Volunteer Tasks

The document is guidelines for volunteer tasks at BangPypers.

Tasks - Preparation

• Find a host and coordinate the meetup requirements like participants count, food, snacks, setup, etc... 4 to 3 weeks before the event.
• Coordinate with speakers. If the meetup is the workshop, collect the installation instructions and create a channel to communicate with participants in meetup page. 3 to 2 weeks before the event.
• Call for Speakers - If the event is talks send out a call for speakers on the mailing list, meetup members, Twitter, Facebook and other personal channels. From historical data, announce the call for speakers three weeks before the event.
• Open RSVP. Come up with agenda, speaker information, host, date, venue and other details and create a meetup event. Share the event on the mailing list, meetup members, social media, etc ... From historical data, open RSVP 5 to 7 days before the event.
• Participants Remainder - Send out a note to attendees a day before the meetup with contact details, location information, and ask to update the RSVP if there is a change of plan.

Tasks - On the day

• Be at the venue 30 minutes in advance. Walk in early; coordinate with event host, setup, and guide struggling participants to the site.
• Speaker announcement - During Talks, announce the speakers and discuss details from time to time. Introduce yourself as the contact person for the event. Share the directions to the pantry, restroom, Wi-Fi. Thank the speakers and venue hosts at the end of the meetup.
• Photos and Videos - Take pictures of the speakers, audience, and videos(optional) during the meetup. Share the photos on social media during and after the meetup.
• Feedback Form - Create a form to collect feedback about the meetup host, venue, talks, etc ... Share the link at the end of the meetup. Give 10 minutes for participants to fill.

Tasks - Post Event

• Material - Ask speakers to share the code repository, slides, etc. Do it on same day of the event
• Summary - Write an event summary as a blog post with links to documents, videos, photos, etc. Share the event summary with participants, social media. Complete the task from three days of the event.
• Analyse Feedback - Send out collected feedback to individual speaker comments and rating. Try to incorporate the changes. Do it in two days of the event.
• Thank the event host via email. Do it in next three days.

Roles

• Media Coordinator - Takes care of updating meetup page, call for speakers, opening RSVP, sending out RSVP, collects slides from the speaker and writes event summary.
• Host Coordinator - Takes care of contacting hosts, confirming the venue, shares the requirements, shows up in the place early checks the infra and takes photos/videos.
• Spot Coordinator- Introduces speaker, shares the agenda, logistics information and feedback form with participants on the venue.