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!

Related: Timeline

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.)

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)