Get Involved. Grow Your Network. Save on Registration.
Want to make the most of your Annual Meeting experience? The Student & Early Career Volunteer Program gives student, student transition, and early career professional members the chance to get involved behind the scenes while building valuable connections with fellow attendees, leaders in the field, and future collaborators.
As a volunteer, you'll gain a unique perspective on the meeting, expand your professional network, and help create an outstanding experience for the entomology community. Plus, volunteers who complete at least 6 hours of service are eligible to receive up to $150 USD toward their registration fee after the meeting.
Why Volunteer?
- Receive up to $150 USD reimbursement of your registration fee.*
- Meet and network with professionals from across the field.
- Gain valuable experience and become more involved in ESA.
- Play an important role in the success of the Annual Meeting.
*Volunteers must meet all program requirements and complete a minimum of 6 volunteer hours to qualify for reimbursement.
How It Works
Volunteer positions are assigned through a random selection (lottery) process.
- September 16 – A volunteer interest form will be emailed to all registered and paid student, student transition, and early career professional members. Eligible members can submit the online form to enter the volunteer pool.
- September 23 – Volunteer interest form closes.
- September 24 – Randomly selected volunteers will be notified and receive access to the volunteer scheduling system.
- Volunteers must select and schedule at least 6 hours of volunteer shifts by October 1.
- Any volunteer who has not scheduled the required 6 hours by the deadline will forfeit their spot, and another participant may be selected.
Volunteer Requirements
To participate, you must:
- Be fully registered for the Annual Meeting with a paid student, student transition, or early career professional member registration by the early registration deadline (September 14).
- Attend one of the required 30-minute volunteer training sessions before your first shift. Failure to attend a required training session may affect eligibility for future volunteer opportunities. Please note that this is a requirement even if you have volunteered before.
- Saturday, November 7: 5:00 PM - 5:30 PM
- Sunday, November 8: 12:30 PM - 1:00 PM
- Commit to at least 6 hours of volunteer service.
- Arrive on time and complete all scheduled shifts.
Important Dates
| Date | Activity |
| September 14 | Deadline to register at the early rate as a student, student transition, or early career professional member |
| September 16 | Volunteer interest sign-up form distributed |
| September 23 | Volunteer interest form closes |
| September 24 | Selected volunteers notified and scheduling opens |
| October 1 | Deadline to self-select and schedule 6 volunteer hours |
Volunteer Tasks
Whether you enjoy meeting new people, supporting presenters, helping with event logistics, or contributing to attendee activities, there is a volunteer role for you.
Volunteer assignments may include:
- Meeting Team Support – Assist ESA staff with ensuring a timer and laser pointer is present in every session room.
- Registration Volunteer – Welcome attendees, distribute badges and lanyards, answer basic questions, and help create a positive first impression.
- Presentation Preview Room Volunteer – Support presenters as they check and upload their presentation files prior to their session.
- Room Count Volunteer – Help track attendance in sessions throughout the meeting.
- Entomology Games Volunteer – Assist with set-up, facilitation, and updating brackets for the Entomology Games under the supervision of the Gamesmaster.
- Poster Set-Up/Tear-Down Volunteer – Assist with the installation and removal of poster numbers.
- Women in Entomology Breakfast Volunteer – Assist with general event needs and attendee check-in.
No matter which role you choose, you'll play an important part in creating a welcoming and successful Annual Meeting experience for fellow attendees while expanding your own professional network along the way.
Questions?
For questions about the Volunteer Program, please contact Danielle Tempesta.
Ready to make meaningful connections and get more from your Annual Meeting experience?
Volunteer, get involved, and become part of the team that helps make the meeting a success.