WCEU 2018 - WORKSHOP ROOM ASSISTANTS & RUNNERS

Check-in time: 30 minutes before the first workshop on your shift starts

Meeting point: Volunteers headquarter

Contact persons: Rooms manager & Carole Olinger

INTRODUCTION

Two people will contribute to the smooth running of the workshops in one of the workshop rooms as:

DURING THE EVENT

These are your main tasks during your shift:

15 minutes before the workshop starts, you will oversee the check-in process: workshop participants need a ticket to attend and the Content team will provide a list. The technical assistants and or members from the Content team will help you during the check-in.
During the workshop, you will help out and make sure people are not just coming in and out of the workshop. Make sure that the audience is quiet and respectful towards the workshop lead.

As soon as the workshop starts, the workshop room runner goes inside the room and becomes the mic runner.

Continues registration until all the (free) spots have been filled, following last minute spot queue procedure:

Once the workshop is going to start (5 minutes before), enter the room and count how many free spots there are (if any). Wait up to 3-5 minutes more and start to guide people from the waiting queue area into the room filling in the empty spots.
Ask the speaker if they don’t mind if people can enter after the workshop starts (some don’t mind, some prefer not anybody to enter after they got started).

You’ll also assume the role of the time keeper after registration is done and help the workshop lead to stay on track (timewise).
Inform the Rooms manager regularly, if everything is running smoothly in the room assigned to you.

Before you shift starts, you’ll meet the Rooms manager who will give you some brief instructions about your role.

Meeting point: Volunteers headquarter

Time: 30 minutes before the first workshop starts

Your physical presence in the workshop room assigned to you is necessary during your shift.

Here you can check out who will be the Rooms manager during your shift: When I Work

Select the Rooms manager role in the category “Positions”.

In this video, we give further information about finding teammates and leads in When I Work.

Please note that the Rooms managers are not assigned to a specific room: If you wanna see them, the “Job Sites” Category should be set to “ALL”.

Main Slack contacts:

Rooms manager: @bishop (Day 1) & @takis (Day 2)

@caroleo

Before the event starts, we would like to ask you to:

Please create a Slack account as this is our main communication tool during the event
Have a first look at the workshop schedule during your shift