AI ICON 2026 is conducted by IBCC. They are seeking 34 volunteers to cover two shifts a day for three days.
Location: Killeen Civic and Conference Center
Shift A: 6am to 12pm (setup & morning sessions)
Shift B: 12pm - 6pm (afternoon sessions * reset/clean-up)
Role 1: Workshop & Technical Success Lead (12 per shift)
Directly assigned to one of the 4 workshop rooms. 3 volunteers per workshop room.
Pre-Session (The Setup):
Liaise with the speaker to ensure their laptop is connected to AV.
Greet early arrivals and ensure they are connected to the venue Wi-Fi.
Verify that attendees have the specific course prerequisites (software/datasets) loaded on their laptops before the "start" chime.
Entrance Phase (The Check-In):
Outside (2 Volunteers): Use the provided tablet to scan attendees. If a guest is not registered, provide the "Waitlist/Last Minute" QR code. Monitor the live capacity count on the tablet.
Inside (1 Volunteer): Act as the Room Captain, ensuring the speaker has water and the environment is ready.
Active Phase (The Assistant Instructor):
Once the session starts, 2 volunteers move inside to act as TA (Teaching Assistants).
Circulate the room to help attendees who get "stuck" on a step so the main trainer doesn't have to stop the flow of the workshop.
Ensure the workshop starts and stops or time and the room is cleared within 5 min after the session has ended to turnover the room for the next trainer.
The 3rd volunteer remains at the door for the first 15 minutes to handle late arrivals and report final "open seats" to the Floor Manager.
Role 2: Experience & Flow Floater (4 per shift)
The "Face of the Conference" roaming the halls, Registration, and Hub.
Traffic Control: Manage flow at the 2-3 main front entrances and 2 back entrances.
Information Hub: Direct attendees to the Activation Hub (Vendor Tables), Activation Playground (Digital Art/Music), and the Food Truck zone.
Registration Support: Assist the Registration Desk with checking IDs for special tiers (Military, Educator, or VIP) and ensuring the line moves quickly.
Showcase Monitoring: Keep a watchful eye on the Digital Art Showcase in the halls to assist with interactive elements or general questions.
Role 3: Floor Lead / "Swing" Volunteer (1 per shift)
This role is filled by a more experienced volunteer or staff member.
Acts as the communication link between the 4 Workshop Rooms and the Registration desk.
Covers "bio-breaks" for the Workshop Leads to ensure no door is ever left unmanned.
Reports any technical issues (Wi-Fi drops, temp control) to the venue staff.
