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Mega Meetup
Jan 15 - MegaTech Meetup
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Jan 15 - MegaTech Meetup
Volunteer Roles
Volunteer training
Volunteer Lead:
@
Akshay Gulati
Important questions:
Are we going to have support from the Library personnel?
Do we assign a single volunteer coordinator across multiple communities?
Planning
Planning
Role
Description
Assignees
Notes
Role
Description
Assignees
Notes
1
Project manager
Open
2
Website / Registration coordinators
Manage the event's online registration system, ensuring a user-friendly and efficient sign-up process.
Regularly update the event website with the latest information, schedules, and speaker details.
Handle inquiries and provide support for registration-related issues, maintaining clear communication with attendees.
Open
3
Social Media Coordinators
Post live updates, photos, and highlights on various social media platforms.
Engage with online audiences and respond to queries.
Promote the event before, during, and after to increase visibility.
Open
4
Open
There are no rows in this table
Day of the event
Event set up
Event set up
Role
Description
Assigness
Notes
Role
Description
Assigness
Notes
1
Registration Desk Volunteers
Greet attendees and check them in.
Distribute event name tags.
Answer general questions about the event schedule and layout.
Open
2
Tech Support/AV Team
:
Assist with setting up and managing audio-visual equipment.
Help presenters with any technical issues.
Ensure microphones, projectors, and other AV equipment are functioning properly.
Open
3
Set-Up and Tear-Down Crew
Arrive early to help set up tables, chairs, signage, and technology.
Stay after the event to help dismantle and clean up.
Open
4
Speaker Liason
Wait for the speakers to arrive, show them their seats and review the agenda.
Owen/Keagan
Open
There are no rows in this table
During Event
During Event
Name
Description
Assignees
Notes
Name
Description
Assignees
Notes
1
Information Guides
Roam the event spaces to offer assistance and directions.
Answer questions about event programming and Library facilities.
Help with crowd control and ensuring smooth transitions between sessions.
Open
2
Photographers/Videographers
Capture key moments and essential aspects of the event.
Create content for future promotional materials.
Ensure coverage of various aspects of the event, including speakers, attendees, and activities.
Open
3
Emergency Response Team
Be prepared to contact Library security
Stay informed about the nearest medical facilities and emergency procedures.
Maintain a calm demeanour and provide assistance as needed.
Open
4
Room Split Support
Help guests find the other rooms
Guide them throughout the library
Open
There are no rows in this table
After event - Party
After event - Party
Name
Description
Column 3
Notes
Name
Description
Column 3
Notes
1
Tear-Down Crew
Arrive early to help set up tables, chairs, signage, and technology.
Stay after the event to help dismantle and clean up.
Open
2
Open
3
Open
There are no rows in this table
Event follow up
Post Event
Post Event
Name
Column 2
Column 3
Notes
Name
Column 2
Column 3
Notes
1
Open
2
Open
3
Open
There are no rows in this table
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