Primary Roles¶
Conference chair
This role wrangles all the wranglers
Handles budgets and accounting.
Swag Coordinator
Coordinates swag designs
Shirts
Stickers
Badges
Extra fun stuff.
Order swag
Find local vendors, or
Work with pre-existing WTD relationships.
Speaker coordinator (details: Speakers and Call for Proposals)
Arrange the CFP panel and proposal evaluation
Write/edit and send emails to accepted speakers before the conference starts
Make sure speakers are cued up before their talks
Provide for any speaker’s special needs.
Infrastructure chair
Makes website updates
Takes care of CFP app registration
Updates ticket purchase link and site.
Local chair
Should be someone local to the city where the conference is being held
Find venue; coordinate reservation and payment with conference chair
Arrange/order meals.
Writing Day coordinator (details: Writing Day)
Contact projects about participating
Present intro to the Writing Day at beginning
Write up after the event
Make it easier for folks to talk about the event, join projects, etc.
Coordinate with volunteers during the event for welcoming, directing, etc.
Unconference coordinator (details: Unconference)
Set up space
Make boards for unconf
Post schedule online, and promote the schedule onstage
Wrangle volunteers, making sure someone is welcoming folks to the space and orienting.
Lightning Talk Coordinator (details: Lightning Talks)
Set up the lightning talk sheet/board
Be the point person for lightning talks
MC lightning talks on stage
Coordinate with lightning speakers prior to the slot (announce coming to stage during lunch).
Communication chair (details: Communications)
Write & send emails to the larger community
Coordinate tweets about emails, events, etc.
Volunteer coordinator (details: Volunteers coordination)
Recruit volunteers
Keep communication going with volunteers
Maintain volunteer shirt spreadsheet
Serve as volunteer point person and backup during conference.
Sponsorship lead (details: Sponsorships)
Coordinate sponsorships
Invoice sponsors
Arrange day-of setup of sponsors, questions, etc.
Get sponsors on stage for their 30-60 sec slots
Follow up with sponsors after event to get feedback.
Explore <City> coordinator
Put together list of dinner/places to stay recommendations
Help organize like-minded dinners
Coordinate city tours, recommended sights.
Welcome Wagon Coordinators
Update welcome wagon guide
Be the point person for Welcome Wagon events on the day
Be a shiny happy face.
Social media chair
Handle Twitter announcements before, during, and after the conference
Monitor and retweet community talking about event, etc (Twitter, blogs, more).
Speaker gift coordinator
Confirm gift budget with conference chair
Purchase gifts
Put together gift bags
Write/coordinate writing thank you cards (personalized).
Saturday Event Coordinator
Write up hike/boat tour
Message attendees.