Student Volunteer

Goal and Scope

Student volunteers are at the heart of ICSME week success, assisting in tasks such as registration and local support. As a volunteer, you unlock the opportunity to connect and network with great academics as well as industry professionals in the Software Engineering field. Such interactions may often aid in shaping your research interests and career goals. You will meet fellow students worldwide who share a passion for Software Engineering, while also enjoying benefits such as reduced conference costs.

This exclusive experience is available to undergraduate and graduate students worldwide who are enthusiastic and willing to contribute to making ICSME 2025 a joyful experience for all attendees.

Would you like to be part of the ICSME 2025 organization? Don’t miss this opportunity then! Sign up and help us deliver an amazing conference!

Benefits

You may have wondered if we have some awesome perks for our student volunteers! Check this out:

Free conference registration
Conference T-Shirt.
The opportunity to network with international software engineering researchers, practitioners, and students.
Coffee breaks and lunches during the conference, which will keep your energy levels up. Not to mention the feast at the conference banquet!
Last but not least, you will receive invitations to other social activities.

Qualifications

There are some requirements for our student volunteers, but they should be easy as:

You need to be a Ph.D., Masters, or full-time undergraduate student at the time of the conference.
You would need to have a good grasp of English as it’s the primary language of the conference.

Responsibilities

Approximately 20 hours of work during the conference week - We will ensure you have plenty of time to attend sessions and have some fun!

Registration duties (e.g., setting up, preparing conference bags, and helping attendees register).
Technical assistance to speakers and attendees. Show off your skills and help them shine!
Providing directions to various locations at the conference location. Help speakers and participants reach where they need to be.
Assist with the registration (at the registration desk). Give our attendees the badge a warm welcome, and help them get settled in.
Preparing conference bags and providing general assistance.

Availability

The conference will take place from Sun 7 - Fri 12 September 2025. As a student volunteer, you need to be available during the entire week. While this is a big commitment, we assure you it is totally worth it!
You must specify in the application form if you are unavailable on any pre-and/or post-conference program days. Not all volunteers will be required for the total duration of the conference, so we will consider this information when scheduling tasks.
We’ll notify you before the early registration deadline if you’ve been selected as a student volunteer.

Important Dates

All submission dates are at 23:59 AoE (Anywhere on Earth, UTC-12)

You must fill the application form and request that your supervisor email us at danielcalencar@otago.ac.nz with the subject ICSME 2025 Student Volunteer - < YourName >. This email should contain a letter of reference from your supervisor supporting your application.
Application and Reference Letters (same deadline)
- July 15, 2025
Acceptance Notification
- July 30, 2025

Visa and Funding Options

Visa Support Letters: If you need a visa support letter to apply for a visa, please visit the Visa Information page.
We also suggest checking for travel support at the NSF Student Travel Award Program
If your university requires specific information not included in the Notification of Selection as a Student Volunteer to approve funding for travel, let the Student Volunteers Co-Chairs know of that as soon as possible.

A note to student volunteer applicants with an accepted paper at ICSME

The notification for the student volunteer track arrives after the registration deadline for accepted papers in some ICSME tracks. Students selected as volunteers will be reimbursed for registration fees if they need to register before the early bird deadline.