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Volunteers
Job Descriptions
Volunteers
Job Descriptions
 Setup/Breakdown |
Registration |
Networking |
Greeters |
Audio/Visual |
No Warpstock without volunteers, it's that simple. This page decribes the requirements for each catagory of general work. Usually, there will be some overlap in of duties for each volunteer. During the conference, members of the Warpstock Board and Event Team will fill in where ever needed.
Setup/Breakdown Staff
A team of 10 to 20 people and one coordinator are needed for setup (starting on
Friday 7:00PM) and breakdown (starting immediately after the conference on Sunday).
Usually, attendees arriving early or leaving late, will volunteer on site to help.
The number of people required depends on the number of rental items we have in the
exhibit hall and conference rooms. We usually catalog and re-pack the equipment
for pickup by the rental company. This group of volunteers would also assist with
the network wiring breakdown and the AV inventory. Basically, we need as many volunteers
for this as we can get and one person to coordinate.
- Prepare the event site for the conference
- Set up registration desk (tables, chairs, PC's, printers, stationary, ...)
- Set up tables, chairs and A/V equipment in conference rooms
- Set up vendors booths, draping and equipment in exhibit hall
- Put up banners, posters, signs, etc.
- Assist with handling materials/equipment during the event
- Breakdown setup after completion of the event
Registration Coordinator
The Registration Coordinator supervises the registration process before and during
the event. He and his team take turns at the registration table so there is always
someone available to welcome attendees, register attendees and provide general information
about the conference. While his tasks aren't much different than those of his team
members, his responsibilities include :
Pre-event:
- Set up registration tables.
- Arrange materials for easy access (registration badges).
- Ensure that badges for pre-registered guests are ready (assembled and sorted).
- Ensure that registration PC is ready and database is loaded.
- Ensure that sufficient badge material is on hand to register walk-ins.
- Ensure that raffle tickets are prepared.
- Ensure that registration volunteers are trained with operation of database and are able to print badges when needed.
- Ensure that cash box has sufficient qty of bills to make change.
- Ensure that "goody bags" are prepared.
During Event:
- Hand out badges, bags and raffle tickets to pre-registered guests.
- Collect fees (Warpstock and Social Event if needed) and make badges for walk-ins.
- Keep track of number of tickets sold for Social Event.
- Answer questions pertaining to schedule changes, room locations, etc.
- Monitor cash bo.
- Answer general Warpstock and OS/2 questions.
Registration
Staff
A team of 4 to 5 people taking turns at the Registration Desk from Friday evening
through Saturday, until Sunday morning. There should always be at least 2 people
at the registration desk (except maybe on Sunday). Usually there is a rush on Friday
night to pick up the badges, and Saturday morning to register and pick up badges.
That is when the most people are needed, but only two to three helping registrations
and pickups, otherwise it is more of a problem than a help. The rest of the time,
the people at the registration desk should be able to provide some general information
about the conference to first-time attendees.
- Man the registration desk to greet attendees and provide general information
- Register day-of attendees and collect registration fees
- Process pre-registrations
- Provide identification badges upon registration
- Maintain accurate record of attendance
- Stuff goodie bags for attendees (Conference Guide, flyers, advertisements, etc.)
Networking Coordinator
- Some skill is required for this position. Earn the respect of your peers as the networking guru of Warpstock. Some of your responsibilities will include :
- Configure the Warpstock LAN (DHCP, ±30 workstations)
- Get NetBIOS and TCP/IP up and running
- Configure dial-up connection to the internet (ISDN)
- Set up IP-Masquerading for the LAN
- CID installation of Warp 4, Warp Server if needed
Networking
Assistants
The networking coordinator is looking for 3 to 5 hardy souls who are not adverse
to several hours of work on Friday and Saturday morning in helping out to build
the network in the exhibit hall. The most prized skill will be experience in building
Ethernet cables using Cat 5 cable and RJ 45 connectors. It will be a great learning
experience and fun too. There is less skill required here than most of your peers
realize. So, volunteer for this position and brag to your friends that you setup
the Wapstock LAN. Steal some of the glory from the Networking Coordinator.
- Assist with setup of network connectivity and/or as assigned by the Network Coordinator
- Stringing cable to all LAN nodes
- Manufacturing of 100BaseT ethernet cables (instruction is available)
Conference
Room Hosts
One coordinator and a team of around 8 people as room greeters and room AV people.
The team operates on a rotating schedule, where the room host goes to a conference
room early to assist with the disconnection of the prior speaker from the AV, assist
the next speaker with connecting to the AV, see that they have a clean glass of
water and introduce them to the audience. This actually requires the most people
during the conference itself. We have worked in the past with as few as 5 volunteers
and as many as 25. It's not unusual for one person to rotate between two rooms.
- Assure an orderly and prepared conference room for the next scheduled presentation
- Check equipment in conference rooms
- Distribute and collect evaluation forms
- Introduce speakers to the audience
- Assist speaker with operation of presentation equipment (lights, slides, etc.)
- Monitor attendance during presentations
- Assure the time schedule is maintained
- Clean up room after the presentation and get it ready for the next one
Greeters
- Distribute materials during the event
- Check identification badges of attendees, speakers, vendors, ...
- Provide help and information to attendees at the conference
Audio/Visual Staff
One or two people for setup and testing of the A/V equipment (projectors, microphones,
speakers) prior to the event, and troubleshooting during the conference itself.
- Prepare, setup and test all A/V equipment before the conference
- Operate A/V equipment were needed (eg. live boadcasts)
- Assist speakers/presenters in testing of computers, display interface, microphone setup and/or as assigned by Audio/Visual Coordinator
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