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volunteers-guide.md

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Volunteers Guide

To run BarCamp we need a number of volunteers to provide a range of roles.

Setup Team

?x

Car transport required

  • 8:45 Arrive with car
  • 9:00
    • Arrange Welcome Desk (Foyer)
      • Printed attendee list
    • Arrange Swap Shop table (Foyer)
    • Signs
      • Setup eventroom signs
        • Some with video symbol?
      • Setup BarCamp signs
        • A-Frames?
      • Swapshop sign
    • Main Room
      • Arrange desks to floor plan
    • Eventrooms
      • Setup video recording equipment (Video Specalist)
      • Layout rooms (appropriate for talks)
    • Equipment stash space
      • Find space for
        • Vacume cleaner
        • Cleaning products
        • Extra electronic cables/adaptors
        • Ducktape
        • Masking tape
        • Whiteboard pens + cleaning fluid
  • Team informed of contact/emergency information
    • Printed

???: What could we do to ensure that 'Customer Support' or 'key organisers' are identifiable? Plain Orange T-Shirts (bulk? https://www.ebay.co.uk/itm/283283832702)

Social Media Team

2x

  • 09:00 to 17:00
    • Ongoing event cometary
    • Using our BarCamp login
      • Twitter
      • Facebook
    • Monitoring for abuse

Videographer

1x (specialist)

  • 9:00 to 16:30
    • Setup/check/maintain recording equipment

Talk Support

1x (seasoned + trustworthy)

  • Some speakers may want support or be nervous
    • May not want photography - needs enforcing

Equipment Lugging Brute Squad

2x

  • 08:00 to 10:00
    • Have access to trolley for moving heavy objects
    • Help attendees bring in and setup any equipment

Welcome Desk Team

2x

  • 9:00 to 10:00 - At Foyer Desk
    • Attendee List (paper or electronic)
      • Electronic should be accessible to the rest of the team (suggest Google doc)
    • Greet people
    • Tick/Mark record attendance
    • Check attendees have read code of conduct and privacy policy (printed)
    • Gently recruit additional helper roles (see roles below)
      • Give them a timeslot and a role
      • Maintain a Helper List (paper or electronic)
  • 10:30 to 10:4x?
    • Register late arrivals

Late Welcome Watch

2x

  • 10:30 to 13:00
    • There will be late arrivals
    • Identify them
    • Get them a name badge
    • Tick their attendance
    • Tell them about the format

Opening Talk (Usher)

1x

  • 10:00 the introduction talk
    • Should stand in the entrance doorway to greet late arrivals and seat them as swiftly as possible
    • Encourage people near the door to move further inside the room and keep a set of chairs near the door free for late arrivals to minimize disruption
    • Ask late arrivals to register once the opening talk has finished.

Waste Overwatch Team

2x

  • 10:00 to 17:00 - circulate + intercept

Emergency Response Team

4x (on standby)

  • Fire exit - with known locations
    • In event of evacuation
    • Keep pathways clears
    • Slip trip hazards removed
    • Rooms cannot be overfilled?
  • Contact/run to security office for support and first aid
  • Aware of risk assessment (read printout)

Teardown Crew

9001x

  • 17:40 Bring car to front
  • 17:45 Teardown everything
    • Take signs down
    • Rubbish bags?? (Where do we put them?)
    • Rearrange tables back to start of day
    • Stash equipment in car