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Roles

Roles and Volunteers

  • Conference Chair/Co-Chair
  • Treasurer
  • Program Chair/Co-Chair
  • Diversity and Outreach Chair
  • Website and Technical Lead
  • Graphics and Swag Lead
  • Sponsorship Chair/Co-Chair
  • Publicity/Communications Chair
  • Lightning Talk Coordinator
  • Volunteer Coordinator
  • Speaker Liaison
  • Sprint Coordinator
  • Venue Liaison

Other positions mentioned:

  • Branding?
  • Sprints coordinator or Venue liaison

Role Descriptions

Conference Chair/Co-Chair

General manager of the show, responsible for overall project management. Responsible for identifying high-level tasks that need to be performed, ensuring people are found to perform those tasks, that timelines for those tasks are set and met, and that work is performed at an adequate standard. Co-responsible for finding keynote speakers. Responsible for providing opening and closing remarks at the conference itself. Manage ongoing communication with the community; keep an eye on the "pulse" of the conference and its community.

Time commitment: 5-10 hours per week starting 8 months prior to conference.

Treasurer

Keeper of the books and bank accounts. Responsible for developing and tracking the budget, paying debtors, tracking down creditors.

Time commitment: 1-2 hours per week starting 6 months prior to conference.

Program Chair/Co-Chair

Responsible for ensuring we have content to fill the show. Responsible for managing the call for papers, finding reviewers and managing the review process. During the conference, responsible for managing any last-minute issues that arise with presentations (e.g., no-shows or last minute withdrawals). Co-responsible with Conference chair for finding keynote speakers.

Time commitment: 5 hours per week starting 6 months prior to conference; higher during CFP review time and schedule-making time. Once schedule is made, time commitment drops off.

Diversity and Outreach Chair

Responsible for doing outreach to encourage a diverse speaker lineup AND participant sign-ups, staying educated about the Code of Conduct, advising on how to enforce it during the conference, holding the "CoC phone" (answering calls/complaints). Staying involved in other aspects of the conference planning, to give feedback on ways to encourage diversity in participation. Actively ensuring accessibility of the conference website and the conference itself.

Time commitment: 5 hours per week starting 6 months prior to conference.

Publicity/Communications Chair

Responsible for making sure that conference messages are well communicated. Responsible for publishing (and writing, as necessary) blog entries, social media campaigns, etc. Responsible for developing the “buzz” around the event prior to the event itself.

Time commitment: 2-5 hours per week starting 6 months prior to conference.

Website and Technical Lead

Responsible for developing the public web presence for the conference, and maintaining any tools necessary to support the publicity and program chairs.

Time commitment: 5 hours per week starting 8 months prior to conference; drops off once the website is baked.

Graphics and Swag Lead

Responsible for developing a visual brand for the conference, and ensuring that brand is uniformly applied across all conference material (e.g., website, social media icons, t-shirts, lanyards, programs, posters, etc.).

Time commitment: 3-5 hours per week starting 8 months prior to conference.

Sponsorship Chair/Co-Chair

Responsible for soliciting sponsorship for the conference, and maintaining a working relationship with sponsors once they’ve signed up to ensure they’re happy with their sponsorship experience.

Time commitment: 5 hours per week starting 8 months prior to conference.

Lightning Talk Coordinator

Responsible for soliciting and managing the lightning talk program.

Time commitment: 1-2 hours per week starting 1 month prior to conference; largest commitment is onsite.

Volunteer Coordinator

Responsible for finding volunteers for activity during the event.

Time commitment: 1-2 hours per week starting 2 months prior to conference; largest commitment is 1-2 weeks prior to the conference.

Speaker Liaison

Responsible for ensuring the needs of speakers are met.

Time commitment: 1-2 hours per week starting 3 months prior to conference.

Sprint Coordinator

Responsible for finding a sprint venue, ensuring the venue will have adequate wifi, power etc, and coordinating catering as required.

Time commitment: Several hours prior to conference for lining up venue needs; largest commitment is onsite.

Venue Liaison

Responsible for developing and maintaining a relationship with the conference venue staff. Responsible for performing any site inspections necessary to ensure facilities will meet conference needs.

Time commitment: 1-2 hours per week starting 3 months prior to conference; largest commitment is onsite.

References