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.
