Difference between revisions of "Team:Volunteers"

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{{TeamInfo
 
{{TeamInfo
|Lead=User:Bitlair.nl-stijn, User:Sling
+
|Lead=User:Sling
|Does=Angelsystem, boarding of angels, angel communication pre- and onevent, enrollment of angels, motivating angels and taking care of angels. TLC!
+
|Does=Angelsystem, crew+volunteer food before/during/after the event, boarding of angels, angel communication pre- and onevent, enrollment of angels, motivating angels and taking care of angels. TLC!
|Exclusive team=No
+
|Does not=Hurt small animals.
 +
|Exclusive team=Yes
 
|Contact=team-volunteers@lists.sha2017.org
 
|Contact=team-volunteers@lists.sha2017.org
 
|IRC=sha2017-volunteers-orga
 
|IRC=sha2017-volunteers-orga
 
|Vacancies=1
 
|Vacancies=1
 
|Team Size=3
 
|Team Size=3
|Projectleiding=User:Mc.fly
+
|Projectleiding=User:Attilla
 +
|Backup_Projectleiding=User:Stitch
 +
|ManagedVacancy={{Jobs
 +
|JobTitle=Volunteer team member
 +
|JobDescription=Team:Volunteers could use one or two people that are involved in poking other teams and finding out their volunteering needs and creating shifts in the angelsystem based on this. These people would also be ideal candidates to run volunteer coordinator shifts during the event.
 +
If you want to do other things that are related to volunteering, feel free to contact us!
 +
|JobNeededWhen=Now!
 +
|JobExpectedCommitment=Before the event: a few hours per week. During the event would depend highly on the number of volunteer coordinators.
 +
|JobSkillset=Communicative skills would be nice!
 +
|JobVacancyAmount=1-2
 +
|JobTeamSubTeam=Volunteers
 +
|JobImage=File:We Can Do It!.jpg
 +
|JobContactUserPrimary=User:Sling
 +
|JobContactUserSecondary=User:Ralf
 +
}}{{Jobs
 +
|JobTitle=Heralding Angel(s)
 +
|JobDescription=We are looking for people who are good at heralding big crowd, or feel a need to heralding big crowd.
 +
If you like to be charge and control over how thing goes in certain places. If you have a voice to ask people nicely to raise there hand if they have a free seat next to them. Or announcing speakers. Please contact us!
 +
|JobNeededWhen=Mostly during the event
 +
|JobExpectedCommitment=Depending on how many ppl are apply few hours a day during the event
 +
|JobSkillset=voice, confident,
 +
|JobVacancyAmount=10
 +
|JobTeamSubTeam=none
 +
|JobImage=heralding.jpg
 +
|JobContactUserPrimary=User:Damnlie
 +
|JobContactUserSecondary=User:Stitch
 +
}}
 
}}
 
}}
 
==About==
 
==About==
Line 20: Line 47:
 
Things our team does not do:
 
Things our team does not do:
 
* Coordinate buildup or teardown
 
* Coordinate buildup or teardown
 +
 +
== FAQ for SHA2017 organisation members ==
 +
 +
==== What should I do if I need volunteers for my team? ====
 +
 +
# Register yourself and your team members in the engelsystem at https://angel.sha2017.org/
 +
# Think about what kind of volunteers you need (a.k.a. Angeltypes), how many of each on which day, how long the shifts should be (the default is 4 hours), an appealing description for potential angels (If you can't think of a nice description we will help you with this) and some other info as described in this template: https://orga.sha2017.org/index.php/Team:Volunteers/Angeltypes#Example_input
 +
# Add your angeltypes to the https://orga.sha2017.org/index.php/Team:Volunteers/Angeltypes wiki page
 +
# Poke Sling / RalfK / leandra to add the angeltypes to the Engelsystem. If you need restricted angeltypes then we will add you and/or other members of your team as supporters for this angeltype, so you can confirm interested angels to be eligible for the shifts. We will also add shifttypes in the Engelsystem for your Angeltypes (administrative bla). For restricted angeltypes we will make sure the information about this is mentioned on the public wiki as well.
 +
# If you want to add shifts yourself to the Engelsystem then we can give you extra permissions for this, but it's also possible to let us manage this for you (this will be the default option). To see how this is done, take a look at https://orga.sha2017.org/index.php/Team:Volunteers/Angelsystem
 +
# During the event: Tell visitors around you to register in the Engelsystem and sign up for your angeltypes and shifts! (We will also try to help with this obviously)
 +
 +
Note that if your team has shifts in the Engelsystem, your team lead will
 +
 +
==== What is this Engelsystem about and how does it work? ====
 +
See: https://orga.sha2017.org/index.php/Team:Volunteers/Angelsystem
 +
 +
==== What services does your team provide for crew? ====
 +
* Volunteers (See first Question in this list)
 +
* Shelter (in Heaven, and in the crew field center under some cozy tarps)
 +
* Food (in Heaven)
 +
* Water (Heaven, and also all over the terrain)
 +
 +
==== I have other questions! ====
 +
Most generic questions are here: https://wiki.sha2017.org/w/Volunteering
 +
 +
If you still have other questions then poke one of us on IRC (see contact methods somewhere else on this page ;))
  
 
== Team structure & meetings ==
 
== Team structure & meetings ==
  
Want to join now or help out later? Contact Stijn or one of the other team members!
+
Want to join now or help out later? Contact Sling or one of the other team members!
  
 
{| class="wikitable"
 
{| class="wikitable"
 
|-
 
|-
| Team lead || [[User:Bitlair.nl-stijn|Stijn]]
+
| Team lead || Sling
|-
 
| Team members || [[User:Sling|Sling]], [[User:Ralf|ralf]] (Point of contact for Heaven)
 
 
|-
 
|-
| Other interested people || ...
+
| Team members || [[User:Ralf|ralf]] (focus heaven), [[User:Sha2017.org-leandra‎|leandra]] (focus angel management)
 
|}
 
|}
  
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Etherpad: https://pad.sha2017.org/p/volunteers
 
Etherpad: https://pad.sha2017.org/p/volunteers
 
At the moment we have bi-weekly meetings on the SHA Mumble server:
 
* <strike>Mo 22 aug 2016 8pm</strike>
 
* <strike>Mo 5 sept 2016 8pm</strike>
 
* 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
 
* Angeltypes
 
* Archangel
 
* Shift coordinator
 
* Heaven
 
  
 
=== TODO ===
 
=== TODO ===
* <strike>Start planning food</strike>
+
We are using a Kanboard project to track our TODO's on a kanban board: https://kanboard.sha2017.org/?controller=BoardViewController&action=show&project_id=16
* <strike>Start planning heaven</strike>
 
* Announce naming
 
  
 
== Angelsystem ==
 
== 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.
+
We have a sysadmin-supported [https://github.com/engelsystem/engelsystem Engelsystem] running at: https://volunteer.sha2017.org/ (or https://angel.sha2017.org/ or https://engel.sha2017.org/)
 
 
[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?
 
  
 
== Role definitions ==
 
== Role definitions ==
Line 79: Line 105:
  
 
=== Archangel ===
 
=== Archangel ===
Description here
+
This term will not be used @ SHA, was 'deprecated' at CCC too.
  
 
=== Angel 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 angelsystem, which is about manning the Volunteer desk and performing these tasks:
* Receiving any new angels that show up in the heaven tent and setting them up with a badge, and information
+
* Receiving any new angels that show up 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.
 
* Making sure that all current shifts are fulfilled and alerting the team if this isn't the case.
  
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== Angel merchandise, PR-material ==
 
== Angel merchandise, PR-material ==
  
[Question] Do we want hats like at OHM? Anything else?
+
There will be T-shirts!
 +
 
 +
There will probably also be posters/flyers like the image on the right:
  
 
[[File:We Can Do It!.jpg|thumbnail]]
 
[[File:We Can Do It!.jpg|thumbnail]]
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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.
 
== 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 ==
 
== Workforce planning ==
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{| class="wikitable"
 
{| class="wikitable"
 
|-
 
|-
! Date !! Event Stage !! Required number of Angels
+
! Date !! Event Stage !! Crew (Est.) !! Angels (Est.)
 
|-
 
|-
| Day -3 || Buildup || █ (10)
+
| Day -3 (mo jul 31) || Buildup || █ (10) || ?
 
|-
 
|-
| Day -2 || Buildup || ██ (20)
+
| Day -2 (tu aug 1) || Buildup || ██ (20)|| ?
 
|-
 
|-
| Day -1 || Buildup || ████ (40)
+
| Day -1 (we aug 2) || Buildup || ████ (40)|| ?
 
|-
 
|-
| Day 0 || Buildup || ██████████ (100)
+
| Day 0 (th aug 3) || Buildup || ██████████ (100)|| ?
 
|-
 
|-
| Day 1 || Event ||  ████████████████████  (200)
+
| Day 1 (fr aug 4) || Event ||  ████████████████████  (200)|| ?
 
|-
 
|-
| Day 2 || Event || ████████████████████  (200)
+
| Day 2 (sa aug 5) || Event || ████████████████████  (200)|| ?
 
|-
 
|-
| Day 3 || Event || ████████████████████  (200)
+
| Day 3 (su aug 6) || Event || ████████████████████  (200)|| ?
 
|-
 
|-
| Day 4 || Event || ████████████████████  (200)
+
| Day 4 (mo aug 7)|| Event || ████████████████████  (200)|| ?
 
|-
 
|-
| Day 5 || Event || ████████████████████ (200)
+
| Day 5 (tu aug 8) || Event || ████████████████████ (200)|| ?
 
|-
 
|-
| Day 6 || Teardown || ██████████ (100)
+
| Day 6 (we aug 9) || Teardown || ██████████ (100)|| ?
 
|-
 
|-
| Day 7 || Teardown || █████ (50)
+
| Day 7 (th aug 10) || Teardown || █████ (50)|| ?
 
|-
 
|-
| Day 8 || Teardown || ██ (20)
+
| Day 8 (fr aug 11) || Teardown || ██ (20)|| ?
 
|-
 
|-
| Day 9 || Teardown || █ (10)
+
| Day 9 (sa aug 12) || 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.
+
NOTE: These numbers are wild mockup/guesstimates/fakes, do not use them for anything yet.
 +
 
 +
=== Early arriving angels ===
 +
 
 +
{| class="wikitable"
 +
|-
 +
! name in angelsystem !!  arrival date
 +
|-
 +
| Obri  ||  31.07.
 +
|}
 +
 
  
 
== Other resources ==
 
== Other resources ==
Line 156: Line 189:
  
 
=== Links ===
 
=== Links ===
* https://pad.bitlair.nl/p/volunteers (backup pad)
 
* https://pad.ifcat.org/p/teamresponsibilities
 
* https://pad.sha2017.org/p/sha2016-01-23
 
 
* https://events.ccc.de/camp/2015/wiki/Static:Volunteers
 
* https://events.ccc.de/camp/2015/wiki/Static:Volunteers
 
* https://events.ccc.de/camp/2011/wiki/Angels
 
* https://events.ccc.de/camp/2011/wiki/Angels
Line 165: Line 195:
 
* https://wiki.emfcamp.org/wiki/File:HandbookforOrgaVolunteers.pdf
 
* https://wiki.emfcamp.org/wiki/File:HandbookforOrgaVolunteers.pdf
  
{{TeamQuestions}}
+
 
 +
{{MapObject|Handle = 0x78FC}}

Latest revision as of 16:31, 4 July 2017

Volunteers
1st line contacts: Sling
Does: Angelsystem, crew+volunteer food before/during/after the event, boarding of angels, angel communication pre- and onevent, enrollment of angels, motivating angels and taking care of angels. TLC!
Does not: Hurt small animals.
Is an exclusive team: Yes
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:Attilla
Backup Contact at projectleiding: User:Stitch
Managed Vacancies: Wanted: Volunteer team member

Wanted: Heralding Angel(s)
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

FAQ for SHA2017 organisation members

What should I do if I need volunteers for my team?

  1. Register yourself and your team members in the engelsystem at https://angel.sha2017.org/
  2. Think about what kind of volunteers you need (a.k.a. Angeltypes), how many of each on which day, how long the shifts should be (the default is 4 hours), an appealing description for potential angels (If you can't think of a nice description we will help you with this) and some other info as described in this template: https://orga.sha2017.org/index.php/Team:Volunteers/Angeltypes#Example_input
  3. Add your angeltypes to the https://orga.sha2017.org/index.php/Team:Volunteers/Angeltypes wiki page
  4. Poke Sling / RalfK / leandra to add the angeltypes to the Engelsystem. If you need restricted angeltypes then we will add you and/or other members of your team as supporters for this angeltype, so you can confirm interested angels to be eligible for the shifts. We will also add shifttypes in the Engelsystem for your Angeltypes (administrative bla). For restricted angeltypes we will make sure the information about this is mentioned on the public wiki as well.
  5. If you want to add shifts yourself to the Engelsystem then we can give you extra permissions for this, but it's also possible to let us manage this for you (this will be the default option). To see how this is done, take a look at https://orga.sha2017.org/index.php/Team:Volunteers/Angelsystem
  6. During the event: Tell visitors around you to register in the Engelsystem and sign up for your angeltypes and shifts! (We will also try to help with this obviously)

Note that if your team has shifts in the Engelsystem, your team lead will

What is this Engelsystem about and how does it work?

See: https://orga.sha2017.org/index.php/Team:Volunteers/Angelsystem

What services does your team provide for crew?

  • Volunteers (See first Question in this list)
  • Shelter (in Heaven, and in the crew field center under some cozy tarps)
  • Food (in Heaven)
  • Water (Heaven, and also all over the terrain)

I have other questions!

Most generic questions are here: https://wiki.sha2017.org/w/Volunteering

If you still have other questions then poke one of us on IRC (see contact methods somewhere else on this page ;))

Team structure & meetings

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

Team lead Sling
Team members ralf (focus heaven), leandra (focus angel management)

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

TODO

We are using a Kanboard project to track our TODO's on a kanban board: https://kanboard.sha2017.org/?controller=BoardViewController&action=show&project_id=16

Angelsystem

We have a sysadmin-supported Engelsystem running at: https://volunteer.sha2017.org/ (or https://angel.sha2017.org/ or https://engel.sha2017.org/)

Role definitions

Angel

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

Archangel

This term will not be used @ SHA, was 'deprecated' at CCC too.

Angel shift coordinator

This is a special shift in the angelsystem, which is about manning the Volunteer desk and performing these tasks:

  • Receiving any new angels that show up 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.

Angeltypes per team

See Angeltypes

Heaven

See Heaven

Angel food

See Food

Angel merchandise, PR-material

There will be T-shirts!

There will probably also be posters/flyers like the image on the right:

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.

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 Crew (Est.) Angels (Est.)
Day -3 (mo jul 31) Buildup █ (10)  ?
Day -2 (tu aug 1) Buildup ██ (20)  ?
Day -1 (we aug 2) Buildup ████ (40)  ?
Day 0 (th aug 3) Buildup ██████████ (100)  ?
Day 1 (fr aug 4) Event ████████████████████ (200)  ?
Day 2 (sa aug 5) Event ████████████████████ (200)  ?
Day 3 (su aug 6) Event ████████████████████ (200)  ?
Day 4 (mo aug 7) Event ████████████████████ (200)  ?
Day 5 (tu aug 8) Event ████████████████████ (200)  ?
Day 6 (we aug 9) Teardown ██████████ (100)  ?
Day 7 (th aug 10) Teardown █████ (50)  ?
Day 8 (fr aug 11) Teardown ██ (20)  ?
Day 9 (sa aug 12) Teardown █ (10)  ?

NOTE: These numbers are wild mockup/guesstimates/fakes, do not use them for anything yet.

Early arriving angels

name in angelsystem arrival date
Obri 31.07.


Other resources

Stats from other events

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

Links