Volunteers Organization Page

It has been agreed that will split days in Morning and Afternoon turns with one person per site/room as a general rule. Of course it doesn't cover punctual needs as registration.

It's obvious the volunteers will want to assit sessions that interest them, that's why we need to coordinate to establish a planning to allow people to turn.

The easy way would be to assign a person to a room for the whole GUADEC but it won't be workable IMHO as only a few are going to work very hard. So, we need to define turn so that it's won't always be the same that act as flying volunteer for instance.

One small group of people with well defined task is prefered to a big group of volunteers with fuzzy and diluated responsbilities.

Basic Volunteer Responsabilities

• Inform people about whatever doubt they can have
• Keep the schedule on track ([1],[2])
• Film sessions during the Core Days

• Take care of the rooms & sessions (/RoomChecklist)

Schedule

Preparatory tasks

People able to help on Thursday and Friday, please list your names below. There is a lot of work to do and we need hands. No English or anything required, we basically need legs, hands and heads. At least Baris Cicek a d Quim Gil will be there the two days, full time. You will find us around the Vestíbul UPC (the Entrance Hall in the UPC building - see http://guadec.org/GUADEC2006/location ). If we are not there you will have more details or our phone numbers in the Infodesk.

Thursday 9h-13h

Barış Çiçek, Quim Gil, Lluis Sanchez

Thursday 15h-20h

Barış Çiçek, Quim Gil, Lluis Sanchez, Maria Soler

Friday 9h-13h

Barış Çiçek, Quim Gil, KeywanNajafiTonekaboni, BenjaminOtte

Friday 15h-20h

Barış Çiçek, Quim Gil, KeywanNajafiTonekaboni, BenjaminOtte, PauloHenriqueSilva, LuizCarlosIrberJunior, Izabel Cerqueira Valverde, MircoMüller

GUADEC tasks

Volunteers, please fill the slots you're planning to help with your initials.

"Morning" would be ~9:30 to ~13:30 and "Afternoon" would be ~14:30 to ~19:30

"Morning" would be ~9:00 to ~9h30 to prepare whatever needed and "Afternoon" would be ~19:30 to ~20h00

Specificities

Registration

We'll need to define the registration process. Web application or paper listing ?

Just two comments/questions:

1) We can ask people of Campus Mediterrània if they have any application for that (Núria Blanes is our contact there).

2) Are going to have persolanized badges with the names of every attendee ?

Preparation & cleanup

We'll need people to setup and clean everything daily. Friday we'll need people to come to prepare the bag, test the network, setup streaming material. Ideally we'll be abble to start all this the weekend before provided we have the adecuate material.

Balader dining room

It will be the responsability of the Balader's morning volunteer to put the table in Balader's dining room after the morning.

Certificate

It has been agreed to have a sheet for people willing to have certificate in every room. One of the flying volunteer will make a round at the end of morning and afternoon sessions to hand it at Infodesk.

Luggage Deposit

There will probably a deposit[3] for people arriving at registration only. Use case : It's 10h, Monday, I just arrived GUADEC from airport, I can leave my luggage at Infodesk because Vilanova Park is a bit far. It will be allowed one time, at registration. No Use Case : I'm lazy and to let my latop at Infodesk. No way.

Declared Volunteers

• Andy Wingo (AW)
• Toni Hermoso (TH)
• Gil Forcada (GF)
• Ramon Navarro (RN)
• Jonathan Hernández Velasco (JHV)
• Lluís Pàmies Juarez (LPJ)
• Sergi Nuez (SN)
• Xavier Gibert Casabona (XGC)

• CarlosFenollosa (CF)

• Toni Garcia (TG)
• Alia Merali (AM)
• Al (A)
• Marcus Lawrie (ML)
• Tomàs Reverter (TR)
• Mart Raudsepp (leio) (MR)
• Johan Dahlin (jdahlin) (JD)
• Alireza Kheirkhahan (AK)
• Maria Soler (MS)

• Keywan Najafi Tonekaboni (KNT)

• Fernando Ot
• Nhung N (nn)
• Zeeshan Ali (ZA)
• Xevi Serrats (XS)
• Loli Pérez (LP)

• GermanPooCaamano (gpoo) (GP)

• JuanjoMarin (jjmarin) (JJ)

• MarcAndreLureau (elmarco) (MAL)

• Rafael Villar Burke (pachi) (RVB)

• PauloHenriqueSilva (phsilva) (PH)

• LuizCarlosIrberJunior (LCIJ)

• Izabel Cerqueira Valverde (ICV)

• JohnMcCutchan (JMC)

• Xevi Serrats Balaguer (XSB)

[1] MurrayCumming: Please do make sure that the responsible volunteer in each room knows he/she is responsible for the talk starting/ending on time . They must give a five minute and one minute warning before the end and they must insist on the talk ending on time. Otherwise the whole schedule goes wrong and people get upset. Speakers don't all watch their clocks and audience members are too shy to help with this. It would also be a good idea to allocate times for people to test their laptops with the projector that they must use.

[2] DaveNeary: Talks should be 45 minutes long * the stage should be vacant at h+45, h+50 at the latest. I will be mailing speakers to let them know that 1 hour scheduled does not mean 1h presentation. You don't just need to think about people moving from one hall to another, but also people wanting to speak with the presenter after the conference, smoke a cigarette, have a coffee, and also the next presenter who will want to get set up to start on time.

[3] wingo: sure we need this? i would think everyone would get there before monday, and this kind of service would only be useful when someone doesn't have a place to stay. i'd say don't bother.

CategoryGuadec