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Jan 15 - MegaTech Meetup
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Jan 15 - MegaTech Meetup

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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
Role
Description
Assignees
Notes
1
Project manager
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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.
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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.
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Open
4
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Open
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Day of the event


Event set up
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.
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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.
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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.
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Open
4
Speaker Liason
Wait for the speakers to arrive, show them their seats and review the agenda.
Owen/Keagan
Open
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During Event
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.
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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.
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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.
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Open
4
Room Split Support
Help guests find the other rooms
Guide them throughout the library
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Open
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After event - Party
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.
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Open
2
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Open
3
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Open
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Event follow up

Post Event
Name
Column 2
Column 3
Notes
1
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Open
2
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Open
3
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Open
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