Difference between revisions of "Team:Volunteers"

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{{TeamInfo
 
{{TeamInfo
 
|Lead=User:Bitlair.nl-stijn, User:Sling
 
|Lead=User:Bitlair.nl-stijn, User:Sling
−
|Does=Angelsystem, boarding of volunteers, volunteer communication pre- and onevent, enrollment of volunteers, motivating volunteers and taking care of volunteers.
+
|Does=Angelsystem, boarding of angels, volunteer communication pre- and onevent, enrollment of angels, motivating angels and taking care of angels. TLC!
 
|Exclusive team=No
 
|Exclusive team=No
 
|Contact=team-volunteers@lists.sha2017.org
 
|Contact=team-volunteers@lists.sha2017.org
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}}
 
}}
 
==About==
 
==About==
−
SHA2017 will not be possible without the help of many volunteers. Volunteers, and volunteering, does not organize itself. To take care of this sort of stuff, SHA2017 has a Team:Volunteers. The goal of this team is to match the demand of volunteers (from the other Teams) and the supply of volunteers, as closely as possible.
+
SHA2017 will not be possible without the help of many volunteers. These volunteers will be called angels.Angels do not organize themself. To take care of this sort of stuff, SHA2017 has a Team:Volunteers. The goal of this team is to match the demand of angels (from the other Teams) and the supply of angels, as closely as possible.
  
 
To accomplish this, our tasks are:
 
To accomplish this, our tasks are:
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The goal of these meetings is to check on the progress on open TODOs, sync about new developments, assign TODOs to persons, make decisions that affect the whole team and/or event, etc. Our projectleiding contact is also present during these meetings. Once we think it is needed, we will increase the frequency of these meetings. Minutes or a meeting summary should be kept by a team member and will be linked to from here.
 
The goal of these meetings is to check on the progress on open TODOs, sync about new developments, assign TODOs to persons, make decisions that affect the whole team and/or event, etc. Our projectleiding contact is also present during these meetings. Once we think it is needed, we will increase the frequency of these meetings. Minutes or a meeting summary should be kept by a team member and will be linked to from here.
  
−
== Naming scheme ==
+
=== Naming scheme ===
 
The terms we will use are:
 
The terms we will use are:
 
* Team:Volunteers
 
* Team:Volunteers
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[Question] What part of this system falls under the responsibility of the sysadmin team and what part is ours? Are they familiar with its workings from a sysadmin PoV?
 
[Question] What part of this system falls under the responsibility of the sysadmin team and what part is ours? Are they familiar with its workings from a sysadmin PoV?
−
 
−
[Question] How do we want to call our Angelsystem / Engelsystem?
 
  
 
[Question] When does the Angelsystem need to be online?
 
[Question] When does the Angelsystem need to be online?
  
−
== Volunteer Roles ==
+
== Angel Roles ==
  
 
=== Angel ===
 
=== Angel ===
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Description here
 
Description here
  
−
=== Volunteer shift coordinator ===
+
=== Angel shift coordinator ===
  
 
This is a special shift in the engelsystem, which is about manning the desk in the Heaven tent and performing these tasks:
 
This is a special shift in the engelsystem, which is about manning the desk in the Heaven tent and performing these tasks:
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[Question] Can the team responsible for the eventwide lounge also help us with decorating and create 'more' of what they are already making?
 
[Question] Can the team responsible for the eventwide lounge also help us with decorating and create 'more' of what they are already making?
  
−
[Question] Should we have heaven in the same tent as the volunteer kitchen + canteen? (Sling: I prefer to separate heaven from all the food-stuff)
+
[Question] Should we have heaven in the same tent as the angel kitchen + canteen? (Sling: I prefer to separate heaven from all the food-stuff)
  
 
[Question] Who should we inform about what kind of tent we need and what is the deadline for this?
 
[Question] Who should we inform about what kind of tent we need and what is the deadline for this?
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* Splitting heaven into two parts, one for general coordinating and $stuff and the other half as lounge? (In one tent?)
 
* Splitting heaven into two parts, one for general coordinating and $stuff and the other half as lounge? (In one tent?)
  
−
== Volunteer kitchen & canteen ==
+
== Angel kitchen & canteen ==
  
 
[Question] Who should we inform about what kind of tent we need and what is the deadline for this?
 
[Question] Who should we inform about what kind of tent we need and what is the deadline for this?
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* Can we and the cooks handle two kitchens in one tent?
 
* Can we and the cooks handle two kitchens in one tent?
  
−
== Volunteer merchandise, PR-material ==
+
== Angel merchandise, PR-material ==
  
 
[Question] Do we want hats like at OHM? Anything else?
 
[Question] Do we want hats like at OHM? Anything else?
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[[File:We Can Do It!.jpg|thumbnail]]
 
[[File:We Can Do It!.jpg|thumbnail]]
  
−
== Volunteering rewards ==  
+
== Angel rewards ==  
  
 
We should have some sort of reward for completing shifts, for example a ticket or token that can be exchanged for using the volunteer kitchen and heaven facilities. If there is no access control on the massages or food then it will likely be overrun and not available to the people who really need it. These tickets could also be distributed trough the rest of the orga, for people that are not doing Angel shifts but are helping out otherwise.
 
We should have some sort of reward for completing shifts, for example a ticket or token that can be exchanged for using the volunteer kitchen and heaven facilities. If there is no access control on the massages or food then it will likely be overrun and not available to the people who really need it. These tickets could also be distributed trough the rest of the orga, for people that are not doing Angel shifts but are helping out otherwise.
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== Random things ==
 
== Random things ==
  
−
* We should probably have an idea about which of the volunteers are trained in First Aid or BHV, SVH (for Team:Bar) or other relevant certifications?
+
* We should probably have an idea about which of the angels are trained in First Aid or BHV, SVH (for Team:Bar) or other relevant certifications?
−
* TODO: Traffic team mentioned a special training for their volunteers even before the camp starts (?), let's get into contact with them how they see this happening.
+
* TODO: Traffic team mentioned a special training for their angels even before the camp starts (?), let's get into contact with them how they see this happening.
  
 
== Workforce planning ==
 
== Workforce planning ==
  
−
In order to size our facilities properly and make a decent planning, we will need to know numbers and facts. The table below describes the number of volunteers we are supposed to be able to handle on a given day.
+
In order to size our facilities properly and make a decent planning, we will need to know numbers and facts. The table below describes the number of angels we are supposed to be able to handle on a given day.
  
 
{| class="wikitable"
 
{| class="wikitable"

Revision as of 18:04, 5 September 2016

Volunteers
1st line contacts: Stijn, Sling
Does: Angelsystem, boarding of angels, volunteer communication pre- and onevent, enrollment of angels, motivating angels and taking care of angels. TLC!
Does not:
Is an exclusive team: No
Contact: team-volunteers@lists.sha2017.org
IRC: #sha2017-volunteers-orga
Deadlines:
Needed resources:
Comment:
Vacancies: 1
Current team size / amount of ppl: 3
Contact at projectleiding: User:Mc.fly
Backup Contact at projectleiding: {{{Backup_Projectleiding}}}
"{{{Backup_Projectleiding}}}" cannot be used as a page name in this wiki.
Managed Vacancies:
You can add for your team on a page by adding: {{TeamVacancies|Volunteers}}

4 Team Members Volunteers

About

SHA2017 will not be possible without the help of many volunteers. These volunteers will be called angels.Angels do not organize themself. To take care of this sort of stuff, SHA2017 has a Team:Volunteers. The goal of this team is to match the demand of angels (from the other Teams) and the supply of angels, as closely as possible.

To accomplish this, our tasks are:

  • Motivating people to become an angel by means of effective communication/PR, before and during the event
  • Coordinating what teams need which angels, when and where
  • Registering angels and their jobs in the angelsystem
  • Tender loving care of these angels: food, a place to hang out, drinks and such

Things our team does not do:

  • Coordinate buildup or teardown

Team structure & meetings

Want to join now or help out later? Contact Stijn or one of the other team members!

Team lead Stijn
Team members Sling, ralf (Point of contact for Heaven)
Other interested people ...

IRC: freenode/#sha2017-volunteers-orga (for team / orga) and freenode/#sha2017-angel (for general discussion and angels)

Mailinglist: https://lists.sha2017.org/cgi-bin/mailman/listinfo/team-volunteers for orga and https://lists.sha2017.org/cgi-bin/mailman/listinfo/sha2017-angel for angels and announcements.

Etherpad: https://pad.sha2017.org/p/volunteers

At the moment we have bi-weekly meetings on the SHA Mumble server:

  • Mo 22 aug 2016 8pm
  • Mo 5 sept 2016 8pm
  • Mo 19 sept 2016 8pm
  • Mo 3 oct 2016 8pm
  • Mo 17 oct 2016 8pm
  • Mo 31 oct 2016 8pm

The goal of these meetings is to check on the progress on open TODOs, sync about new developments, assign TODOs to persons, make decisions that affect the whole team and/or event, etc. Our projectleiding contact is also present during these meetings. Once we think it is needed, we will increase the frequency of these meetings. Minutes or a meeting summary should be kept by a team member and will be linked to from here.

Naming scheme

The terms we will use are:

  • Team:Volunteers
  • Angelsystem
  • Angel
  • Archangel
  • Shift coordinator
  • Heaven

Angelsystem

There is currently a working Angelsystem up and running, for testing purposes. Ask Stijn for more info! All team members should be thoroughly familiar with using this system.

[Question] What part of this system falls under the responsibility of the sysadmin team and what part is ours? Are they familiar with its workings from a sysadmin PoV?

[Question] When does the Angelsystem need to be online?

Angel Roles

Angel

Term for anybody that signs up on the angelsystem for one or more volunteer shifts.

Archangel

Description here

Angel shift coordinator

This is a special shift in the engelsystem, which is about manning the desk in the Heaven tent and performing these tasks:

  • Receiving any new volunteers that show up in the heaven tent and setting them up with a badge, and information
  • Making sure that all current shifts are fulfilled and alerting the team if this isn't the case.

Jobs per team

  • Team:Bar
  • Team:Broadcast
  • Team:Buildup Mgmt
  • Team:Communications
  • Team:Content
  • Team:Deco
  • Team:Family Village
  • Team:Foodcourt and Vendors
  • Team:Heaven
  • Team:Infodesk
  • Team:Infrastructure
  • Team:Logistics
  • Team:Lounge
  • Team:NOC
  • Team:POC
  • Team:Permit
  • Team:Productiehuis
  • Team:Safety and Security
  • Team:Sanity
  • Team:Sysadmin
  • Team:Takedown Mgmt
  • Team:Villages
  • Team:Volunteers
    • Volunteer shift coordinator
  • Team:Tickets and Entrance

These people could come from this team, but they could also be angels who have experience with volunteering or whom we trust with this important task.

Heaven

[Question] Can the team responsible for the eventwide lounge also help us with decorating and create 'more' of what they are already making?

[Question] Should we have heaven in the same tent as the angel kitchen + canteen? (Sling: I prefer to separate heaven from all the food-stuff)

[Question] Who should we inform about what kind of tent we need and what is the deadline for this?

Random ideas for heaven:

Angel kitchen & canteen

[Question] Who should we inform about what kind of tent we need and what is the deadline for this?

  • EMF kitchen people are very awesome!
  • Can we and the cooks handle two kitchens in one tent?

Angel merchandise, PR-material

[Question] Do we want hats like at OHM? Anything else?

We Can Do It!.jpg

Angel rewards

We should have some sort of reward for completing shifts, for example a ticket or token that can be exchanged for using the volunteer kitchen and heaven facilities. If there is no access control on the massages or food then it will likely be overrun and not available to the people who really need it. These tickets could also be distributed trough the rest of the orga, for people that are not doing Angel shifts but are helping out otherwise.

Random things

  • We should probably have an idea about which of the angels are trained in First Aid or BHV, SVH (for Team:Bar) or other relevant certifications?
  • TODO: Traffic team mentioned a special training for their angels even before the camp starts (?), let's get into contact with them how they see this happening.

Workforce planning

In order to size our facilities properly and make a decent planning, we will need to know numbers and facts. The table below describes the number of angels we are supposed to be able to handle on a given day.

Date Event Stage Required number of volunteers
Day -3 Buildup █ (10)
Day -2 Buildup ██ (20)
Day -1 Buildup ████ (40)
Day 0 Buildup ██████████ (100)
Day 1 Event ████████████████████ (200)
Day 2 Event ████████████████████ (200)
Day 3 Event ████████████████████ (200)
Day 4 Event ████████████████████ (200)
Day 5 Event ████████████████████ (200)
Day 6 Teardown ██████████ (100)
Day 7 Teardown █████ (50)
Day 8 Teardown ██ (20)
Day 9 Teardown █ (10)

TODO: replace first column with actual dates once they are definitive. Also, these numbers are wild mockup/guesstimates/fakes, do not use them for anything.

Other resources

Stats from other events

32c3: ~2500 registered, ~1800 arrived, ~30 freeloaded shift(-hours)

Links

Template:TeamQuestions

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