BMES Volunteers

Volunteer Applications Are Now Closed!

Volunteers play an extremely important role in the meeting’s overall success, and we appreciate the time commitment. The 2024 BMES Annual Meeting will take place in Baltimore from October 23 - 26, 2024. 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 $150.00 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 2024 student volunteer.


FRIDAY, JULY 19, 2024 at 3 P.M. ET

If you are interested in volunteering at the 2024 BMES Annual Meeting in Baltimore, Md., please read the details below before submitting the applicationm.

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 23 onsite in Baltimore.

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

  • Wednesday, October 23
    7:00 a.m. – 10:00 p.m.
  • Thursday, October 24
    7:00 a.m. – 10:00 p.m.
  • Friday, October 25 
    7:00 a.m. – 10:00 p.m.
  • Saturday, October 26 
    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 Friday, July 26, to provide you with your $150.00 registration code.

You will have until Monday, July 29, 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.