and ambassadors. Volunteers assist in the coordination of Pre-Health Conference and engage with speakers, attendees, and Conference partners.
Leadership Application Info Sessions & Support
- Article: 3 Reasons Why You Should Apply and Advice on the Application
- Recording: Info Session
- Volunteer Testimonials
Questions? Email us at prehealthconference@ucdavis.edu
Why Should You Apply to be on the Conference Team?
- Benefits of being a Leader
- This is an opportunity to:
- Grow leadership skills such as communication, public speaking, and critical thinking. All of which are important for future health professionals.
- Build a team with fellow Aggies for an event for all pre-health students.
- Connect with health professional schools and health professionals.
- Collaborate and work closely with HPA staff. - Benefits of being a Moderator
- This is an opportunity to:
- Be the main point of contact for workshop speakers, including admissions representatives, health professionals, and other experts.
- Build your leadership skills, including public speaking, communication, teamwork, and problem-solving.
- Connect with the UC Davis pre-health community.
- Attend Conference for free outside of your shift requirements. - Benefits of being a Marketing Ambassador
- This is an opportunity to:
- Build leadership skills, including communication, collaboration, and organization.
- Network with exhibitors, health professionals, and other guests as a support photographer during Conference Day.
- Connect with health professional schools/admissions representatives and guest speakers for marketing content.
- Work closely with Conference leaders and HPA staff which can lead to a potential letter of recommendation.
- Connect with fellow Conference volunteers/pre-health students.
- Strengthen marketing and photography skills - Benefits of being an Ambassador
- This is an opportunity to:
- Build teamwork skills and create meaningful connections with fellow pre-health students.
- Network with healthcare professionals and admissions representatives during Conference Day.
- Attend Conference for free outside of your shift requirements.
- Snacks and meals will be provided. - Benefits of being a Photographer
- This is an opportunity to:
- Build leadership skills, including communication, collaboration, and organization.
- Network with exhibitors, health professionals, and other guests as a photographer during Conference Day.
- Meet fellow Aggies, Conference volunteers, and pre-health students leading up to and during Conference Day.
- Work with Conference leaders and HPA staff.
- Strengthen photography skills for a large event and smaller events leading up to Conference.
Responsibilities:
- For all Coordinators and Assistant Coordinators
Coordinators have a higher level of time commitment and responsibility in planning the Pre-Health Conference. Coordinators also communicate regularly and work closely with HPA staff.
- Coordinators have a higher level of time commitment and responsibility in planning the PreHealth Conference. Coordinators also communicate regularly and work closely with HPA staff.
- Participate in all Training Days, in-person and virtual.
- Participate in weekly Leadership and Team meetings leading up to Conference (Winter Quarter to Conference). If unable to attend any meetings, volunteer should notify HPA staff. Attending all meetings are required.
- Must be a current student at UC Davis.
-If graduating in summer of 2024, must be available to come in person the week before conference and on conference day.
- Availability in person for a portion of summer 2024 preferred. Must attend all virtual team meetings over summer.
- Alumni who have graduated in 2023 or before are not eligible to apply.
- Collaborate, coordinate, and communicate with fellow student leader Coordinators and HPA staff.
- Support answering emails from the Pre-Health Conference email.
- Assist with and be available for recruitment, training, and management for additional volunteers (Moderators and Ambassadors).
- Participate in outreach events: Aggie Roundabouts, Discover Day, Aggie Days, Welcome Week, Orientations, etc.
- Support in-person: marketing efforts (such as flyering, class announcements, envelope stuffing, tabling) and general conference preparation
- Be available in person the week before conference and on conference day
- Follow UC Davis's Principles of Community.- Marketing and Outreach Leadership
- - Work closely with and support HPA staff to develop and implement strategies for Website, Social Media, Outreach, and Graphic Design content calendars.
- Work closely with HPA staff to develop and implement on- and off-campus outreach marketing strategies. (Including drafting emails for advisors on and off campus, pre-health clubs on and off campus)
- Collaborate with all fellow Coordinators for content and updates on all channels (Website, Social Media, Outreach, and Graphic Design) in a timely and appropriate manner for Volunteer Recruitment, Attendee Recruitment, and Exhibitor Marketing.
- Day of Conference, be available to Post on Social Media leading up to and throughout Conference Day and Assist fellow student leaders.
- Collaborate with Logistics Coordinators for PHC representation at all HPA and on-campus large events.
- Assist in the training and management of 4 Assistants Coordinators and Ambassadors. - Programming: Didactic and Interactive Workshops
- - Recruit professionals as Workshop Speakers and Keynote Speaker.
- Invite the chancellor to speak at the Welcome the day of conference
- Continue communication with Speakers and their associated Moderators.
- Work closely with HPA staff to create workshop schedule.
- Work closely with HPA Staff and Marketing and Outreach team for Program and Marketing Materials.
- Coordinate creating and collecting Workshop Descriptions.
- Collaborate with the Logistics Team for Exhibitors that are also Speakers.
- Coordinate the recruitment of 40+ moderators
- Assist in the training and management of 40+ Moderators, and Workshop Interns.
- Collaborate with our Moderators to ensure the success of their workshops. - Logistics Leadership: Exhibitor, Ambassador, and Attendee Recruitment
Logistics: All
- Collaborate with HPA Staff with needed materials for the day of the event.
- Support all members of logistics team with any tasks needed during busy time periods.Logistics: Exhibitor
- Assist HPA staff with the recruitment and communication to PHC's potential exhibitors (Eg. Mail invitations)
- Coordinate the Pre-Health Fair exhibitor day of logistics (Eg. Confirm with exhibitors via email.)
- Collaborate with Strategic Communications Team to promote exhibitors and for Program and Marketing materials
- Collaborate with the Workshop Coordinators with Exhibitors who are also Speakers at workshops
Logistics: Ambassador
- Coordinate the recruitment of 100+ Ambassadors
- Assist in the training and management 100+ Ambassadors.
- Coordinate shifts for ambassadors on day of
- Edit the ambassador handbook as needed
Logistics: Attendee Recruitment
- Send logistical communications to Attendees prior to Conference
- Work closely with the marketing and outreach team for attendee marketing materials
- Send post-conference communications to Attendees and Exhibitors
- Work with HPA Staff on group registration management- Moderators
- - Responsible for managing workshops and/or panels they are assigned to, on the day of Conference.
- Serve as primary contact for speakers they are assigned, both during and leading up to Conference.
- Assist in the creation of workshop descriptions and panel questions.
- Collaborate with Strategic Communications Team on Conference outreach and marketing efforts.
- Help create speaker name tags and room signage.
- Attend mandatory trainings.
- Collaborate, coordinate, and communicate with fellow student leader, Coordinators, and HPA staff.
- Attend our Conference for free outside of your shifts. - Marketing Ambassador
- - Organize and collaborate with Marketing Coordinators/Assistant Coordinators and other Ambassadors with exhibitor's social media and other provided content.
- Collaborate with Coordinators and other Ambassadors on content creation and updating all channels (Website, Social Media, Outreach, and Graphic Design) in a timely and appropriate manner.
- Ability to support outreach efforts, including info sessions, tabling, emailing, etc.
- Ability to take lead on own marketing
- Attend in-person and virtual trainings and meetings campaigns following completion of other work.
- Work up to half of Conference Day, taking photographs of various Conference activities and providing own photography materials (smartphone with high resolution is accepted).
- Take photographs of Conference of activities leading up to Conference Day.
- Support Conference leaders and HPA staff in other related Conference tasks as needed. - Ambassadors
- - Assist in the set up/wrap ups of events.
- Serve as a contact point for attendees during the event.
- Work with a diverse team of professionals, staff, and student leaders to help run the event.
- Help check in attendees/exhibitors, distribute items to attendees/exhibitors, guide exhibitors to their designated area.
- Attend Conference for free with commitment of completing their shift(s). - Photographer
- - Work up to half of Conference Day, taking photographs of various Conference activities and providing own photography materials (camera required).
- Take photographs of Conference of activities leading up to Conference Day.
- Organize and collaborate with Marketing Coordinators/Assistant Coordinators and other Ambassadors with exhibitor's social media and other provided content.
- Collaborate with Coordinators and other Ambassadors on content creation and updating all channels (Website, Social Media, Outreach, and Graphic Design) in a timely and appropriate manner.
- Ability to support outreach efforts, including info sessions, tabling, emailing, etc.
- Ability to take lead on own marketing campaigns following completion of other work.
- Support Conference leaders and HPA staff in other related Conference tasks as needed.
- Attend in-person and virtual trainings and meetings