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Table of Contents

Lead Organizers

Although it suffices to have a single Lead Organizer, we recommend that there be at least two. Odds are, one of you will have heavy work demands at any point during preparation. A second organizer lets you balance the load.

Time commitment: 2-3 hours per week. Starts ~5-6 weeks before a workshop.

Responsibilities:

  • Moderate kickoff and retrospective meetings.
  • Oversee all coordinators and their progress in their respective areas.
  • Answer general questions about the workshop.

Details.

Marketing Coordinator

Time commitment: 1 hour per week. Ideally, ongoing. Otherwise starts whenever registration is announced.

Responsibilities:

  • Announce registration.
  • Address inquiries from social platforms.
  • Promote related community events.
  • Take pictures of various activities throughout the workshop.

Workshop MC

Time commitment: 1-2 hours + the entirety of workshop. Starts the week of the workshop.

Responsibilities:

  • Bring enthusiasm to attendees.
  • Provide overview of workshop.
  • Keep an eye on time and make sure we're moving things along.

Volunteer Coordinator

Time commitment: 3-4 hours per week + entire workshop. Starts 3 weeks before the workshop.

Responsibilities:

  • Recruit TAs and review their applications.
  • Select TAs to present mini lectures.
  • Organize TA onboarding sessions and presentation dry-runs.
  • Serve as the main point of contact for questions about the curriculum.

Sponsorship Coordinator

Time commitment: 30 minutes per week. Starts 2 months before workshop.

Responsibilities:

  • Contact potential sponsors.
  • Work with Bridge Foundry and sponsors to secure funds.
  • Work with Registration Coordinator and Workshop MC to make sure sponsors are represented and promoted.

Venue Coordinator

Time commitment: 1-2 hours to find and book. 2-3 hours over the course of the workshop.

Responsibilities:

  • Find and book a venue for the workshop.
  • Serve as the main point of contact for any questions about the venue and its logistics.

See How-To: Venue.

Catering Coordinator

Time commitment: 2-3 hours per week (starting 2 weeks before workshop) + entirety of workshop.

Responsibilities:

  • Review registration data for dietary restrictions.
  • Find caterers and place orders.
  • Serve as (or appoint) the on-site point of contact for catering deliveries.

See How-To: Catering.

Registration Coordinator

Time commitment: 1-2 hours per week (starting ~3 weeks before workshop) + first 1-2 hours each day of the workshop.

Responsibilities:

  • Set up registration on ticketing platform.
  • Manage waitlist (if configured).
  • Generate reports and guest lists as needed for venue, catering, child care, etc.
  • Coordinate check-in at workshop.

See registration docs.

Childcare Coordinator

Time commitment: 1-2 hours per week (starting 2 weeks before workshop) + first and last hours of workshops to meet with parents and sitter.

Responsibilities:

  • Work with Registration Coordinator to check for childcare requests.
  • Confirm childcare needs with the parents who requested them.
  • Book a sitter (or more than one).
  • Introduce parents and sitter(s) to each other.
  • Follow up with both at the conclusion of workshop.

See childcare docs.