Convention Volunteers
Be a Part of Something BIG!
42nd Annual Virginia Homeschool Convention
June 5–7, 2025
Graduation Coordinator
The HEAV convention team is looking for an enthusiastic individual or couple (could even be a homeschool graduate!) to serve as graduation coordinator for this year’s Virginia Homeschool Graduation at the Greater Richmond Convention Center on June 8, 2024.
You’ll be part of the HEAV convention team and will communicate regularly with staff members, including the office manager, finance manager, exhibit hall, security, operations, volunteers, etc.
The position requires approximately 8 to 10 hours per week from December through April, and more leading up to the weeks before the convention. The coordinator must be onsite during the convention, June 6-8, 2024.
Helpful Skills
You must have internet access and be proficient with Microsoft Word and Excel, comfortable with technology, and willing to learn additional platforms as necessary (Google Drive, Dropbox, and Trello in particular.) Strong customer service skills are also required.
Duties Include the Following:
- Communicate with parents of graduating students throughout the registration
- answer questions regarding registration, graduation ceremony, student biographies, acquisition of diplomas and regalia, etc.
- Work closely with the convention director and publications director
- Work with the data manager to update registration forms for the coming year
- Keep an up-to-date spreadsheet of graduates’ registration information
- Communicate with other convention team members, graduation vendors, and the Greater Richmond Convention Center staff in a timely manner
- Check regularly and respond in a timely manner to internal and external emails
- Attend quarterly convention team meetings
- Direct graduation volunteers on-site at the convention
- Create parent/graduate seating charts, parent/graduate name tags, diploma labels, parent/graduate seat labels, check-in envelope labels
- Be onsite at the convention from Thursday through Saturday to man the Graduation booth and direct the ceremony on Saturday.
- Depending on flow, this may include the Sunday after for the after-action review meeting, etc.
- Other duties as needed
Interested? Please send your resume to Jessica Vasquez, convention director, at convention@heav.org.
Registration Coordinator
The HEAV convention team is looking for an enthusiastic person, couple, or team to serve as the registration coordinator for the 2025 HEAV Virginia Homeschool Convention. You will be part of the HEAV convention team and must be onsite during the entire convention.
You must have internet access and be proficient with Microsoft Word and Excel, comfortable with technology, and willing to learn additional platforms as necessary (TicketSpice, Google Drive, and Trello). Strong customer experience and service skills are required.
Duties:
- Work closely with the convention director, database manager, finance manager, and office manager
- Communicate with other convention team members as needed.
- Check regularly and respond in a timely manner to internal and external emails
- Attend quarterly convention team meetings
- Direct on-site registration and pre-registration check-in volunteer team on-site
- Answer convention attendees’ questions at registration
- Be on-site at the convention from Thursday through Saturday to oversee and work at registration.
- Responsibly handle money/credit cards
- Other duties as needed
Interested? Please send a resume to the convention director at convention@heav.org.
Welcome Bag Coordinator
This is a short-term position that is all completed before the convention! Each attendee at the convention receives a “welcome bag,” a simple tote packed with coupons, flyers, and gifts from our sponsors and advertisers.
The HEAV convention team is looking for an enthusiastic family or group to serve as welcome bag coordinators.
The welcome bag team—you guessed it!—gathers those materials and stuffs the bags. This is a fun, fast-paced task, most of it done in May, that can involve the whole family.
The position requires approximately one hour every few weeks week from December through March and more leading up to the weeks before the convention.
You must have internet access and be proficient with Microsoft Word and Excel, comfortable with technology, and willing to learn additional platforms as necessary (Google Drive and Trello in particular.)
You’ll be part of the HEAV convention team and will communicate regularly with staff members, including the office manager, registration coordinator, publications director, sponsorship director, speaker coordinator, operations, etc.
Duties include:
- Work closely with the convention director and registration coordinator
- Check regularly and respond in a timely manner to internal and external emails
- Attend quarterly convention team meetings, if possible
Receive delivery of printed materials at the location you identify, and communicate that location to appropriate team members. - Receive delivery of welcome bags at the location you identify.
- Pick up boxes from U-Haul. Some delivery boxes can be reused, but not all.
- Retain a large space, like a two-car garage, dedicated to receiving the materials as they arrive, packing the materials, and for storing the boxes until they are moved to GRCC.
- Recruit people for packing day(s). Tweens and teens are great for this! The number will depend on the hours you are working, the method you use for assembly, and the speed your workers can maintain.
- Set up 4 to 6 tables and lay out delivered materials. Pick up a welcome bag, and pick one of each item until that item is gone. Load welcome bags into boxes.
- Transport to GRCC for distribution at registration. A 15’ truck was required in 2023.
- Other duties as needed
Interested? Please send resume or letter of interest to convention director at convention@heav.org.
Convention Volunteers
Amazingly, the convention relies on 600+ volunteers to run smoothly! Volunteering has never been easier—simply fill out our Volunteer Application and someone will contact you with more information. Don’t forget, volunteers shop first at the Used Curriculum Sale!
Children’s Program Volunteers
Do you love children and have a heart to serve? Can you help provide a welcoming and exciting environment for little ones? If so, please consider volunteering at this year’s Children’s Program! We need full-time adult and mature-teen leaders to help all day Thursday, Friday and Saturday, as well as some one-day assistants. Volunteering at the Children’s Program.
Volunteer Add-On Program Coordinator
We are also seeking an add-on coordinator who will assist the speaker coordinator in facilitating the convention’s Thursday add-an programs before, during, and after the annual convention. If you’re detail-oriented, love keeping things on track, and have great communication skills, this will be an enjoyable role for you!
This is a work-from-home position expected to take about 5-10 hours per week.
Click here to learn about the convention add-on coordinator.
Volunteer Keynote Coordinator
The keynote coordinator works alongside the convention director and speaker coordinator to seamlessly document, organize, and communicate keynote contracts and session details.
You’ll be the key link between the convention team and high-profile speakers, ensuring everything runs smoothly. If you’re highly organized, detail-oriented, and love working independently, this might be the role for you!
This is a work-from-home position expected to take about 10 hours per week.
