Bike!Bike! Everywhere! Volunteer Roles

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Revision as of 02:04, 10 October 2022 by Angel (talk | contribs)
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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, √Čtienne, Angel, Jonathan, √Čtienne, 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, √Čtienne


  • 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:

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


Write Announcements (Nat, Leo, Carla)

Previously: Angel, Darin, √Čtienne


  • 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, √Čtienne, Angel, ang√©
  • 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: ang√©, Angel, Momoko, √Čtienne


  • 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, √Čtienne


  • 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, √Čtienne, 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, √Čtienne, 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)