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Email Templates

Volunteer Email Templates

Pre-Conference Email: In-Person Volunteers

Subject: DjangoCon US: Volunteer Information

Hello Generous Volunteer!

First off, a huge thank you for volunteering! This conference simply wouldn't be possible without amazing people like you who step up to lend a hand and donate your time.

It's important to be punctual for the time slots you've signed up for. Please double-check the role and time you selected by visiting this link: [VOLUNTEER SPREADSHEET LINK]

If for any reason you're unable to make your shift, please let us know as soon as possible so we can try to make other arrangements.

Key Contacts:

  • General conference: hello@djangocon.us
  • General Volunteer: [Volunteer Chairs] on Slack
  • Code of Conduct: conduct@djangocon.us or [CoC Chairs] on Slack

If you have not already joined the DjangoCon US Slack, please do so by following this link: [SLACK INVITE LINK]

We'll be holding a quick orientation on the first day of the conference to help you get comfortable with your role and responsibilities. Please come meet us at the registration desk by 8:00 AM on Monday, [DATE], where [NAME] will lead the volunteer orientation. If you can't make it, no worries! Instructions will be provided at your volunteer area, and others will be on hand to guide you.

Make sure to review your responsibilities in our Volunteer Handbook before the event: [HANDBOOK LINK]

Please join the Slack channel: #volunteering-at-dcus

Thank you again so much for volunteering your time to help make this conference happen!

[Volunteer Chairs Names] Volunteer Chairs

Pre-Conference Email: Online Volunteers

Subject: DjangoCon US: Online Volunteer Information

Hello Generous Volunteer!

First off, a huge thank you for volunteering! This conference simply wouldn't be possible without amazing people like you who step up to lend a hand and donate your time.

It's important to be punctual for the time slots you've signed up for. Please double-check the role and time you selected by visiting this link: [ONLINE VOLUNTEER SPREADSHEET LINK]

If for any reason you're unable to make your shift, please let us know as soon as possible so we can try to make other arrangements.

Key Contacts:

  • General conference: hello@djangocon.us
  • General Volunteer: [Volunteer Chairs] on Slack
  • Online Volunteers: [Online Committee Chair] on Slack
  • Code of Conduct: conduct@djangocon.us or [CoC Chairs] on Slack

If you have not already joined the DjangoCon US Slack, please do so by following this link: [SLACK INVITE LINK]

To get fully prepared, please take a moment to review the Online Volunteer Guidebook here: [ONLINE HANDBOOK LINK]

Please let [Volunteer Chairs] know once you have joined Slack so we can add you to the right channel.

Thank you again so much for volunteering your time to help make this conference happen!

[Volunteer Chairs Names] Volunteer Chairs

Automated Signup Confirmation Email

Subject: DjangoCon US: Volunteer Information

Hello Volunteer,

Thank you for signing up! This conference would not run without volunteers, so we really appreciate it!

Please review your roles and tasks for your volunteer sign up slot at the Volunteer Guidebook: [HANDBOOK LINK]

We will reach out again with more details. If you have any questions in the meantime, please reach out and let us know!

Best Regards, [Volunteer Chairs Names] DjangoCon US Volunteer Chairs

Post-Conference Thank You Email

Subject: Thank You for Volunteering at DjangoCon US!

Hello Wonderful Volunteer!

First of all, we want to thank you again for all your work to help make this conference come together into a great experience for everyone involved. This conference is run on volunteers, so quite literally it would not happen without you!

We also hope you are getting settled in and resting in what some call a post-conference self-care sprint.

In an effort to continuously improve, we would love to hear your feedback about your experience as a volunteer so we can hopefully make it even better in the years to come.

Please fill out this survey to help us out at your earliest convenience while it's fresh in your brain: [SURVEY LINK]

Thank you again!

[Volunteer Chairs Names] Volunteer Chairs DjangoCon US

Customization Checklist

Before sending each email, update:

  • Volunteer spreadsheet links
  • Slack invite link
  • Handbook/guidebook links
  • Volunteer chair names
  • Code of Conduct chair names
  • Online committee chair names (for online volunteer email)
  • Specific dates (orientation day)
  • Survey link (for post-conference email)