DebConf13/Teams/Front Desk

Front Desk team handles the communications and information to and from attendees.

Really there is not Front Desk team, but a lot of smaller task-specific teams.

Helpers

Not really a team, but anyone could help:

• answering questions on mailing list (debconf-discuss and debconf-team)
• improving the wiki pages of DebConf13
• joining some teams
• looking mailing list debconf-team, IRC #debconf-team (and debconf meeting) and helping on specific needs. There is a lot of short term easy tasks.

Registration team (pre-conference)

Handle the online communication between attendee and debconf

Tasks and duties:

• Subscribing to registration@debconf.org
• Answering questions and helping attendees (mainly on registration@, but also on mailing list and IRC)
• Liaison to the relevant teams (forwarding problems and information)
• Check and ask attendee about inconsistencies and errors
• Handling cheese
• Sending invitation letters (pdf or surface mail)

Requirement (as team, please specify)

• Local languages (German, French) and English
• Giving local information about Switzerland (health, rules, travel, insurances) and travel (local info)
• Liaison to other main teams (Talk, Accommodations, Finance, Front Desk) (e.g. about delay, cancellation, etc.)
• Possibly people interesting on organizing future DebConfs

Tools

• Contact, coordination: IRC #debconf-team, email #debconf-team
• Ticket system ?
• Frab/penta/booking system

Members:

• n0rman
• rafw
• Alfu
• cate
• hug
• Y Plentyn
• Patty Langasek (harmoney)
• need more

Front desk (on site)

Central information point for attendees

Tasks and duties:

• On IRC #debconf during duties times
• Registering attendee (new arrivals)
• Handling conference bag, t-shirt
• Lost + Found
• Answering questions and helping attendees (on site and on IRC)
• Liaison to the relevant teams (forwarding problems and information)
• First point of contact for visitors, press, authorities, etc.

Requirement:

• on site presence, in time shifts
• reinforced with local language speaking people on rush hours (arrival day, debian day, etc.)

Tools

• Front desk guide
• Time shift schedule (wiki)
• DebConf13/FAQ
• Frab/penta/booking system
• A volunteer T-shirt

Members:

• Patty Langasek (harmoney)
• need more

Visa team

Handling visa informations

Tasks and duties:

• Subscribing to visa@debconf.org
• Reading and answering questions about Schengen visa form
• Sending invitations (with registration team)

Requirement:

• Possibly being also on registration team
• Handling more confidential information

Tools

• none

Members:

• n0rman
• rafw
• need more

Registration tool team

Handling the online registration system

Tasks and duties:

• Implementing tools and solving problems, without becoming crazy
• Running and checking the system
• Preparing reports for other teams
• Sending automatic mails

Requirement:

• Time

Tools

• Yourself

Members:

• Ganneff (technical assistance)
• need more

Bursaries (accommodation and travel)

Handling sponsorship.

Tasks and duties:

• Implement a fair rate system
• Rate sponsorees
• Sending results (and answering mails)

Requirement:

• Ideally members from across continents and Debian background

Tools

• registration tool

Members:

Appointed by debconf-team

• David Bremner
• Steve Langasek
• Margarita Manterola
• Christian Perrier
• Lior Kaplan
• Andreas Tille
• Gunnar Wolf
• Gaudenz Steinlin
• Didier Raboud
• Philipp Hug
• ...

Homepage and wiki team

Handling sponsorship.

Tasks and duties:

• Improve web pages and wiki
• Coordinate big edits on IRC #debconf-team

Requirement:

• none

Tools

• wiki
• svn debconf-data

Members:

wiki:

• Registered user in wiki

web

• Alioth people in debconf-data (ask on #debconf-team about your plan)

Design and templates:

Ad-hoc tasks

Various tasks, coordinated in DebConf meetings

• T-shirt design
• T-shirt and bags
• General communication to attendee (email, blog posts, etc.)

Schedule of the work

By categories: urgent, normal, low priority.

before mid 2012

• logo
• sponsor pack (document): in English, German, French (with sponsor team)
• documentation to DebConf12
  • mySwitzerland will probably give us some generic promotional materials.

before end 2012

• website
• take over visa@ forwarder.
• replacement of penta (probably done by tech team)

first trimester 2013

• t-shirt
  • designs, 3 colours: normal, orga team, video team, 2 formats: man, woman, various sizes
  • manufacturer (also abroad, check with gwolf and global team)

second trimester 2013

• Travel information, prices: -> website + FAQ
• set up travel coordination page
• call for volunteers for front desk (physical location)

just before DebConf/DebCamp

• Emergency contacts (police, etc)
• DebConf emergency contact (hotline + email, for travel problems, late arrivals, etc.)

during DebCamp

• setup Front Desk (desk, materials, printer, ...)
• setup extra registration desks for registration day

during DebConf

• running Front Desk/Registration, finding volunteers, update information
• accessibility

after DebConf

• clean-up, lost+found
• send back DebConf, Video, Debian materials (with merchandising team)
• thanks to sponsors (sponsor team)
• final report (with team management team)

Connections with other teams

• Sponsor team:
  • Handling promotional material (for bags)
• Hospitality team
  • Food and people per day
  • Front desk logistic
  • Storage room (material)
  • Storage room (cheese)
  • Accessibility information (<-) and requests (->)
• Tech team
  • Early network for front desk (registration)