On 27 May 2013 14:08, Debarshi Ray <rishi...@lostca.se> wrote: > > Hi, does anyone have any idea when the call for volunteers will happen? > > We can do it now. Is there anything that needs to be sorted out before > that can happen? >
Rishi and I spoke earlier and here is a summary of what we concluded: * the volunteers page is now up at https://live.gnome.org/GUADEC/2013/Volunteers (as per previous years) ** we need a mailing list to add them to, this has been guadec-list last year, but guadec-local is also fine * the volunteer coordinator needs to be *local* * volunteer coordinators from the last two years need to be asked to help out *** from 2011: Patricia Santana Cruz <patriciasantanac...@gmail.com> *** from 2012: still tracing, got as far as Santiago Saavedra who has more information * the volunteer coordinator needs one phone (usually with a pre-paid SIM) that can be passed to whomever is in charge of volunteers so that all volunteers can get in touch with them at any point * the volunteer coordinator phone needs to be pre-programmed with mobile contact numbers for all volunteers (this was a point of failure in some of the previous conferences) - volunteers usually use their own phones/SIMs because this is only in case of problems and walkie-talkies not working * list of volunteer tasks needs to be decided on ** session chairs (2 per room) ** info desk, the volunteers need to know about or have: *** maps (usually available from the Tourist Information office, ask them for a box) *** details of where the closest shops and pharmacies are *** display maps of the venue (if needed) ** badge printing/folding (before event) ** evening events (parties) ** runners ** extras in case someone doesn't turn up (usually 1-2 people per day do this) * do volunteers get free refreshments and registration? (as per previous years) * each volunteer needs one t-shirt per day, extras must be available * there must be a volunteer debriefing before the start and after the end of each conference day - especially important on the first day * ideally, all volunteers must arrive at least the day before the conference starts and have a full tour of the venue Considerations for timetabling volunteers: * Full day of work is better than an hour here and there * People who do volunteering during the day should not be volunteering the same evening * Try to timetable volunteers according to what *they* want - it looks really bad if a volunteer misses out on a talk that they want to see because they are having to do something else > > I would very much like to encourage them to volunteer to > > help out at the conference. For this, I need some link or information > about > > who they need to contact to volunteer. > > Shouldn't they just be contacting you? :-) > No, as I haven't volunteered for it :) I will, of course, help however I can, but the coordinator really needs to be a local so that they are well acquainted with the venue and can speak the local language.
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