National Women's
Martial Arts Federation

Conference Volunteer Roles

NWMAF’s annual conference isn’t possible without the help and participation of members like you… so thank you!

Take a look at the volunteer roles on this page (or view a sortable list). What are you able to do?

Please pay close attention to the deadlines. For everyone’s convenience, we need to know whether a volunteer role is filled or not by the date specified.

If you are interested in a role but can’t do it exactly as written, please reach out anyway! We might be able to arrange a handoff or divide the responsibilities.

Current Needs

Click on the role title for more information.

# Volunteers Needed: 1
August and September of preceding year

What's involved:

  • Create logo based on conference theme
  • Create fliers, postcards, and other materials

Qualifications:

  • Graphic design skills and tools

Compensation: $100 registration credit*

Estimated Time: 30 minutes (minimum)
Can begin immediately after previous conference; ends when trainer application closes in October.

If you have noticed gaps in our programming, help us fill them. We are especially interested in uncommon arts and practices, specialized curricula or knowledge, and trainers with diverse identities and life experiences.

What's involved:

  • Contact someone who would be a great instructor and let them know they can apply. Volunteer to answer their questions about NWMAF and the conference, and send them links to more information and the application.

Qualifications: None! But if you've attended at least one conference it would probably help.

# Volunteers Needed: 1-2
Estimated Time: Variable - less than 2 hours/week for ~16 weeks
Begins during trainer application process (October); ends when trainer contracts are returned (January).

What's involved:

  • Follow up on missing materials
  • Serve as point of contact for candidate questions
  • Help coordinate background checks and trainer contracts

Qualifications:

  • Strong organizational skills

Compensation: $100 registration credit* ($200 if only one)

# Volunteers needed: 3-5
Estimated Time: 20-30 hours total over ~10 weeks
Begins when application opens (September); decisions due mid-November.

What's involved:

  • Review every submitted class proposal and recommend acceptance or rejection
  • Work with other members of committee to propose final slate of trainers

Qualifications (see policy for complete information):

  • NWMAF member for 1 year
  • Practice of a martial art, self-defense, or healing art for 5 years
  • Cannot apply to be a trainer for the same conference

Compensation: $200 registration credit*

Roles we'll need later

# Volunteers Needed: 1
Estimated Time: 1-2 hours/week for ~20 weeks, then up to 5 hours/week for final 4 weeks
Begins when registration opens (January); ends at the conference (July)

What's involved:

  • Track registrations, follow up, and respond to questions/concerns
  • Assist Treasurer, Events Coordinator, and Development Coordinator with adjusting Wild Apricot invoices to reflect scholarships and other compensation
  • Contact Accessibility Coordinator, Housing Coordinator, and Check-in Materials Czar as necessary

Qualifications:

  • Strong organizational skills

Compensation: $400 registration credit*

# Volunteers Needed: 1
Estimated Time: 1-2 hours/month through April or May; more time (1-2 hours/week?) between then and the conference; at least 1 hour at the conference
Begins when registration opens (January); ends when conference ends (July)

What's involved:

  • Contact registrants who request accommodations
  • Work with Events Coordinator and venue to provide requested accommodations
  • Facilitate 1-hour accessibility orientation at beginning of conference
  • Address accessibility concerns from trainers
  • Connect with volunteers as necessary

Qualifications:

  • Strong understanding of accessibility concerns and corresponding accommodations

Compensation: $100 registration credit*

# Volunteers Needed: 1
Estimated Time: 40 hours total over 6 months
Begins when event volunteers start reaching out; ends when all wrap-up is completed after event

What's involved:

  • Work with Events Coordinator to track and follow up on roles and compensation for event volunteers [all volunteers whose roles take place at least partially during the event]
  • Serve as point of contact for volunteers and volunteer coordinators
  • Help Events Coordinator and Treasurer track registration credits

Qualifications:

  • Strong organizational skills

Compensation: $400 registration credit*

# Volunteers Needed: 1-2 per field
Need commitment by end of January.
Can begin as early as final class decisions (December); must be completed by end of May

What's involved:

  • Coordinate CEU approval for selected classes
  • Work with Events Coordinator and CEU Implementation Coordinator on requirements (evaluations, signatures, etc.) and advise on any wrap-up steps

Qualifications:

  • Understanding of CEU process for your field
  • Organizational skills

# Volunteers Needed: 1
Set schedule in January; all materials must be ready by end of May

What's involved:

  • Work with Secretary to create materials schedule
  • Create t-shirt design based on logo

Qualifications:

  • Graphic design skills and tools

Compensation: $100 registration credit*

# Volunteers Needed: 1
Set schedule in January; all materials must be ready by end of May

What's involved:

  • Work with Secretary to create materials schedule
  • Lay out booklet, including cover
  • You are NOT responsible for any content

Qualifications:

  • Layout design skills and tools

Compensation: $150 registration credit*

# Volunteers Needed: 1-3
Estimated Time: 5-10 hours total
Begin time is flexible; runs up to the conference

What's involved:

  • Work with board members on local publicity plan (fliers for performance, postcards to local schools, etc.)
  • Advise on local resources and amenities
  • Do small amount of in-person work, such as going to look at a space

Qualifications:

  • Local resident with good knowledge of the community

Compensation: $50 registration credit*

# Volunteers Needed: 1
Estimated Time: 1-2 hours before event; 2-4 hours at event plus one night on call
Begins 1-2 weeks before conference; ends once final report is sent to NWMAF board

What's involved:

  • Review list of first aid items, update if necessary, and acquire items if necessary (reimbursed by NWMAF)
  • Assemble and place first aid kits at event
  • Serve as point of contact and support for team
  • Develop schedule and distribute contact information
  • Make sure team members understand responsibilities and Universal Precautions for body fluid clean-up
  • Act as first aid team member in all respects (carry emergency contact list; provide assistance as needed/requested)
  • Provide reports and feedback after event

Qualifications:

  • Current first aid and CPR certifications
  • Preferred: Additional qualifications

Compensation: $400 registration credit*

# Volunteers Needed: 1-3
Estimated Time: Contact with team coordinator ahead of time; 2-4 hours during conference plus one night on call
Begins when conference begins; ends once final report is submitted to team lead

What's involved:

  • Work with team lead to create schedule; be on call one night
  • Carry emergency contact list
  • Provide assistance as requested/needed
  • Maintain a brief log of first aid activities during event, and send to team lead for compilation afterwards

Qualifications:

  • Current first aid and CPR certifications

Compensation: $400 registration credit*

Estimated Time: 5 hours or less total
Do you know a campus or camp that would make a great venue for the conference? Help us bring this event to your backyard!

What's involved:

  • Get the name and address of a venue that meets all our requirements, plus the contact person for renting it
  • Get a ballpark estimate of rental costs, housing, and food
  • A small amount of "on the ground" work - ideally a one-on-one tour, where you can walk around with your contact and ask them questions

Qualifications:

  • None! But if you've attended at least one conference it would probably help.

# Volunteers Needed: 1-2 per group
Estimated Time: 1-2 hours at event, plus any prep you want to do
Need commitment by April 1 for scheduling purposes

What's involved:

  • Host or facilitate an affinity group of discussion for members of a protected or marginalized group

Qualifications:

  • You should be a member of the group you want to invite

# Volunteers Needed: 1-4 per event
Estimated Time: Up to you!
Need commitment by April 1 for scheduling purposes.
Type of event (including intended audience) and rough needs (space, time of day) should also be sent to NWMAF at this time.

What's involved:

  • Plan a social event for members or part of membership
  • Keep Events Coordinator up to date but work independently

Qualifications:

  • Organizational skills


If we don't get a volunteer, there will be no organized social events.

# Volunteers Needed: 1-2 per event or group
Estimated Time: Time needed for actual activity, plus as much planning as you want to do
NWMAF holds space for prayers, 12-step groups, or early-morning free workouts. If you want to add a new activity or group, please reach out by April 1 to be sure logistics get worked out.

What's involved:

  • Serve as point of contact and/or facilitator for free-standing group or activity
  • Prepare for and run activity

Qualifications: None!

# Volunteers Needed: 1-2
Estimated Time: 1 hour/week for ~10 weeks
Booklet copy must be completed by end of May. Trainer contact runs up to the conference.

What's involved:

  • Verify class titles, descriptions, and bios for the booklet
  • Serve as point of contact for trainer questions

Qualifications:

  • Strong organizational skills

Compensation: $50 registration credit* ($100 if only one)

# Volunteers Needed: 1
Estimated Time: 10 hours total
Begins 2-3 months before the conference; runs up to the conference

What's involved:

  • Serve as point of contact for trainers regarding equipment and space needs
  • Work with Events Coordinator to obtain additional equipment as necessary (rent mats, arrange loans from local schools, etc.)
  • Work with Set-Up Team Coordinator on set-up needs

Qualifications:

  • Organizational skills

Compensation: $100 registration credit*

# Volunteers Needed: 1
Estimated Time: 5 hours before conference; 1-2 hours at conference
Begin time is flexible; ends when bazaar is taken down Saturday night

What's involved:

  • Work with Development Coordinator to plan Saturday night bazaar and raffle
  • Solicit raffle donations
  • Assist with bazaar set-up and serve as point of contact for vendors

Qualifications:

  • Organizational skills

# Volunteers Needed: 1
Estimated Time: 1 hour/week for 6-8 weeks before conference; 3-4 hours at conference
Can begin earlier, but should start soliciting acts by May; runs through the performance at the conference

What's involved:

  • Serve as point of contact for interestd performers
  • Help solicit acts for performance
  • Organize performance and help run rehearsal
  • Work with and support Stage Manager

Qualifications:

  • Organizational skills
  • Preferred: Experience with coordinating performances

Compensation: $100 registration credit*

# Volunteers Needed: 1 per field or 1-3 total
Begin a month before conference; end when necessary follow-up is completed afterwards

What's involved:

  • Coordinate to fulfill CEU requirements (evaluations, signatures, etc.)
  • Perform any post-even wrap-up and/or correspondence wiwth attendees

Qualifications:

  • Organizational skills
  • Preferred: Familiarity with common CEU approval processes

Compensation: $50 registration credit*

# Volunteers Needed: 1-2 per event or group
Estimated Time: Time needed for actual activity, plus as much planning as you want to do
If you want to facilitate prayers, 12-step groups, or early-morning free workouts, let NWMAF know by May 1 for formal inclusion in the schedule.

What's involved:

  • Serve as point of contact and/or facilitator for free-standing group or activity
  • Prepare for and run activity

Qualifications: None!

# Volunteers Needed: 1
Estimated Time: 10-20 hours total over two weeks
Must be completed by venue's deadline, usually 3 weeks before conference begins

What's involved:

  • Assign roommates based on registration forms and/or preferences
  • Field housing questions and make adjustments

Qualifications:

  • Strong organizational skills

Compensation: $200 registration credit*

# Volunteers Needed: 1
Estimated Time: 2-4 hours before event; 1-3 hours at event
Begins 1-2 weeks before conference; ends when conference is taken down

What's involved:

  • Work with Equipment Czar to discuss needs for specific classes
  • Coordinate volunteers, supplies, and schedule
  • Serve as contact point for team
  • Provide reports and feedback after event

Qualifications:

  • Organizational skills

# Volunteers Needed: 1
Estimated Time: 2 hours before event; 1-3 hours at event
Updates to materials must be completed by end of June; ends once final report is sent to NWMAF board after event

What's involved:

  • Update local resource list
  • Update materials for inclusion in check-in materials
  • Serve as point of contact and support for team
  • Provide reports and feedback after event

Qualifications:

  • Organizational skills
  • Crisis intervention, counseling, or emotional support experience

# Volunteers Needed: 1
Estimated Time: 2 hours before event; 1-3 hours at event
Updates to materials must be completed by end of June; ends once final report is sent to NWMAF board afterwards

What's involved:

  • Update materials for inclusion in check-in materials
  • Serve as point of contact and support for team
  • Provide reports and feedback after event

Qualifications:

  • Organizational skills
  • Preferred: Conflict resolution, mediation, or emotional support experience

# Volunteers Needed: 1
Estimated Time: 5 hours total
Begins on late date (late June?); must be done by first day of conference (July)

What's involved:

  • Work with Registrar and Events Coordinator to create check-in packets
  • Arrive at conference before check-in opens, to deliver packets

Qualifications:

  • Strong organizational skills
  • Preferred: Access to unlimited free printing!(but NWMAF will reimburse)

Compensation: $50 registration credit*

# Volunteers Needed: 1
Estimated Time: 3-4 hours at conference (including performance)
Begins when conference begins; ends when performance ends Saturday night

What's involved:

  • Work with Performance Coordinator to plan performance in available space
  • Coordinate lights, AV, etc. for performance and rehearsal

Qualifications:

  • Preferred: Familiarity with light, sound & AV systems

Estimated Time: 1-3 hours planning; 1-2 hours at conference
Must be present and ready to go by scheduled slot; ends when slot ends.

What's involved:

  • Develop and present content of trainer orientation (build camaraderie; convey expectations; answer questions and address concerns from trainers; etc.)

Qualifications:

  • Experience as trainer at one or more previous conferences

# Volunteers Needed: 1
Estimated Time: 2-4 hours before event; 1-3 hours at event
Have materials ready when event begins; ends once everything is taken down on Sunday

What's involved:

  • Create and set up signage for the conference (directions, room-table labels, etc.)
  • Be responsible for creating and posting additional signage as needed

Qualifications: None!

# Volunteers Needed: 1
Estimated Time: 1-2 hours before event; 1-3 hours at event
Be oriented and comfortable before conference begins; ends after last conference text is sent

What's involved:

  • Work with Events Coordinator and Secretary to develop plan for electronic communications via SMS or communication app
  • Communicate with attendees as planned, plus updates and changes as they happen

Qualifications: None!

# Volunteers Needed: 1
Estimated Time: 10 hours for sorting and uploading; 10 hours for minor editing (if applicable)
Begins when Photographer wraps up their photography; ends when photos have been sorted and uploaded

What's involved:

  • Sort through official photos from event and delete ones that are out of focus or include people wearing no-photo marker
  • Upload photos for Flickr for storage and to Facebook for sharing
  • Make minor edits if possible: fix brightness/contrast, straighten, etc.

Qualifications:

  • Sufficient hard drive space
  • Preferred: Graphics experience and access to editing software

Compensation: $100 registration credit for sorting and uploading; additional $100 registration credit for editing

Roles that have already been filled (Thank you!!)

# Volunteers Needed: 1
Estimated Time: ?
Begins at conference; ends when Post-Event Photo Editor receives photos afterwards

What's involved:

  • Take official NWMAF photos of conference
  • Get photos to Post-Event Photo Editor afterwards

Qualifications:

  • Photography skills and equipment
  • Preferred: Experience with martial arts or athletic photography

Compensation: $50 registration credit*

Roles we didn't get this year :(

*Registration credit can only be applied to your registration for 2021 or 2022. It may not be used for housing or camp purchases (shirts, raffle tickets, etc.), and is not transferable to other attendees or other years (excluding special circumstances). May be reduced or withheld if position is not fulfilled as described.

Color Coding

Before or after event only

Includes some work during and some work outside event

During event only

Registration credit available

Sign up at check-in for:

  • Registration helper
  • Purple Ribbon volunteer (emotional support)
  • Conflict resolution volunteer
  • Set-up volunteer

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The National Women's Martial Arts Federation is a non-profit organization.
Mail: NWMAF, 304 S Jones Blvd #2929, Las Vegas, NV 89107
E-Mail: secretary@nwmaf.org
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