Volunteering Guide

Thanks for your interest in volunteering. Because of you and the effort of others like you, our meetups are a fun, enjoyable and safe time for everyone.

Volunteering Roles

For each meetup to run smoothly, we need to fill several types of volunteer positions. Most of the roles described below are required for a successful meetup and will need to be involved in the planning and preparation stages, as well as, during the actual event.

Chairman

The role of the chairman is to make attendees feel welcome, introduce the event and speakers, provide upbuilding closing remarks and announce the next scheduled event. The chairman changes each month.

Tasks to be performed:

Before the event
  1. Review our code of conduct.
  2. Contact each speaker and volunteer and ensure that they are attending and prepared.
  3. Record and verify the speakers' names, titles, companies, talk subjects, and descriptions.
  4. Record the topics and date of the next scheduled meetup (obtained from the Talk Committee).
During the event
  1. Meet and greet everyone who shows up before the program starts. The goal is to make them feel total welcome and accepted.
  2. Start the program on-time.
  3. Introduce the meetup and quickly review the agenda.
  4. Announce each talk (read the description, and announce the speaker name and title.)
  5. Set an example to all by actively listening during the whole program while sitting with the group.
  6. After each talk, encourage applause and thank the speaker for their effort.
  7. Close the program, mentioning exemplary attendees, thanking by name all volunteers, and encouraging everyone to attend the next meetup. Share a preview of the agenda and topics.
After the event
  1. Stay around for a while and socialize with the group.
  2. Speak with as many people as possible and make all feel welcome.

Speaker/Presenter

The speaker or presenter is at the heart of the meetup. They will educate, share, inspire and captivate the entire group. Sometimes their presentation will be delivered as a talk. Other times it may be a presentation, workshop, or panel. Each meetup will have new speakers and topics, which are picked by the Talk Committee.

Tasks to be performed:

Before the event
  1. Review our code of conduct.
  2. Make sure to send your presentation materials to the talk committee for review at least two weeks ahead of the event.
  3. Contact the chairman and verify that you are coming.
  4. Ensure that the chairman has your name, title, company name, talk subject, and description correct.
During the event
  1. Meet and greet everyone who shows up before the program starts. The goal is to make them feel total welcome and accepted.
  2. Keep your talk or presentation on-time and on-point.
  3. While you can plug or promote your company, product, service, please do not turn your presentation into a sales pitch.
  4. Keep your language professional, do not talk badly about competitors, or use inappropriate words and expletives.
  5. When not presenting, set an example to all by actively listening during the program while sitting with the group.
After the event
  1. Stay around for a while and socialize with the group.
  2. Speak with as many people as possible and make all feel welcome.

Talk Committee Member

A Talk Committer Member ensures quality, inclusion, and education level of the presentations at our meetups. They review all talk submissions and materials submitted in advance of an upcoming meetup. It is essential that no derogatory, inappropriate or overly sales-oriented material occurs during the meetup. The committee is made up of 3 members. Each member holds office for three months. Each month one member steps downs for a newly elected replacement. The most senior member of the committee is called the Talk Chairman and is also responsible communicating with meetup leadership and planning.

Tasks to be performed:

Before the event
  1. Review our code of conduct.
  2. Make sure to all presentation materials contain no inappropriate or derogatory language.
  3. Ensure that topics are discussed in an unbiased way and are not a sales pitch in disguise.
  4. Most importantly, make sure a that educational value exists in all presentations.
  5. Before the upcoming meetup, select and confirm the presentations for the following meetup.
  6. Inform the chairman of the upcoming meetup the talk names and description for the following meetup.
During the event
  1. Meet and greet everyone who shows up before the program starts. The goal is to make them feel total welcome and accepted.
  2. Set an example to all by actively listening during the whole program while sitting with the group.
After the event
  1. Stay around for a while and socialize with the group.
  2. Speak with as many people as possible and make all feel welcome.

Tech Committee Member

The members of the tech committee purchase, set up, test, maintain and handle the technology for each meetup. This volunteer keeps everything flowing smoothly. The members of this committee hold office for three months. Each month one member steps down and is replaced by a newly elected member. The most senior member of the committee is called the Tech Chairman and is also responsible communicating with meetup leadership and planning.

Tasks to be performed:

Before the event
  1. Review our code of conduct.
  2. Get the final copy of any powerpoint or digital presentation materials from the chairman or speakers.
  3. Setup and test each presentation, look for visual glitches, audio/video content playback issues, and software incompatibilities.
During the event
  1. Meet and greet everyone who shows up before the program starts. The goal is to make them feel total welcome and accepted.
  2. Set an example to all by actively listening during the whole program while sitting with the group.
After the event
  1. Stay around for a while and socialize with the group.
  2. Speak with as many people as possible and make all feel welcome.
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