Akademy/Handbook/Volunteers

Goal

We want a great conference. For that we need a number of volunteers to handle tasks before, during and after the conference.

Akademy Team Roles

(Kieryn's Ideal Version)

Event Producers: Handles the A/V and production of the event. Makes sure we have working equipment for streaming/recording. Makes sure we have working mics. Teaches volunteers how to use things appropriately if needed. Makes sure the event runs on time (ish). Coordinates with Volunteer Coordinator & Venue manager around needs and requirements.

Volunteer Coordinator: Organizes volunteers, handles ground control issues. Is the Source of Truth for volunteers. Makes sure we have enough human power for the event and that volunteers know what to do. Works with Venue Manager and Event Producers

Venue Manager: Organizes the venue, ensures it meets the production requirements, handles vendors, tells volunteers where to put things re: food & coffee & trash. Works with Volunteer Coordinator and Event Producers.

Local Team: Has connections with locations for Akademy, works with Event Producer, Venue Manager, and KDE e.V. to secure a location that meets the requirements for akademy. Handles problems that arrive locally (canceled venue, backup plans, public transit routes, etc).

Conference Volunteer Production Roles

(Kieryn's Ideal Version)

Room/BoF Manager: (1 per room for the whole day) Manages audio, makes sure speakers are set up with connections to the projectors/etc. Coordinates with Event Producer(s)

A/V Person: (1 per room for the whole day) Requirements: Familiarity with BBB, OBS, running cables, managing cameras, making sure mics work. Coordinates with Room Manager & Event Producer(s)

Session Chair: Makes sure speakers are on time, MC's between speakers, ensures speakers are hydrated and the schedule is kept. Works with Room Manager & A/V.

Speaker's Support: Ensure speakers are in the right rooms at the right times, gives them water, runs the mic around for Q&A. Coordinates with Session Chair & Room Manager.

Conference Volunteer Ground Control Roles

Coffee Break/Lunch assistant: Helps with setup/tear down/ cleaning after everyone has eaten. Coordinates with the Venue Manager.

Venue Assistant: Helps with setup/teardown of the event and cleaning up throughout the week. Coordinates with the Venue Manager.

Info Desk: The source of truth for attendees. Answering questions about where rooms & bathrooms are, what sessions are happening and up next, distributing nametags, and vibing. Coordinates with the Volunteer Coordinator.

Runner: Available during and between sessions to run coffee/cables/handle small urgent problems that come up. Coordinates with the Volunteer Coordinator.