It's the volunteers who will make the camp run smoothly and guarantee that the guests have the best possible experience. This page is intended to lay out the roles of each of the volunteers, so that they each know what to do, and to make sure all tasks are taken care of.
Week-before preparation
One week before
- order all food for both days.
- all volunteers meet to make sure tasks are understood and to assign responsibilities.
One or two days before
- purchase and store non-perishable food items.
- mark the route to the keynote auditorium in chalk on the sidewalks.
Wednesday, May 18
- Hang banners and sponsor signs in the hallway and by the session rooms.
Thursday, May 19
- Collate attendee badges and printed materials.
Day-of tasks
Setup (2-3 people)
- Arrive 1 to 1/2 hour before doors open to registrants
- Set up signs on campus to direct guests to the registration desk and session rooms.
- Setup up BoF whiteboard or bulletin board.
- After the last session on Friday, retrieve outdoor signs and stow them.
- After the last session closes on Saturday, retrieve all signs from campus, take down all signs in the hallway and session rooms, pack up BoF whiteboard.
Registration desk (2-3 people)
- Arrive 1/2 hour before doors open to registrants
- Set up up registration tables, signs, laptops; lay out badges, registration packets, have materials ready.
- As registrants arrive, sign them off, hand them their badges and registration packets. If it's not too busy, show them what's in the packets (campus map, schedule, etc.) and point out the session rooms.
- Help register walk-ins as needed. (They need to do this themselves online.) Hand-print badges for them.
- Register press and media as needed.
- At least one person should be at the registration desk all day on Friday to handle latecomers.
- At end of day on Friday, pack up all materials for overnight, take home any laptops. Arrive 1/2 hour early again on Saturday to set them up again.
- After lunch on Saturday, take down registration tables, pack up all materials and laptops.
Tech support (1-2 people)
- Arrive 1 to 1/2 hour before doors open to registrants.
- Run power cords if necessary (e.g. to registration desk, or vendor tables).
- Visit keynote auditorium and each session room to verify that A/V equipment works.
- Verify that wi-fi works in the auditorium, session rooms, and hallways
- Visit auditorium before keynote and visit each session room before each session to make sure the speaker can set up the presentation correctly.
- Be available throughout the day to handle any technical issues that come up.
- After hours on Friday and Saturday, make sure rooms are locked and equipment is safe.
Guest assistance (1-2 people)
- 1-1/2 to 1 hour before doors open, pick up morning snacks, coffee, etc. and bring to Keller Hall.
- Arrive 1/2 hour before doors open to registrants and set up food tables.
- Be familiar with the layout of the campus, and nearby neighborhood. In particular, know how direct people to:
- The registration desk
- Keller Hall and the session rooms on both sides of Keller Hall
- The restrooms
- The drinking fountains
- The stairways
- The food tables for snacks and lunch
- Between sessions, be conspicuously available in the hallways to help guests with questions or directions. If someone seems confused, offer them help.
- Run out to pick up the food for lunch and afternoon snacks; set it out; and clean up afterward. Morning snacks should be set up and ready by the time registration starts. Lunch should be set up and read 15 minutes before the last session before lunch gets out. Count what's left over so we know how much was actually consumed.
- Be available during the day to run out for things as needed.
- Know how to give directions to the MPR Gala, in case people ask.
Volunteer Coordinator
- Arrive 1 hour before doors open to registrants.
- Carry a list of all volunteers and coordinators and their cell phone numbers.
- Make sure all equipment, materials, signage, etc. shows up on time. If it doesn't, find out why and get it.
- Make sure all volunteers show up on time. If they don't, call to remind them, or find a replacement.
- Make sure volunteers know what to do.
- Carry a checklist of all volunteer tasks and make sure tasks are completed on time.
- During the day, check in with volunteers to see how things are going and resolve any issues.
- At end of day, make sure everything is cleaned up and put away.
