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Add Volunteer page with descriptions of roles and link to the form.
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‎content/volunteer/_index.md

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title = 'Volunteer'
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draft = false
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layout = 1
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{{< pageheadersmall
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"Volunteer for the global PyLadies Conference"
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"Join us online across the globe, Dec 6th-8th, 2024!"
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"/img/about-icon-2.png"
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>}}
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{{< rawhtml >}}
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<div class="d-md-flex flex-md-equal w-100">
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<div class="bg-white overflow-hidden">
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<img class="w-100" src="/img/about-photo-1.png" alt="Video call with 6 female participants with
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a diversity of hair styles and colours, skin tones and are all smiling."/>
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</div>
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<div class="bg-white overflow-hidden">
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<img class="w-100" src="/img/about-photo-2.png" alt="Three recially diverse women sitting on a sofa each with a
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laptop on their lap and smiling." />
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</div>
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</div>
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{{< /rawhtml >}}
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# Volunteer for PyLadiesCon
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We would not be able to run this conference without help from our volunteers. Below are several volunteer roles available.
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- Communications Committee
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- Design & Social Media
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- Sponsorships & Finance
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- Technology & Infrastructure
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- Programs Committee
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- Website Committee
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Please read the role description thoroughly to understand the responsibilities and the expected time commitment.
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Once you decided which role you would like to volunteer for, please [fill in the form](https://forms.gle/3tCgFwMaERA1gr8A9), and one of our organizers will
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reach out to you.
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We ask that you do not sign up
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for more than two different roles. This allows us to better co-ordinate the volunteering efforts, and also to give
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others the opportunity to volunteer.
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## Communications Committee
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Communications Chair: Denny Perez
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- Schedule Reminders Regarding Conference Milestones
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The Communications Committee is responsible for ensuring effective
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communication regarding conference milestones. They work closely with the
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conference organizers and other committees to establish a timeline and
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milestones for the event. The committee then schedules reminders and
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notifications to be sent out to attendees, speakers, volunteers, and the
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community. These reminders may be in emails, or newsletters, and should
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effectively convey essential dates, deadlines, and updates related to the
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conference.
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- Prepare Slides for Different Events
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The Communications Committee collaborates with the marketing or outreach team
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to create visually appealing slides or presentation materials for different
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events associated with the conference. These events may include community
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meetups, workshops, webinars, or promotional events. The committee ensures that
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the slides effectively communicate the key information about the conference,
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such as its objectives, featured speakers, agenda highlights, and registration
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details. The prepared slides help to generate interest and engagement among the
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target audience.
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- Create Calendar for Publications
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The Communications Committee collaborates with the marketing or content team to
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create a calendar for conference-related publications. This calendar serves as
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a guide for determining the timing and frequency of content releases, such as
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blog articles, press releases, newsletters, and other promotional materials.
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The committee ensures that the calendar is well-structured and allows for
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efficient planning and coordination of content publication across various
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channels. They work closely with other teams to ensure the content aligns with
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the conference objectives and is consistently disseminated to the target
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audience.
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The Communications Committee's role is to facilitate effective communication
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and promotion of the PyLadies Con conference. By scheduling reminders,
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preparing slides, planning social media diffusion, selecting relevant tools,
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and creating a content calendar, the committee helps to ensure that key
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milestones and conference updates are effectively conveyed to attendees,
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speakers, volunteers, and the broader community. Their efforts contribute to
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maximizing the visibility, engagement, and success of the conference.
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## Design & Social Media
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Design & Social Media Chair: Georgi Ker
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The team creates visually appealing banners and content designed for social
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media platforms. These materials can include cover photos, profile picture
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frames, and promotional graphics. The team ensures that the social media
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banners and content align with the conference branding and effectively
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communicate information about the event.
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The Design & Social Media team develops templates for various purposes, such as
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sponsor recognition, speaker profiles, session schedules, and other
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conference-related materials. These templates maintain a consistent and
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professional look and feel across different documents and collateral. And
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printable materials to be distributed across various channels, including social
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media, chat platforms, meetups, events, and other conferences. This can include
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flyers, brochures, infographics, or posters. The materials should be visually
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appealing, informative, and engaging to attract the target audience and
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effectively convey the conference's message and value.
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- Tools to Simplify Diffusion
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The Design & Social Media team uses various tools and software to simplify the
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diffusion of conference-related content through social media platforms. They
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evaluate and select tools that facilitate scheduling, monitoring, and analyzing
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social media posts. These tools may include social media management platforms,
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content scheduling tools, analytics tools, or other relevant applications. The
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committee ensures that these tools streamline the process, save time, and
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enhance the effectiveness of social media diffusion efforts.
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Overall, the Design & Social Media team plays the role in visually representing
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and promoting the conference through various channels. Their responsibilities
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include creating the conference logo, designing social media banners and
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content, developing templates, preparing materials for distribution, and
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managing the conference's YouTube channel. By maintaining a consistent visual
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identity and effectively utilizing social media and multimedia platforms, the
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team raises awareness, generates engagement, and enhances the overall
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conference experience.
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## Sponsorship and Finance
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Sponsorships Chair: Naomi Ceder
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The Financing and Sponsorship team is responsible for managing the financial
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aspects of the PyLadies Con conference, including securing sponsorships,
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defining the budget, managing finances, and coordinating sponsor-related
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activities. Their role encompasses the following tasks:
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- Sponsors Contacts
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The Financing and Sponsorship team identifies and establishes contact with
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potential sponsors for the conference. They research and compile a list of
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companies, organizations, or individuals who may be interested in sponsoring
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the event. The team reaches out to these potential sponsors, communicates the
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benefits of sponsorship, and maintains ongoing relationships with sponsors
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throughout the conference planning and execution.
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- List of Possible Sponsors
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The team creates and maintains a comprehensive list of potential sponsors for
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the PyLadies Con conference. They conduct market research and identify
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organizations or individuals that align with the conference's objectives,
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values, and target audience. The team ensures that the list is regularly
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updated and prioritizes potential sponsors based on their relevance and ability
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to contribute to the conference's financial goals.
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- Define Budget
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The Financing and Sponsorship team works closely with the conference organizers
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and relevant stakeholders to define the conference budget. They consider
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various factors, such as venue costs, speaker fees, marketing expenses, and
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logistical requirements. The team ensures that the budget is realistic, aligns
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with the conference's goals, and accounts for potential sponsor contributions
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and other sources of revenue.
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- Platforms
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The team identifies and utilizes appropriate platforms to attract sponsors and
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showcase sponsorship opportunities. This may include the conference website,
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social media channels, industry-specific platforms, or direct outreach to
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potential sponsors. The team ensures that the sponsorship platforms effectively
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communicate the value of sponsorship, the benefits for sponsors, and the
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various sponsorship packages available.
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- Gift for Speakers/Volunteers
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The Financing and Sponsorship team may be responsible for sourcing and
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coordinating presents or tokens of appreciation for conference speakers and
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volunteers. They identify suitable gifts or gestures that align with the
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conference's theme and budget. The team ensures that these presents are
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provided to speakers and volunteers as a gesture of gratitude for their
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contribution to the conference's success.
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- Finance Management
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The team manages the finances of the conference, including sponsor
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contributions, registration fees, and other revenue streams. They handle
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sponsor contracts, invoicing, and payments, ensuring that financial
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transactions are properly documented and recorded. The team works closely with
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the conference organizers and relevant stakeholders to track expenses, monitor
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the budget, and provide regular financial updates.
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The Financing and Sponsorship team plays a crucial role in securing
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sponsorships, managing finances, and coordinating sponsor-related activities
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for the PyLadies Con conference. Their responsibilities include contacting
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potential sponsors, maintaining a list of potential sponsors, defining the
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conference budget, identifying sponsorship platforms, coordinating presents for
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speakers and volunteers, and managing the overall finances of the conference.
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Through their efforts, they help ensure the financial success and
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sustainability of the conference while fostering relationships with sponsors
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and expressing appreciation to contributors.
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## Tech / infra work group
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The Tech/Infra Work Group, which includes Chat Moderators, is responsible for
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managing the technical aspects of the PyLadies Con conference, ensuring smooth
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operations and providing technical support to attendees. Their role encompasses
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the following tasks:
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- Platform for Streaming Management
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The Tech/Infra Work Group selects and manages the platform used for streaming
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the conference sessions. They research and evaluate streaming platforms,
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considering factors such as ease of use, scalability, interactive features, and
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compatibility with the conference's requirements. The team sets up and
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configures the streaming platform, manages access controls, and ensures
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a seamless streaming experience for attendees.
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- Ticket Management
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The team handles the ticketing system for PyLadies Con. They select and set up
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a ticket management platform or system that allows attendees to register for
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the conference, purchase tickets, and manage their registrations. The team
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ensures that the ticketing system is user-friendly, secure, and integrates with
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other conference platforms, such as the website and payment systems.
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- Chat Moderation
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The Chat Moderators, a part of the Tech/Infra Work Group, are responsible for
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moderating the chat or discussion platforms used during the conference. They
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monitor and facilitate conversations, ensure adherence to the conference's code
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of conduct, and address any inappropriate behavior or content. The Chat
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Moderators foster a respectful and inclusive environment for attendees,
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providing support, answering questions, and redirecting inquiries to the
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appropriate channels.
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- Technical Support
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The Tech/Infra Work Group provides technical support to attendees throughout
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the conference. They troubleshoot technical issues that attendees may encounter
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with the streaming platform, ticketing system, or other conference-related
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technologies. The team responds promptly to support inquiries, provides
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guidance and assistance, and escalates more complex issues to the appropriate
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resources if necessary.
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- Infrastructure Management
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The team manages the overall infrastructure required for the conference, such
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as servers, networking, and connectivity. They ensure that the infrastructure
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is robust, reliable, and scalable to handle the expected traffic and demand
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during the event. The team also coordinates with vendors or service providers
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to address any infrastructure-related issues and maintain the necessary
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resources for a smooth conference experience.
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The Tech/Infra Work Group, including Chat Moderators, plays a crucial role in
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managing the technical aspects of PyLadies Con. Their responsibilities include
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selecting and managing the streaming platform, handling ticket management,
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moderating chat platforms, providing technical support to attendees, and
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managing the conference's overall infrastructure. Through their expertise and
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support, they contribute to a seamless and engaging conference experience for
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all participants.
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## Program Committee
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Program Committe Chair: Cheuk Ting Ho
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- CFP (Call for Proposals) and Talk Revision
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The Programs Committee is responsible for designing and managing the CFP
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process. This involves creating and promoting the CFP announcement, setting
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deadlines for proposal submissions, and coordinating the review and selection
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of proposals. Committee members should review and evaluate the submitted
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proposals based on predefined criteria, such as relevance, quality, novelty,
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and diversity. If necessary, they should also provide feedback and guidance to
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speakers to refine and enhance their talk proposals.
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- The platform for CFP
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The Programs Committee should research and select a suitable platform or
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software to manage the CFP process efficiently. This platform should facilitate
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the submission, review, and selection of proposals and enable effective
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communication with the speakers.
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- Program Creation
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Once the talk proposals have been selected, the Programs Committee collaborates
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to create the conference program. They should consider various factors, such as
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the themes of the conference, the target audience, and the overall flow of the
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event. The committee should aim to create a balanced and engaging program that
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covers various topics and appeals to beginners and experienced Python
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developers.
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- Contact with Speakers
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The Programs Committee serves as the main point of contact for the conference
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speakers. They should promptly communicate with speakers regarding the status
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of their proposals, acceptance notifications, and any additional information
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required for their participation in the conference. Committee members should
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also work closely with the speakers to ensure they have all the necessary
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resources and support leading up to the conference.
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Overall, the Programs Committee plays a pivotal role in shaping the content and
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success of the PyLadies Con conference. Through their efforts in defining the
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conference program, managing the CFP process, and maintaining effective
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communication with speakers, they contribute to creating a vibrant and
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inclusive event that fosters learning, networking, and community building
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within the PyLadies community.
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## Website Committee
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The Website Team is responsible for the design, development, and maintenance of
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the conference website. Their role encompasses the following tasks:
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- Design and Development of the Website
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The Website Team designs and develops the conference website, either from
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scratch or based on the designs provided by the designer or individuals in
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charge of design and style. They collaborate with these stakeholders to ensure
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that the website aligns with the conference's visual identity, branding, and
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user experience goals. The team utilizes their technical skills to implement
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the design elements, create a visually appealing layout, and develop
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a functional and user-friendly website.
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- Content Updates
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The Website Team is responsible for updating the content of the website to
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reflect the current state of the conference. They ensure that all relevant
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information, such as session schedules, speaker profiles, registration details,
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and any announcements, are accurately presented on the website. The team
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regularly reviews and updates the content as the conference progresses, keeping
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it relevant and informative for attendees and visitors.
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- Development Based on Provided Designs
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If designs are provided by external designers or individuals responsible for
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design and style, the Website Team takes those designs and transforms them into
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a fully functional website. They use their technical expertise to interpret and
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implement the design elements, ensuring that the website accurately represents
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the provided designs. The team ensures that the website is responsive,
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accessible, and optimized for different devices and browsers.
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- Website Maintenance and Support
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The Website Team is responsible for the ongoing maintenance and support of the
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conference website. They monitor the website's performance, resolve any
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technical issues or bugs that may arise, and ensure the website remains
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functional and secure. The team may also provide support to website users,
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addressing inquiries, and troubleshooting any user-related issues.
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- Collaboration with Other Teams
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The Website Team collaborates with other conference teams, such as the
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communications team, marketing team, and content team, to ensure that the
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website reflects the overall conference objectives and messaging. They work
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closely with these teams to incorporate their content, graphics, and
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promotional materials into the website effectively.
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Overall, the Website Team is critical in designing, developing, and maintaining
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the conference website. They ensure that the website accurately represents the
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conference's visual identity, provide a seamless user experience, and regularly
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update the content to reflect the current state of the conference. Their
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technical skills, attention to detail, and collaboration with other teams
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contribute to the successful online presence of the conference.
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# Ready to volunteer?
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Sign up [here](https://forms.gle/3tCgFwMaERA1gr8A9).

‎hugo.toml

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[[menus.main]]
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name = 'Volunteer'
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pageRef = '/volunteer'
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weight = 50
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