Student Volunteer Program

Student Volunteer Details

If you are interested in volunteering at the 2026 BMES Annual Meeting in Orlando, FL, please read the details below before submitting the application form linked at the bottom of the page

• Requirements to Qualify

  Before applying, please carefully review the following requirements and expectations you agree to meet by submitting an application:

  • You must be a current BMES student member to volunteer.

  • Volunteers are expected to arrive on time and complete all assigned shifts in full. Volunteer shifts and responsibilities vary in length, timing, and assignment depending on conference needs. (See “Time Commitment” below for additional details.)

  • It is expected that all volunteers adhere to their assigned schedules and instructions provided by the Student Volunteer Managers. Failure to complete assigned responsibilities, arriving late, leaving early, or missing a shift may result in forfeiture of your volunteer reimbursement. Student Volunteer Managers have final discretion regarding reimbursement eligibility.

  • While we will not schedule you during any platform, poster, or special session presentation times you disclose, you may still be scheduled during other conference sessions, networking events, meals, or activities. We will also do our best to avoid scheduling conflicts with ticketed events you sign up for after registering for the meeting; however, this cannot be guaranteed. All schedules and assignments are subject to change.

  • You must be willing to assist conference organizers and attendees as needed and perform all assigned tasks with a professional, friendly, and flexible attitude.

  • Volunteers are required to adhere to a business casual dress code. Sneakers are not permitted during volunteer shifts.

  • Volunteers assigned to ticketed events will not be permitted to consume event food or beverages while working unless otherwise instructed by conference staff.

  • If accepted into the program, you are expected to regularly monitor and respond to communications sent to the email address provided on your application in a timely manner.

• Time Commitment

  We require volunteers to be available for at least 8–10 hours during the following conference dates and times. Volunteer shifts vary in length, timing, and responsibilities based on conference needs.

  Wednesday, October 21
  7:00 a.m. – 10:00 p.m.

  Thursday, October 22
  7:00 a.m. – 10:00 p.m.

  Friday, October 23
  7:00 a.m. – 10:00 p.m.

  Saturday, October 24
  7:00 a.m. – 8:00 p.m.

  Please note that while we will not schedule you during any platform, poster, or special session presentation times you disclose, you may still be scheduled during other conference sessions, networking events, meals, or activities. We will also do our best to avoid scheduling conflicts with ticketed events you sign up for after registering for the meeting; however, this cannot be guaranteed. All volunteer schedules and assignments are subject to change based on conference needs.

  While we will try 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 scheduling requests. The more flexible you are with your availability, the more likely you are to be selected for the program.

• 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 Thursday, July 31 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 Thursday, August 20 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.