Interested in volunteering at #NEWF2025?
Terms & Conditions: Your travel to and from Durban will be at your own expense. Volunteers will receive accommodation, meals and accreditation. Applications will be reviewed on a rolling basis. Don't miss this chance to be part of NEWF2025!
AVAILABLE POSTS
Admin & Registration | Speaker Liaison | Logistics & Transport | Social Media | Technical Support | Ushers | Event Photographer | Videography & Live to Screen Videography
Admin & Registration
ROLE DESCRIPTION
Provide essential administrative support, manage attendee registration, and serve as the primary point of contact for delegate inquiries. Responsibilities include processing registrations, distributing conference materials, answering questions via email and phone, and providing on-site assistance.
This role is crucial for ensuring a smooth and positive experience for all conference attendees.
Responsibilities include:
Pre-Conference:
Managing online registration platform, including setting up registration forms, processing payments, and generating registration reports.
Responding to pre-conference inquiries from potential attendees via email and phone, providing information about registration fees, deadlines, accommodation options, and conference program.
Preparing conference materials such as name badges, welcome packs, program booklets, and any other relevant documents.
Assisting with the organisation and logistics of registration materials.
On-site Registration:
Setting up the registration desk and ensuring it is well-organised.
Welcoming attendees and verifying their registration status.
Distributing conference materials and name badges.
Managing any last-minute registration changes or cancellations.
Delegate Liaison:
Serving as the primary point of contact for delegate inquiries throughout the conference.
Providing information about the conference program, venue, local attractions, and other relevant details.
Assisting delegates with any issues or concerns that may arise.
Collecting feedback from delegates to improve future conferences.
Maintaining a positive and helpful attitude towards all attendees.
SPEAKER LIAISON
ROLE DESCRIPTION
Facilitate communication and logistics for conference speakers. Duties include confirming speaker schedules, coordinating travel arrangements, managing AV requirements, providing on-site support, and ensuring a smooth experience for all speakers.
This vital role ensures a seamless and positive experience for our esteemed conference speakers. Responsibilities include:
Pre-Conference:
Coordinating travel arrangements (flights, accommodation, airport transfers) for speakers and providing travel information.
Confirming speaker schedules and presentation times and managing any scheduling conflicts.
Gathering and organising speaker biographies, photos, and presentation materials for conference program and website.
Communicating conference guidelines and expectations to speakers.
Coordinating any pre-recorded presentations or virtual participation needs.
On-site Support:
Welcoming speakers upon arrival and providing on-site assistance.
Managing speaker hospitality.
Acting as a point of contact for speakers throughout the conference, addressing any questions or concerns.
Post-Conference:
Sending thank-you emails to speakers.
Gathering feedback from speakers on their conference experience.
Coordinating the distribution of any post-conference materials to speakers.
LOGISTICS & TRANSPORT
ROLE DESCRIPTION
Manage logistics and transportation for the conference. Responsibilities include coordinating transportation for attendees and equipment, managing the shipment and handling of conference materials, and overseeing on-site logistics.
This role is crucial for the smooth operation of the conference, ensuring all materials, equipment, and people are in the right place at the right time. Responsibilities include:
Pre-Conference:
Researching and booking transportation options for attendees (airport shuttles, local transport) and managing bookings.
Coordinating the shipping and receiving of conference materials (printed programs, signage, promotional items, etc.).
Sourcing and managing vendors for equipment rental (AV equipment, furniture, etc.), negotiating contracts, and scheduling deliveries.
Coordinating with the venue to ensure smooth setup and tear-down of the conference space.
On-site Logistics:
Overseeing the receipt and storage of conference materials.
Managing the distribution of conference materials to attendees and staff.
Coordinating the setup and tear-down of the conference venue, including arranging furniture, signage, and other materials.
Managing on-site transportation for speakers, staff, and attendees, if required.
Troubleshooting any logistical issues that may arise during the conference.
Post-Conference:
Coordinating the return of rented equipment.
Evaluating the effectiveness of the logistics process and identifying areas for improvement.
social media
ROLE DESCRIPTION
Manage the conference's social media presence. Duties include creating and scheduling posts, engaging with followers, promoting the conference, and monitoring social media channels. Acting as a roving reporter, capturing the essence of each session for our online audience. Experience with social media platforms and content creation is required.
This role is critical for building excitement and engagement around the conference, both before, during, and after the event. Responsibilities include:
Pre-Conference:
Create a content calendar outlining planned posts and activities across various social media platforms (e.g., Twitter, Facebook, Instagram, LinkedIn).
Creating engaging written content (posts, tweets, stories) to promote the conference, speakers, program highlights, and key themes.
Scheduling relevant posts in advance using social media management tools.
Researching relevant hashtags and keywords to increase visibility and reach.
Engaging with potential attendees and answering questions on social media.
Monitoring social media channels for mentions of the conference and engaging in relevant conversations.
During the Conference:
Session Summaries & Key Takeaways: Attending designated conference sessions, actively listening to the presentations, and creating concise summaries of each session. These summaries should highlight the main points discussed, key arguments presented, and any significant findings or insights shared. Identifying 3-5 concise key takeaways from each session.
Powerful Quotes: Actively listening for and capturing powerful and impactful quotes from speakers during each session. These quotes should be accurately transcribed and attributed to the speaker.
Posting photos and videos of speakers, attendees, and events.
Running polls and Q&A sessions on social media to encourage interaction.
Monitoring social media channels for attendee posts and sharing relevant content.
Responding to comments and messages in a timely and professional manner.
Promoting networking opportunities and social events happening at the conference.
Using relevant hashtags and tagging speakers (and partnerships) in posts.
Post-Conference:
Sharing post-conference content, such as photos, videos, and speaker presentations.
Thanking attendees, speakers, and partnerships on social media.
Gathering social media analytics to measure the success of the social media campaign.
Creating a post-conference report summarising social media activity and engagement.
Creating short highlight videos of the conference to share on social media.
TECHNICAL SUPPORT
ROLE DESCRIPTION
Provide technical support for conference presentations and registration software. Responsibilities include setting up and testing AV equipment, managing speaker presentations, troubleshooting technical issues, and performing backend maintenance on the registration software. We require a candidate with proven experience in back-end registration system management, integration platforms, specifically Zapier and Swapcard.
This role is essential for ensuring the smooth technical operation of the conference, from flawless speaker presentations to reliable registration systems. Responsibilities include:
Pre-Conference:
Collaborating with Speaker Liaison to understand their AV requirements and ensure all necessary equipment is available (microphones, projectors, screens, laptops, clickers, etc.).
Testing all AV equipment in advance to ensure functionality and identify any potential issues.
Setting up and configuring the AV equipment in each presentation venue.
Working extensively with the registration platform provider to test the system thoroughly, ensuring all features are functioning correctly, including user management, data export, reporting, and API integrations.
Experience with integration platforms like Zapier and Swapcard is essential. This includes setting up and testing integrations between the registration system and other platforms used by the conference.
Preparing backup plans for technical issues, such as having spare equipment and alternative internet connections available.
During the Conference:
Providing on-site technical support for all presentations, including setting up laptops, connecting projectors, managing microphones, and troubleshooting any AV issues that may arise.
Monitoring audio levels during presentations and making adjustments as needed.
Assisting speakers with any technical difficulties they may encounter.
Managing the live streaming of presentations, if applicable, ensuring a high-quality stream.
Providing technical support to attendees and staff as needed.
Monitoring the registration software and all integrations for any issues, performing advanced troubleshooting, and escalating problems to the platform provider as necessary.
Responding to any technical emergencies that may arise, including issues with the registration system, integrations, or AV equipment.
Post-Conference:
Dismantling and storing all AV equipment.
Evaluating the performance of the AV equipment and identifying any areas for improvement.
Compiling a report on technical issues encountered and solutions implemented.
Backing up all conference data, including registration information and presentation recordings.
Providing recommendations for future technical needs and improvements.
USHERS
ROLE DESCRIPTION
Provide directional assistance and support to attendees. Duties include directing attendees to sessions, managing seating, distributing conference materials, and answering general questions. Excellent communication and interpersonal skills are essential.
Ushers play a vital role in creating a welcoming and organised atmosphere for conference attendees. They are the first point of contact for many attendees and contribute significantly to the overall conference experience. Responsibilities include:
Pre-Conference:
Familiarising themselves with the conference layout, including the location of all session rooms, restrooms, registration areas, catering areas, and other key locations.
Reviewing the conference program and schedule to be knowledgeable about session times and topics.
Understanding emergency procedures and evacuation plans.
During the Conference:
Warmly welcoming attendees and providing directional assistance to session rooms, catering areas, and other locations.
Managing seating arrangements in session rooms, ensuring efficient use of space and assisting attendees in finding available seats.
Distributing conference materials, such as programs, agendas, name badges, and any other relevant handouts, at entrances to session rooms or other designated areas.
Answering general questions about the conference, including program information, venue layout, local attractions, and transportation options.
Maintaining a calm and organised atmosphere in session rooms, ensuring minimal disruption during presentations.
Assisting with crowd control and managing queues during peak times.
Reporting any issues or concerns to the Event Manager, such as technical difficulties, disruptive attendees, or safety hazards.
Post-Conference:
Assisting with the collection of any remaining conference materials or signage.
Providing feedback to conference organisers about attendee questions and concerns.
EVENT PHOTOGRAPHER
ROLE DESCRIPTION
Seeking a skilled event photographer to document all aspects of the conference, including keynote speakers, presentations, networking events, and the overall atmosphere. Responsibilities include capturing high-quality images, editing photos, and delivering them in specified formats. Please submit your event portfolio with your application.
We are seeking a highly skilled and creative event photographer to capture the energy and key moments of our natural history documentary conference. The ideal candidate will have a strong portfolio showcasing their ability to document events professionally and artistically. Responsibilities include:
Pre-Conference:
Meeting with conference organisers to discuss photography needs and desired style, including specific shots and moments to prioritise (keynote speakers, award ceremonies, networking events, candid moments, etc.).
Reviewing the conference schedule and venue layout to plan for optimal photo opportunities and logistics.
During the Conference:
Photographing a wide variety of conference events and activities, including:
Keynote speeches and presentations, capturing both the speaker and the audience reaction.
Networking events and social gatherings, capturing candid moments of attendees interacting.
Award ceremonies and special events, documenting the highlights and emotions.
The overall conference atmosphere, capturing details of the venue, decorations, and branding.
Group photos of attendees, speakers, and partners.
Close-up shots of speakers, presenters, and award recipients.
Detail shots of conference materials, displays, and exhibits.
Utilising a variety of photographic techniques to capture dynamic and engaging images.
Maintaining a professional and unobtrusive presence during conference events.
Managing photo releases for speakers and attendees where necessary.
Post-Conference:
Editing and processing all photos to ensure high quality and consistency.
Delivering edited photos in specified formats (high-resolution, web-optimised) and within agreed-upon deadlines.
Organising and labelling photos for easy access and retrieval.
Providing a selection of photos suitable for use in conference marketing materials, website, and social media.
Archiving photos for future use.
VIDEOGRAPHY & LIVE TO SCREEN VIDEOGRAPHY
ROLE DESCRIPTION
We require an experienced videographer to record conference sessions, conduct interviews, and manage live-to-screen video streaming. Duties include operating professional video equipment, ensuring high-quality audio and video capture, and managing the live stream. Please submit your event portfolio with your application.
We are seeking a highly skilled and experienced videographer to capture and deliver high-quality video content for our natural history documentary conference, including recording sessions, conducting interviews, and managing live-to-screen video streaming. The ideal candidate will have a strong portfolio demonstrating expertise in event videography, live streaming, and video editing.
Pre-Conference:
Meeting with conference organisers to discuss videography needs and desired style, including specific sessions to prioritise and desired length and format of final videos.
Reviewing the conference schedule and venue layout to plan for optimal camera placement, lighting, and audio setup.
Confirming equipment needs and ensuring all necessary gear is in excellent working order (cameras, microphones, lighting, tripods, streaming encoders, etc.).
Developing a video production plan, including camera angles, shot lists, and live stream setup.
Coordinating with the technical team to ensure seamless integration of video and audio with the conference AV system.
Testing the live stream setup in advance to ensure a stable and high-quality stream.
During the Conference:
Recording all designated conference sessions, ensuring high-quality video and audio capture.
Managing the live-to-screen video streaming, ensuring a smooth and uninterrupted stream for remote viewers.
Operating multiple cameras to capture different angles and perspectives of the conference events.
Monitoring audio levels during recordings and live streams, making adjustments as needed.
Troubleshooting any technical issues that may arise during recording or streaming.
Capturing B-roll footage of the conference venue, attendees, and related activities to enhance the final videos.
Post-Conference:
Editing and processing all video footage to create polished and engaging videos, including session recordings and highlight reels.
Ensuring high-quality audio mixing and video editing, including color correction and graphics.
Delivering edited videos in specified formats (high-resolution, web-optimised) and within agreed-upon deadlines.
Organising and labelling video files for easy access and retrieval.
Providing a selection of video clips and highlights suitable for use in conference marketing materials, website, and social media.
Archiving all video footage for future use.
IF YOU REQUIRE ANY FURTHER ASSISTANCE OR HAVE ANY QUESTIONS EMAIL EVENTS@NEWF.CO.ZA
