On-site Volunteer Roles

Room Chair

As a room chair, you will be in charge of the following:

  • ensuring speakers are ready and able to connect to the presentation equipment as needed and resolving issues with technical support staff that will be on-site during the event.
  • ensuring doors are closed and ‘full’ sign is set once room capacity is reached
  • introducing the speakers with a short ~30 second welcome message and bio introduction.
  • watching the clock, warning the speaker of 5 min and 1 minute left marks and stopping the speaker if they go over time.
  • reminding the speaker to ‘repeat the question into the microphone’ when responding to Q&A
  • if you are chairing the last session of the day, also you will be asked to wait for an organizer to close the room and lock it for the day.

More detailed Chair instructions can be found here.

Registration / Check-in

On all days of the event we need a handful of people to help with on-site registration and check-in.

This work consists asking people for their names / emails, clicking ‘check-in’ on a mobile phone app (or laptop), and (eg) giving attendees a simple ‘slip-on’ wristband to put on.

We will also need to give speakers their speaker SWAG.

On-site preparations and clean-up

Thursday evening before the event starts we will need help preparing the venue and Sunday evening after it ends cleaning it up. Clean-up is obvious. Preparation includes putting up posters and signage, moving chairs/tables around, preparing check-in station, putting wifi info up on whiteboards, etc…

A/V streaming and video archiving

We would like to stream from many of the rooms during all three days of the event live and push the recordings to youtube in a timely and orderly fashion.

A/V / networking technical support

Someone needs to be available to help presenters who have harder problems to solve than usual. This is an ‘on-call’ position. Your mobile number would be shared with chairs in case of emergency.


It would be nice to have at least one official photographer at the event.


If there is interest, it would be nice if someone created at least one ‘highlights’ video for the event. For example, see: https://www.youtube.com/watch?v=hv8lioGTkQY (@dkaspar) and https://www.youtube.com/watch?v=YBj-dh9JDGc (@vpavlin)

Other? Let us know if you think something is missing or have a question, etc.

Last Updated: January 17, 2018