Volunteer Roles

Registration

• Come an hour before registration starts to help set-up.
• Make sure you clarify whether or not you’ll be accepting walk-ins (cash and checks only). Tell walk-ins not to take a t-shirt because there’s only enough for those that pre-registered.
• There should be 4 lines split up alphabetically by first name because some people only register with their first name. Make sure there are clear , prominent signs with the letters.
• Registration volunteers should have a mobile device or laptop, plus a charger, so they can use the attendance page to check-in attendees. After marking each person as having checked-in, direct them to pick up their name tag which are on a separate table and in alpha order by first name.
• If someone is not on the attendance page, write their name down and have them make their own name tag at the name tag area.
• Make sure the registration desk is neat and clean.
• If someone insists they’ve registered but their name isn’t on the list, take down their e-mail, make them a name tag and sort it out later.

Nametag table

• This volunteer should help attendees find their name tag.
• Make sure the area is neat and clean.
• Help people make their nametag if it wasn’t initially pre-printed.
• Direct attendees to t-shirt/schwag area.

T-shirt / Swag handout

• There should be 4 lines alphabetically by first name.
• Volunteers will have a list of attendees and their t-shirt size.
• Hand the attendee their t-shirt and mark their name off the list.
• Sizes cannot be traded. They can only get the size they registered with.
• Walk-ins don’t get a t-shirt. If there are extras at the end after everyone has gotten them, it’s first come first serve.
• Make sure area is neat and clean.

Sponsor’s Helper & Swag (“Stuff We All Get”!)

• Make sure swag is fully stocked.
• Make sure everything is neatly displayed.
• Sponsors swag, WordCamp swag and other swag should all be displayed on separate tables.
• Check on sponsors and help them get what they need. Power, internet, etc.

Food and beverages

• Help with setup and clean up.
• Make sure coffee area is neat and clean.
• Conference room helper
• Help with equipment.
• Anything needed in conference room (e.g. need more chairs, someone spills coffee, etc).

Speaker’s helper

• Help to make sure speakers are ready 10 minutes before their talk and they have everything they need.
• This person will need a list of all the speakers’ cell phone numbers.
• Text speaker 20 minutes before their speaking time telling them to report to stage and get fitted with mic, etc.
• Help speakers set up equipment.
• Make sure speakers have water on stage.

General Help

• Make sure trash cans are not overflowing, replace trash bags if necessary.
• Make sure bathrooms are neat and clean.
• Gopher activities as needed.