Student Volunteer Program

Student Volunteer Details

If you are interested in volunteering at the 2025 BMES Annual Meeting in San Diego, Calif., please read the details below before submitting the application form linked at the bottom of the page

• Requirements to Qualify

  Before applying, please consider the following requirements you agree to meet by submitting an application.

  1. You must be a BMES student member to volunteer. 

  2. We require that volunteers show up on time for appointed shifts to fulfill their commitment. (See “Time Commitment” below for full details.)

  3. It is the expectation of the BMES that you adhere to your appointed schedule.

     Note: We will not schedule you to volunteer during any platform, poster, or special session presentation times you disclose. We will also not schedule you during any ticketed events you sign up for after registering for the meeting.

  4. You must be willing to aid and assist conference organizers and perform all tasks with a friendly disposition and can-do attitude.  

  5. You are required to adhere to a business casual dress code – no sneakers.

  6. You will not be permitted to consume food or drinks during ticketed events for which you are assigned.

  If you qualify and are accepted into the program, it is expected that you will check the email provided on the application in a timely manner for updates from the volunteer program managers.

• Time Commitment

  We require volunteers to be available for at least 8-10 hours during any of the following time slots:

  • Wednesday, October 8 

    7:00 a.m. – 10:00 p.m.

  • Thursday, October 9

    7:00 a.m. – 10:00 p.m.

  • Friday, October 10

    7:00 a.m. – 10:00 p.m.

  • Saturday, October 11

    7:00 a.m. – 8:00 p.m. 

  • Sunday, October 12

    7:00 a.m. – 4:00 p.m. 

  Note: We will not schedule you to volunteer during any platform, poster, or special session presentation times you disclose. We will also avoid scheduling you during any ticketed events you sign up for after registering for the meeting. Please note that all times are subject to change. While we will do our best to schedule local students on the first and last days of the meeting to help accommodate travel for non-local volunteers, we cannot guarantee specific schedule requests.

• Volunteer Roles

  Below is an overview of the different volunteer roles you may be asked to perform:  

  • Set up the speaker presentation (these will be pre-loaded on the computer).

  • Make sure nothing is missing from the standard room setup (podium with mic, laptop, projector, and screen)

  • Ensure the podium has water.

  • Check lighting and room temperature (request facilities to adjust as necessary).

  • Monitor microphone sound. You will track down and notify the AV tech if there is any feedback.

  • Assist with microphones in the room for Q&A.

  • Take headcount mid-session for attendance.

  • Monitor time and visually signal the speaker if they are running behind.

  • Ensure that the conference center refreshes the room and head table after each session.

  • Distribute and collect evaluations if applicable.

  • Assist with access control by ensuring all attendees are wearing a badge.

  • Provide directions for attendees to attend sessions and events throughout the meeting space.

  • Assist BMES staff at registration (answering questions, providing handouts, etc.).

  • Collect tickets at the door for ticketed events.

  • Managing the speaker ready room.

  • Any other duties/assignments as needed.

• Acceptance Notice

  If accepted into the BMES Student Volunteer Program, BMES will contact you on or before Monday, August 11 with instructions for registration. You will initially pay the full $425 student registration rate. After completing your scheduled volunteer roles at the conference, BMES will reimburse you $275, bringing your total cost down to $150.
  
  You will have until Wednesday, August 13, to accept and register for the conference.
  
  If you do not fulfill your time commitment at the appointed time as assigned by program managers, you will not qualify to be a volunteer again at future meetings.