Carleton University Volunteer Opportunities Fair Prospectus

Welcome! Thank you for choosing Carleton University to recruit student volunteers to work with you! This will be a wonderful opportunity for you to promote your organization, share your knowledge and expertise, and engage students in your cause. The following document has been designed in order to keep you informed as to the ins and outs of the Volunteer Opportunities Fair and to ensure your enjoyment of the day. We look forward to having your organization on campus Wednesday, October 12th, 2011. If there is anything we can do to facilitate your visit, please do not hesitate to contact Niamh OShea at Niamh_OShea@carleton.ca Event Registration As per the email you received earlier in the month, your registration for this event includes: One 6 foot table and 2 chairs Lunch (for up to two representatives) Free parking in Lot #2 (limit of one per organization, to be handed out on event day) Free wireless access (electrical set-up cannot be guaranteed) Key notes: Parking Parking for organizations will be in Lot #2 (see the map on the last page), which is adjacent to the University Centre (Unicentre). Parking passes will only be issued to those organizations that have indicated their need at the time of registration or made direct arrangements in advance of the fair. No extra parking passes will be available on the day of the event. Upon arrival, be sure to collect your parking pass from one of the Student Experience Office (SEO) volunteers who will be situated at the entrance of the Unicentre. If you did not make arrangements for a parking pass at the time of registration, or there is a second vehicle, use the Pay and Display machines in Lot #2. The SEO and the University will not be responsible for exhibitors who do not follow the parking regulations and who may be ticketed for any infraction. Assistance with Materials There will be a student volunteer at the entrance of the Unicentre to assist you in unloading and delivering any materials to the fair venue between 9 a.m. and 9:40 a.m. Signage There will be signage at both entrances to campus as well as the main intersections on campus. There are three main roads on campus: University Drive, Campus Avenue and Library Road. The Unicentre is located on Campus Avenue (see map).

Logistics and Itinerary 9:00 a.m. 9:40 a.m. - Unloading, Parking and Set-Up The event will be held in the Galleria, which is located on the 4th floor on the University Centre. The Unicentre is located adjacent to Parking Lot #2. Please note the parking details on the previous page. Event volunteers will be available to help you unload your vehicle and will deliver your materials to your booth on your behalf. Drop off your materials at the main door to the Unicentre (adjacent to Lot #2) and proceed by parking in Lot #2. You must then make your way to the Galleria, following the posted event signage. It is recommended that you arrive as early as possible to ensure a parking space. How to get to the Unicentre/Fair Location: The Galleria is located on the 4th floor of the University Centre. There will be signage in the Unicentre and volunteers to direct you to the venue. Stairs: Inside the doors of the Unicentre (from Lot #2), there is a staircase that will take you directly to the Galleria. Elevator #1: Just inside the Unicentre entrance, down the hall on your right hand side is elevator #1. Take it to the 4th floor. There will be signage directing you to the Galleria. Elevator #2: From the Unicentre Entrance, go past the staircase to the far left hand corner of the main level of the Unicentre (keep to the left past the Tim Hortons). Take it up to the 4th floor. Once you have reached the Galleria (watch for signage) please be sure to check in at the SEO Registration Desk, which will be set up in the Galleria (next to Info Carleton). You must be set up by 9:50 am in order to ensure the event can start on time. 10:00 a.m. to 2:00 p.m. Event Duration The event will be open to students during this entire period of time. If you need to leave your table for a short period, we will attempt to provide a volunteer to cover your booth. Alternatively, you could prepare and bring with you a sign to put at your table indicating your short absence and asking students to either wait or return in a few minutes. 12:00 p.m. to 1:30 p.m. Lunch Your registration includes a complimentary lunch for up to 2 representatives which will be delivered directly to your table. We have budgeted for and ordered food based on the number of representatives your organization included in your registration (up to two). For any additional staff who may be in attendance that day, there are a variety of different food services areas in the University Centre where food can be purchased, including a Food Court on the 2nd floor. Please note that if there are any specific food requirements/ allergies, please contact Niamh OShea in advance of the fair no later than August 31st, 2011. 2:00 p.m. Event Ends/Tear Down If you require assistance transporting your materials, please make yourself known to an event volunteer who will be happy to assist you.

General Tips for Exhibitors Student traffic: Based on previous events it is reasonable to expect between 300 and 500 students to attend the Volunteer Opportunities Fair To enhance your display and attract more students to your booth, we recommend you consider bringing a laptop or some other mode to display your services to our students, to present the organizations website or to encourage students to apply online for available opportunities. Please note that the venue is wireless ONLY and that electrical outputs CANNOT BE GUARANTEED. Please make sure you have wireless capabilities and have charged your laptop. Please remember that students attend the Volunteer Opportunities Fair to apply to and learn more about volunteer opportunities, but also to research what organizations are out there in their field. It might not be reasonable to expect that all students who visit your booth know a great deal about your organization as this fair is an excellent learning opportunity for students. Floor Plans: Unfortunately, it is not possible for us to provide you with a copy of the floor plan in advance of the fair. If you have special needs, please be sure to communicate this to Volunteer Fair Coordinator, who will in turn do her best to ensure you have a booth that is suitable for you. Communication is the key to success. Often the person making the arrangements for an organizations participation in the fair is not planning to attend themselves. There have been situations where designated organization representatives have not been well informed regarding what to expect on event day, leading to confusion and stress. Please consider forwarding this prospectus to all representatives, and please provide Niamh OShea with the email addresses of the selected representatives so that any last minute changes or logistical details can be communicated with them. Be prepared! Due to the volume of student traffic and limited volunteer and staff members, it is difficult for us to make additional photocopies for you should you run out of material. The SEO is pleased to work with you in order to ensure your event needs are met. If you require any special accommodations, please be sure to inform Niamh OShea by August 31st, 2011. We will do our best to accommodate organizations in order to ensure a successful day for all who participate!

Carleton University Campus Map

UNICENTRE (UC)

PARKING (LOT #2)