Volunteer Guide: Global Wildlife Fair 2025

Welcome to the Global Wildlife Fair Volunteer Program!

Your role as a volunteer is vital to the success of the Global Wildlife Fair (GWF) 2025. Your contributions will ensure a smooth, enjoyable, and impactful event experience for all attendees. Below is a detailed guide to the various volunteer roles available.

Volunteer Roles:

Registration Team

Role: Manage attendee check-ins, distribute event materials, and provide directions.

Responsibilities:

• Set up and maintain the registration desk.
• Check-in guests, and provide event programs, badges, and brochures.
• Answer general inquiries and direct attendees to sessions and locations.
• Ensure efficient flow at the desk, especially during busy times.
• Support any issues or needs at the registration area.

This role is key to ensuring a seamless entry experience for all attendees.

What You'll Gain as a Registration Team Volunteer
As part of the Registration Team, volunteers will develop real-world skills that go beyond the desk. You'll get hands-on experience in event coordination, learning how to interact with people from all walks of life, and offering them a warm welcome. From managing check-ins to guiding attendees through the event, you'll sharpen your communication and people skills. It's a great opportunity to build confidence in handling busy moments, troubleshooting on the spot, and ensuring things run smoothly—all while being a friendly face that sets the tone for a great experience at the fair!

Exhibition Reception Team

Role: Help exhibitors set up, meet their needs during the event, and direct visitors.

Responsibilities

• Guide exhibitors to their booths and assist with setup.
• Serve as a liaison between exhibitors and event organizers.
• Ensure smooth visitor flow throughout the exhibition area.

What You'll Gain as an Exhibition Reception Team Volunteer
Volunteering with the Exhibition Reception Team puts you at the heart of the action, working closely with exhibitors and event organizers. You’ll get hands-on experience helping exhibitors set up their booths, which will sharpen your problem-solving skills and teach you how to manage multiple tasks. It’s a fantastic opportunity to meet people from all over the world and learn how large events come together behind the scenes. 

Workshop, Lectures & Panel Discussion Support

Role: Assist with the logistics of workshops, lectures, and panel discussions.

Responsibilities:

• Set up rooms with necessary equipment and materials.
• Provide technical assistance for microphones, projectors, etc.
• Help attendees navigate to workshops and panel discussions.
• Oversee food, tea, and coffee arrangements for speakers and dignitaries.
• Organize stoles, plants, and awards for speakers.
• Coordinate with artists to ensure workshop materials are prepared.
• Assist with the distribution of art supplies during workshops.

This role ensures the smooth functioning of workshops and sessions while maintaining a welcoming environment.

What You'll Gain as a Workshop, Lectures & Panel Discussion Support Volunteer
As a volunteer in this role, you’ll play a vital part in making sure workshops, lectures, and panel discussions go off without a hitch. You’ll learn how to set up technical equipment, coordinate event logistics, and manage last-minute requests, all while keeping a calm and welcoming environment.
You will meet the stalwarts of wildlife conservation and ecotourism and learn from their perspectives which will help in shaping up your future and career path.

Information Team

Role: Provide information and assistance to visitors and exhibitors, and support volunteer coordinators.

Responsibilitie:

• Operate the Information Tent near the site entrance.
• Answer visitor questions about the event, local services, and facilities.
• Assist with volunteer registration and provide support to other teams.
• Make tannoy announcements to convey important information.
• Stay informed about the event schedule to direct attendees effectively.

What You'll Gain as an Information Team Volunteer
As the go-to person for event information, you’ll develop incredible communication and multitasking skills.You’ll get to know the ins and outs of the fair, making you a key part of creating a smooth, enjoyable experience for everyone. By volunteering in this role, you’ll gain confidence in public speaking and become skilled at handling high-pressure situations with ease.

Optic Company Support

Role: Assist optic companies in setting up their displays and managing crowd flow.

Responsibilities:

• Help unpack and set up company equipment.
• Assist with customer inquiries and product demonstrations.
• Provide technical support and manage booth traffic.

Address immediate needs of optic company representatives.

What You'll Gain as an Optic Company Support Volunteer
If you’re tech-savvy or curious about high-end optics, this is the perfect opportunity for you. You’ll learn how to communicate technical information to a wide range of visitors and how to keep a busy booth organized and welcoming. This is a chance to build strong customer service skills and develop a deep understanding of how products are showcased at major events.

Wildlife NGOs and Communities Assistance

Role: Coordinate with wildlife NGOs and communities attending the fair.

Responsibilities:

• Help NGOs set up their booths and presentation materials.
• Assist in organizing special sessions.
• Facilitate interactions between NGOs and attendees.
• What You'll Gain as a Wildlife NGOs and Communities Assistance Volunteer
• This role will connect you with passionate conservationists and grassroots communities working to protect wildlife. By the end of the fair, you’ll have a deeper understanding of the challenges and triumphs of conservation work, as well as the role communities play in these efforts.

What You'll Gain as a Wildlife NGOs and Communities Assistance Volunteer
This role will connect you with passionate conservationists and grassroots communities working to protect wildlife. By the end of the fair, you’ll have a deeper understanding of the challenges and triumphs of conservation work, as well as the role communities play in these efforts.

Award Function & Inaugural Dinner (October 9)

Role: Support the organization of the gala night dinner and awards ceremony.

Responsibilities:

• Welcome guests, guide them to their seats and ensure a smooth check-in process.
• Assist with stage management and awards presentation logistics.
• Collaborate with event coordinators to ensure smooth dinner service.
• Liaise with the compere and performers to meet their needs.
• Oversee the green room for dignitaries and performers.
• Monitor food service quality and timing.
• Ensure the projector, speakers, and lighting are set up and functional.
• Organize gifts and awards ahead of the ceremony.
• Escort dignitaries and manage guest seating during the event.
• Organize and oversee the diya lighting ceremony.
• Usher guests in and out, manage queues, and keep the area tidy.
•  Assist during presentations to manage transitions and handle any issues that arise.
•  Provide general support to attendees and ensure that all aspects of the evening contribute to a successful and memorable event.
•  Prepare speakers for their segments, including briefing them on the schedule and their roles.
•  Usher visitors in and out of the marquee, manage queues, count visitors as they enter, and keep the marquee tidy.
•  Arrange props on the stage as needed

This role helps ensure the gala night runs smoothly and leaves a lasting impression on attendees.

What You'll Gain as an Award Function & Inaugural Dinner Volunteer
Volunteering for the gala night and awards ceremony will give you hands-on experience in event management, from handling logistics to ensuring smooth guest experiences. You’ll develop strong organizational and multitasking skills, working closely with dignitaries and performers. 

Networking Dinner (October 10 & 11 Evenings)

Role: Assist with the smooth operation of the evening networking dinners.

Responsibilities:

• Help with guest seating and facilitate introductions between attendees.
• Coordinate with the event team for food and drink service.
• Ensure the venue is prepared for networking activities.

What You'll Gain as a Networking Dinner Volunteer:
Assisting with the networking dinners offers a wonderful chance to connect with industry professionals and conservationists while enhancing your people management skills. You’ll get to practice hospitality and coordination in a professional setting, while also witnessing first-hand how important networking opportunities can lead to impactful collaborations. 

Media & Photography Team

Role: Capture key moments, assist media personnel, and manage social media updates.

Responsibilities:

• Work with photographers and videographers to cover various sessions.
• Assist media personnel with session access and interviews.
• Manage live social media updates during the event.

What You'll Gain as a Media & Photography Team Volunteer
As part of the Media & Photography Team, you'll be in the heart of event coverage, helping to capture and share the fair’s most important moments.This role offers an excellent opportunity to enhance your technical skills and build a portfolio of professional work in a fast-paced, creative environment.

Site Team

Role: Ensure the safety and smooth operation of the event by patrolling the site.

Responsibilities:

• Patrol the event area to resolve any issues.
• Assist with parking and traffic control on the event grounds.
• Support site security and safety protocols.
• Manage crowd control for a comfortable event environment.
• Help the Recycling Team maintain cleanliness and sustainability.
• Answer questions from exhibitors and visitors and provide professional assistance.
• Assist with the site take-down after the event ends on October 12th.

What You'll Gain as a Site Team Volunteer
Being part of the Site Team means you’ll be instrumental in ensuring the smooth running of the event. You'll develop essential skills in event operations, from managing crowds to maintaining site safety and logistics. This role will give you a great understanding of the behind-the-scenes work that goes into large-scale events, while also honing your ability to think on your feet and solve problems in real time.

Additional Teams

Waste and Recycling Team

Role: Ensure the event site remains clean and sustainable by managing waste and recycling.

Responsibilities:

• Set up and monitor recycling points.
• Encourage proper use of recycling facilities by visitors and exhibitors.
• Assess and address waste management issues, including litter picking.
• Replace filled waste bags and move them to designated contractor bins.

What You'll Gain as a Waste and Recycling Team Volunteer
By joining the Waste and Recycling Team, you’ll contribute directly to the sustainability efforts of the fair. This role will provide you with hands-on experience in organizing and promoting sustainability, as well as the satisfaction of playing an essential role in keeping the event clean and green.

Art & Photo Exhibition Team

Role: Support the setup and management of the art and photography exhibition.

Responsibilities:

• Help arrange and organize the exhibition space.
• Guide visitors through the exhibits and answer questions.
• Maintain a tidy exhibition area and manage crowd flow.
• Assist artists during live demos or talks.

What You’ll Gain as an Art & Photo Exhibition Team Volunteer
As a volunteer for the Art & Photo Exhibition, you’ll play a key role in creating a welcoming and inspiring environment for visitors to engage with stunning artworks and photography. This experience will teach you how art connects people and ideas, making you part of something both meaningful and visually captivating.

Set up Site Team

Role: Prepare and organize the site for the Global Wildlife Fair.

Responsibilities:

• Marking Out Stands: Define and set up the layout for exhibitor booths and areas.
• Erecting Trellis Panels: Assemble and position trellis panels as required.
• Distributing Chairs and Tables: Set up and arrange furniture for exhibitors and visitors.
• Delivering Equipment: Transport and place equipment at designated stands.
• Event Coordination: Work closely with event organizers to set up Octonorms, fascia, and other structures at night before the event starts.
• Additional Setup: Assist with the installation of banners, standees, and any other visual elements required for the event.

Essential Qualification:

• Team Player: Ability to work collaboratively and “muck-in” with various tasks as needed.

What You’ll Gain as a Set-up Site Team Volunteer
Being part of the Set-up Site Team offers you hands-on experience in event planning and coordination. You’ll get to see how an empty space turns into a dynamic venue through teamwork and creative problem-solving. You’ll gain practical skills in organizing, setting up equipment, and collaborating with others under time-sensitive conditions.

Food & Merchandise Team

Role: Maintain cleanliness in the eating areas and support merchandise stalls.

Responsibilities:

• Ensure the eating areas for visitors and exhibitors remain clean and tidy throughout the event.
• Monitor tables for spills and help clear them to ensure a pleasant experience for attendees.
• Support the stalls selling merchandise by helping the communities and vendors with their products.
• Provide assistance to visitors interested in purchasing items or seeking information about the products.
• Collaborate with exhibitors and ensure that food stalls and merchandise areas run smoothly.

What You’ll Gain as a Food & Merchandise Team Volunteer
As a Food & Merchandise Team volunteer, you’ll be right in the heart of the event’s lively eating areas and stalls. You’ll develop multitasking skills, and help exhibitors at the same time. You’ll also sharpen your people skills as you assist visitors with their purchases and keep the atmosphere welcoming.

Art & Photo Exhibition Team

Role: Assist in managing and overseeing the art and photography exhibitions at the Global Wildlife Fair.

Responsibilities:

• Help set up the art and photo displays, ensuring they are properly arranged and visually appealing.
• Guide visitors through the exhibition areas and provide information on the artworks and photographs.
• Ensure the exhibition space remains clean and organized throughout the event.
• Coordinate with artists and photographers for any specific display requirements or adjustments.
• Monitor the flow of visitors to avoid overcrowding and ensure the safety of the exhibits.
• Assist with any interactive elements, such as live demonstrations or artist talks, during the exhibition.

What You'll Gain as an Art & Photo Exhibition Team Volunteer
Volunteering with the Art & Photo Exhibition team offers a fantastic opportunity to immerse yourself in the creative world of visual arts. You’ll work closely with artists and photographers, gaining valuable insights into the intricacies of curating and arranging exhibitions. This experience will not only enhance your appreciation for art and photography but also strengthen your communication skills as you guide visitors and provide information about the exhibits.

Press & Photo Booths Team

Role: Manage press interactions and facilitate smooth operations at photo booths.

Responsibilities:

• Coordinate with press and media representatives, ensuring they have access to necessary areas and information.
• Assist in setting up and maintaining photo booths for attendees, ensuring they run smoothly.
• Handle media inquiries, schedule interviews, and assist in setting up photo opportunities for guests and speakers.
• Ensure that photographers and videographers have clear access to key moments and events.
• Manage and direct visitor flow at photo booths, ensuring an organized and enjoyable experience.
• Assist press members with technical support and logistical arrangements.

This team will play a crucial role in maintaining positive press relations and ensuring attendees have memorable experiences at the photo booths.

Additional Information:

• Training and Equipment: Full training and protective equipment will be provided.
• Availability: The team will be active from Tuesday, October 9th, through the duration of the event. 

What You’ll Gain as a Press & Photo Booths Team Volunteer
Volunteering for the Press & Photo Booths Team will immerse you in the fast-paced world of media and event coverage. You’ll learn how to manage press interactions, handle technical support, and ensure photo opportunities run smoothly. This role will help you develop strong organizational and communication skills as you work with media personnel, assist with interviews, and manage photo booths for guests. You’ll be at the center of creating memories and making sure the fair’s most important moments are captured perfectly. It's a rewarding experience that will also boost your confidence in public relations.