Volunteer Opportunity: Florida Tennis Summit

Date and times are based on shift needs and availability. 

Ushers / Badge Watchers

Be the friendly face at every door, keep the right people in the right rooms, and keep sessions moving on time.

• Check badges at session and meal entrances; walk-ups without a badge go to Registration.
• Point attendees to their lane room and help fill seats from the front.
• Hold up time cards for speakers and close doors when sessions start.
• Count heads in each lane room and report numbers to the shift lead.

Registration

Make the first five minutes great: fast check-in, the right badge, and everything attendees need for the weekend.

• Check in attendees with the Eventbrite Organizer app; hand out badge, program, Bold Moves Passport and gift bag.
• Confirm each person’s lane and flag dietary or accessibility needs to the shift lead.

Photo / Video Collection

Capture the weekend and gather what attendees capture, so we have the story for recaps, social and next year’s promotion.

• Work the shot list: main-stage speakers, every lane room, awards, the live podcast, the Sweet Spot, the courts.
• Get candid moments of people connecting, not just people on stage.
• Share the upload link or QR code so attendees can add their photos; collect clips from the podcast nook.

Note Takers

Capture what was said and decided, so no great idea leaves the room and follow-up is easy.

• Cover one session each: the three lanes, the luncheon and the general sessions.
• Use the note template: key points, standards or practices groups drafted, questions raised and action commitments.
• Note quotes worth sharing (with the speaker’s name) for Media.

Play Facilitators

Get people on court and having fun, whatever their level.

• Run the Tennis Social or Community Coach Training and the Saturday stretch.
• Host the Skills Court in the Sweet Spot: red-ball mini court, target challenges and demos with vendors.
• Welcome first-timers, mix groups by level, and keep play safe.
• Set out and pack up equipment (balls, racquets, nets, targets) using the packing list.

Set Up

Turn empty rooms into the Summit before the first guest arrives.

• Place signage and wayfinding registration tables and the gift bag station.
• Set up the Sweet Spot zones: vendor table labels, lounge tents, Love ALL Wall, photo moment.
• Stock lane rooms with materials: flip charts, cards, markers, table tents.
• Check every item off the master signage list and set-up schedule.

Breakdown

Take it all down, pack it all up, and take a well-earned breath.

• Help vendors break down, then pack signage, materials and equipment using the packing list.
• Collect lost and found, leftover gift bags and supplies; inventory what comes back to the office.
• Confirm each room is clear with the Hotel Liaison before leaving.

Gift Bags

Make sure every attendee walks away with a bag that makes our sponsors look great.

• Collect about 250 items from vendors and sponsors; log what arrived and from whom.
• Assemble bags at the office before the event; add a Foundation piece and the program if not handed out separately.
• Stock the registration station and hand out bags at check-in.
• Track leftovers and items that arrive late; report to Kelly.

Cohort Help

Host a small group that meets throughout the weekend and keeps the momentum going after November.

• Welcome your cohort at the Friday meet-up and make introductions.
• Guide short discussions at Saturday’s Vendor and Network Hour and Sunday’s breakfast.
• Help each member name one concrete action they’ll take home, and write it down.
• Check in with your cohort within 30 days to see how their action is going; report back to Christine.