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Volunteer Team Checklist

Team Size: 1-2

Responsibilities

  • Create the volunteer sign-up spreadsheet to recruit:
    • Registration desk staff
    • Session emcees
    • Session managers/runners
    • Sprint mentors
    • Swag bag stuffers
    • Online moderators
  • Make sure spreadsheet is added to website and communicated
  • Make sure all volunteer slots get filled, including actively recruiting volunteers
  • Train volunteers on their roles through sharing written resources and/or onsite debriefing
  • Lead swag bag stuffing on tutorials day, or ensure that it is led

Timeline Checklist

Week -12 to Week -8

  • Consider adding a question to ticket registration: "Would you be interested in volunteering?"
  • Update the documentation:
    • Update the Volunteer Handbook
    • Update Volunteer Spreadsheet template
    • Update schedule when set
  • Set up automation to email volunteers docs and contact info when they sign up
  • Coordinate with Online Committee to update online volunteer handbook
  • Check testimonials from previous years for blog post content

Week -8 to Week -4

  • Write blog post about volunteering (see Blog Template)
  • Publish blog post
  • Post blog on social media
  • Confirm emergency contact number for session emcee instructions
  • Create Google form for post-conference feedback

Week -4 to Week -2

  • Begin actively recruiting volunteers
  • Update the volunteer pages on the website
  • Help answer emails on the organizers mailing list
  • Verify when speaker gifts will be given (impacts session emcee instructions)

Week -2 to Week -1

  • Prepare print materials:
    • Registration desk volunteer instructions (2 copies)
    • Session manager instructions (2 copies)
    • Time cards (2 sets)
    • Session emcee sheets with speaker names (coordinate with Program team)
  • Send email to registered volunteers with expectations/responsibilities (see Email Templates)
  • Have volunteers join Slack and the #volunteering-at-dcus channel
  • Recruit additional volunteers on Slack with priority for session emcees

Session Emcees & Runners

  • Add session staff sign-up to the schedule (the [s] buttons on the schedule)
  • Call for session emcees and runners
  • Make sure session volunteers have registered and are still attending
  • Email all session emcees and runners before the conference with more info
  • Make sure session staff know about any messages that should be announced

During the Conference

Monday Morning (First Day of Talks)

  • Hold volunteer orientation at 8:00 AM at registration desk
  • Ensure all volunteers know their responsibilities

Daily Tasks

  • Daily check-ins on Slack after the event
  • Make sure everyone arrives at their volunteer time
  • Fill in for session emcees if needed
  • Monitor that registration desk is staffed

After the Conference (Week +1 to Week +2)

  • Send thank-you email to volunteers (see Email Templates)
  • Send Google form follow-up survey about the volunteer experience
  • Document any improvements for next year

Volunteer Automation

A Google Apps Script can automatically email volunteers when they sign up. See Volunteer Email Automation for the full script and setup instructions.

Volunteer Needs Planning

In-Person Volunteers

Role Estimated Hours Notes
Registration Desk ~23 hours total 1-2 people at a time, Mon-Wed
Session Emcees 18 slots 2-3 hour blocks
Session Managers 9 slots Mon-Wed
Swag Bag Stuffing 1 hour Group activity, usually Sunday

Online Volunteers

Role Estimated People Notes
Online Moderators 4-8 at a time 2 per track, monitoring chat and enforcing CoC