Student Volunteer Program

Volunteer Applications Update

Acceptance notices have been sent out from If you did not hear back with an acceptance notice, we encourage you to apply again next year.

No Longer Accepting Volunteer Applications 

Volunteers play an extremely important role in the meeting’s overall success, and we appreciate the time commitment. The 2023 BMES Annual Meeting will take place at the Seattle Convention Center from Wednesday, October 11- Saturday, 14. With your help, we can ensure our attendees have a great experience that leaves them excited to return next year.

 As a thank you for your service, student volunteers will pay a discounted registration rate of $100.00 for the full conference. This discounted registration is available to students who commit to work at least 8-10 hours at the meeting. We will do our best to accommodate your volunteer preferences. We have limited volunteer slots, so the more flexible you are, the higher the possibility of being chosen as a BMES 2023 student volunteer.

 Applications must be received by:
Thursday, August 3 at 3 p.m. ET

 If you are interested in volunteering at the 2023 BMES Annual Meeting in Seattle, WA, please read the details below before submitting the application form linked at the bottom of the page.

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

  1. You must be a BMES student 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 oral or poster presentation times you disclose.
  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.

 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.

 You must participate in the student volunteer training held on October 11 onsite in Seattle.

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

  • Wednesday, October 11 
    7:00 a.m. – 10:00 p.m.
  • Thursday, October 12 
    7:00 a.m. – 10:00 p.m.
  • Friday, October 13 
    7:00 a.m. – 10:00 p.m.
  • Saturday, October 14
    7:00 a.m. – 5:00 p.m. 

 Note: We will not schedule you to volunteer during any oral or poster presentation times you disclose.

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.

If accepted into the BMES Student Volunteer Program, BMES will contact you on or before Monday, August 14, to provide you with your $100.00 registration code.

You will have until Wednesday, August 16, 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.

To submit an application for this year's BMES Student Volunteer Program, please fill out the form linked below.


Submission Deadline:
Thursday, August 3 at 3 p.m. ET