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<TITLE>RE: [Foss4g2008loc] Volunteers FOSS4G2008</TITLE>
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<DIV dir=ltr id=idOWAReplyText75666>
<DIV dir=ltr><FONT color=#000000 face=Arial size=2>Good to see things coming
together on the volunteer side, thanks Russell</FONT></DIV>
<DIV dir=ltr> </DIV>
<DIV dir=ltr>Re budget for shirts I'll be able to tell next week if we can cover
T-shirts for all delegates. We don't have a specific sponsor for T-shirts, but
I'll approve T-shirts for volunteers from our general budget and I really hope
we can do T-shirts for everyone. </DIV>
<DIV dir=ltr> </DIV>
<DIV dir=ltr>I have already been in initial discussions with Michele (<A
href="mailto:proudlybranded@telkomsa.net">proudlybranded@telkomsa.net</A>;
Proudly Branded) and Antoinette (<A
href="mailto:avermeer@icon.co.za">avermeer@icon.co.za</A>; Boveen Creative
Promotions) regarding gifts, conference bags, T-shirts and the like, so Russell
please approach them and other contacts you might have to get T-shirt
quotes.</DIV>
<DIV dir=ltr> </DIV>
<DIV dir=ltr>T-shirt design: While we're on the topic, any ideas for the
conference T-shirt design? My proposal is simply the conference logo and wording
on a plain coloured T-shirt. Locally manufactured please. And possibly something
more interesting than a T-shirt? </DIV>
<DIV dir=ltr> </DIV>
<DIV dir=ltr>Volunteer Shirts the same, with VOLUNTEER on the back and
in orange, as before.</DIV>
<DIV dir=ltr> </DIV>
<DIV dir=ltr>Re compensation - your call Russell, but I reckon one half-day work
for lunch and the rest of the day free conference pass. Or check on the wiki or
with Dave about last year's policy and match that. It depends on whether they're
students or Council employees and what will compel them to volunteer...</DIV>
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<DIV dir=ltr id=idSignature34285>
<DIV><FONT color=#000000 face=Arial size=2>
<DIV class=section1 style="MARGIN: 0cm 0cm 0pt"><FONT face="Times New Roman"
size=3><SPAN style="FONT-SIZE: 12pt">Gavin </SPAN></FONT></FONT>
<HR tabIndex=-1>
<FONT face=Tahoma size=2><B>From:</B> foss4g2008loc-bounces@lists.osgeo.org on
behalf of Russell Hope<BR><B>Sent:</B> Fri 8/15/2008 01:04 PM<BR><B>To:</B>
FOSS4G2008 local organising committee<BR><B>Subject:</B> RE: [Foss4g2008loc]
Volunteers FOSS4G2008<BR></FONT><BR></DIV></DIV></DIV>
<DIV>
<P><FONT size=2>Hello<BR><BR>Thanks for the contributions - I have made the
corrections adjustments<BR><BR>I made contact with Brain Low, some time ago,
thanks<BR><BR>When we visited the CTICC, there was a room (I think it was Board
Room 1.3) made available for the LOC and a room at registration for the
volunteers - Lunch could be served in these rooms or just one room - Very good
idea - included in the Board room was fax, telephones etc<BR><BR>Will delegates
get T Shirts? If so can we include for the Volunteers? And print as suggested?
Please let me know if this is possible<BR><BR>I have included a person in the
Exhibition Hall to assist with demos, make announcements and play police man. We
are fortunate that all the halls are separate, but that has increased the
volunteer numbers<BR><BR>It would be greatly appreciated if the Lab / Workshop /
Presenter coordinator would comment on Dave's input. I would like to define the
functions of the volunteers before we send out a message calling for
volunteers<BR><BR>Volunteers will not be responsible for the computer set up
take down. Someone else is attending to this.<BR><BR>>From a budget point of
view will we give the volunteers full conference passes for one day worked, or
one day worked for one day pass, or work one day for free lunch. Please
advise!!!!<BR><BR>Regards<BR><BR><BR><BR><BR><BR>-----Original
Message-----<BR>From: foss4g2008loc-bounces@lists.osgeo.org [<A
href="mailto:foss4g2008loc-bounces@lists.osgeo.org">mailto:foss4g2008loc-bounces@lists.osgeo.org</A>]
On Behalf Of Cameron Shorter<BR>Sent: Friday, August 15, 2008 12:08 AM<BR>To:
FOSS4G2008 local organising committee<BR>Subject: Re: [Foss4g2008loc] Volunteers
FOSS4G2008<BR><BR>Dave, you have lots of excellent advice here and I encourage
you to add<BR>it to the FOSS4G 2007 Lessons Learned.<BR><A
href="http://wiki.osgeo.org/wiki/FOSS4G2007_Lessons_Learned">http://wiki.osgeo.org/wiki/FOSS4G2007_Lessons_Learned</A><BR><BR>On
thing that stood out from Paul's lessons learned summary was that it<BR>would
have been cheaper to hire help rather than pay for volunteer's<BR>meals
etc.<BR><BR>Dave Patton wrote:<BR>> On 2008/08/14 7:12 AM, Russell Hope
wrote:<BR>>> Hello<BR>>><BR>>> I am in the process of
completing the Volunteer Handbook but a few<BR>>> unanswered questions
have popped up.<BR>><BR>> Brian Low was the volunteer coordinator for
FOSS4G2007,<BR>> so he may have some feedback, but I believe he is on<BR>>
holiday until the end of the month.<BR>><BR>>> Will they get lunch and
refreshments?<BR>><BR>> Because we had volunteers working "1/2 day"
shifts,<BR>> with a 30-minute overlap between morning and afternoon<BR>>
shifts, the idea was for the afternoon volunteers to<BR>> get their lunch 'at
noon', eat it, and then relieve<BR>> the morning volunteers, who could then
go get their<BR>> lunch. This proved to have problems. The 'still on<BR>>
duty' morning volunteers couldn't 'leave their post',<BR>> as they were
guarding the rooms, and in some cases<BR>> there wasn't food left by the time
they were relieved.<BR>> The same sort of thing can happen with LOC
committee<BR>> members who might be busy 'when the food is served'.<BR>>
My suggestion is to have a separate room/area/table<BR>> just for "volunteers
and committee members", to make<BR>> sure they all get fed.<BR>><BR>>
> Have you got a sponsorship for T<BR>>> shirts or any form of easily
recognizable clothing?<BR>><BR>> For FOSS4G2007 we used the same design as
the delegate<BR>> T-shirt, but had it printed with "VOLUNTEER" across<BR>>
the back, and used Orange shirts, so they were<BR>> easy to spot. Volunteers
had to specify their sizing<BR>> when they 'signed up', and had to wear their
shirt<BR>> when they were "on duty" during the conference.<BR>><BR>>
> 3 - Exhibition<BR>><BR>> For FOSS4G2007 we didn't have specific
volunteers for the<BR>> Exhibit Hall, but our "security access control" was
done<BR>> at 'the entrances to the convention floors'. One thing<BR>> that
wasn't planned was the need to have people to 'clear<BR>> out' the Exhibit
Hall. For example, the hall was supposed<BR>> to be completely closed during
the closing plenary, to<BR>> avoid noise through the 'curtain wall'. Brian
and I had<BR>> to 'play police' to try and get everyone out of the
hall.<BR>> Despite being told ahead of time, some exhibitors refused<BR>>
to leave, because they had to do the tear down of their<BR>> booths, because
they had booked an afternoon flight.<BR>><BR>> > 6 -
Registration<BR>><BR>> Your numbers are higher than what was used for
FOSS4G2007.<BR>><BR>><BR>> > 6 - Workshop (2 per room as names will
have to be checked)<BR>><BR>> > 2 - Labs - Roof Terrace and Room
1.4<BR>> (further down you use "3 x access control",<BR>> so that should
be "2 x access control"?)<BR>><BR>> > 3 - Presentations - Rooms 1.4,
2.4 and 2.6<BR>><BR>> For all three of the above, to the "volunteer's
duties" I would add:<BR>> - assisting the Instructors/Presenters with
anything they<BR>> need in order to deliver their
Workshop/Lab/Presentation<BR>> (e.g. might involve communication
with the Volunteer Coordinator<BR>> and/or venue staff re
facility issues, handing out materials, etc.)<BR>><BR>> For FOSS4G2007 the
'access control' for Labs was both to 'guard'<BR>> the room when it was empty
but not yet locked(to protect the<BR>> equipment), and to restrict entry
(first come, first served)<BR>> to the maximum allowed for the room size.
While our policy was<BR>> "max 2 people per computer", some instructors were
willing to<BR>> have people stand at the back of the room, which I didn't
think<BR>> was very professional. I'd suggest establishing a clear
policy<BR>> with the Instructors prior to the conference, and making sure
that<BR>> the volunteers are aware of the policy.<BR>><BR>> For
FOSS4G2007 the evaluation of Presentations was done as part<BR>> of the
overall conference evaluation, but Workshops and Labs had<BR>> their own
individual evaluations. If Workshops and Labs are to<BR>> have the same for
2008, then I would add:<BR>> "coordinating the distribution and collection of
evaluations"<BR>> to the list of duties for Volunteers. For 2007 the
logistics<BR>> of collecting completed evaluations and delivering them to
the<BR>> 'conference office', and the distribution of evaluations and<BR>>
'Instructor materials'(info sheets, course materials, etc)<BR>> before the
Workshops/Labs wasn't really "planned out in advance",<BR>> so I ended up
doing much of it, but it could have been handled<BR>> by a volunteer
(supervised by the Workshop/Lab coordinator).<BR>><BR>><BR>> Three
things that I see missing are:<BR>> - The Volunteer Coordinator and the
Workshop/Lab<BR>> Coordinator, from the perspective of what
duties<BR>> they will have during the conference. I
mention<BR>> that because Brian and I ended up doing some
things<BR>> that weren't planned, and had they been
anticipated,<BR>> might have resulted in using some more
volunteers.<BR>><BR>> - Counting attendance. For FOSS4G2007 one of the
PCO<BR>> representatives went around during each 'session'
to<BR>> do a count for each room, so they could include
that<BR>> in their report. That was something that didn't
come<BR>> up in the Workshop/Lab planning. I would suggest
that<BR>> volunteers have an 'attendance sheet' for each
room<BR>> (Workshops, Labs, and Presentations), which they
can<BR>> fill out before each session ends. All it needs
to<BR>> be is "a number"(how many people were there), but
it<BR>> could include other info, such as if people came
late<BR>> or left early, whether people sat 'two to a
computer'<BR>> or spread out to use every available computer,
whether<BR>> all of the Instructors/Presenters showed up,
etc.<BR>><BR>> - No mention of volunteers helping setup and tear
down<BR>> the computers for the
Workshops/Labs<BR>><BR><BR>_______________________________________________<BR>FOSS4G2008LOC
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href="http://lists.osgeo.org/mailman/listinfo/foss4g2008loc">http://lists.osgeo.org/mailman/listinfo/foss4g2008loc</A><BR><BR>NOTE:
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