Bike!Bike! Everywhere! Volunteer Roles

How do I volunteer? Contact bikebikeeverywhere@gmail.com and/or attend a meeting.
Remember: this is a wiki.  Anyone can add volunteer roles to this page, including you!

NOTES: All roles are ideally small groups or "committees". All roles need more people.

Eternal Roles that Never End (last updated October 2022)

Maintain the tech infrastructure (Darin, Jonathan, Godwin, Angel)

Previously: Darin, Étienne, Angel, Jonathan, Étienne, Ifny, Cweth

bikebike.org (server admin, Ruby/Rails experience helps)
videoconferencing platform
text chat platform
bikecollectives.org, especially the wiki (MediaWiki)
mailing lists hosted at bikecollectives.org (thinktank and bikebike-everywhere) on GNU MailMan
passwords maintained by the well-established techies @ passbolt

Schedule meetings (Leo, Angel)

Previously: Angel, Darin

Plan meetings and make sure they keep happening
Could also suggest ways to facilitate the meetings
Setting the event dates and dress rehearsal dates
Update Meetings page on this wiki

Volunteer Coordination (Nat, Leo)

Previously: Angel, Darin, Étienne

Assign people to things
Follow up - are people still doing what they signed up to do. Do they need help? Find replacements if needed.
Get people's addresses or info for thank you

Communications (Angel, Leo, Darin, Nat)

Previously: Angel, Darin

Answer Email

Respond to obvious questions
Forward emails to somebody else who could answer if not
Keep an eye on registrations in case people have notes/questions that we need to answer

Keep public-facing info updated

Periodically review these and update their info:

bikebike.org (front page)
https://opencollective.com/bikebike-everywhere
bikecollectives.org/wiki (front page, event pages, volunteer roles, meeting minutes, manual, etc.)
social media
Etc.

Social Media

Post to instagram, facebook, etc.

Secretary (Leo, Angel, Darin)

Take notes during meetings
Collectively agree to collectively take minutes at every gathering
Add link to the meeting minutes on the page on this wiki

Before the Event

Coordinate Workshops (Leo, Carla )

Previously: Angel, Darin

Communicate with faciliators (what are their needs? what do we need from them? what do they need to know?)
Send facilitator info/guidelines to facilitators before workshop; pester them for vocab lists and materials that need translating
Coordinate a practice event before the real B!B!E!.
Plan workshop schedule (see writeup at https://cryptpad.fr/pad/#/2/pad/edit/jEyZ9F+k5+-tDJFAow2Vfr2x/ )

Write Announcements (Nat, Leo, Carla)

Previously: Angel, Darin, Étienne

Write announcements, send them out for review/editing
Send emails to the right lists (See Communication Tools doc)
Post to website, wiki, opencollective, etc.
Get announcements translated
Find volunteers
Share information with social media person/s
Invite workshop hosts to share blurbs to go out in the post-B!B!E! review email

Social Media (Nat, )

Figure out how/when/where to do communication on social media
Share information that comes from announcement person/s
Find volunteers

Translation & Interpretation (Nat, Cass, Kema)

Previously: Nat, angé, Tigre, yajaira, Francisco, and others

Translate written materials + announcements for distribution
Interpret at meetings if needed
Depending on availability of funds, translators and interpreters may be paid

Translation & Interpretation / Language Justice (Nat, )

Previously: angé, Nat,

Recruit translators & interpreters
Maintain interpretation schedules & translation to-do lists
Coordinating with translators & interpreters (sample spreadsheets for translation & interpretation)
Ensuring the planning is actually being mindful of LJ practices
Being on everyone's case at the dress rehersal
Making sure the announcement person and technical planners have access to and the means to translate materials

Technical Planning (Darin, Angel, Jonathan, Godwin)

Previously: Darin, Étienne, Angel, angé

Deciding on important criteria in which to use in decision making, e.g. ease-of-use, language justice + accessibility, FLOSS
Comparing and selecting tech platforms for various tasks
Deciding how to use the platforms (e.g. 1-channel per workshop + webinar chat, disabling group chat, etc.)

Tech Support ( )

Learn how to support the event
Testing access to systems
Trying out the platforms on various devices

Finance (Angel, Nat, Darin, )

Previously: angé, Angel, Momoko, Étienne

keep an eye on donations & budget
request & approve invoices as needed
liase with OpenCollective if we need cash disbursements or other special stuff

Fundraising & Outreach ( )

Get donations of in-kind software and other things we might use
Get donations of money
- orgs
- individuals
- attendees
Send out outreach requests to big orgs, federated bike collectives
Pass the hat at your local bike collective

Graphic design (Nat)

Previously: Angel, Étienne

Make cool posters
Make things for social media
Make graphics to excite your friends
Make more bike emoji [yesssssss]

Digital Archiving ( )

Previously: Darin, Angel

Be in charge of the recordings (some notes on how we did recordings in 2021)
Be in charge of linking records to each session and making a wonderful paper trail for future generations

Excited Newb ( )

Previously: All of us!

Come to any and all meetings
Learn how to do anything
See a place that might be a good fit but you're feeling daunted? Every role has an "apprentice"!
Do anything!

Ombuds/Mediator ( )

On call to help people process & resolve stuff as needed prior to or during the event

During the Event

"Techies" ( )

Previously: Darin, Étienne, Ifny, Carrie, Patti, Christine, Robin, Angel

Help get folx using the platforms and troubleshoot before/during/after sessions
Start meetings, make sure people have appropriate roles
Make sure sessions are being recorded
Uploading recordings after the sessions

Workshop hosts/facilitators ( )

Host and/or facilitate the workshop
Workshops don't have to be a presentation! It can be a facilitated discussion, a roundtable, a panel, a show-and-tell, or whatever else you want
Slow down everyone because we all speak too fast
Remind people to introduce themselves
Everything else here: https://cryptpad.fr/code/#/3/code/edit/02c380266ab8d0fa698b9266ff500604/
Also resources linked here

Interpreters ( )

Previously: angé, Nat, Tigre, machete, Eli

Simultaneous interpretation during workshops
Last-minute translations
Depending on availability of funds, translators and interpreters may be paid

People who put out fires ( )

Previously: Darin, Étienne, Angel, Ifny

be on hand to help resolve technical issues, scheduling problems, and anything else that goes wrong during the event

After the Event

Digital Archiving ( )

Previously: Darin, Angel

Be in charge of the recordings (some notes on how we did recordings in 2021)
Be in charge of linking records to each session and making a wonderful paper trail for future generations

Followup announcements & exit survey ( )

Previously: Angel

send one or more emails (here's how it went, links to digital archives, volunteer for next time)
create and distribute an exit survey (what did you like? what would you change? etc.)

Write and mail out thank you notes ( )

One-off Tasks

Consolidate Email lists for announcements ( )

there are a bunch of lists of people who have been to Bike!Bike! in the past, people who want to attend in the future, community bike organizations, etc.; it would be helpful to combine them all in one place (more or less)