Call for volunteers - ESWW 2025

May 26, 2025, 12:00 AM → Jun 30, 2025, 11:59 PM UTC

Are you enrolled at the master level or a PhD student at a Swedish university? Do you like space weather, Solar-Terrestrial science and technology, or atmospheric physics? 

Join us as a volunteer at the European Space Weather Week 2025 in Umeå, one of the leading conferences in space weather and space climate, bringing together scientists, engineers, and policy makers from across Europe and beyond including NASA and ESA.

When & Where

The conference will take place in Umeå, from October 27-31, 2025. Volunteers are expected to arrive on Sunday, October 26 (or earlier) and be available throughout the entire conference week (Friday 31 full day included).
An introductory meeting will take place in the evening of Sunday, October 26  evening to brief all volunteers. 
A good level of spoken English is essential, since most of the conference participants are internationals.

What is expected of you?

As a volunteer, you will assist with the smooth running of the conference. Tasks include:

• Helping at the registration and information desks (we will need all volunteers on Monday morning)
• Technical support at session and supporting session chairs. Tasks include, e.g., collecting presentations and handling the hybrid part
• Helping during poster sessions 
• Helping set up rooms for specific events such as the fair. 
• Guiding participants and answering questions during the conference

Time Commitment

We expect you to help for 2.5 days during the conference and during the registration on Monday morning. The two shifts are:

• Monday 27 Oct to Wednesday 29 Oct until 12.30
• Wednesday 29 Oct from 12.30 to Friday 31 Oct

This schedule allows you to participate in sessions and network with leading experts when you are not helping. The conference runs four sessions in parallel, therefore you may as well follow a session you like when helping. You can look at the tentative schedule here. 

Who Can Apply

We are looking for volunteers that are: 

• Preferably on the master level (or year 4-5) or PhD students currently enrolled at a Swedish university/institution
• Students with an interest in space weather, geophysics, or related fields
• Individuals are available for the entire week of the conference

What You Get

• Free access to the full conference program including the conference dinner, welcome reception, music night and fair
• A certificate of participation 
• A unique opportunity to connect with the European space weather community 
• Travel, accommodation and any associated expenses are NOT included. However, we can help you book a bed in a triple or double room with other students for the week upon hotel availability.

Terms of participation and cancellation policy

By registering as a volunteer, you will have to agree to the full terms and conditions of the above points. If you cancel your participation after being selected and registered, you will be charged the student conference registration fee of 2500 SEK incl. VAT, unless you find someone who fulfils the full terms and conditions and is approved by the organizing team maximum 15 working days (Oct 2) prior to the conference.

How to Apply
 

Before applying please have a letter of enrolment from your university (for students) or a letter from your supervisor (for PhD students) ready. Application is done by clicking on the 'register' button below and the deadline is 30 June. 

More information about the conference can be found on our website. 

Do you have any further questions? Contact us at esww2025.loc[at]gmail.com.