CS5 West exists to build and strengthen the community protecting our defense supply chain. Every defense contractor, assessor, and solution provider who walks through the doors is part of something critical to national security. Your role as a volunteer isn't just logistics - it's helping forge the connections and conversations that make our defense industrial base more secure.
Building Community, Protecting Supply Chains
Four teams. 16 committed people. One mission: strengthen the CMMC ecosystem.
Chief of Volunteers
The leader. Coordinate the crew that makes it happen.
Your Commitment
- 2 virtual pre-conference planning meetings
- Arrive Sunday, April 12 for setup
- Lead volunteer coordination April 14-17
- Breakdown on April 18
- 1 virtual post-conference retrospective
- Manage volunteer assignments & schedules
- Be the go-to person for all volunteers
Chief Benefits Package
- Free conference pass (value up to $1,000)
- Roundtrip Southwest airfare (booked 30 days in advance)
- 5 nights lodging at Gaylord Pacific (Sunday-Thursday)
- Lunch & dinner covered entire volunteer period
- Premium volunteer kit (polo, jacket, accessories)
- Volunteer happy hour Wednesday night with all teams
- Special recognition at closing + website listing
Core Volunteers
The backbone. The ones who make community happen.
Your Commitment
- 2 virtual pre-conference planning meetings
- Arrive Sunday, April 13 for setup
- Conference operations April 14-17
- Breakdown on April 18
- 1 virtual post-conference retrospective
- Multiple assignments based on schedule needs
Role Assignments (Not Mutually Exclusive)
- Registration: Tuesday night (3), Wednesday night (3), Thursday morning (5)
- General & Track Session Room Leader: 2 volunteers
- Roundtable Revolution Room Leader: 1 volunteer
- Breakout Room Leads: 2 volunteers
- Q&A Ambassador: 3 volunteers
- Exhibit Hall, VIP & Express Connect Room Leader: 1 volunteer
- Chief of Beach Bonfires: 1 volunteer
- Pre-Conference Ambassador: 1 volunteer
- Buildout & Breakdown: All hands on deck
Premium Benefits Package
- Free conference pass (value up to $1,000)
- 5 nights lodging at Gaylord Pacific (Sunday-Thursday)
- Lunch & dinner covered entire volunteer period
- Premium volunteer kit (polo, jacket, accessories)
- Volunteer happy hour Wednesday night with all volunteer teams
- Recognition at closing + website listing
- Deep community connections across the CMMC ecosystem
Note: You'll be assigned multiple roles across different time slots. The volunteer team coordinates amongst themselves to ensure everyone has time to attend some sessions and participate in the conference experience while covering all responsibilities.
Content Volunteers
The storytellers. Capturing moments that matter.
Your Commitment
- 2 virtual pre-conference planning meetings
- Arrive by noon Wednesday, April 16 for in-person orientation
- Full coverage April 16-17
- One photographer covers golf tournament
- 1 virtual post-conference retrospective
- Flexible schedule based on capture needs
The Team
- 2 Photographers (1 covers golf tournament)
- 1 Videographer
Creator Benefits
- Free conference pass (both days)
- 3 nights lodging at Gaylord Pacific (Tuesday-Thursday)
- All meals included during conference
- Volunteer apparel (polo & jacket)
- Volunteer happy hour Wednesday night with all volunteer teams
- Prominent credit in all materials
- Behind-the-scenes perspective on community building
- Enjoy full usage rights to all images you capture—perfect for expanding and promoting your portfolio.
Note: While shooting, you'll be working rather than attending sessions. However, the content team coordinates amongst themselves to ensure everyone has time to see some sessions and participate in the conference experience.
Brand Ambassadors
Community amplifiers. The ones who spread the word.
Your Commitment
- 2 virtual pre-conference planning meetings
- 8-12 weeks pre-conference promotion (January-March 2026)
- Share conference updates across your networks
- Amplify speaker & content announcements
- Drive community engagement & registrations
- Optional: Post content during conference
- 1 virtual post-conference retrospective
Your Activities
- Promote speakers and session content
- Engage with potential attendees online
- Help promote original CS5 content
- Build pre-conference momentum
- Help showcase why CS5 matters
Promotion Benefits
- Free conference pass (both days)
- Volunteer kit (polo, jacket)
- Volunteer happy hour Wednesday night with all volunteer teams
- Share updates across the CS5 network
- Recognition on website & materials
What You'll Actually Do
Real responsibilities. Real impact.
Chief of Volunteers
Lead the volunteer team. Coordinate assignments, solve problems, be the point person for all volunteers.
Pre-Conference Setup
Build swag bags, prep materials, set up signage, test equipment, transform empty halls into the gathering place for our community.
Registration & Welcome
Welcome 1,000 people to their community. Multiple shifts across Tuesday and Wednesday nights, Thursday morning.
Session Room Leaders
Keep General and Track Sessions running smoothly. Monitor attendance, coordinate speakers, ensure seamless flow.
Roundtable Revolution
Lead the interactive roundtables. Facilitate conversations, keep discussions on track, capture insights.
Breakout Room Leads
Coordinate breakout sessions. Manage logistics, support facilitators, ensure productive conversations.
Q&A Ambassadors
Run mics during sessions, facilitate audience questions, keep Q&A flowing smoothly across all rooms.
Photography
Capture the moments that matter - keynotes, networking, breakthroughs, and the golf tournament. Document community in action.
Videography
Tell the story of CS5 West through moving images. Capture the energy, the connections, the mission.
Exhibit Hall & VIP
Coordinate exhibit hall, VIP area, and Express Connect. Ensure smooth operations in high-traffic zones.
Chief of Beach Bonfires
Organize and lead the legendary CS5 West beach bonfire networking events. Create the casual atmosphere where real relationships form.
Community Promotion
Build buzz before the conference. Share speaker announcements, engage potential attendees, amplify the mission across your networks.
What We Need From You
- Meeting attendance: All volunteers must attend 2 pre-conference planning meetings (virtual) and 1 post-conference retrospective (virtual). These are how we coordinate and continuously improve our community gatherings.
- Wednesday arrival (Content Volunteers): You must arrive by noon on Wednesday, April 16 for the mandatory in-person orientation meeting.
- Community mindset: This isn't just event logistics - you're helping build and strengthen the community that protects our defense supply chain. Every interaction matters.
- Flexibility & patience: This is our first time formalizing volunteers at this scale. Things will change. Plans will evolve. We'll adapt together.
- Physical capability (Core Volunteers): Setup and breakdown mean lifting boxes, moving chairs, standing for hours. Know your limits.
- Positive attitude: You'll encounter stressed speakers, lost attendees, unexpected problems. We need people who stay cool and solve problems with a smile.
- Reliability: If you commit to a shift, people are counting on you. Show up on time. Do what you said you'd do.
- Team mentality: This isn't about individual recognition. It's about making the community gathering stronger for everyone.
What You're Probably Wondering
Do I need to be a CMMC expert?
Not at all. Many volunteers come from the CMMC community, but we also need people who are simply great at logistics, hospitality, and connecting people. If you care about protecting our defense supply chain and want to help build this community, you belong here.
What does the Chief of Volunteers do?
The Chief coordinates all volunteer activities, manages assignments and schedules, solves problems on the fly, and serves as the primary point of contact for all volunteers. You need strong organizational skills, leadership experience, and the ability to stay calm under pressure. In return, you get roundtrip Southwest airfare plus all the Core Volunteer benefits.
Can I attend sessions while volunteering?
Yes. Volunteers coordinate amongst themselves to cover responsibilities while giving everyone time to attend sessions and participate in the conference. You won't see everything, but the team works together to ensure everyone gets meaningful conference time. The Chief of Volunteers helps facilitate this balance.
Will I be assigned multiple roles?
Yes. Core Volunteers are typically assigned multiple roles across different time slots. For example, you might work registration Tuesday night, be a Q&A Ambassador Wednesday morning, and lead a breakout room Thursday afternoon. The Chief of Volunteers coordinates assignments to give everyone variety and downtime.
What are the pre-conference meetings about?
The 2 virtual meetings (typically 1-2 hours each) cover role assignments, logistics coordination, timeline reviews, and team building. They're essential for ensuring everyone knows their responsibilities and feels prepared. The post-conference retrospective captures lessons learned for strengthening future community gatherings.
Is lodging really included for Core Volunteers?
Yes - 5 nights at the Gaylord Pacific Resort (Sunday through Thursday). You'll stay where the conference happens, which means no commuting and full immersion in the community experience. This benefit alone is worth $1,500+.
Can Content Volunteers get lodging?
Yes! Content Volunteers get 3 nights lodging at the Gaylord Pacific (Tuesday-Thursday). If you have photography/video skills and want the extended 5-night stay with Sunday setup, you can apply as a Core Volunteer and note your content creation capabilities in the application.
How does role assignment work?
We'll ask about your preferences, skills, and experience in the application. We'll do our best to match you with roles you'll enjoy, but we also need to ensure all critical areas are covered. Flexibility is key.
What if I apply and don't get selected?
We only have 16 volunteer positions total (1 Chief, 10 Core, 3 Content, 2 Promotion). If we can't accommodate you this time, we'll keep your information for future CS5 events and notify you about other ways to contribute to the community.
Can Promotion Team members attend the conference?
Yes! Promotion Team volunteers get a free conference pass and volunteer kit. You can attend sessions, network, and continue posting content during the conference. Your pre-conference work is done remotely, so you can promote from anywhere.
What's the volunteer happy hour?
Wednesday night, all volunteer teams get together for a private happy hour. It's a chance to meet the full crew, share stories, and celebrate the community we're building together. Chief, Core, Content, and Promotion volunteers all attend.
Why should I volunteer instead of just attending?
As a volunteer, you're not just attending a conference - you're helping build the community that protects our defense supply chain. You'll forge deeper connections, gain behind-the-scenes perspective, and contribute to something larger than yourself. Plus, the lodging and benefits package makes it accessible if budget is a concern.
Can I volunteer for the golf tournament?
The CS5 West charity golf tournament has its own dedicated volunteer committee. If you're interested in helping with the golf tournament specifically, please apply to join the Golf Committee instead. Conference volunteers focus on the main event at the Gaylord Pacific Resort.
