So you have been recruited as a FOSS4G2018 volunteer and are wondering what you will need to do? Please read the appropriate sections in this page to find out more!

First some general notes:

• Please check your assignments in the volunteer’s schedule and then refer to the notes below on what is expected of volunteers in the different roles.
• For all volunteers please take note that there is a comprehensive list of emergency contact points should you need them, available on the Emergency Contacts page.
• There is a medical room on the ground floor near the volunteer’s room. If anyone needs medical assistance, take them there.
• There is a lost and found desk in the foyer of the convention centre – take any left items there and direct anyone looking for lost items there.
• Also please join our telegram group so that we can keep you updated as the conference proceeds.
• Please help attendees get to lunch – there are eating areas on both the second and third floors of the convention centre.

 

Duties for session chairs:

• Arrive between 30min and 15min before the session starts.
• Make yourself known to the room ambassador. They should also be wearing a special sticker on their lanyard.
• Note that in most cases the sessions are broken up into 30-minute units – 25 minutes for presentation and 5 minutes for changeover time for the next speaker to set up. Please check attendify to confirm the exact time allocated for each slot.
• Identify the speakers of the session and brief them that you will be running strictly to schedule. If a speaker arrives late he/she may be removed from the schedule or given a reduced time to speak.
• 5 minutes before the end of the speaker’s talk, stand up and walk to the front of the room
• 1 minute before the end of the talk, raise your hand and wave at the speaker indicating ‘1’ with your finger
• End of the allotted time, walk over and stand next to the speaker, they will feel uncomfortable and stop speaking. If they do not stop speaking, interrupt them and ask them to please stop the talk right there.
• If the speaker finishes ahead of time you may allow one or two audience questions. Use the time of audience questions to get the next speaker lined up.
• While the speaker is talking, identify the next speaker if possible and make sure they are prepped and ready to go. As the room ambassador to help with identifying speakers when they enter the room.
• Collecting presentations: Please collect each presentation onto a folder desktop of the presentation room computer. Name the presentations according to the title of the presentation on the programme. All presentations should be left of the presentation room computer and we will gather them up and share them at the end of the conference.
• The room computers will have both Microsoft Powerpoint and LibreOffice on them.
• Please read the Code of Conduct and help to ensure that our participants adhere to it: https://2018.foss4g.org/code-of-conduct/

 

Duties for FOSS4G Room Ambassadors:

 

• Arrive between 30min and 15min before the session starts.
• Do a security check on the room – ensure there are no strange bags in the room etc. Be vigilant for security during the event – ensure that everyone entering the room has an issued FOSS4G2018 badge. Report any potential security issue to a LOC member and/or a conference security staff member.
• Make yourself known to the session chair. They should also be wearing a special sticker on their lanyard.
• Help the session chair to Identify the speakers of the session and brief them that you will be running strictly to schedule. If a speaker arrives late he / she may be removed from the schedule or given a reduced time to speak.
• During each speaker’s presentation, please take photos and share on social media using the #FOSS4G2018 hash tag or other tag as provided at the conference.
• At the end of the allotted time, walk over and stand next to the speaker, they will feel uncomfortable and stop speaking. If they do not stop speaking, interrupt them and ask them to please stop the talk right there.
• While the speaker is talking, identify the next speaker if possible and make sure they are prepped and ready to go and have made themselves known to the session chair.
• At the end of the session, make sure there are no belongings left in the room. Take any lost items to the LOC room along with a note about which session they item was found in.
• Please read the Code of Conduct and help to ensure that our participants adhere to it: https://2018.foss4g.org/code-of-conduct/

 

Duties for FOSS4G Workshop Ambassadors:

 

• Arrive between 30min and 15min before the session starts.
• Do a security check on the room – ensure there are no strange bags in the room etc. Be vigilant for security during the event – ensure that everyone entering the room has an issued FOSS4G2018 badge. Report any potential security issue to a LOC member and/or a conference security staff member.
• Make yourself known to the workshop presenters, telling them that you are the room ambassador and will help them in any way you can.
• During the workshop, please take photos and share on social media using the #FOSS4G2018 hashtag or other tags as provided at the conference.
• Make sure the workshop ends on time – especially if there is another workshop scheduled for after that
• At the end of the session, make sure there are no belongings left in the room. Take any lost items to the LOC room along with a note about which session they item was found in.
• If the presenter needs any technical assistance go and find someone who can help if you cannot help them yourself.
• Please read the Code of Conduct and help to ensure that our participants adhere to it: https://2018.foss4g.org/code-of-conduct/

 

Duties for FOSS4G Roaming Ambassadors:

 

• Arrive between 30min and 15min before your shift starts.
• Help non-registered people to the registration desk.
• Be vigilant for security during the event – ensure that everyone entering the conference area has an issued FOSS4G2018 badge. Report any potential security issue such as strange bags, belligerent behaviour etc. to a LOC member and / or a conference security staff member.
• Please take photos of the event and share on social media using the #FOSS4G2018 hashtag or other tags as provided at the conference.
• Assist delegates to find the talks or other conference activities they are looking for
• Ensure that delegates are behaving in a safe and socially acceptable manner and try to ensure that everyone has an awesome time
• Please read the Code of Conduct and help to ensure that our participants adhere to it: https://2018.foss4g.org/code-of-conduct/

 

Duties for FOSS4G Social Event Ambassadors:

• Arrive between 30min and 15min before your shift starts.
• Help to ensure everybody has made their way to the transport to the dinner
• Ensure only registered attendees are joining the social
• Be vigilant for security during the event – ensure that everyone entering the conference area has an issued FOSS4G2018 badge. Report any potential security issue such as strange bags, belligerent behaviour etc. to a LOC member and / or a conference security staff member.
• Please take photos of the event and share on social media using the #FOSS4G2018 hashtag or other tags as provided at the conference.
• Assist delegates to find the talks or other conference activities they are looking for
• Ensure that delegates are behaving in a safe and socially acceptable manner and try to ensure that everyone has an awesome time
• Please read the Code of Conduct and help to ensure that our participants adhere to it: https://2018.foss4g.org/code-of-conduct/

 

How to see the list of talks for a session:

For all volunteers, you may need to know which presenters are in your session. You can find this easily by using attendify and the following workflow:

Go to presentations:

Use the search function to search for the room you will be volunteering in:

The results are organised by day, scroll down to find your session’s presentation: