Difference between revisions of "JobDescriptions"

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(→‎Speaker Chair: per Beth Lynn's suggestion)
 
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Much of this is taken from [[WeNeedTo]] but more has been added.
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This describes the current state of things as of early 2022.  Many items have been consolidated under a smaller set of people than in past years - there are certainly opportunities to break things out if we get more folks on staff.
  
 +
=OLF Corporation Officers=
 +
These are members of the Board of Directors of the Ohio LinuxFest Corporation, the 501(c)(3) that puts on the OLF Conference.
 +
 +
==President==
 +
*Responsibilities
 +
**Chairs meetings of corporate officers
 +
**Signs contracts with suppliers (hotel, AV provider, etc.)
 +
**Officially represents corporation when necessary
 +
*Requirements: Extensive experience with OLF, ability to understand business arrangements with other entities, ability to sign contracts (aged over 18), trustworthy.
 +
*Position currently held by: Beth Lynn Eicher
 +
 +
==Vice-President==
 +
*Responsibilities
 +
**Signs contracts with suppliers (if President unavailable)
 +
**Officially represents corporation when necessary (if President unavailable)
 +
*Requirements: Prior experience with OLF, ability to understand business arrangements with other entities, ability to sign contracts (aged over 18), trustworthy.
 +
*Position currently held by: Warner Moore
 +
 +
==Treasurer==
 +
*Responsibilities
 +
**Collects and deposits funds from sponsors, bugs sponsors for payment if they are late
 +
**Pays suppliers (hotel, AV provider, OLFI instructors, etc.) promptly
 +
**Files official paperwork (tax returns, state corporation forms) promptly
 +
**Signs contracts with suppliers (if President unavailable)
 +
*Requirements: Prior experience with OLF, demonstrated fastidiousness about completing paperwork, experienced in handling money, ability to understand business arrangements with other entities, ability to sign contracts (aged over 18), trustworthy.
 +
*Position currently held by: Michael Schultheiss
  
 
=Staff=
 
=Staff=
−
Staff members are involved in planning the Ohio LinuxFest year round.  Staff positions are generally responsible for a team of people, in the planning phases to develop the conference, during the conference, or both.
+
Staff members are involved in planning the OLF Conference year round.  Staff positions are generally responsible for a team of people, in the planning phases to develop the conference, during the conference, or both.
  
−
Staff positions are unpaid, although they get a free supporter pass to the conference.
+
Staff positions are unpaid, although they get a free staff pass to the conference.
  
 
==Conference Chair==  
 
==Conference Chair==  
 
*Responsibilities
 
*Responsibilities
 
**Oversees all aspects of the conference, including supporting and delegating to other chairs.
 
**Oversees all aspects of the conference, including supporting and delegating to other chairs.
−
**Responsible for coordination of facilities, including catering, a/v, and more.
+
**Manages staff meetings.
−
**Assists other Chairs where needed.
+
**Primary liaison with hotel.  Also serves as liaison with catering, AV, other suppliers, and sponsors when needed.
 +
**Assists other Chairs where needed - picks up any other tasks that someone else hasn't covered.
 
**Is not permitted sleep, or a life.
 
**Is not permitted sleep, or a life.
−
*Requirements: Previous conference experience, especially with OLF.  Proven ability to juggle 900 balls while on a unicycle that's on fire.
+
*Requirements: Previous conference experience, especially with OLF.  Proven ability to juggle 900 balls while on a unicycle that's on fire. This position is appointed by the Board of Directors.
−
*This position is: '''TAKEN'''
+
*Position currently held by: Vance Kochenderfer
  
−
==Content Chair==
+
==Speaker Chair==  
 
*Responsibilities:
 
*Responsibilities:
−
**Responsible for the overall content of the conference, working closely with the Speakers and OLFI chairs to ensure the quality of the conference.
+
**Solicits speakers for CFP
−
*Requirements: Previous experience with selecting and handling Speakers and/or instructors at technical/FOSS conferences.
+
**Manages CFP process for most speakers (including selection and acceptance), also invites proven speakers to fast-track selection
−
*This position is: '''VACANT'''
+
***"Main Track"
 +
***Friday "Early Penguins"
 +
***Fills open slots on "Open Source Solutions Stage" that aren't taken by sponsors
 +
***Is '''not''' responsible for: OLF Institute, Birds of a Feather, workshop speakers
 +
***'''May''' refer non-selected speakers to Birds of a Feather Chair for consideration
 +
**Helps identify keynote speakers, makes selections w/staff input and issues invitations
 +
**Develops conference schedule (keynotes, main tracks, Early Penguins)
 +
**Speaker wrangling (making sure speakers get registered, book travel, sign releases, arrive safely, etc.)
 +
**Obtains slides from speakers and reviews for appropriateness
 +
**Works with volunteers as needed
 +
*Requirements: Someone who has been to OLF and/or has conference staff experience, plus an interest in working with speakers.  Should be knowledgeable about FOSS topics.  Willing to deal with many people and herd cats.
 +
*Position currently held by: Jared Szechy
  
 
==Public Relations Chair==
 
==Public Relations Chair==
 
*Responsibilities:
 
*Responsibilities:
−
**Develop appropriate content for press releases, Facebook and Twitter/Identi.ca content
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**Develops appropriate content for outlets
−
**Ensure regular delivery of content to appropriate forums
+
***Press Releases
 +
***Flyers
 +
***Social media (in conjunction with Social Media Chair)
 +
**Ensures regular delivery of content to appropriate forums
 
**Is primary point of contact for media
 
**Is primary point of contact for media
 
*Requirements: Preferably someone with previous PR experience, knowledge of media contacts.  Must have good English skills.
 
*Requirements: Preferably someone with previous PR experience, knowledge of media contacts.  Must have good English skills.
−
*This position is: '''TAKEN'''
+
*Position currently held by: Susan Rose
  
−
==LUG Liason==
+
==Social Media Chair==
−
*Responsibilities:  
+
*Responsibilities:
−
**Work with the PR Chair to spread information about OLF
+
**Makes posts to OLF's Facebook, Twitter, and LinkedIn
−
**Maintain and regularly update a list of all appropriate LUGs and other user groups
+
**Engages with people on these platforms
−
*Requirements:  Preferably someone with regional contacts and/or who is willing to investigate them. Must have good English skills.
+
**Works closely with Public Relations Chair
−
*This position is: '''TAKEN'''
+
*Requirements: Familiarity with social media platforms. Willing to monitor and respond on a regular basis. Must have good English skills.
 +
*Position currently held by: Susan Rose
  
 
==Sponsorship Chair==
 
==Sponsorship Chair==
 
*Responsibilities:
 
*Responsibilities:
−
**Identify and approach potential sponsors  
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**Identify and approach potential sponsors
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**Coordinate the Expo floor
+
**Present contracts to sponsors for signature
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**Be awesome and cool
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**Manage the Expo
−
*Requirements: Good salesmanship, patience, and a head for the benjamins
+
***Determine booth layout
−
*This position is: '''TAKEN'''
+
***Be liaison between sponsors and hotel/AV
−
 
+
**Inform Conference Chair/Treasurer of invoices that need to be issued
−
==Dot-Org Liason==
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*Requirements: Outgoing, responsive, good salesmanship, patience, and a head for the benjamins
−
*Responsibilities:
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*Position currently held by: Beth Lynn Eicher
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**Identify and approach dot-orgs for the expo
 
−
**Work with dot-orgs to get them properly on the expo floor
 
−
*Requirements: Good salesmanship, understanding of low/no-budget FOSS projects, patience
 
−
*This position is: '''TAKEN'''
 
−
 
 
−
==Speakers Chair==
 
−
*Responsibilities:
 
−
**Helps identify and choose keynote speakers
 
−
**Solicits speakers for talks
 
−
**Sorts and selects speakers from CFP
 
−
**Works with a staff
 
−
*Requirements:
 
−
*This position is: '''TAKEN'''
 
−
 
 
−
==Early Penguins Chair==
 
−
*Responsibilities:
 
−
**Works with the Speakers Chair to choose talks for the EP track
 
−
**Speaker wrangling (making sure speakers get registered, book travel, sign releases, arrive safely, etc.)
 
−
**Intro EP talks or delegate as needed
 
−
*Requirements: Someone who has been to OLF and/or has conference staph experience, plus an interest in working with speakers.
 
−
*This position is: '''VACANT'''
 
−
 
 
−
==Open Source in Medicine Track Chair==
 
−
*Responsibilities:
 
−
**Identifies and solicits appropriate speakers
 
−
**Works with Speaker Chair for talks that come in through the main CFP channel
 
−
**Speaker wrangling
 
−
**Intro talks or delegate as needed
 
−
*Requirements: Someone with OLF and/or conference experience, preferably someone with a background in both FOSS and medicine
 
−
*This position is: '''TAKEN'''
 
  
 
==OLF Institute Chair==
 
==OLF Institute Chair==
 
*Responsibilities:
 
*Responsibilities:
−
**Coordinates with the content and conference chairs
+
**Coordinates with the Conference Chair
 
**Help evaluate and select class proposals
 
**Help evaluate and select class proposals
 
**Schedule classes
 
**Schedule classes
 +
**Be on-site during OLFI sessions
 
**Instructor wrangling (making sure they get registered, book travel, sign things, arrive, etc.)
 
**Instructor wrangling (making sure they get registered, book travel, sign things, arrive, etc.)
 +
**Student wrangling (make sure people check in and go to the correct room)
 
**Run the event, including problem resolution
 
**Run the event, including problem resolution
 
*Requirements: Prefer someone with a background in training and/or event coordination
 
*Requirements: Prefer someone with a background in training and/or event coordination
−
*This position is: '''VACANT'''
+
*Position currently held by: Rafeeq Rehman
  
 
==Diversity in Open Source Workshop Chair==
 
==Diversity in Open Source Workshop Chair==
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**Run and moderate the workshop
 
**Run and moderate the workshop
 
*Requirements: Someone with interest in diversity issues and with experience moderating a lively discussion group
 
*Requirements: Someone with interest in diversity issues and with experience moderating a lively discussion group
−
*This position is: '''VACANT'''
+
*Position currently held by: '''VACANT'''
  
 +
==Registration Chair==
 +
*Responsibilities:
 +
**Coordinate and maintain the online registration system
 +
**Coordinate equipment for on-site registration
 +
**Manage on-site registration
 +
**Manage volunteer assistants on-site
 +
**Handle payments for walk-in registrants
 +
*Requirements: Understanding of registration system (ShowClix), experience working with volunteers, ability to juggle many things at once.
 +
*Position currently held by: Michael Schultheiss
  
 
==Security Chair==
 
==Security Chair==
Line 104: Line 127:
 
**Primary coordinator of incident event report log
 
**Primary coordinator of incident event report log
 
*Requirements: Previous experience with security at conferences preferred
 
*Requirements: Previous experience with security at conferences preferred
−
*This position is: '''TAKEN'''
+
*Position currently held by: Vance Kochenderfer (by default as Conference Chair)
  
−
 
+
==Birds of a Feather Chair==
−
==Birds of Feather Chair==
 
 
*Responsibilities:
 
*Responsibilities:
 
**Maintain BoF schedule
 
**Maintain BoF schedule
 +
***Handle pre-applications
 
**Answers BoF-related emails in a timely manner
 
**Answers BoF-related emails in a timely manner
−
**Monitors BoFs and deals with any problems
+
**On-site during BoFs to monitor and deal with any problems
 
*Requirements: Attention to detail, patience
 
*Requirements: Attention to detail, patience
−
*This position is: '''VACANT'''
+
*Position currently held by: Vance Kochenderfer
  
 
==T-Shirt Coordinator==
 
==T-Shirt Coordinator==
Line 120: Line 143:
 
**Monitors shirts on-site
 
**Monitors shirts on-site
 
**Allocates staff shirts
 
**Allocates staff shirts
−
*Requirements:  Attention to detail
+
*Requirements:  Attention to detail, present during conference
−
*This position is: '''VACANT'''
+
*Position currently held by: '''VACANT'''
  
 
==Volunteer Coordinator==
 
==Volunteer Coordinator==
Line 127: Line 150:
 
**Recruiting volunteers
 
**Recruiting volunteers
 
**Keeping track of volunteer staffing
 
**Keeping track of volunteer staffing
−
*This position is '''TAKEN'''
+
*Position currently held by: Vance Kochenderfer (by default as Conference Chair)
−
 
 
  
 
=Volunteers=
 
=Volunteers=
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==Bag Stuffers==
 
==Bag Stuffers==
 +
This is an at-conference position on THURSDAY (day before the conference)
 +
*Duties:
 +
**Move boxes
 +
**Sort and stuff bags for attendees
  
 
==Speakers Assistants==
 
==Speakers Assistants==
Line 159: Line 185:
 
**Introducing Speakers
 
**Introducing Speakers
 
**Monitoring the "green room"
 
**Monitoring the "green room"
 +
 +
==Sponsors' Assistance==
  
 
==Registration Assistance==
 
==Registration Assistance==
Line 165: Line 193:
 
**Working the registration desk
 
**Working the registration desk
 
**Escalating problems to the Registration coordinator
 
**Escalating problems to the Registration coordinator
 +
 +
==Store==
 +
* Sales assistant
 +
* Help attendees purchase shirts, registration upgrades, and more

Latest revision as of 16:34, 24 February 2022

This describes the current state of things as of early 2022. Many items have been consolidated under a smaller set of people than in past years - there are certainly opportunities to break things out if we get more folks on staff.

OLF Corporation Officers

These are members of the Board of Directors of the Ohio LinuxFest Corporation, the 501(c)(3) that puts on the OLF Conference.

President

  • Responsibilities
    • Chairs meetings of corporate officers
    • Signs contracts with suppliers (hotel, AV provider, etc.)
    • Officially represents corporation when necessary
  • Requirements: Extensive experience with OLF, ability to understand business arrangements with other entities, ability to sign contracts (aged over 18), trustworthy.
  • Position currently held by: Beth Lynn Eicher

Vice-President

  • Responsibilities
    • Signs contracts with suppliers (if President unavailable)
    • Officially represents corporation when necessary (if President unavailable)
  • Requirements: Prior experience with OLF, ability to understand business arrangements with other entities, ability to sign contracts (aged over 18), trustworthy.
  • Position currently held by: Warner Moore

Treasurer

  • Responsibilities
    • Collects and deposits funds from sponsors, bugs sponsors for payment if they are late
    • Pays suppliers (hotel, AV provider, OLFI instructors, etc.) promptly
    • Files official paperwork (tax returns, state corporation forms) promptly
    • Signs contracts with suppliers (if President unavailable)
  • Requirements: Prior experience with OLF, demonstrated fastidiousness about completing paperwork, experienced in handling money, ability to understand business arrangements with other entities, ability to sign contracts (aged over 18), trustworthy.
  • Position currently held by: Michael Schultheiss

Staff

Staff members are involved in planning the OLF Conference year round. Staff positions are generally responsible for a team of people, in the planning phases to develop the conference, during the conference, or both.

Staff positions are unpaid, although they get a free staff pass to the conference.

Conference Chair

  • Responsibilities
    • Oversees all aspects of the conference, including supporting and delegating to other chairs.
    • Manages staff meetings.
    • Primary liaison with hotel. Also serves as liaison with catering, AV, other suppliers, and sponsors when needed.
    • Assists other Chairs where needed - picks up any other tasks that someone else hasn't covered.
    • Is not permitted sleep, or a life.
  • Requirements: Previous conference experience, especially with OLF. Proven ability to juggle 900 balls while on a unicycle that's on fire. This position is appointed by the Board of Directors.
  • Position currently held by: Vance Kochenderfer

Speaker Chair

  • Responsibilities:
    • Solicits speakers for CFP
    • Manages CFP process for most speakers (including selection and acceptance), also invites proven speakers to fast-track selection
      • "Main Track"
      • Friday "Early Penguins"
      • Fills open slots on "Open Source Solutions Stage" that aren't taken by sponsors
      • Is not responsible for: OLF Institute, Birds of a Feather, workshop speakers
      • May refer non-selected speakers to Birds of a Feather Chair for consideration
    • Helps identify keynote speakers, makes selections w/staff input and issues invitations
    • Develops conference schedule (keynotes, main tracks, Early Penguins)
    • Speaker wrangling (making sure speakers get registered, book travel, sign releases, arrive safely, etc.)
    • Obtains slides from speakers and reviews for appropriateness
    • Works with volunteers as needed
  • Requirements: Someone who has been to OLF and/or has conference staff experience, plus an interest in working with speakers. Should be knowledgeable about FOSS topics. Willing to deal with many people and herd cats.
  • Position currently held by: Jared Szechy

Public Relations Chair

  • Responsibilities:
    • Develops appropriate content for outlets
      • Press Releases
      • Flyers
      • Social media (in conjunction with Social Media Chair)
    • Ensures regular delivery of content to appropriate forums
    • Is primary point of contact for media
  • Requirements: Preferably someone with previous PR experience, knowledge of media contacts. Must have good English skills.
  • Position currently held by: Susan Rose

Social Media Chair

  • Responsibilities:
    • Makes posts to OLF's Facebook, Twitter, and LinkedIn
    • Engages with people on these platforms
    • Works closely with Public Relations Chair
  • Requirements: Familiarity with social media platforms. Willing to monitor and respond on a regular basis. Must have good English skills.
  • Position currently held by: Susan Rose

Sponsorship Chair

  • Responsibilities:
    • Identify and approach potential sponsors
    • Present contracts to sponsors for signature
    • Manage the Expo
      • Determine booth layout
      • Be liaison between sponsors and hotel/AV
    • Inform Conference Chair/Treasurer of invoices that need to be issued
  • Requirements: Outgoing, responsive, good salesmanship, patience, and a head for the benjamins
  • Position currently held by: Beth Lynn Eicher

OLF Institute Chair

  • Responsibilities:
    • Coordinates with the Conference Chair
    • Help evaluate and select class proposals
    • Schedule classes
    • Be on-site during OLFI sessions
    • Instructor wrangling (making sure they get registered, book travel, sign things, arrive, etc.)
    • Student wrangling (make sure people check in and go to the correct room)
    • Run the event, including problem resolution
  • Requirements: Prefer someone with a background in training and/or event coordination
  • Position currently held by: Rafeeq Rehman

Diversity in Open Source Workshop Chair

  • Responsibilities:
    • Help generate PR for event
    • Identify and approach speakers for event
    • Run and moderate the workshop
  • Requirements: Someone with interest in diversity issues and with experience moderating a lively discussion group
  • Position currently held by: VACANT

Registration Chair

  • Responsibilities:
    • Coordinate and maintain the online registration system
    • Coordinate equipment for on-site registration
    • Manage on-site registration
    • Manage volunteer assistants on-site
    • Handle payments for walk-in registrants
  • Requirements: Understanding of registration system (ShowClix), experience working with volunteers, ability to juggle many things at once.
  • Position currently held by: Michael Schultheiss

Security Chair

  • Responsibilities:
    • Coordinate all security efforts for the conference
    • Work with the venue(s) as needed
    • Oversee at-conference staff of security volunteers
    • Primary coordinator of incident event report log
  • Requirements: Previous experience with security at conferences preferred
  • Position currently held by: Vance Kochenderfer (by default as Conference Chair)

Birds of a Feather Chair

  • Responsibilities:
    • Maintain BoF schedule
      • Handle pre-applications
    • Answers BoF-related emails in a timely manner
    • On-site during BoFs to monitor and deal with any problems
  • Requirements: Attention to detail, patience
  • Position currently held by: Vance Kochenderfer

T-Shirt Coordinator

  • Responsibilities:
    • Coordinates ordering of t-shirts
    • Monitors shirts on-site
    • Allocates staff shirts
  • Requirements: Attention to detail, present during conference
  • Position currently held by: VACANT

Volunteer Coordinator

  • Responsibilities:
    • Recruiting volunteers
    • Keeping track of volunteer staffing
  • Position currently held by: Vance Kochenderfer (by default as Conference Chair)

Volunteers

Volunteers may work on one (or more) planning committees or may work at the conference.

As with Staff positions, all Volunteer positions are unpaid, although some may come with some perks, depending on the level of work performed.

Security

This is an at-conference position

  • Duties:
    • watch for problems
    • guard areas with cash or items of value
    • handle minor problems, escalate major problems

Room Checkers

This is an at-conference position

  • Duties:
    • monitor room doors to make sure all have registered (tag) or have correct badging
    • Must be able to deal with conflict calmly.
      • ex. ("I'm sorry, you need to register over at that table, it's inexpensive.")

Bag Stuffers

This is an at-conference position on THURSDAY (day before the conference)

  • Duties:
    • Move boxes
    • Sort and stuff bags for attendees

Speakers Assistants

This is an at-conference position

  • Duties may include any of:
    • Assist Speakers in finding rooms or people as needed
    • Assist Speakers Chair in Speaker wrangling
    • Making sure questions at talks are spoken into a microphone
    • Introducing Speakers
    • Monitoring the "green room"

Sponsors' Assistance

Registration Assistance

This is an at-conference position

  • Duties:
    • Working the registration desk
    • Escalating problems to the Registration coordinator

Store

  • Sales assistant
  • Help attendees purchase shirts, registration upgrades, and more
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