Mailman 3 April 2014 - Pycon-volunteers

PyCon 2014 Volunteering: critical information
by Douglas Napoleone April 11, 2014

April 11, 2014

1) *Be in the Green Room - room 447 - at least 20 minutes before your session starts!* If you have volunteered as session staff in the past, being there 15 minutes before your session starts is fine. *The green room is hard to find* this year, so please leave a bit of extra time. To find it, take the elevator to the 4th floor, or use the stairs to the right of the elevator at the end of the 51X hallway. 2) *If you can't make it*, please email wolever(a)pycon.ca *as soon as possible* so that we … [View More]can find a replacement. 3) (optional, but you might like it) Feel free to come hang out in the Green Room! We have drinks, snacks, arts and crafts, and fun people! 4) (optional, but it would be awesome) read through the guide appropriate to your job, below. See you in the Green Room (447)! *Runner Guide* *As You Prepare* 1. Plan to be in the *green room* at least* 20 minutes* before your session (15 minutes if you have been a runner before, or have already received orientation) 2. Feel free to use the green room at any time during the weekend. We have a printer, snacks, drinks, aspirin, arts and crafts supplies which you can use. 3. Make sure you know the location of the room you'll be running for. *Before Each Talk* 1. Be in the *green room* *15 minutes before each talk starts*. 2. *Sign in*. Follow the instructions on the sign-in sheet posted in the green room. 3. *Pick up your radio* at the beginning of your session. Be sure to sign it out! 4. *Meet your speaker*. Their name should be on the board by the door. 5. *Test your speaker's laptop*: 1. Plug it into the projector 2. Set the screen resolution to 1024x768 6. *Upload your speaker's slides*. Follow the SpeakerDeck instructions that are printed in the room. If the speaker has non-PDF files, or if you are running short on time, put them on the track's USB key. 7. *Ask your speaker* if they have any special requirements: laptop audio, physical demos, etc. 1. Laptop audio: there will be an audio cable on the podium. Plug it into the speaker's laptop, then check with the A/V crew for further instructions. 2. Other requirements: check with David or Emily. 8. *Leave for your talk* 5 minutes before it is scheduled to begin 1. Grab a bottle of water for your speaker 2. Cross off the speaker's name on the sign-in board *At the Talk Room* 1. Introduce your speaker to the session chair. 2. Radio the green room to confirm that the speaker has arrived. 3. Help the previous speaker disconnect their laptop, plug in your speaker's laptop. 4. Double check that the speaker has a bottle of water on the podium. 5. Help move people milling around from the previous talk; suggest an open space. 6. Return to the green room 15 minutes before the next talk starts. *After Your Session* 1. Return your radio to the green room *If You Have Any Problems* If you have any problems, concerns, or questions, contact: 1. David Wolever, chair of session staff: +14169060403, david(a)wolever.net, @wolever 2. Any conference staff member 3. *Session Chair Guide* *As You Prepare* 1. Plan to be in the *green room* at least* 20 minutes* before your session (15 minutes if you have been a session chair before, or have already received orientation). 2. Feel free to use the green room at any time during the weekend. We have a printer, snacks, drinks, aspirin, arts and crafts supplies which you can use. *Before Your Session* 1. Be in the *green room* *15 minutes before *your session. 2. *Sign in*, and sign out your radio. Follow the instructions by the sign-in board. 3. Grab a spare water bottles to bring down with you. 4. Walk down to your talk room. *Double check* that you have: 1. A schedule 2. 15 / 10 / 5 / stop signs 5. Radio the Green Room to confirm that you have arrived, and ask them to send down anything that you're missing. *For Each Talk* 1. The runner will introduce you to the speaker. Radio the green room to confirm that the speaker has arrived. 2. Ask the speaker how they would like to be introduced, and double check that you know how to pronounce their name. 3. Ask the speaker if they would like you to help with Q&A. 4. Introduce the speaker to the A/V staff and help them get their microphone put on. 5. *Make sure the talk starts on time!* At the talk's scheduled start time, get up on stage with the wireless microphone, make eye contact with the A/V crew to get their go-ahead, then introduce the speaker. 6. *Watch the clock*. Hold up the 15 / 10 / 5 / stop signs *five minutes*before the "actual" time. For example, hold up the "15" sign 20 minutes before the talk ends. Keep holding the sign up until it's been acknowledged by the speaker. 7. *Two minutes before the talk's scheduled end time*, if it doesn't seem like the speaker is going to stop on their own, quietly get up and stand to the side of the stage. Be ready to interrupt them if they do not finish on time. 8. If the speaker stops in time for Q&A and they have requested help, help them. 9. When the speaker is finished: start the applause, then stand up and thank them. *After Your Session* 1. Return your radio to the green room *If You Have Any Problems* If you have any problems, concerns, or questions, contact: 1. David Wolever, chair of session staff: +14169060403, david(a)wolever.net, @wolever 2. Any conference staff member [View Less]

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Reminder: Orientation for session staff at 19:00
by Éric Araujo April 10, 2014

April 10, 2014

Hi all, Reminder from https://us.pycon.org/2014/about/volunteers/sessionstaff/ Orientation Meeting There is a speaker and volunteer orientation on the evening of Thursday April 10th between 7:00pm and 7:30pm in room 514C. If you are unable to attend the meeting, please plan to be in the Green Room (room 448) at least 30 minutes before your session starts. Cheers

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Fwd: [PyCon-Organizers] PyCon Session Runners & Chairs
by Noah Kantrowitz April 5, 2014

April 5, 2014

Begin forwarded message: > From: Diana Clarke <diana.joan.clarke(a)gmail.com> > Subject: [PyCon-Organizers] PyCon Session Runners & Chairs > Date: April 4, 2014 5:27:04 PM PDT > To: pycon-organizers <pycon-organizers(a)python.org> > > One of our volunteers won't be able to make it to PyCon after all, so we need a few more session runners & chairs. > > Each block of talks needs both a session runner and a session chair, but there are now a few slots … [View More]

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