Convention Volunteers

Be a Part of Something BIG!

41st Annual Virginia Homeschool Convention
June 6 –8, 2024

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.

Onsite Registration Coordinator

The HEAV convention team is looking for an enthusiastic person, couple, or team to serve as on-site registration coordinator for the 2024 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, pre-registration coordinator, 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.