Greeters & Floating Happiness Helpers
A friendly face, shaking hands and guiding people as they enter. Guiding to registration table, telling them about the “Happiness Bar”, showing them where the bathrooms and presentation rooms are located. If they are a speaker or sponsor, directing them to the proper location.
Greeters will be needed mainly at the start of the day and then once things get going, a few will be stationed throughout the venue (floating happiness helpers) to direct people who are looking for specific talks or rooms. It will be important that the greeters at the end of Saturday know where the after party is and be able to give out the maps and directions.
Registration Table – Checker
These volunteers will need to be quick with a pen and paper – they will locate the attendee’s name on the list and check them off, then request the appropriate T-shirt size from the Goodie Baggers.
Registration Table – Goodie Baggers
These volunteers will be responsible for managing the goodie bags and T-shirts, getting the appropriate size shirt and a bag to each checker as they sign in attendees.
While anyone can sit in the room and hang out, we will want dedicated WordPress professionals on hand to help other attendees with their design, development and content questions. Whatever your expertise is – we need you to make sure everyone’s happy!
Setup and Breakdown – Rosen
All volunteers around for the start or end of the day will be asked to help with signs, materials, etc. We will also want a few people assigned as A/V experts to help the presenters in each room if they have any problems with the equipment. Rosen should handle tables and chairs for us, so the only heavy lifting would be if anything needs to be rearranged. Will also want volunteers on hand for unloading/loading vehicles carrying supplies.
Setup and Breakdown – VIP Party @ Urban ReThink
Will need volunteers to help set up the catering and decorate the venue prior to guest arrival. Then will need volunteers on hand to clean up. Need to determine a set number as we will be feeding them and need to figure that into the catering order.
Setup and Breakdown – After Party @ TBD
Will determine needs as soon as venue is determined – most likely won’t need too many here as we will not be taking over a whole venue as with the VIP party.
These volunteers will be responsible for making sure each room has a fresh bottle of water for the speakers, clearing trash between talks, and getting any supplies needed for the speaker to start his or her presentation.
Speaker Introductions & Time Keepers
These special volunteers should have a personal knowledge of the speaker, or at least a prepared statement about the speaker. If possible, they should be able to also stay in the room to ke.ep time. Time keeping duties could also be passed to the Room Runner if one is assigned to each room.
VIP Party Servers?
The party will be catered by 4Rivers but we are not paying for full catering service. Depending on the final order and attendee total, we will either have it a “take your own” buffet style or implement volunteers to serve the buffet line so we can avoid running out prematurely. We will at least need one or two to monitor the tables and replace items as needed.
Before The Event
By the middle of October we should have all of the volunteer roles set in stone and determine a rough number of how many of each role we need, plus develop a schedule so no one feels obligated to stay the whole day if they do not want to. Once this is ready, we should distribute it as a Google Doc spreadsheet so volunteers can determine what role(s) they want to fill and mark themselves down for their desired positions and time slots.
We can organize a volunteer orientation sometime the week of the event. While assigning and explaining roles more, we can also do these pre-camp tasks:
- Pre-assembling goodie bags
- Sorting name badges
- Sorting T-shirts
Volunteer Contact: Carol Gann