2026 - Facilitator & Volunteer Hub

2026

Welcome to the official information page for TIA Conference Facilitators and Volunteers. Here you will find everything needed to prepare for the conference, including important dates, expectations, logistics, and support information. Reviewing this page fully will help ensure a smooth and organized conference experience for everyone.

Important Dates

Required: Facilitator / Volunteer Pre-Conference Meeting

All facilitators and volunteers must attend one of the following required preparation sessions. These meetings will cover important role expectations, procedures, and conference logistics.

You only need to attend ONE session.

Option 1: Thursday, May 28 | 9:00 – 10:00 AM (Central Time) Zoom Link
Option 2: Friday, May 29 | 1:00 – 2:00 PM (Central Time) Zoom Link

Additional Key Dates

Registration Deadline: April 28
Conference Dates: Wednesday, June 10 - Friday, June 12

Role Expectations

The following expectations are in place to ensure a smooth, organized, and professional conference experience. Please review the responsibilities for your assigned role carefully.

Volunteer Responsibilities

Volunteers support the overall flow and logistics of the conference. Flexibility, professionalism, and responsiveness are essential.

Responsibilities include:

Attend one required pre-conference meeting
Arrive at your assigned location at least 10 minutes prior to your shift start time
Remain in your assigned role/location for the full duration of your shift
Maintain a welcoming, professional, and helpful presence
Assist attendees with general questions and directions
Support registration or other assigned logistics as instructed
Communicate any concerns or issues promptly to conference leadership
Follow all guidance provided during training and throughout the event

Facilitator Responsibilities

Facilitators are assigned to specific session rooms and are responsible for ensuring sessions run smoothly and on schedule.

Responsibilities include:

Attend one required pre-conference meeting
Arrive at your assigned room at least 10 minutes before each session
Remain in your assigned room for the full conference day
Welcome attendees and maintain a professional environment
Assist presenters with basic needs (materials, timing, room coordination)
Take attendance/headcounts for each session and submit as instructed
Share the session feedback QR code or link with attendees
Monitor time and help ensure sessions begin and end on schedule
Report any room or AV issues promptly to conference support staff

Check-In and Arrival Procedures

To ensure a smooth start to each conference day, please follow the check-in and arrival procedures below.

Check-In Location

Henry B. González Convention Center
900 E. Market Street, San Antonio, Texas, 78205

Location: Third Floor (Signage and conference staff will be available to assist.)

Upon Arrival

All Facilitators and Volunteers should:

Check in at the main Registration table area for all attendees using the app
After you receive your badge, stop by the separate Presenter/Volunteer Check-in table
Review your room or assignment location
Confirm any last-minute updates with conference staff
Be in your assigned location at least 10 minutes before your responsibilities begin each day

Day-Of Support & Who to Contact

During the conference, timely communication is essential to ensure sessions run smoothly and attendees have a positive experience. Please use the guidance below if you need assistance.

Immediate Assistance (On-Site Issues)
For urgent matters during the conference (room issues, presenter concerns, technology problems, assignment clarification, etc.), contact:

Primary Conference Contact:

Jeremy Poston
Title: Specialist
Phone/Text: 512-968-6313
Email: jeremy.poston@esc20.net

If calling or texting, please include:

Your name
Your assigned role (Facilitator or Volunteer)
Your room or assignment location
A brief description of the issue

Types of Issues to Report Immediately
Prompt communication helps us resolve issues quickly and keep the conference on schedule.

Presenter has not arrived
Technology or AV malfunction
Room is locked or inaccessible
Safety concern
Attendance submission issue
Assignment confusion
Attendee disruption or behavioral concern
Any situation that may delay or interrupt a session

Non-Urgent Questions
For non-urgent questions during the conference, please wait until a natural break between sessions or contact Jeremy via email if it does not require immediate resolution.

Attendance Submission Process

To support smooth conference operations and accurate session records, facilitators will use designated tools during the conference. Please review the process below carefully.

Attendance Submission (Facilitators Only)
Facilitators are responsible for recording and submitting attendance for each session they support. Accurate and timely submission is essential.

Process:

At the start of each session, take a headcount of attendees.
Open the designated Attendance Submission Google Form (link will be provided prior to the conference).
Complete all required fields, including:
- Your name
- Room / Session location
- Session title or time block
- Attendance count
Submit the form immediately following each session.

Timely submission ensures accurate reporting and prevents follow-up requests after the conference.

Monitoring and Support

Attendance submissions will be monitored throughout the conference by:

Taunya Brazil
Conference Data Support

If information is missing or unclear, you may be contacted to verify or resubmit attendance. Please remain reachable during the conference day.

Communication During the Conference

To support real-time coordination, facilitators and conference staff may be placed into small communication groups (text or messaging). These groups will be used for:

Quick updates
Missing attendance reminders
Room or schedule adjustments
Important conference notifications

Details and setup instructions will be provided closer to the conference.

Expectations

Submit attendance for every session you support
Submit forms promptly and accurately
Remain reachable during the conference day
Follow any instructions provided during the pre-conference meeting

Accurate data helps ensure the success and integrity of the conference.

Frequently Asked Questions (FAQ)

Do I have to attend one of the pre-conference meetings?

Yes. All facilitators and volunteers are required to attend one of the scheduled pre-conference meetings. Important role expectations and procedures will be reviewed during that time.

What if I cannot attend either meeting time?

Please email: tiaconinfo@gmail.com as soon as possible to discuss next steps. Attendance is expected to ensure readiness for the conference.

When should I arrive on the day of the conference?

Plan to arrive early enough to check in and be in your assigned location at least 10 minutes before your responsibilities begin.

Where do I check in?

Check-in location will be on the third floor of the Henry B. González Convention Center. More details will be shared prior to the conference and reviewed during the pre-conference meeting.

What if I am running late?

Contact Jeremy Poston immediately. Include your name, assigned role, and location so adjustments can be made if necessary.

What if my presenter does not show up?

Notify Jeremy Poston right away so we can determine next steps.

What if the technology in my room is not working?

Report the issue immediately to conference support using the day-of contact information provided. Do not attempt to troubleshoot beyond basic steps unless instructed.

When do I submit attendance?

Attendance must be submitted after each session you support using the designated Google Form. Submit promptly to ensure accurate reporting.

What happens if I forget to submit attendance?

You may be contacted during the conference to provide the missing information. Repeated delays may impact future facilitator assignments.

Who should I contact during the conference if I have a question?

For urgent issues, contact Jeremy Poston. For attendance submission questions, Taunya will be monitoring and may follow up as needed.

Will there be a communication group during the conference?

Yes. Communication groups (text or messaging) will be created closer to the conference to support real-time coordination.

What should I wear?

Business attire is recommended unless otherwise specified during the pre-conference meeting.

Thank you for serving as a facilitator or volunteer for the TIA Conference. Your professionalism, preparation, and responsiveness are essential to ensuring a smooth, organized, and high-quality experience for all participants. Please review this page carefully, attend your required pre-conference meeting, and follow all guidance provided throughout the event.

We appreciate your time, commitment, and support in helping make the conference successful.

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