INTRODUCTION

During your shift, you’re gonna help the speakers and emcees stay on track (timewise) and contribute to the smooth running of the sessions during WordCamp Europe 2018.

You are responsible for talks starting and ending on time.
If a speaker is going over time, you might have to urge the emcee to take back control. You’ll work closely with the emcee and you're reporting to the room lead.

You will be part of a room team, including room lead, door guards, (stage builders) and runners.

YOUR TEAM

Here you can have a look at your team during your shift: When I Work

You can check who’s on your team by selecting the room assigned to you in the category “Job Sites” and/or by selecting the roles mentioned above 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”.

DURING THE EVENT

These are your main tasks during your shift:

Before each session, you’ll introduce yourself to the speaker and explain the signs you’ll show them. The signs will be provided by the organizers and show the numbers 10, 5, 2 and 1 to indicate the minutes left until the start of the Q&A part of the talk (no Q&A for the so called lightning talks).
The length of the talks is going to be:
Regular talks: 30 minutes talk and 10 minutes Q&A
Lightning talks: 3 x 10 minutes talks and 5 minutes Q&A
Check with the speakers which signs they want to have displayed. Use the signs to indicate the minutes left until the end of the session.
Ask the speakers to give you a confirmation that they have seen the sign (for example a nod)
Make sure that you’re sitting on the reserved seat next to the emcee in the front row during the session.
If the speaker is going over time, you might have to urge the emcee to take back control. It is a high priority that the schedule is respected at every time, so that attendees can switch rooms between sessions or workshops!
When the Q&A session starts, you’ll be helping the emcee to stay on time.
Please wear your volunteer t-shirt while you are on shift.

A good communication with the emcee and the Room lead, who you are reporting to, will be necessary.

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

Meeting point: in front of the stage in the track assigned to you

Time: 15 minutes before the first session on your shift starts

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

COMMUNICATION

Main Slack contacts:

@Room lead

#wceu-volunteers

@caroleo

BEFORE THE EVENT

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

Bring a mobile phone with integrated (stop)watch, wristwatch or similar
Please create a Slack account as this is our main communication tool.
Have a first look at the session schedule during your shift

Last but not least, we want to say a big THANK YOU for your precious help!
We couldn’t do this without you and we truly hope you’ll enjoy your volunteering experience during #WCEU 2018 at its best.