2015 NIH Regional Seminar – Grad Student Volunteers

Dear UCSD Community:

UCSD is the regional host for the NIH Regional Seminar on Program Funding and Grants Administration. Please help us make it a success and attend for free!

On behalf of the National Institutes of Health, I would like to thank you for considering volunteering for the NIH Regional Seminar on Program Funding and Grants Administration! In less than two months’ time, we will be meeting in San Diego for what we anticipate to be a successful seminar because of your dedication and enthusiasm.

 This letter outlines details that are specific to your role as a volunteer. Please note the volunteer orientation section below. We realize that many of you, in addition to volunteering, will also be attending the Seminar. You will receive a separate letter with general Seminar and area information.

Online Registration

To register as a volunteer for this event, please complete our online form at: https://www.regonline.com/2015regionals-volunteers-sandiego

When prompted for an access code, please enter Volunteer2015 to begin your registration.

Volunteer Orientation

We will be holding a volunteer orientation each morning prior to the day’s events to detail your responsibilities and answer all your questions. Although you are welcome to attend the session that is most convenient for you, the days of the seminar are often hectic, so we require your attendance at the orientation so you can learn about your role as a volunteer at the orientation rather than on-the-job! The available sessions are as follows:

  • Wednesday, October 14, at 7:00am at the hotel (Room TBD)
  • Thursday, October 15, at 7:00am at the hotel (Room TBD)
  • Friday, October 16, at 7:00am at the hotel (Room TBD)

Description of Volunteer Responsibilities

There are a number of options for volunteer responsibilities. We ask that all volunteers commit to being present for the entire day for which they volunteer. As you register online, you will be required to select the sessions and roles you would like to perform throughout the day. Please note these assignments are tentative and you will receive a confirmation letter detailing your schedule closer to the event.

Volunteer options:

  • Registration: Registration volunteers will register people on-site and may also ensure each person requesting entrance has a valid registration.
  • Room Monitor for Sessions: Room Monitor volunteers will attend the identified session to assist with speaker requests; assist people in being seated; set up name tents; take headcounts; hand out evaluation forms; and display time-warning signs to the speaker.
  • Room Monitor for 1:1: Room Monitor volunteers for the “Meet the Experts” 1:1 session will help attendees using the computer kiosks to sign up to meet with faculty experts.  They will also take headcounts and hand out evaluation forms, and provide any assistance needed to the faculty experts. Please note that this task will be assigned to you for the entire day.
  • Data: Data Entry volunteers will enter evaluation data from paper forms; etc.

 Float: Floater volunteers will assist with any of the above tasks as needed. They may also set up lunch table topics; assist in break down activities and packing, and any other duties as needed.  Note that a Float assignment is not a break.

Volunteer Lounge

On the seminar, there will be a volunteer lounge (Room name and location TBD). Please consider this your space during breaks – you are welcome to leave coats, bags, etc. there, although doors will not be locked.

Hotel and Transportation Information

The Seminar is taking place at the Hilton San Diego Bayfront hotel in Downtown San Diego. The address is 1 Park Boulevard, San Diego, CA 92101.

On-site parking costs $25/day (with in-and-out privileges), and valet parking costs $34/day.

You may also opt to take public transportation. The San Diego Metropolitan Transit System (SDMTS) provides service throughout San Diego, with stops spanning from San Ysidro to Santee. The green line provides service through downtown via Harbor Drive and the hotel is located closest to the Gaslamp Quarter station. For more information on the SDMTS, click here.

Contact Information

I will be your primary volunteer coordinator on-site and can be reached at all times up to and during the seminar should you have any questions.  Contact me by email at bsilverman@rippleeffect.com or by phone at (800) 277-5708 x707.

I look forward to meeting you all at orientation and working with you to put on a successful Seminar!

Warm regards,


Brian Silverman

Ripple Effect Communications, Inc.

2400 Research Boulevard, Suite 305

Rockville, Maryland 20850

Phone: 800-277-5708 x707

E-mail:  bsilverman@rippleeffect.com


UCSD Contact for This Event:

Megan Murphy

ORU Core Services Event Coordinator

Email: mem001@ucsd.edu




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