Hall Lead

Managing room staff, volunteers, and the schedule.

Reports to: Program/volunteer team organizers.

Roles:

• Take charge and be responsible for the volunteer team organizers
• Act as a connector between Sponsors / Speakers / Volunteers
• Ensure that all volunteers are in their positions and performing the assigned tasks
• Coordinate with team leads for any complications

Time Keeper

Keep track of session time and remind speakers.

Reports to: Assigned Hall Lead

Roles:

• Communicate with the speakers and emcee about time limits and warning signs
• Coordinate with the Hall Lead and ensure that talks start and end on time
• Explain the signs you will show the speakers to indicate the time, and show the ‘remaining time’ cards during their session
• Make sure everything is conducted within the given time frame

Runner

Assist the Hall Lead in the room and run microphones.

Reports to: Assigned Hall Lead

Roles:

• Coordinate and assist the Hall Lead with anything that might be needed in the room.

Speaker Support

Ensure speakers are supported on the conference day.

Reports to: Program Support

Roles:

• Has comprehensive knowledge of the session and speaker schedule
• Ensure that speakers arrive at the correct time
• Coordinate between the speaker and the technical team to ensure that the speaker’s requirements are met
• Check and assist the next speaker with their setup and any additional needs they may have

Registration Lead

Manage and monitor the overall registration process.

Reports to: Operations & Volunteer Team

Roles:

• Guide Attendees to the Registration desks and make sure that everyone is registered for the event.
• Keep track of Attendees’ registration.
• Coordinate with the Volunteers and the Organising team.
• Make sure you have good and effective communication skills.

Registration Support

Help everyone check in at the information desk.

Reports to: Operations Team

Roles:

• Provide information about the event.
• Assist attendees with their seating position and find the correct queues.
• Check all details in the event pass and hand out badges.
• Handle spot registration and payment process (if available)

Lunch Support

Provide necessary assistance to attendees regarding lunch.

Reports to: AX & Volunteer Team

Roles:

• Be familiar with the food station locations.
• Assist attendees in finding their preferred food options, including vegetarian, non-vegetarian and other options

Swag Station Support

Smooth and coordinated distribution of swag to the attendees.

Reports to: AX & Volunteer Team

Roles:

• Set up the swag table and keep it in good order.
• Check for swags and ensure their availability on the tables.
• Hand out WordCamp Asia swag to Attendees and keep track of the receivers.

Accessibility Support

Reports to: AX Team

Roles:

• Assist attendees with additional needs.
• Be responsible for assisting people who might be differently abled or need assistance with using specific areas of the venue. You will need to know the specific areas that are wheelchair accessible (such as the elevator and the accessible access routes to each Track or Workshop).
• This role does not have a limited scope, and you may be asked to assist volunteers with various types of accessibility needs related to navigating the venue.

Information, Lost & Found Desk

Smooth and coordinated distribution of swag to the attendees.

Reports to: AX Team

Roles:

• Provide information to the attendees regarding the entire event. This could include information in relation to the venue areas, the tracks, even the schedule of events – these are just a few of the questions you might be asked to answer.
• Involves supporting the collation of lost & found items and being responsible for safeguarding them until the responsible person comes to collect them.

Media Support

Secure the Press Room and assist our media partners.

Reports to: Communication Team

Roles:

• Contacting Media Partners and interviewees to remind them of their interview schedule, time, location, and meeting point.
• Showing them the location for the interview.
• Timekeeping of the interview and the use of the Press Room.
• Standing by outside the Press Room, in case Media Partners and interviewees need some help.
• Securing the Press Room.

Social Media Handler

Share event activities over social media through timely and engaging content.

Reports to: Communication Team

Roles:

• Keep updating about the event by sharing photos and videos on WordCamp Asia social accounts.
• Ensure that every comment and message is being responded to.
• Help Attendees with social media if needed, and ask them to use the relevant #hashtags.
• Create a greater richness of the event through social media, and you can be as creative, informative, or humorous with the post as required

Contributor Day Help Stuff

Venue setup, direction guidance & tech help during the contribution day.

Reports to: Contributor Day Team

Roles:

• Help onboard contributors with required account registrations, installing & troubleshooting tools such as Docker.
• Help contributors explore and navigate make.wordpress.org, pointing them to the right team or resource.
• Guide attendees on how the Human Library works (borrowing Human Books, session time, etiquette).
• Assist workshop speakers and facilitators with setup, timekeeping, and materials.
• Help in setting up chairs, tables, and the setup at the venue.
• Track the number of attendees in each table before starting.
• Be open to questions, welcoming, and friendly.
• Help another volunteer on the conference day as a Volunteer support.

Interactive Program Support

Keep our interactive programs well supported.

Reports to: Volunteers Team

Roles:

• Ensure that the program starts and ends on time.
• Assist with the facilitation of the program when needed.
• Be helpful and friendly.
• An interactive program may include KidsCamp, WP Cafe, Workshop, Community Booth, etc.

Sponsor Support

Ensure sponsors are supported on the conference day.

Reports to: Sponsors Team

Roles:

• Check if sponsors need anything from the start to the end of the event.
• Help resolve minor issues and reach out to the Sponsors Team for bigger issues.
• Ensure that any issue raised by Sponsors is addressed to the respective Lead.

Volunteer Support

Ensure our Volunteers are well-supported.

Reports to: Volunteers Team

Roles:

• Assist Volunteers with anything they might need during their shift.
• Provide support to other Volunteers on the shift.
• Handle requests by other Volunteers in the #volunteer Slack channel.
• Make sure that the volunteers are aware of all needs.