The Volunteers are the heart of the event execution for every DevOps Days event. This group of folks take on many roles to ensure that the conference is an amazing event for the attendees.
The Volunteer Organizer role is responsible for recruiting, organizing, and managing the volunteers for the event.
- Reach out to potential volunteers and request interest.
- Maintain a list of awesome volunteers from years past to reach out to.
- Provide feedback to the organizers on volunteer needs and opportunities
- Create the two day volunteer schedule for the event.
- Discuss volunteer needs for each functional with the associated organizer.
- Communicate with other organizers and volunteers.
- Ensure volunteers are running with assigned areas.
- Google Drive folder for Volunteers: https://drive.google.com/drive/folders/1pcy2CV-V2OvecrZfWUmXGQwrqiEbHZdO
What dates are important for this role? The following headings and details are examples.
- Create a new copy of the Volunteers folder in Google drive under this years event.
- Review list of past volunteers and add any new volunteers you have had contact with.
- Edit docs to match current year dates and links.
- Create a new Google Form for the new event for the year and update the text and information.
- Make sure the volunteer answer sheet is setup and linked to the sign up form.
- Send out the Call for Volunteers email to the list of folks who volunteered in prior years.
- Make sure the coupon code for registration is setup. Reach out to Asif to get this done.
- Set a deadline in the email of 2 weeks to sign up on the volunteer sheet.
- Chat with Volunteers in Slack to make sure they have everything setup.
- Align with other Organizers and ensure each area has enough volunteers.
- Create the event schedule sheet https://docs.google.com/spreadsheets/d/18cBLiLWDPy0xNHRIfQnghG6VTejMl3Q8/edit#gid=1156621535
- Share the Volunteers Communication Plan with the group https://docs.google.com/document/d/15oYRf3rRCzBxJs7ZZ1Y-nwnbCYcW50SF/edit
- Send out the load in doc for the volunteers https://docs.google.com/document/d/1Pp5Fb_QXI-jyyjq1h2oKpbXRwXEThbU0/edit
- Send out the volunteers info doc https://docs.google.com/document/d/1hniuO72sleV68t6xxnA7yMihHlduTrdN/edit
- Remind the volunteers of the schedule and who is assigned where.
- Answer any questions folks have
- Volunteers help with load in
- Party.
- Make sure all volunteers are where they need to be.
- Walk the venue and check in on volunteers.
- Monitor Slack to see if volunteers need any help.
- The sign up form can be tricky always do a test to yourself first before sending things out.