Difference between revisions of "Roles"

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(Created page with "=== Common responsibilities for all roles === * Create and manage your own to-do list * Recruit capable crew members * Celebrate successes * Motivate your crew * Write and pub...")
 
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Latest revision as of 11:16, 29 November 2019

Common responsibilities for all roles

  • Create and manage your own to-do list
  • Recruit capable crew members
  • Celebrate successes
  • Motivate your crew
  • Write and publish an Operation Plan (“draaiboek”) on the wiki, with your plans, timeline, resources, policies, procedures, and instructions for angels
  • Inform with previous organizers about the lessons learned at other events
  • Have a printed copy of your operation plan available at the campsite
  • Inform Info about everything that visitors (including villages) need to know
  • Inform Projectleiding about everything that involves money or legalities
  • Establish your budget and confirm the availability of funds with the Treasury
  • Confirm the availability of resources needed to execute your tasks
  • Schedule angel shifts with Volunteers (if applicable)
  • Coach and help angels to do their jobs
  • Supervise hand-overs between angel shifts
  • Build up the things you need before the event
  • Tear down those things after the event

Heralds

  • Train the Herald volunteers
  • Moderate Q&A sessions at the end of talks (if requested by speaker)
  • Monitor speakers and take care of needs that arise during presentations
  • Watch the room and making sure the event/talk runs smoothly
  • Minimize delays in the schedule (ensure speakers start and end on time)

Speaker desk

  • Have a physical presence at the event where speakers can go to
  • Confirm that the speakers are present, contact them and initiate rescheduling if not
  • Inform speakers about the license for the stream
  • Try to deal with last-minute requests/needs from speakers

Content

  • Write and publish a call for papers
  • Evaluate submissions for presentations and workshops, inform speakers about whether their submission is accepted or not
  • Schedule presentations and workshops
  • Publish the program online
  • Invite specific known interesting speakers
  • Determine, with PL, the policy for reimbursement of expenses
  • Integrate content organized by villages

Productiehuis

  • Provide audio/visual and lighting equipment for stages
  • Configure the AV equipment
  • Design the stage layout
  • Control equipment during sessions
  • Provide streaming and recording for all event talks
  • Provide technical instructions on microphones etc. for heralds

NOC (Network Operation Center)

  • Provide wired and wireless ethernet/IP/optical connectivity for crew and visitors
  • Acquire internet up-link
  • Source equipment
  • Write instructions for users
  • Help users connect their equipment
  • Monitor internet usage to provide statistics
  • Receive and triage special requests from villages and crew
  • Decide locations of datenklos and cable routes, put those on the map
  • Process abuse requests
  • Maintain servers for network infrastructure (not other servers)
  • Provide server colocation for crew
  • (Optional) provide server colocation for visitors

POC (Phone Operation Center)

  • Provide a DECT phone system for crew from early build-up to late tear-down
  • Provide desk phones for teams with desks
  • Provide phone systems for visitors, if capacity allows
  • Help users connect their equipment

ROC (Radio Operation Center)

  • Provide portable two-way radio communication for crew
  • Provide instructions on how to use the radios
  • Provide a place where people can swap batteries for charged ones
  • Find out which permits are required
  • Stand by 24/7 to fix comms for Health & Safety if things break

Power

  • Plan and deploy on site power grid
  • List and acquire the required equipment
  • Check deliveries for completeness
  • Estimate and calculate the required capacity per area
  • Receive and triage special requests from villages, crew, and horeca(catering)
  • Insure the equipment if needed
  • Monitor outages and fuel levels
  • Provide statistics of power usage
  • Decide locations of generators, distribution boxes, and cable routes, put those on the map
  • Accompany equipment and fuel suppliers
  • Be stand by to fix power outages
  • Prepare rented goods for pickup after the event, according to supplier’s instructions

Sysadmin

  • Install, maintain and support hosted services for the event
  • Classify parts of the infrastructure according to importance, make sure the most important services keep running or are fixed swiftly.
  • Infrastructure may include: registering service, chatting service, file sharing, voice chat (mumble), email, calendar, group mailing lists, support ticketing system, collaborative text editing tool, project management tools, call for paper system, volunteering registration, wiki and everything else that may be needed.

Waste

  • Provide garbage disposal facilities for crew and visitors
  • Minimize the amount of inconvenience caused by trash
  • Have garbage collected for disposal
  • Provide instructions on how to deal with (specific kinds of) garbage
  • Provide garbage bags for visitors (through entrance and info-desk)
  • Handle communication with garbage disposal company

Off-site

  • Coordinate picking up and returning of goods
  • Manage the availability of off-site (public road) vehicles

On-site

  • Coordinate the transportation of goods across the terrain for buildup and tear-down
  • Manage the availability of on-site vehicles
  • Design and host a field where things can be stored outside
  • Deliver large incoming parcels to villages

Warehouse

  • Design and host an on-site storage facility with shelves for smaller goods, with doors that can be locked, and a climate that doesn’t get too humid.
  • Host LHQ (Logistics Headquarters) for the several logistics teams
  • Determine, together with teams, which things they will arrange themselves and which things can be in the centralized bulk buying.
  • Buy tools and disposables before the buildup starts
  • Track the inventory
  • Restock when needed
  • Have a desk where crew can borrow stuff
  • Go after things that aren’t returned
  • Validate and register crew driving licenses, hand out wristbands for validated drivers
  • Provide a parcel pick-up point for villages
  • Coordinate closely with build-up and tear-down for needed things and their availability (e.g. timing)

Huisstijl

  • Create a consistent graphical style
  • Provide instructions on how to apply the style
  • Provide examples of the style in applied form
  • Find opportunities to apply the style when other teams produce documents for visitors, and work with those teams to provide a unified look and feel

Promo

  • Promote the event to the target audience
  • Give talks introducing SHA2021 at other events
  • Provide posters and stickers to organizations (e.g. hackerspaces) and events

Press

  • Accredit journalists and maintain a list of press attendees
  • Supervise press visits and give or coordinate interviews
  • Write press releases
  • Providing a press statement and press resources (for reference, see https://sha2017.org/press)

Info

  • Gather all information that visitors (are expected to) need
  • Share the information in a structured form on the wiki
  • Write summaries for the booklet
  • Check wiki edits by other teams to ensure consistency with official information
  • Create a physical information center called info desk
  • Answer questions from visitors via digital communication (e.g. email)
  • Answer questions from visitors at the info desk
  • Direct people toward other visitor oriented sources of information (e.g. Press, Volunteers, Villages, NOC help-desk) if those are more appropriate.
  • Inquire internally with other teams if an answer cannot be found
  • Proactively provide visitors/community with relevant information, e.g. via blog, Twitter, or info sheets posted on site, to reduce the number of questions

Villages

  • Help villages (self-organized sub-events and/or people camping together) establish their presence
  • Write instructions for villages on how and where to send special requests (e.g. Power, NOC, On-Site), and how to integrate their village with the main event
  • Coordinate/plan which village goes where
  • Seek out villages with incomplete or vague wiki pages and encourage them to add more concrete information
  • Check that villages adhere to imposed restrictions
  • Publish village locations on the map once this stabilizes
  • Preempt possible nuisance issues (e.g. loud music) and communicate and design accordingly
  • Be infodesk-like, but for village specific needs.

Volunteers

  • Recruit volunteers
  • Optimize on-boarding experience
  • Match volunteers to tasks and shifts:
  1. Provide teams that have things that need doing with people to do it
  2. Provide people with spare time with things to do
  3. Try to optimize fun and efficiency by directing people towards tasks that fit their skills
  • Schedule volunteers and inform volunteers about what’s expected from them
  • Provide basic life necessities to volunteers that help out for more than just a few hours, e.g. food and drinks.
  • Express gratitude towards volunteers, e.g. by awarding goodies (t-shirts) and good food
  • Manage volunteers on site from early build-up to late tear-down
  • Schedule volunteer assignments according to priorities indicated by build-up, tear-down, and PL
  • Help teams structure their volunteer shifts
  • Keep a pool of volunteers available for unplanned ad-hoc tasks.

Cohesion

  • Define the Code of Conduct
  • Mediate in case of breaches of the Code of Conduct
  • Around-the-clock first responder in cases where the social cohesion of the event is threatened
  • Advise crew (including security) on how to handle socially delicate situations
  • Provide a safe space for all people at the camp (orga and visitors)
  • Get people in need of (mental or social) support the proper support, e.g. on site doctor
  • Identify cases where the social cohesion of the orga could use improvement and act or advise on it

Family

  • Work with rest of orga to make families an integral part of the event
  • Coordinate child friendly activities and content
  • Organize Family Village
  • (Possibly) arrange for professional child care

Entrance

  • Verify visitor tickets
  • Hand out wristbands according to policies (e.g. age identification)
  • Hand out information booklets
  • Hand out other things as requested by other teams (e.g. badge, garbage bag)
  • Answer basic questions, direct the rest to info-desk
  • Arrange Press escorts
  • Wish visitors a great event

Train shuttle

  • Provide a shuttle service between train station and event venue for visitors who travel by train.
  • Schedule driving shifts
  • Drive according to a schedule during busy hours
  • Publish the shuttle schedule on the wiki
  • Drive on demand when it’s quieter; be reachable by phone for receiving requests
  • Post phone numbers in relevant places

Luggage shuttle

  • Transport visitors luggage (note that not everybody want to use this service)
  • Establish pick-up points at parking and wherever the train shuttle drops people off.
  • Establish drop-off points that are shielded from rain, where people can have their luggage delivered.
  • Deliver things at the correct drop-off point.
  • At the end of the event, reverse operations: drop-off points become pick-up points and vice versa
  • Make the pick-up and drop-off points visible and shield them from rain.

Parking

  • Determine the layout for the visitor and crew parking lots
  • Validate parking tickets
  • Micro-manage people who are parking their cars, to optimize usage of the available space
  • Provide optimized arrival and departure flows
  • Provide temporary parking space (“K+R”) for people who are dropped off by friends, family, or taxi.

Routing

  • Estimate the number of visitor movements at different moments
  • Design the traffic flows for visitors (walking and driving), both on site and in the neighboring public roads, for arrival, the event itself, and departure.
  • Design the traffic flows for suppliers
  • Design the emergency routes for visitor evacuation
  • Design the “calamiteitenroutes” for external emergency services
  • Document the rationales
  • Make the routes visible on the map

Sanitation

  • Estimate the numbers of toilets and showers necessary
  • Determine locations for sanitation facilities
  • Find out plumbing requirements
  • Keep the facilities usable (e.g. clean) during the event

Way-finding

  • Enable visitors to find important places without a map
  • Design, acquire/make, and put up signage on public roads and at the venue
  • Use ISO7010 symbols for emergency routes, first aid, and fire fighting equipment

Deco

  • Make the whole event pretty
  • Decorative lighting
  • Impress visitors with a memorable atmosphere
  • Decorate the entrance gate

Procurement

  • Acquire (rent or buy) large goods that go on the terrain, such as fences, road mats, tents, etc.
  • Find suppliers
  • Ask for quotes, make deals (after permission from Treasury)
  • Check deliveries for correctness and completeness

Scaffolds

  • For things that need height, provide height
  • Design and build towers and scaffolding, or outsource that
  • Inform the Permit people about the calculated strength
  • Provide an entrance gate

Layout

  • Design the terrain layout (the document, not the terrain)
  • Keep the map updated with changes
  • Provide an up-to-date interactive map online
  • Provide an up-to-date printable PDF map
  • Determine where fences and road maps are needed

Build-up

  • Organize and lead the whole build-up
  • Coordinate duties, tasks and work with teardown, work closely together. Many tasks listed here hold for both roles.
  • Note: this role deals with a lot of people outside the community. Knowing Dutch is advisable.
  • Before build-up:
  1. Assess all terrain placements/layouts/decisions on feasibility for build-up.
  2. Communicate requirements, wishes and plannings regarding build-up with all teams. Both for the teams and from the teams.
  3. Structure all these requirements, elements, plans, etc… to produce a central overview for orga (and yourself) to have an overview of all things that need to be done during build-up.
  4. Create an overview of all suppliers with contact info, arrangements made, contracts.
  5. Create an overview of dependencies.
  6. Plan the build-up.(!)
  7. Identify buildup activities that might be dangerous to children/people on the grounds and provide safety measures
  8. Communicate the build-up plan. Make sure that all teams know what you expect from them and what they can expect from you.
  9. Discuss your plan with *owner* to manage expectations.
  10. Double check your plan and make sure you have everything that you think you need to improvise.
  • During build-up:
  1. Be on-site.
  2. Do a check-in of terrain with *owner*, list all issues, make arrangements if needed and have a written confirmation of everything with *owner*.
  3. Make sure you are in the loop of everything terrain related. You are in the lead! Coordinate!
  4. Execute and track the progress of your plan, improvise where needed.
  5. Deal with suppliers: talk to people delivering stuff, doing work for you, anything. If needed: make sure they do as they are told.
  6. Organize meetings to align all build-up activities (as many people will be working for you, orga and angels alike)
  7. Communicate information to teardown that is needed for teardown.
  • During event:
  1. Rest.
  • During tear-down:
  1. Assist tear-down where possible.
  • After tear-down:

Tear-down

  • Organize and lead the whole tear-down
  • Coordinate duties, tasks and work with build-up, work closely together. Many tasks listed here hold for both roles.
  • Note: this role deals with a lot of people outside the community. Knowing Dutch is advisable.
  • Before build-up:
  1. Assess all terrain placements/layouts/decisions on feasibility for tear-down
  2. Communicate requirements, wishes and plannings regarding tear-down with all teams. Both for the teams and from the teams.
  3. Structure all these requirements, elements, plans, etc… to produce a central overview for orga (and yourself) to have an overview of all things that need to be done during teardown.
  4. Create an overview of all suppliers with contact info, arrangements made, contracts.
  5. Create an overview of dependencies.
  6. Plan the tear-down.(!)
  7. Identify tear-down activities that might be dangerous to children/people on the grounds and provide safety measures
  8. Communicate the preliminary tear-down plan. Make sure that all teams know what you expect from them and what they can expect from you.
  9. Discuss your plan with *owner* to manage expectations.
  • During build-up:
  1. Assist build-up where possible.
  2. Keep track of information that you need for tear-down.
  • During event:
  1. Double check your plan with all teams and suppliers.
  2. Keep track of things that change during the event that affect the tear-down.
  3. Make sure you have everything that you think you need to improvise.
  4. Communicate the final tear-down plan. Make sure that all teams know what you expect from them and what they can expect from you.
  5. Discuss your plan with *owner* to manage expectations.
  6. Rest, sleep, charge up.
  • During tear-down:
  1. Be on-site.
  2. Make sure you are in the loop of everything terrain related. You are in the lead! Coordinate!
  3. Execute and track the progress of your plan, improvise where needed.
  4. Deal with suppliers: talk to people delivering stuff, doing work for you, anything. If needed: make sure they do as they are told.
  5. Organize meetings to align all tear-down activities (as many people will be working for you, orga and angels alike)
  6. Celebrate successes, motivate people tearing down.
  7. Final check whole terrain to make sure you think it is read for handover to *owner*
  8. Do handover of terrain with *owner* and have a confirmed list of all issues for and agreements with *owner*
  9. Aim to make this list as short as possible
  • After tear-down:
  1. Tie up loose ends.

Lighting

  • Provide functional lighting so visitors can see where they’re going
  • Ensure that sufficient lighting along emergency routes keeps working in case of power outages, including in tents that need it according to rules and regulations

Fire

  • Make sure no-one is on fire
  • Assist with specific activities during the event (last time: assist with the campfire)
  • Have sufficient people to fight fires should the need arise
  • Be part of the health and safety infra of the event

Security

  • Guard the safety and security of everyone at the event
  • Instruct people on potential safety issues
  • De-escalate conflicts
  • Surveil the site actively
  • Be part of the health and safety infra of the event

CP (Centrale Post)

  • Coordinate radio communications for health & safety
  • Maintain a log of incidents and document our response
  • Escalate incidents to EMT

EMT (Event Management Team)

  • Handle escalated incidents
  • Escalate to external authorities
  • Decide on the course of action in case of calamities and incidents

First Aid

  • Offer good healthcare as can be expected from an event of this size
  • Solve basic issues on site
  • Identify health hazards and suggest ways to avoid large-scale illness or injuries
  • Be part of the health and safety infra of the event

Projectleiding

  • Kick-start van teams (?)
  • Establish an exhaustive registration of tasks and responsibilities (i.e. these lists!)
  • Delegate as many responsibilities as possible to roles/teams
  • Provide information, structure and meetings for people to join orga
  • Ensure healthy financial situation/boundaries
  • Maintain a good view of the large picture (be up-to-date about what happens in teams)
  • Ensure the essential large infrastructure for the event is prepared in time
  • Provide the means to, and make sure the teams are communicating essentials with each other
  • Coach teams that are having difficulties
  • Spot vacancies (non delegated responsibilities) and find people and/or solutions for them
  • Maintain contacts with major third parties, such as:
  1. venue owners/managers
  2. municipality and other governmental departments

Permits

  • Explore which permits are required for the event
  • Prepare all documentation required for requesting permits
  • Negotiate requirements with government authorities, when applicable
  • Add the metadata to policies, procedures, and lists of organizational responsibilities, that things are permit requirements, preferably with references to the specific parts of the respective permits

Treasury

Execute the legal responsibilities of Stichting IFCAT Foundation regarding finances (including taxes) Establish an overall budget. Instruct teams on how to file budget requests. Triage budget requests from teams Give advise regarding financial decisions. Write procedures and policies, with example forms, for team expenses. Reimburse volunteer expenses. Manage the flow of virtual and real money at the event

Bottles

  • Collect bottles from all around the campsite
  • Sort bottles in crates
  • Dispose of alien bottles (not sold at bar) properly

External Horeca(catering)

  • Search for event food trucks (maybe contact also with the previous ones)
  • Contact and ask for offers
  • Together with map/terrain, plan their locations
  • Together with finance/treasury make sure everything is up and running

Lounges

  • Design and build chill-out/hangout spaces at the event
  • Identify special needs that visitors may have (e.g. silence) and try to accommodate them
  • Suggest the optimal locations for these lounges

Bars

  • Explore which qualifications are needed and which rules apply (e.g. "sociale hygiëne?")
  • Find a good seller, make a good deal, and provide the contract to team finance to buy the needed stock in drinks, snacks, etc
  • Set prices for products, discuss them with Treasury
  • Plan all furnishing you will need like fridges, taps, bar-counter, bins etc
  • Make floor plans for every bar
  • Get furniture and decorations
  • Devise smart volunteer setup (how will volunteers sell stuff, what distinctive roles, what do they need to know etc)
  • Devise a plan to stock bars during event.

Merchandise

  • Design and sell memorabilia such as clothing
  • Set prices, discuss with Treasury
  • When possible, allow pre-sales via the ticket shop
  • Have a physical space/shop where people can pick up or buy the merch.

Village Rental Services

  • Provide tents, chairs, and tables for villages.
  • Set prices and arrange pre-sales via the ticket shop
  • Have a physical place where people can pick up and return the goods they have ordered
  • Supervise that people only take what they paid for.
  • Ask On-Site to deliver large orders directly to villages

Sponsors

  • Create sponsor package with information for prospective sponsors
  • Establish a sponsor policy
  • Find businesses that can donate to, or sponsor the event
  • Establish sponsoring contracts
  • Remember sponsors to deliver on their promises

Ticket Shop

  • Host a website that is the ticket shop
  • Sell tickets
  • Sell merchandise
  • Sell village rental services
  • Use the ticket shop to recruit volunteers
  • Require agreement to the official Terms and Conditions
  • Establish a ticket exchange page on the wiki with guidelines and advice